When product arrives it needs to be stored in an office or storage space right away to keep from the public eye and to keep the facility clean. If the product is for other departments, call them for pick up or deliver the product to them.
Create two shelves in the storage room. 1 for items that have just been delivered and 1 for items that have been received.
The 1st shelf represents items that cannot be opened, put into stock, given to members or put out in any other way as they have not been received. If a box is sitting there for more than a couple of days and no invoice has arrived, then we need to call the vendor and get the invoice so it can be received into inventory and then put out. Even if a member is begging for that new club, we cannot give it out until we have an invoice, it has been received and paid for through the system. It is recommend to put a sign on this shelf that alerts all staff members that nothing leaves that shelf unless it has been received and cleared through the inventory receiver.
The 2nd shelf is where items can be stored that have been received and tagged. Make staff aware that they can use items on that shelf or shelves if you have multiple items to supplement stock or fill displays.
Nothing leaves the shop without it being paid for, whether it is member charged, cash or credit card. If something is going out for demo, hold a driver’s license or credit card with some sort of identification of what that customer took. Everything needs to be accounted for.
At public facilities, special orders need to be prepaid or a deposit left for the product. At the very least, do not give any special orders out until it has been paid for to prevent it never getting received or paid for.
Receiving The Product
The packing slip will be checked against the PO to verify the contents match the order.
When the invoice arrives, the invoice will be checked against the PO to verify the pricing matches the order. Any discrepancies need to be brought up to the vendor right away to be straightened out. Stock product should still be received into inventory and when a new invoice is generated the product can be issued out and received back in under the correct pricing or quantity. Stock product should not be displayed or sold until the product is correctly received. If the vendor is unresponsive or unwilling to make adjustments, product may be held and potentially sent back for credit depending on the situation.
Stock product will be received into IBS or the POS system as soon as the invoice arrives. If the invoice does not arrive within 2 days of receiving the product, the vendor will be called to have the invoice faxed or emailed so receiving can be completed. The invoice copy should be put with the original when it arrives.
Stock and non stock product invoices will be stamped, coded to the correct department and account number, then signed and submitted for payment. Invoices must be submitted as quickly as possible so that discounts can be taken and accounting can appropriately file for payment.
Reporting
Once the product receiving has been completed, the receiving report will be placed with the invoice, PO and packing slip. The facility will keep a copy and file. The originals will be sent to corporate for payment.
The recommended filing procedure would be to scan the documents and store in a folder in the computer. Invoices would be stored in a vendor specific folder. The name of the document should be the invoice date and the invoice number. (Example 7.2.13-1234567)
If scanning is not readily available, store the invoices in a location where they can be sorted by vendor and easily accessible should issues arise.
At the end of the month, the PO binders will be checked. Staff will verify that previous months PO’s have been taken out, received and sent in to corporate to be paid. Any outstanding PO’s greater than 30 days should be followed up on by checking with staff to verify the products arrival, calling the vendor to verify products shipment date or other procedures deemed necessary to finalize the PO for cancellation or payment.
Staff will run a PO Listing report in IBS to review any outstanding PO’s. Only PO’s with future dates should be listed. Any PO’s with a previous date need to be investigated.