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Business Policies – Parts McIntosh and Son

Revision Date – 6th February 2017

McIntosh and Son

Business Policies – Parts

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Parts Module P050 Parts Pricing

Business Policy – P050-01

Default Workshop Parts Pricing

Default Workshop Prices to be applied when parts are sold into the Workshop relative to Repair Orders. When set, all workshop sales will default to these pre-set rules.

Process Owner: Group Admin

P100 Parts Sales Order & Invoicing


Customer Details Collection

Customer Name (Name/Surname/Company Name), Contact Number (Home/Business/Mobile) MUST be captured for all ‘Cash Sale’ transactions where the method of payment is Cash, Credit Card / EFTPOS or Cheque.

When a new contact is created, the contact code should be in the following formats:

Using 4 letters of a client’s surname, their initials and then the creating branch code.

Example:

Name: John T Smith Branch: Perth Contact Code: SMITJTPTH Using first 3 letters of first 2 company names (6 letters in total) Company Names and then the creating branch code:

Example: Company: Bob Jane T Mart Branch: Perth Contact Code: BOBJANPTH

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Sales Below Replacement Cost

Selling of Parts below Replacement Cost is only allowed for the clearing of aged or repriced stock, with the approval of the Parts Manager.

Process Owner: Parts Manager

Dashboard: Risk: Retail Parts Margin Below 30%


Quotation Review

Quotes expire after 30 days.

All Quotations raised for Parts Sales must be followed up fortnightly and deleted after 30 days in instances where the proposed sale will not proceed.


Dashboard: Risk: Parts Quotes Outstanding over 14 Days

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Pre-payment of Back Orders

All Back Ordered Parts for all ‘Cash Sale’ transactions where the method of payment is Cash, Credit Card / EFTPOS or Cheque must be 100% Pre-Paid with the prepayment recorded utilising

EQUIP functionality.

Non-returnable & overseas-sourced parts: 100% pre-paid


Dashboard: Risk – Outstanding Sales Orders without Vendor Order, Sales without Deposit


Parts Invoice Timing

When a part physically leaves the premises or is placed on the Hold Shelf an invoice is to be processed immediately (for account customers).

Hold Shelf items are to be reviewed on a weekly basis.


Dashboard: Suspended Stock – Parts on Outstanding Customer Orders


Negative Stock

Negative Stock indicates either delays with receipting or incorrect Bin Quantity counts. Exceptions will be monitored.

Suppliers must provide a tax invoice immediately upon delivery (if not before), so timely receipting can take place.


Dashboard: Risk – Negative On Hand Quantity

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Serial Number

The following parts require a serial number notated against each part line at time of sale.

- Hand-held items

- Engines

- Guidance products

- Drive motors & exchange units



Lost Sales

Lost Sales to be utilised at Parts Manager discretion.

When prompted with a lost sales validation box, the user should always click 'YES' and complete.

The response should be either Lost-Price, Lost-Freight, Lost-Availability

Process Owner: Part Manager

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Credit Limit Increases & Resolution A credit limit increase for any selected Debtor should only be approved and processed by a Branch Manager or Branch Administrator.

Appropriate notes (e.g.: date of limit increase, amount etc.) are to be typed into the Notes section of Debtor Maintenance.

Branch Manager or Branch Administrator will aim to resolve credit issues by close of business same day of being alerted.

Process Owner: Branch Admin

Dashboard: Risk – Credit Limit Overrides


Credit Limit & Debtor Discount Reviews

Branch Managers will review Credit Limits and debtor discounts across all Debtors every 6 months

Process Owner: Branch Admin

Dashboard: Risk – Credit Limit Overrides

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Freight Processing

Freight Cost (Parts & Service)

The handling, processing & management of freight transactions are the responsibility of the Parts department. You are responsible for the cost of the freight into your branch and the recovery of the freight from our customers.

All inward Parts & Service freight transactions are to be processed by the Parts department and processed in Equip to the Freight Expense account 310/P.

This covers daily, weekly, monthly, stock & customer parts orders and includes most parts required for the workshop. (including breakdown parts)

This is expense is borne by the Parts Department.

Should you incur a freight charge for Parts for Warranty repairs (e.g.: air freight) this is to be coded to the respective Warranty Expense-Freight account for the Parts franchise (e.g.: Warranty Expense-Freight-New Holland 1460/M)

This will need to be clearly identified on the consignment note or freight invoice so that it can be processed to the correct GL account.

This expense is borne by the Sales department.

Freight expense for Warranty parts are not to be charged to a Warranty repair RO or to the Warranty Provision account.

Freight Recovery (Parts & Service)

As a result of item above, all freight recovered will be income to the Parts department.

This will be processed to the Freight Expense account 310/P also at time of invoice.

You will continue to use the existing OT part numbers for Parts invoices & ZZ part numbers for Service invoices.

This will mean that any balance in your Freight Expense account will be the net difference between your cost & recovery.


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Parts Older than 24 Months - * Flag

An automated process has been installed to flag all Parts that have had NO DEMAND for 24 months with an On-Hand Qty.

As below in the example an * is placed in front of the Part Description.

The Companies Policy is NOT to order this part externally if this part is * flagged in another Branch as being available. Use the OOSR Pop-up box to check and/or Transfer this Part.

Parts older than 24 Months should always have focus to be sold under all circumstances.


Dashboard: Risk – Dead Stock Report – 24 Months

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P110 Parts Credit Note Entry


Credits Must Quote Tax Invoice

All Requests for Credit relative to Parts Sales must be accompanied by the returned part and the Original Tax Invoice. Once approved by the Parts Manager the credit note must have the Original Tax invoice number entered in appropriate field.


Menu Parameter: ‘AllowCreditWithoutInvoice=N’


Compliance with Published Returns Policy

As printed on the Tax Invoice, must be complied with in all cases. Credit may apply:

1. If returned within 7 days from date of invoice – full credit.

2. If returned within 7-30 days – invoice amount less 15%

3. If returned after 30 days – no credit

4. Specially order parts are not returnable for credit



Purchase Returns-Workshop Parts Purchase Returns from the Workshop are to be accompanied by the Parts Requisition, clearly marked CREDIT.

Parts returned by the Workshop are to be accepted at the discretion of the Parts Manager and if any return penalties apply, they are to be charged to the Workshop.


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P120 Parts Inter Branch Transfer

Business Policy P120-01

Utilisation of Branch Transfer

Where existing dealer or sub dealer arrangements are in place (e.g.: Redexim, Case Construction & New Holland Construction) normal processes still apply (i.e.: Sales Order & Invoicing) The transfer of parts still remains at the discretion of the Parts Manager of the "transferring" branch. Normal communication protocols are to apply.

Reason for Transfer Box Users must complete the reason for transfer box with sufficient detail so that the both branches involved with the transfer are aware of the need for the transfer.

(e.g.: freight method, freight company used, who requested transfer, customer name?)


Dashboard: Suspended Stock – Inter-Branch Transfers

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P130 Workshop Parts Issue Entry


No Parts Issue without Repair Order

Parts Department personnel must receive the appropriate Parts Requisition before any Parts are issued to the Workshop.



Back Ordering Parts for Repair Orders

All back orders taken for a Repair Order should be entered into the Out of Stock Resolution screen as a Daily order.

Parts required for non-urgent repairs (e.g.: Policy campaigns) should be placed on a weekly or monthly stock order



Advise Customer Messaging Utilise the Advise Customer Messaging application for alerting internal departments to the status of parts attached to Repair Orders.


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Use Picking Slips for Parts Issue to Workshop Parts Picking Slips must be generated for all Parts Issued to the Workshop. This document may be used by the Technician to verify that all parts issued to the Repair Order have been received.

Refer Appendix 1. – Parts Requisition Form in Process Map







Parts Arrived Status-Service Resource Booking

It is the responsibility of the Parts Department to update the progress status on the Service Resource Booking program to “Parts Arrived” once all parts for a particular job have arrived.

Parts Department to also enter a note on the History button (at the top of screen) on the Service Resource booking program to advise Service department that Parts have arrived.

Note to also show initials & date of entry of the person writing the note.

Once Service Admin have verified Parts Arrived, the Note line can be removed.


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P140 – Internal Parts Sales to Wholegood


Internal Purchase Order for Parts Sales to Wholegoods

Parts Sales to Wholegoods must always be supported with an Internal Purchase Order from Sales/Sales Administration.



Internal Part Sale Sign Off

When a part is sold Internally to a Stock Unit, the invoice should be printed and signed off by the staff member who placed the order and handed to the Branch Administrator for cross reference with the salesman worksheet and filing with the deal.


Business Policy – P140--03

Invoicing of Internal Parts to Stock Unit

When a part is sold to a Stock Unit, the only Option Type that should be used for costing is the ‘Other’ option.


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P200 – Suggested Re-Order Maintenance


Stock Order Process Parts Managers must use the Suggested Reorder Creation program for Stock placed on Monthly or Pre Season orders



Suggested Re-Order Naming Convention

When saving a Suggested Re‐Order file, the following naming convention should apply to the

Reorder ID: PTH (branch) CA (franchise) 0903 (date and month of order) ‐ PTHCA0903


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P210 Generate Purchase Orders


Purchase Orders per Supplier Where possible, only one purchase order per day should be sent to each supplier for Daily and Emergency orders. Internal communications should take place prior to submitting a Daily or Emergency order in case additional freight costs are incurred. Parts Managers can delegate the responsibility for their own orders to Parts Advisor’s if needed.



Entry of Freight and Delivery Details

Users must enter Freight and Delivery Details on the displayed PO Screen



Daily/Emergency Orders without Customer Orders

No parts are to be ordered for a customer without a Parts Sales Order/Invoice first being created.

No Exceptions.


Dashboard: Risk – Purchase Orders without Repair/Parts Order

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P220 PO Creation and Maintenance


Outstanding Purchase Orders

All Purchase Orders created cannot remain outstanding and unprocessed for longer than 7 days. (Excluding Stock Orders).

The ‘New Order’ function of the Purchase Order Maintenance program is to be utilised ONLY for the creation of Stock Orders. The valid default order type to be used is D (Stock).

Use S (Special Term) for your annual Preseason orders or Early or Special orders.

All other Purchase Order Types will be created by way of the Generate Purchase Order Program


Dashboard: Risk – Purchase Orders open Over 7 Days


Suggested Reorders-Order deletion

Users must delete the Suggested reorder file in Suggested Reorder Maintenance once order converted.



Manual Purchase Orders

Manual Purchase Orders are not permitted.

All Purchase Orders must be created at time of order in EQUIP®.


Dashboard Report – Purchases % by Dollars

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P230 Stock Item & Order Receipt


Receive Against Supplier Tax Invoice

The source document for data entry to the Stock Item & Order Receipt program must be the Supplier Tax Invoice.

All staff must drive suppliers towards this practice of providing an invoice immediately upon delivery, where invoices have not been available in the past.

Invoice numbers entered must display exactly as shown on the invoice document. This includes Alpha Characters, Special Characters and leading zeros.

All Tax Invoices received must have a corresponding Purchase Order number shown on the Supplier Tax invoice; otherwise they are not to be entered without further investigation.

All Tax Invoices received must have a corresponding Purchase Order number shown on the Supplier Tax invoice; otherwise they are not to be entered without further investigation




Automatic Release of Receipted Parts

Parts receipting in the Stock Items & Order Receipt program will result in the automatic release of receipted parts where applicable.

The ‘Automatic Issue Receipted Parts’ parameter will be set on by default to support this process.

Utilise ‘Notify Issue Parts’ to immediately advise the Service & Parts Managers.

Updates Progress Status – Part Arrived in Resource Booking Screen.


Menu Parameter: ‘AutoIssue=Y’

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Supersessions

If a supersession of an ordered part has been received, update the part line at the point of receipting the invoice, utilising the “Supersession” field




Creditor Invoice Number Invoice numbers entered must display exactly as shown on the invoice document.

This includes Alpha Characters and leading zeros.



Receipt Confirmation When an invoice is receipted, the Parts Adviser will stamp, date and initial the original document from the supplier as confirmation.



Updating Creditor

When processing a parts receipt invoice, the Creditor must always be updated.


Menu Parameter: ‘UpdateCreditor=Y’

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Business Policy – W110-01P

Parts Arrived Status

Parts staff will have access to the Services Resources Booking program in order to update Repair Orders waiting on parts to the ‘Parts Arrived’ status when parts are fully supplied.

In Delay – Parts (Waiting for parts to arrive from back order) – 3 days

In Delay – Sea Freight (Waiting for parts to arrive from International supplier) – 30 days

Parts Arrived (Parts have arrived into Stock and is available to be picked) – 1 day

Repair Orders may not be left in status ‘Parts Arrived’ for more than 1 day.


Dashboard: Risk – ROs in Delay Status

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P240 Purchase Returns


Purchase Returns

All Purchase Returns completed must contain a Note, with a brief description of why the part is

being returned and the date of the Adjustment.

Returns must be processed in EQUIP® on the same day as the part is removed from its bin. Bin quantities must be correct at all times!

Note that certain Electronics cannot be returned to the manufacturer.


Dashboard: Risk – Purchase Returns Outstanding Over 7 Days


Purchase Returns – Show Prices

The ‘Show Prices’ tick box must always be unticked. Do not show prices on a Purchase Return.


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Manual Purchase Returns

Manual Purchase Returns are not permitted; Suppliers must be sent the EQUIP®-generated Parts Purchase Return document.

All Purchase Returns must be processed in EQUIP® on the same day as the part leaves its Bin.



Purchase Returns Review

Purchase Returns are to be reviewed on a weekly basis AND not outstanding for more than 60

days.




Dashboard: Risk – Purchase Returns Outstanding Over 7 Days

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P300 Stocktake Maintenance


Stocktake Timing

Stocktake will be undertaken with the following frequencies

1. Pack Oils, Fluids & Batteries Monthly

2. Bulk Oil Monthly * Service Dept.

3. High Value >$500 At least twice annually

4. Other Annually

5. Van Stock Weekly * Service Dept.

Process Owner: Parts Manager / Service Manager


Stocktake Description Each new Stocktake created should follow the naming convention below:

Branch: Geraldton – Franchise: Hardi – Month: January – Year: 2016

Description: GER Hardi Jan 2016



Variance Sign Off

Once a stocktake count is completed, a copy of the Variance report and the Update report should be printed, and then signed off by the Parts Manager. Stocktake variances over $500 need to be discussed and signed off with the Branch Manager before finalising the stocktake.

Stocktake count sheets, variance and final audit reports are to be retained by the Parts Manager for review by the Group Administrator if needed.

Process Owner: Parts Manager / Branch Admin

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Stocktake Duration

It is recommended rolling stocktakes should be done throughout the year and bins can’t be sold out of during stocktake. Before starting a stocktake, ensure the Stocktake manual has been read & pre-stocktake activities completed.

A full wall-to-wall stocktake outside of operating hours is not recommended.

No Stocktakes are to remain open as of the 30th June each year.

Process Owner: Parts Manager / Branch Admin


Stock Adjustments

Only Parts Managers are authorised to process Stock Adjustments.

A valid description must be entered to explain the transaction.


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Stocktake Preparation Checklist

Follow the steps below to ensure an efficient, accurate stocktake.

1. Preparing for the Stocktake

a. All parts must be receipted and purchase returns processed

b. Check for accuracy of stock items with existing bin locations, as well as those without bin location and make corrections as required.

c. Run Parts Delete Utility and delete by specified date without demand to reduce the number of stock count pages.

d. Review negative stock report and correct.

e. Review Blank Bin Location Report

f. Close all open invoices.

g. Run utility to Rebuild Parts Master from Transaction.

2. Stocktake Maintenance

a. Remove any stocktakes still in the system as in progress or incomplete before

starting the process.

b. Create a new stocktake

3. Stocktake Extract

a. Print out the stocktake count sheets

b. Print the same number of Blank Count Sheets as bins, or more if needed.

4. After the Count

a. Enter all counts (including blank sheets) sheets into EQUIP

5. Review the Stocktake Update

a. Print uncounted stock report:

b. Print Stock take variance

6. Finalise the Stocktake

a. Run the Stock Take Update

b. Run the Stock Status Management report in both detail and summary

Process Owner: Group Admin, Parts Manager

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