Difference between revisions of "Accounting Finance:Short shipments/Over shipments/Wrong items shipped/Damaged Items"

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:'''-''' Enter '''Customer number'''
  
:'''-''' Enter '''Customer number'''
 
:'''-''' Enter '''Cust order number''' (PO#)
  
:'''-''' Enter '''Cust order number''' (PO#)
−
:'''-''' Enter '''Handler''' '''<Receiver name>'''
 +
:'''-''' Enter Handler '''Receiver name'''
−
:'''-''' Enter '''Status''' '''<NEW>'''
 +
:'''-''' Enter Status '''NEW'''
−
:'''-''' Enter '''Problem''' '''<VSS>''' (Vendor short shipment)
+
:'''-''' Enter Problem '''VSS''' (Vendor short shipment)
−
:'''-''' Enter '''Resolution''' '''<DNR>''' (Debit note required)
 +
:'''-''' Enter Resolution '''DNR''' (Debit note required)
 
:'''-''' Enter '''Vendor Claim Notification''' (under Contact), telephone #, telefax #, and location (VCN – GORDIEL – 092805)
  
:'''-''' Enter '''Vendor Claim Notification''' (under Contact), telephone #, telefax #, and location (VCN – GORDIEL – 092805)
 
:'''-''' '''Effective 08/21/07 – Vendor Claim Notification info. Will be entered in Notes instead of incident header'''
  
:'''-''' '''Effective 08/21/07 – Vendor Claim Notification info. Will be entered in Notes instead of incident header'''

Revision as of 12:01, 18 December 2017

Short Shipments

  • Short shipments are when packing slips do not match the items received
  • There are three possible types of short shipments:
- Items are listed on purchase order and packing slip but not received (true short shipment). This error will be detected by Receiving
- Items are not listed on purchase order but are listed on packing slip (vendor error). This error will be detected by Costing
- Courier is sending additional items on another shipment (courier short). This will be detected by Receiving and Receiving will hold onto shipment for 5 business days before handling shipment as a short shipment.
  • Receiving using PO Lines Enquiry will identify short shipments
  • Receiving will confirm short shipments by referencing back to packing slip
  • Finance department will not debit back for short shipments under $50
  • If vendor has been advised of short shipment but short shipment was later discovered to be not a short shipment, Receiving must notify the vendor to disregard the original claim.
  • Receiving will create new Hotline incident and contact vendor to advise of short shipment
  • Hotline incident
- Enter Customer number
- Enter Cust order number (PO#)
- Enter Handler Receiver name
- Enter Status NEW
- Enter Problem VSS (Vendor short shipment)
- Enter Resolution DNR (Debit note required)
- Enter Vendor Claim Notification (under Contact), telephone #, telefax #, and location (VCN – GORDIEL – 092805)
- Effective 08/21/07 – Vendor Claim Notification info. Will be entered in Notes instead of incident header
- Click enter to time stamp incident

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  • Select Notes
  • Enter standard notes format *VSS* Item # (if no item #, enter UPC), item description, size and additional notes)
  • Example: *VSS* Item#00807396 - 25 c Twizlators Strw Smth, 36’s (short shipped 2 cases)
  • Click Update
  • Click F12 twice to move back to previous panel

400px

  • If there are more than 10 lines of discrepancies, discrepancies will be entered on PO Discrepancy Report
  • Example: *VSS* (see PO Discrepancy Report for listing)
  • Receiving documents and PO Discrepancy Report will be forwarded to Buyer.
  • Hotline incident # must be entered onto PO Discrepancy Report
  • Receiving will forward Hotline to Buyer advising the Buyer of short shipment
  • Hotline incident
- Retrieve Hotline incident
- Change Handler BUYER
- Enter Status VSS (Vendor short shipment)
- Click enter to time stamp incident
  • Buyer will retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format **PO REVIEWED** and additional notes
- Example: *PO REVIEWED* PO#8002405 was adjusted – items will not be shipped - line zero out
- Click Update
- Click F12 to move back to previous panel
- Change Handler to SIONYA/CHRISTINET
- Change Status DNR (Debit note required)
- Click enter to time stamp incident
  • Cost Accountant will retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format *DN* and additional notes
- Example: *DN* DN#8003333 charged to vendor and deducted from payment
- Click Update
- Click F12 to move back to previous panel
- Change Status CMP
- Click enter to time stamp incident

If short shipment was not noted on way bill but items were found

  • Costing will forward Hotline to Receiving requesting a cycle count
  • New Hotline incident
- Enter Customer number
- Enter Cust order number (PO#)
- Enter Handler SIONYA/CHRISTINET
- Enter Status NEW
- Enter Problem VSS (Vendor short shipment)
- Enter Resolution CCR (cycle count required)
- Click enter to time stamp incident
- Select Notes
- Enter standard notes format (*CCR* and additional notes)
- Example: *CCR* Item#00807396 Invoiced: 4 cases
- Received: 2 cases
- Click Update
- Click F12 to move back to previous panel
- Retrieve Hotline incident
- Change Handler to SONNYV
- Change Status CCR (Cycle count required)
- Click enter to time stamp incident
  • Shelf Maintenance will retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format (*CC” and additional notes)
- Example: *CC* ITEM#00807396 - shelf: 4 cases computer: 2 cases (no short shipment – items found)
- Click Update
- Click F12 to move back to previous panel
- Change Handler SIONYA/CHRISTINET
- Change Status CCC (Cycle Count Completed)
- Click enter to time stamp incident
- If the items were confirmed as short shipment go to ENT/RE/16.
  • Cost Accountant will retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format (*REMOVE VCN” and additional notes)
- Example: *REMOVE VCN* Please contact vendor and advise that there was no short shipment
- Click Update
- Click F12 to move back to previous panel
- Change Handler RCVPROBLEM
- Change Status VCR (Vendor claim notification required)
- Click enter to time stamp incident
  • Receiving retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format (*VCN” and additional notes)
- Example: *VCN* Vendor contacted and advised of error – no short shipment
- Click Update
- Click F12 to move back to previous panel
- Change Handler BUYER
- Change Status VSS (Vendor Short Shipment)
- Click enter to time stamp incident
  • Buyer will retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format *POR* and additional notes
- Example: *POR* Please receive ITEM#00807396 – 2 cases under original PO# 8002405
- Click Update
- Click F12 to move back to previous panel
- Change Handler RCVPROBLEM
- Change Status POR/XFR (Purchase order or reference PO received)
- Click enter to time stamp incident
  • Receiving receives items into inventory
  • Receiving will retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format *PO RECEIVED* and additional notes
- Example: *PO RECEIVED* received by GORDIEL
- Click Update
- Click F12 to move back to previous panel
- Change Status CMP
- Click enter to time stamp incident

If short shipment was not noted on way bill and/or items were confirmed as short shipped

  • Costing will forward Hotline to Receiving requesting a cycle count
  • New Hotline incident
- Enter Handler SIONYA/CHRISTINET
- Enter Status NEW
- Enter problem VSS (Vendor short shipment)
- Enter resolution CCR (cycle count required)
- Click enter to time stamp incident
- Select Notes
- Select Add
- Enter standard notes format (*CCR” and additional notes)
- Example: *CCR* Item#00807396 - Invoiced: 4 cases
- Received: 2 cases
- Click Update
- Click F12 twice to time stamp incident
- Retrieve Hotline incident
- Change Handler to SONNYV
- Change Status CCR (Cycle count required)
- Click enter to time stamp incident
  • Shelf Maintenance will retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format (*CC” and additional notes)
- Example: *CC* - shelf: 2 cases, computer: 2 cases (short shipment confirmed)
- Click Update
- Click F12 to move back to previous panel
- Change Handler SIONYA/CHRISTINET
- Change Status CCC (Cycle Count Completed)
- Click enter to time stamp incident
  • Cost Accountant will retrieve Hotline incident
- Select Notes
- Select Add
- Enter standard notes format (*VCN” and additional notes)
- Example: *VCN* Receiving please fax vendor claim notification to vendor
- Click Update
- Click F12 to move back to previous panel
- Change Handler RCVPROBLEM
- Change Status VCR (Vendor claim notification required)
- Click enter to time stamp incident
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