Hi all:
Hope you’re having a good week.
David Anson hosted his first IT Committee meeting at Office Brands on Monday. He did very well. There are many exciting infrastrcuture improvements to web, data, and integration standards all due for delivery in coming months.
I thought we would cover some of these best practices before running a session with myself and John on reports. Because much of the info / answers you may wish to obtain from running reports may be obtained from screen edits (which I think are quicker and easier than runnign reports…once you know how).
Hopefully you will get time to run thru the best practice score card below, and have decided on at least 2 best practices to start to make movements towards achieving.
So in-line with that senitment above..I thought this week for Best Practice (ii) we might cover any/all of these.
- Sales Order Management: Some ideas / what we do.
- Back Order Management: some ideas / what we do.
- Contract Management: and bad GP lines on contract.
- Paperless Supplier invoice handling.
- Dead Stock Management
- Using Custom fields: where it can help you!
- Applying ETA’s and leadtimes to suppliers / cards. How it can help!
- Want to print connotes for your shipments / deliveries..its easy!
But please suggest anything more specific you may wish to cover as well.
This will lead into week 5: Reporting Session where john and I may cover:
- The Readysell Report Store.
- Automation of at least 1 report.
- Bad GP / Low GP Report.
- Back Order Frequency Report.
- Financial Reports and Quarterly BAS report.
- What reports and when…daily/weekly/monthly/quarterly.
...
| List view | Aim | Appearance Rule Text | Appearance Rule Target |
|---|---|---|---|
Back Order Module Colour Appearances: | Make Net Qty on Hand go whatever colour: | [Product.Primary Product Site.Net Qty on Hand] < 0.0m | |
| Make Back Orders with no purchase order attached go whatever colour: | [Purchase Order] Is Null | ||
Sales Order Module Colour Appearances: | |||
| Make UNSHIPPED Orders standout: | [Last Shipment] Is Null | LastSaleShipment | |
| Make Orders for New clients standout: | [Customer.Last Sale Invoice Date] Is Null | Customer | |
| Make order for a customer with an amount in 90 days standout: | [Customer.Current Customer Balance 90 Days] <> 0.0m | Customer | |
| Make Web Orders standout: | [Transaction Type.Code] = 'SALWEB' | TransactionType.Code |
My Email Batch Default for Accounts Receivable followup:
Good Afternoon,
- This is a friendly reminder that we noticed some invoices have drifted overdue on your account.
- Some of your invoice(s) are now in 60 and/or 90+ days overdue.
- Please see below for your outstanding balances, if you would like any / all of your outstanding invoice(s) copies emailed to you, just reply to this.
Thank You.
HOW TO PAY:
- EFT: Express Office National | BSB: 123-456 | Acc: 12345678
- CARD: Phone us for Visa/Mastercard/American Express card payments (no surcharge)
- PAYPAL: to accounts@expressofficenational.com.au
- CHEQUE: to address below.
Outstanding balances:
Remember:
- Make a list what you want to do / move forward to.
- Be comfortable editing screens / totaling columns / using the Filter Editor
- Take a browse thru the Readysell Report Store for LIST and FORM reports…there might be something there that interests you.
ORDER MANAGEMENT:
Don’t just let Auto Warehouse run EVERYTHING….who is involved. Use appearance settings to help notify. A good layout to help you understand all outstanding orders, and understand why each is outstanding.
Back Order Management:
Setup your columns. Add Product.ProductSite.NettQtyonHand | Apply colour to anything that has not been ordered (Purchase Order is NULL) and anything that has Nett Stock on hand <0
BAD CONTRACT LINE MANAGEMENT:
List Report, filter out flyers, review contract lines that are now too low.
PAPERLESS SUPPLIER INVOICE HANDLING:
Get a NAS drive. Organize backup FIRST. Must be reliable (no printed copies). You can stamp PDF’s in free version of adobe. Save to Server folder. Move to NAS at EOM.
DEAD STOCK:
Once you’ve identified dead stock…what next? Each item should be ‘piled’ into 3 sections:
- Keep for substitute or discounted sale
- Move / stock location transfer all substitutable stock to 1 location.
- Make it a location all staff walk past often, so they are familiar with the goods
- Consider placing an auto substitute on a sku for one of the disc. Skus…if applicable.
- Donate for free
- Throw out
- Donate / throw out goods need to be stock adjusted against the same reason.
- Each stock adjustment reason is linked to GL account…are your stock adjustment reasons and GL codes linked the way you want..if not, do you know how to…?
‘Suggested’ Homework and / or ask Readysell during followup next week:
- Do a Dead Stock view variant & then filter for all your 3M products that are DEAD and NOT Active…how much have you got?
- Then edit it, and do it for anything that has the word TONER in the description.
- Dump them both to excel…work on them!
- Edit your email batch default for your accounts receivable followup. Run an email batch extraction, and review the results. Add Customer balance columns to the screen layout so you can see what you are chasing.
- Run your Bad GP Report on all shipments in past 60 days…get comfortable editing / sorting.
- If Custom fields are something you would find handy…try set up 1 or 2 up. We created Supplier Cut Off Time and User Name and Password,
- Complete the Best practice Survey & Read / be aware of latest program updates.
- Using Custom Fields: What other handy information do you want to keep in Readysell? Want to keep all your supplier website logins or BPay references saved against the supplier card? What about their URL’s or cutoff times.
- ETAs for purchase orders / products
- Supplier Lead times: Getting accurate ETA’s on sales orders, and ordered products is VASTLY Improved by updating your supplier lead times. Whats the best way to do this.
- Updating supplier purchase order / back order ETA’s….using the outstanding purchase order line module.
- Setting up connote labels to preview / optionally print, based on no. of consignments.
- Shannon can help set this up. You can preview or auto print. Use a Dymo Labelwriter 400 (works for low-med use).