Setting Up Accounts
Elite Golf will establish accounts and maintain a relationship with different vendors for each Elite Golf facility. Accounts will be setup by the Elite Golf accounting team. If the facility needs an account to be established, the vendor needs to fax/email/mail the credit application and paperwork to the Elite Golf accounting team. Based on the vendor’s requirements, an account will be established as soon as it can be. A vendor number will be released to the facility once the account has been established.
Placing Orders
Effective product ordering can be a key strength in driving merchandise revenue. The ordering program will be precise and done in a timely fashion so as to meet the customer’s needs. All orders need to be placed using an Elite Golf Purchase Order form. See the appendix for a copy of the Elite Golf Purchase Order Form.
Ordering Process
- Only approved vendors will be used.
- As stock orders are placed, a Purchase Order (PO) will be generated in IBS. PO’s for stock orders should be generated in the regular PO module and special orders should be generated in the Special Orders module. The name of the PO should include the arrival date, the vendor name and a description of the product. (Example 8.1.13 – Adidas Men’s Clothing) PO’s will be filled out as the order is placed, not when it arrives. For facilities that do not have the IBS Purchase Order system a paper PO will be utilized. The process for non stock orders will be the same as stock orders but utilizing a paper PO.
- The PO number will be given to the vendor to be put on the order so that the invoice and packing slip reflect the PO number. The facility id will be put in front of the PO # so that invoices can easily be identified to a facility. (Example PV5509 for Primm Valley PO#5509)
- The PO will be printed and held in a binder organized by month. The PO will be organized by the date the order should arrive. There will be separate binders for stock and non stock items.