Faro Third Party Logistics | Top 3PL Service Company ...



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STANDARD OPERATING PROCEDURES

AUGUST 2015

TABLE OF CONTENTS

PAGE NUMBERS

1. ROUTING ORDERS, WAREHOUSE NOTIFIER 3-6

2. CHECKING STOCK IN MACOLA 7-9

3. CREATING WORK ORDERS 10-23

4. MANUAL INVENTORY TRANSACTIONS 24-31

5. VANTAGE 32-39

6. BARTENDER 40-50

7. BILL OF LADINGS 51-53

8. MACOLA SHIPPING AND BILLING 54-63

9. WAL-MART MANUAL ORDERS 64-65

10. PURCHASE ORDER RECEIVING 66-74

ROUTING/WAREHOUSE NOTIFIER

Turn On your computer:

Click on User

Password:

Hit the Arrow

Go to Email and answer all emails:

Click on Webmail Login

Click on “Continue on this Website”

User Name:

Password:

Check and answer all emails: (Check detained file for any good emails).

Make sure that when you set an appointment that you print the email and attach it to the back of the order and take the sent email and file into the correct file. Put appointment time and notes in the WH notifier.

When you receive routing back print the email and attach to the last order and file in correct file. Put appointment time and notes in the WH notifier.

Go to Warehouse Notifier to Print Orders:

Click on “HS RDS” on Desktop

Password: Hedstrom1

Click on “Hedstrom Warehouse Notifier” on your Desktop.

Type In “67” in Warehouse box at the top. (This is your warehouse).

Click on “Macola Status” – this will sort orders in number order.

Any orders that have a “1” and are released needs to be printed.

Click on the order to highlight it (hit CTRL click to highlight more than one order)

Once all are highlighted then click on “print”.

Once they have all printed click “yes” and they will now change to a “4”.

Take all printed order and distribute:

- Regent orders to correct person – they will check stock and give back to you.

- Ball orders go to correct person – they will check stock and give back to you.

- BOSU orders go to correct person - they will check stock and give back to you.

- International Orders correct person - they will check stock and give back to you.

- Specialty orders & In house orders go to correct person – he will route these.

Leave your Warehouse notifier up and check every hour for orders.

Once you route and order you need to put notes in the “Comment” field so everyone knows what is going on with the order. Examples:

• 10/20 Routed for a 10/25 p/u – LK

• 10/20 Set for P/U on 10/30 – LK

Routing Orders:

Look at each order and read the “Special Instructions” first to see if there is anything you need to know up front.

Check the FOB on the order to see how it is shipped: If not then email CS. (List of accounts and CS person for that account is on your desktop).

For Ball Orders you are to route the orders as “Floor Loaded”. Or Pallets if noted in account Program.

For Regent Orders you are to route on Pallets.

• 100 cube = 1 pallet (Add 50 lbs to weight for each pallet).

For International Orders you are to route on HT Pallets. (Except Canada Orders)

They go on regular Pallets.

Full 20’ or 40’ containers are all floor loaded and filled to max.

For BOSU Orders you are to route on Pallets.

• 50 cases for singles = 1 pallet (Add 50 lbs to weight for each pallet).

• 10 cases for Quads with another pallet with 5 cases double stacked.

- Collect orders – Check the account program (Notebooks) on how to route.

A) All Websites are saved under Favorites – ROUTING WEBSITES.

B) Always print the routing sheet off after you have routed and paperclip to front

of the order and put the date you routed it for on the sheet.

C) Put the order in the hanging file folder behind you.

D) Any order that you have not received routing back 24 hours before the ship date

needs to be checked into with an email to their transportation Department.

- Prepaid orders – Go to Drafts on the email fill out information & email Lori M.

- Prepaid Truckloads – Follow the “2015 Outbound Lanes” on the Desktop.

A) Fill out the form under “Prepaids Orders” and email to the carrier at top of list.

- Prepaid/Add orders - Go to Drafts on the email fill out information & email Lori M.

Containers:

If you receive an email about a container coming in you need to ask if it has Regent or Ball items on it. Then fill out sheet in top desk drawer with container # and date its coming in. You have 5 days to unload the container and email back empty.

Orders that you need to look for that need routed: Try to keep two weeks ahead.

• Mondays:

Amazons (Balls) – Receive Routing back via Email the day before shipping.

• Tuesdays:

Amazons (Regent) – Receive Routing back via Email the day before shipping.

Walmart Routing for (Balls) off the Fax Machine.

Pull Kmart Routing out off Website for Weds P/U. (If load goes Menlo check fax machine for Routing Sheet.

Route Target Orders in Website before 11:00 for 48 hour notice.

• Wednesday:

Pull Routing for Target for Thursday & Friday Pickups.

Route Kmart’s for next week (Balls & Regent).

Routed Dollar Generals by 14:00 for the next Weds. P/U.

• Thursday:

Route any orders that come off.

Route Walmart orders for Regent and Ball

• Friday:

Walmart Routing for (Regent and Ball) off the Fax Machine.

Route any order that come off.

Pull the next group of orders that are two weeks out and give to Tonia and Andy.

CHECKING STOCK IN MACOLA

1. Open Macola

2. Click on the Tab BOM&IM

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3. Click on multiple level Item

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4. Type in Item number and hit ENTER

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5. Double click on the item number you are looking for

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6. Once new screen comes up ,click on item location

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7. If Quantity available is Negative, Work order needs to be created or if it is a finished product item then the item needs to be removed from the order or sent from another warehouse.

8. If Quantity available is positive, Item is ok and can be processed.

CREATING WORK ORDERS

1. Open Macola

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2. Click on Mfg Execution

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3. Double click on Enter shop orders

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4. Press F5 to generate Work Order #

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5. Enter Item #

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6. Tab to ECM – Your Whse# (make sure you are using newest edition of Work Order)

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7. Tab to Order Location (make sure your using proper location) [pic]

8. Tab to Issue Location(make sure you are using proper loacation) [pic]

9. Tab to Order Quantity(enter desired quantity)

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10. Tab to Buyer/Planner(enter desired Buyer/Planner) [pic]

11. Click on Copy BOM

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12. Check box Copy Routing

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13. Click on OK

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14. Click on OK

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15. Click on OK

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16. Click on Cancel

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17. Click on ok

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18. Click on Cancel

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19. Click on Release

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20. Check Box Print Material Pick List

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21. Click on ok

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22. Click on Yes

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23. Click on OK

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24. Click on Print

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25. Change Number of Copies to 2

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26. Click on Print

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27. Click on Close

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MANUAL INVENTORY TRANSACTIONS

Open Macola

Click on BOM & IM

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Double Click on enter inventory transactions

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Choose “I” to issue(remove) items from the system

Choose “R” to receive items into the system

Choose “T” to transfer items between locations within the system

All steps are the same no matter what type you choose

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Tab to order Type (Order type is always I)

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Tab to Item No. (enter number )

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Tab to comments, every transaction MUST have a comment!

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For Scrap Transactions please use the drop down box and select a reason for the scarp.

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Tab to Trx Quantity

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Tab to Main

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Choose 14506 for cycle, use default cost center

Choose 48004 for rework, use default cost center

Choose 75001 for scrap, use 500 for cost center

Choose 58601 for Samples, use 710 for cost center

*When making “Transfers” make sure the Main Account Number is the same as the Asset Acct #

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Tab all the way thru until you get back to main again then hit ENTER

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Click on cancel button

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Choose new

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Choose Bin look up, select the correct bin

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Click save

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Click cancel to finish the transaction

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VANTAGE

VANTAGE CUSTOMERS STEP BY STEP

1) OPEN VANTAGE IN THE REMOTE DESKTOP (GLOBE)

2) CHOOSE ASN –PACK AND SHIP

3) RECEIVE ORD FROM ACCT

4) SELECT ORDER NO AND THEN ENTER THE ORER NUMBERS YOU NEED TO BRING IN. DO NOT CHOOSE BY DATE!!!

5) PACK ORDERS – SELECT YOUR ORDER AND THEN ENTER

6) QUICK PACK ALL AND VERIFY THE CORRECT CARTON AMOUNT TO MAKE SURE THE ORDER CASE QUANTITY MATCHES WHAT VANTAGE HAS PACKED.

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IF CARTON COUNT MATCHES THEN CLICK ON ORDER COMPLETE, CLICK YES, THEN NO.

7) SHIP ORDERS-CLICK ON THE ADD GREEN + KEY

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8) SELECT THE ORDER YOU NEED UNDER ORDERS READY TO SHIP

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USE THE ARROW KEY OR SIMPLY ENTER TO MOVE THE ORDER NUMBER TO ORDERS IN THIS SHIPMENT.

9) CLICK ON THE # KEY TO RECEIVE THE BOL NUMBER. MAKE SURE YOU WRITE THE ID AND BOL NUMBERS ON THE PACKLIST. FILL IN THE NECESSARY FIELDS PER CUSTOMER REQUIREMENTS. (SEE FOLLOWING PAGES)

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10) CLICK ON LABELS AND THEN IT WILL ASK YOU IF YOU WANT TO RUN A TEST. IF THERE ARE NO LABEL ERRORS, CLICK LABELS AGAIN AND CLICK NO. IF YOU RECEIVE A LABEL ERROR MESSAGE, EMAIL THE ERROR MESSAGE TO ANGIE Gerber AT AGerber@ or Greg Murphy at GMurphy@.

DELETING LABELS IN VANTAGE

IF YOU NEED TO DELETE LABELS OUT OF VANTAGE, FOLLOW THESE STEPS. (THIS IS ONLY FOR ASN CUSTOMERS ONLY – NON ASN CUSTOMERS WILL NOT REQUIRE YOU TO DELETE THE LABELS, THEY DO NOT HAVE ASSIGNED LICENSE PLATE NUMBERS.

1) GO INTO VANTAGE

2) CLICK ON UTILITIES IN THE HEADER BAR

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3) CHOOSE REMOVE UCC-128 LABELS FROM SHIPMENT

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4) THIS IS THE NEXT SCREEN THAT WILL SHOW UP

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5) ENTER THE LICENSE PLATE NUMBER AND CLICK REMOVE

CONTINUE THIS STEP UNTIL ALL LABELS ARE DELETED FROM THE SHIPMENT

SEE EXAMPLE LABEL BELOW TO SEE HOW YOU DETERMINE WHAT THE LICENSE PLATE NUMBERS ARE.

WHEN YOU ARE FINISHED GO BACK INTO VANTAGE AND LOOK AT THE ORDER UNDER SHIP ORDERS TO MAKE SURE THE CARTONS TOTAL WHAT WAS ACTUALLY LOADED ONTO THE TRUCK.

SHIPPING ORDERS IN VANTAGE

GO TO EXACT EDI (VANTAGE)

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CLICK ON ASN-PACK AND SHIP, THEN SHIP ORDERS

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CHOOSE THE SHIPMENT ID YOU NEED TO PROCESS

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ENTER TRAILER NUMBER AND SEAL NUMBER IF CUSTOMER REQUIRES ONE.

ENTER IN FIELD 5 IF TRUCKLOAD WITH THE DATE AND TIME THE CARRIER ARRIVED. Ex: 0415150800

ENTER IN FIELD 6 IF TRUCKLOAD WITH THE DATE AND TIME THE CARRIER IS LOADED. Ex: 0415150950

IF SMALL PKG (FEDEX OR UPS) ENTER SHIP DATE AND 4 ZEROS IN FIELDS 3-5 EX: 0415150000

IF LTL SHIPMENT, ENTER PRO NUMBER IN PRO NUMBER FIELD. ENTER IN FIELDS 3-5 THE DATE AND LTL. EXAMPLE: APRIL 15, 2015 - 041515LTL

AFTER EVERYTHING IS ENTERED, CLICK ON THE SHIPMENT COMPLETE BUTTON WITH THE GREEN CHECK MARK.

PUT YOUR INITIALS ON THE SHIP COMPLETE SECTION ON YOUR PACKING LIST. (SEE FOLLOWING PAGE FOR EXAMPLE)

PRINTING BARTENDER LABELS

CO_MASTER LABEL

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GO TO THE COLUMBUS BOL FOLDER, CLICK ON T DRIVE, THEN CR, COLUMBUS BOL TO GET TO THE CO_MASTER LABEL.

When It comes up in Bartender, change the cartons counts to reflect what the order calls for.

Control P

Enter the Order # and Item # (You have to print each item separate)

Make sure you have selected the correct printer and then enter the number of labels you need.

Print

Meyer – Is the only one that gets both the CO_Master Label and Bosu Label

PALLET LABEL

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Control P

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IDENTICAL COPIES OF LABEL - DOUBLE THE SKID EX: 1 PALLET YOU WOULD ENTER 2 IN THIS FIELD

PRINT

ENTER ORDER #

PRINT

AMAZON SPECIAL LABELS

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GO TO COLUMBUS BOL FOLDER

BT LABELS

BOSU

BOSU – ALL PN LABELS

CONTROL P

ENTER ITEM NUMBER AND THEN HOW MANY CARTONS YOU HAVE AND PRINT.

YOU WILL ONLY NEED THESE LABELS FOR THE FOLLOWING ITEMS THAT AMAZON BUYS:

72-10878 72-68087BLU

72-10850-BB 72-68079GRY

72-68087PNK 72-68087GRY

PRINT UPC CODES FOR ALL AMAZON DVD’S.

COSTCO BOSU

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GO INTO THE COLUMBUS BOL FOLDER AND SELECT COSTCO PALLET LABEL.

OFF THE BOSU PACKING LIST, ENTER 1 OF AND THEN HOW MANY TOTAL PALLETS YOU HAVE.

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In the Identical copies always enter 4 so it will print 4 labels per carton.

Number of Serialized labels will be the total pallet count and then print.

GAIAM

COLUMBUS BOL FOLDER, T DRIVE, CR, COLUMBUS BOL

CO_MASTER LABEL FIRST AND PRINT YOUR LABELS.

COLUMBUS BOL FOLDER AND CLICK ON THE GAIAM BARTENDER LABEL

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Fix the carton count you need

CONTROL P

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IDENTICAL COPIES OF LABELS SHOULD ALWAYS BE 2

NUMBER OF SERIALIZED SHOULD BE THE NUMBER OF CARTONS BY ITEM.

THEN PRINT

ENTER THE ORDER NUMBER AND ITEM NUMBER YOU NEED AND ENTER.

GOPHER SPORT

PRINT THE CO MASTER LABELS FIRST OUT OF THE COLUMBUS BOL FOLDER.

NEXT, GO TO BT LABELS AND SELECT THE GOPHER SPORT FOLDER. CLICK ON THE GOPHER SPORT BARTENDER ICON.

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In the identical labels always enter 2.

The serialized enter the total cartons you need by item. Make sure you enter the total cartons for the carton count. Example: 1 of 50. Then print. Enter the order number and then which item you are printing in order.

ZULILY

GO TO COL BOL FOLDER AND OPEN THE ZULILY LABEL.

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Change the carton numbers. This label is a countdown label so once you print the first item you would then keep going and not change back to carton one then, start the next item.

After you have printed all the labels, then print the BOSU Pallet label for how many pallets you have times by two.

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BILL OF LADINGS

GO TO THE COLUMBUS BOL FOLDER IN THE REMOTE DESKTOP

CLICK ON T DRIVE THEN CR THEN COLUMBUS BOL

CHOOSE THE BILL OF LADING THAT YOU NEED FOR THE CUSTOMER YOU ARE SHIPPING. For customers that are not specific, you will use the NORMAL BOL FINAL.

The bill of lading used for ALL KMART orders that are to be shipped to the KM Flow Thru Centers, or if they are Routed through MENLO is COLUMBUS NORMAL BOL FINAL KMART. The routing sheet (VLR) report will let you know how it was routed by the customer and you can then determine which BOL to use. Make sure you fax the manifest for Kmart that Larry provides and that one goes with the freight and the driver.

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CLICK ON THE TWO ARROWS THAT ARE GOING OPPOSITE DIRECTIONS.

This will open up the file for you to enter all your information.

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ENTER THE ORDER NUMBERS

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ENTER SEAL, LOAD, TRAILER, CHOOSE THE CORRECT FREIGHT CHARGES, AND PRO NUMBER.

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ENTER CARRIER AND BOL NUMBER.

BILL OF REFERENCE IS USED WHEN YOU HAVE A CERTAIN NUMBER THAT YOU CANNOT PUT INTO THE LOAD OR PRO FIELD.

EXAMPLE: AMAZON MUST HAVE THE PRO NUMBER, LOAD NUMBER AND RR NUMBER ON THE BOL’S. PUT THE RR NUMBER UNDER THE BILL OF REFERENCE FIELD.

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CLICK ON THE OK BUTTON.

MACOLA SHIPPING AND BILLING

Macola shipping procedures

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You are now ready to ship the order off of the system.

Go to OE & RMA –Billing/Picking/Shipping-Choose Shipping-confirm shipping

• Enter the Order Number

• The SHIP DATE on this screen is NEVER to be changed, it must stay as entered by customer service.

• Enter Ship via –if you know the SCAC you can manually enter this here

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Once the information above is entered your screen should look like this you will now

• Click “Save” (bottom right hand corner)

• Click “Cancel” to move to the next step

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• If you are shipping the order complete you will click on “Ship All”

• If you are shipping the order short you will click on “Ship Certain”

• IF YOU ARE NOT SHIPPING THE ORDER COMPLETE FOLLOW THE STEPS LISTED BELOW.

• Enter the correct quantity that is shipping in the system – Macola shipping

• If the order is a Vantage order – you will need to advise customer service that there will be a backorder, you can not process this backorder, customer service will need to enter a new order and advise the new order via email.

• If the order is NOT a Vantage order, you can print the backorder once it has been invoiced, usually the next business day. Reprint the order and hold per instructions from customer service.

CUSTOMER SERVICE OR CORPORATE SHOULD ALWAYS BE ADVISED PRIOR TO SHIPPING A CUSTOMERS ORDER SHORT………………………….

• “Unship All” is only used if you want to completely UNSHIP the whole order.

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Enter the date you shipped your order. If the ship date on the “Shipping list with comments” is dated to ship after the actual date you are shipping (shipping an order early) you will need to also change the year by 1 year. For example. If this order had a “ship by date” on the shipping list as 08/05/2006 and we are shipping it on 08/03/2006 then you would enter the ship date as 08/03/2007. If you do not do this, your screen will go blank and you will have to re-enter all you info again.

• Click “Save”

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• FOR WAREHOUSES WITH BIN CONTROL INVENTORY ONLY

This screen may differ depending on which Warehouse is shipping freight.

Warehouse 67 is currently on an Inventory Locator system and will see this screen to pull stock from the bins.

• Click “NEW”

• Make sure cursor is in the “Bin No” box

• Enter “Bin Location” – if the bin has the stock the “Quantity” box will auto fill with the correct order amount

• Quantity remaining to select – should match the amount on the order. If it does not match you will need to repeat the above steps until this amount is “0”

• Click “Save”

• Click “Cancel”

The system will automatically put the next item from the order up and repeat the steps to pull the inventory out of Macola.

All other warehouses (66)

• The system will take you to the main screen and you will place a “Check mark” in the box to ship this off the system.

Click “Save” to move to the next item

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There should be a “Check mark” in all the boxes

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In this screen you will enter the following information.

FREIGHT CHARGE – if order is PPA you will need to add the freight charges in this box, and then hit “TAB” through the rest of the boxes.

MISCELLANEOUS CHARGE – this is used only if instructed to do so through Customer Service

COMMENTS – on the third line of the comments box you will need to enter the “CARRIER PRO NUMBER”or Load Number if the carrier assigns one, or if you are shipping “Fedex or UPS” you will enter that tracking number in this box as well – If you do not have these numbers to fill in at this time, you can enter them when you do the Billing step.

• Click “Save”

You are now ready to do the Billing.

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You are now ready to Bill the order off the system.

• Click on OE/RMA

• Click on Billing/picking/shipping - BILLING

• Click on “Select orders”

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• Enter the order number and hit tab

This information should match everything you entered when you were in the shipping screen.

• Hit “Enter”

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• either hit “Enter” or click on “OK” if you are billing the order complete

• OR

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If you are NOT shipping the order complete then

• Click on Bill all BUT CERTAIN ITEMS

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* Either hit ENTER or click on SAVE

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This is the last step in the Billing process, you will see that this is similar to the “Shipping” screen.

If you shipped the order off the system and did not have the “Freight Charges” or the Pro/tracking number you can still enter them here.

• FREIGHT CHARGES

• COMMENTS – third line is where you will enter the UPS/FEDEX tracking number (it will only accommodate 1 tracking number of a multiple shipment) or the LTL carriers pro number

After all the information is entered and correct, click SAVE and the order will show billed.

WAL-MART MANUAL ORDERS

SHIPPING WALMART MANUAL IN MACOLA.

CLICK ON EXTRA

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ENTER IN WM PALLET ID : 476082A14101001 (THIS IS AN EXAMPLE OF WHAT SHOULD BE ENTERED AND THEN CLICK SAVE)

CLICK SAVE, SHIP ALL AND THEN OKAY.

ENTER THE BIN AND THEN CLICK CANCEL AND THEN CANCEL AGAIN.

IN THE THIRD ROW IN THE COMMENT FIELD, ENTER EITHER THE FEDEX TRACKING NUMBER OR PRO NUMBER IN THAT FIELD.

CLICK SAVE.

MARK YOUR PAPERWORK WITH A CS AND YOUR INITIALS.

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Enter item #, order #, purchase order number and quantity on purchase order.

Fill in Tracking numbers that correspond with the correct pallet id number.

Email Patty Fliger at PFliger@ after completing spreadsheet.

PURCHASE ORDER RECEIVING

1. Open Macola

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2. Click on PO & RFQ

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3. CLICK ON PURCHASE RECEIVING.

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4. ENTER PO# IN THE Order number LINE

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5. TAB TO Line no

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6. CLICK ON ITEM BOX

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7. FIND DESIRED ITEM

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8. RECORD NUMBER IN LINE NO.

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9. CLICK ON CANCEL

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10. ENTER NUMBER FROM STEP 8 IN Line No.

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11. TAB TO Receipt Quantity (ENTER DESIRED QUANTITY, PRESS ENTER)

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12. PRESS ENTER, THEN ESC, THEN ESC AGAIN

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13. CLICK NEW OR PRESS ENTER

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14. ENTER DESIRED BIN IN Bin No.

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15. PRESS TAB, ENTER DESIRED QUANTITY IN Quantity

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16. CLICK SAVE OR PRESS ENTER, CLICK Cancel OR PRESS ESC

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17. RECORD RECEIVERS # IN Receiver LINE ON PAPERWORK

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