Owner

U

Untitled

U

Untitled

Verification

Verified

Department

Operations

Type

Standard Procedure

Use Cases

OrdersCreditTEW Connecticut

SOP Overview

Connecticut’s entire process

TEWCT Orders Guide.docx2765.6KB

Click above link to open.

CT PICKUP REQUEST - Total Wine (Norwalk).doc44.0KB

• ^ PICKUP REQUEST IS SENT TO POULIN WITH THE MANIFEST & DAILY SALES AND INVOICES

Quickbook for Dummies 1.docx172.4KB

^ QUICKBOOKS PROCESS

• MUST MATCH TO BC ORDER PRICING/NAVISION PO
• BOTTLE QUANTITIES MUST BE ENTERED IN DECIMAL QUANTITIES
• IF NEW ITEM/VINTAGE - QUICKBOOKS WILL ASK IF U WANT TO START NEW ITEM- SAY YES (INFO TO FILL IS AT BOTTOM OF WORD DOC)

CT Sales Order Delivery Minimum

4 cases / $400

$12 fee for orders under the minimum

$1.50 per bottle fee on split cases (Navision automatically calculates and cannot be waived)

CT Manifest - Jet.xlsx17.7KB

Table of Contents

• Step-By-Step Instructions
• NAVISION: T Edward Connecticut, Ltd
• BUSINESS CENTRAL: T Edward Wines, Ltd.
• QUICKBOOKS: TEW Shipping LLC
• QUICKBOOKS- ENTRY PROCESS (STEP BY STEP)
• Google Docs: CT Tab

Step-By-Step Instructions

At the start of the day,

1. Check all email and teams correspondence.
2. Enter Quickbooks sales order entries from sales entered the day before (usually done end of the same day)
3. Enter deposits from Lockbox, Jodi/accounting ACH email/Asia’s deposit email
4. Save Poulin POD daily to the T Drive→ T Edward Connecticut → Poulin POD’s → save to the correct folder
5. Checking orders Que in Nav all throughout the day
6. Send breakages to Accounting to bill back Poulin
7. Over allocations on order - OB team to inform credit and block card in CT NAV.

PROCESSING ORDERS FOR NEXT DAY SALES:

1. NAVISION: Sales Orders & Purchase Order
2. BUSINESS CENTRAL: Sales Order
3. QUICKBOOKS: Sales Order entered the next morning for the previous days entries
4. *All items and pricing must be created and entered in all 3 software to sell the items

NAVISION: T Edward Connecticut, Ltd

PROCESSING ORDERS

1. Process Orders as they come in (MobileNav, Email, Phone)
💡
How to Create Sales Order in Nav
‣
Toggle to view instructions
2. Before releasing daily orders, check all customer licenses on the wswc.org website for active license, license expiration and delinquency.
1. Inactive/Expired License: Customers with inactive/expired licenses cannot receive orders and will require customer to submit an active license once they receive it. Do not ship
2. Delinquency: Customers that are delinquent cannot receive an order on credit terms, All delinquent customers must be placed on COD terms. Request an ACH whenever possible and request Credit to process. Do not ship
3. NSF: Customers checks or ACH’s that are returned for non-sufficient funds cannot receive credit or orders. Do not ship
4. Past due balances: Customers with past due balances will not receive any orders until past due balances are collected and cleared. Do not ship
5. Confirmed check: and do not have a check at the time of delivery, return to stock (make note in credit management and Do not ship future orders unless payment is received and funds clear.)
6. Update expired licenses: checking daily orders, check monthly for all other customers with expired licenses and update them.
7. Blocked Accounts: required to fill out a new credit application to reactivate the account. Most blocked accts due to inactivity for years or a problematic customer. Check notes, history and check with reps and Yamilee.
8. New items will be created to match items from Business Central that are listed on the google doc
9. Enter SRP’s → suggested retail price list that Caitlin sends monthly. Must be completed by the second to last day of the month. 6pm file is generated to upload to Provi.
10. CREDIT MANAGEMENT: add notes on customer delinquencies, communication, payment plans, and any other credit information necessary to make decisions in case of absence.
💡
How to do Credit Management
‣
Toggle to view instructions
• After credit and license REVIEW is done, move order to POST (Order -> Errors -> Uncheck the Block Order Box -> Press Update to Move Order to Post)
💡
How to Check Liquor License on WSWC
‣
Toggle to view instructions

k. Check POULIN cage first. If stock is in the cage it is priority to pull it from there.

3. Items added from Poulin’s warehouse (Poulin Cage)
1. If an item is in the Poulin Cage (List should be kept updated and reviewed at the end of the month whether to send back to WC if necessary), Orderboard should email Poulin to confirm its in CT to pull from.
2. Once confirmed, prepare an email to send to Poulin with items numbers, descriptions, qtys and which sales orders to add them to, to send at end of day.
3. Do not add to the order until after the merge if the other products are being pulled from Western Carriers. Once merge is complete, add the poulin cage items onto the customer order in Navision and create the sales orders pdf’s to send to Poulin
4. Do not add to the Nav purchase order or the BC sales order as the items in the Poulin cage were already purchased and removed from WC inventory
4. FUTURE ORDERS:
1. If an order is entered with a future date that is in the following month, it is important when its time to ship to update the prices by date and re-enter the lines. This will ensure any price changes are updated for the month it is shipped.

5. Create Purchase order for Vendor V01640 TEW Shipping LLC
1. Enter all items on the CT customer sales orders for next day delivery
2. Check the purchase order matches the Navision Sales Orders and the Business Central Sales Order - be mindful of items pulled from the cage. This should not be added to the PO or BC sales order
6. After the WC merge, Purchase Order is posted (this puts inventory into the CT location), then sales orders are posted (this pulls from the CT location inventory)
7. If items are pulled from the Poulin Cage, the Navision Sales order does not have cage items on the orders when they merge. These are entered on the sales order after and an email sent to Poulin in advance to confirm the item is still there to add.

BUSINESS CENTRAL: T Edward Wines, Ltd.

1. Create a new sales order for Customer C01457 TEW Shipping LLC
2. Input all items from sales orders in Navision for next day delivery.
3. Delivery date and posting date must match TEWCT Navision orders
4. All CT orders are pulling from T Edward Wines inventory at Western Carriers.

QUICKBOOKS: TEW Shipping LLC

1. CT sales orders for the week will be entered in Quickbooks every day
2. Items sold must be created in Quickbooks to match items sold in Navision
3. Pricing in Quickbooks must match the purchase prices in Navision and the sales price in Business Central.
1. Create Monthly Brokerage fee

T Edward Connecticut MERGE:

1. Per Western Carriers, CT Orders must be merged to Western Carriers by 3:50pm.
💡
How to Upload to Western Carrier (Merge)
‣
Toggle to view instructions
2. File has to be received by Western at this time to pick immediately for pick up same day
💡
How to Process Late Order & Orders that did not make Merge
‣
Toggle to view instructions
3. Western charges $35 per request for changes after the merge. Please be mindful to avoid late requests and changes
4. Poulin picks up between 5-5:30pm
5. Delaying the merge places a hardship on Western Carriers.
6. Once orders are merged, send email to NJorders and NJlocals to confirm to WC the CT merge has been sent
7. Run the manifest, send notes on deliveries, and Sales invoice file and email to Poulin Dispatch. All check pick ups should be detailed with invoice numbers and amounts.
CT Manifest - Jet.xlsx17.7KB
💡
How to Run the Manifest
‣
Toggle to view instructions
💡
How to Send Manifest and Sales Invoice to Poulin
‣
Toggle to view instructions
8. All check pick ups should be notated on the line of the invoice with the amount to collect and the invoice numbers if it includes past due invoices
9. Merge file is returned by western carriers, open file to confirm all orders have been merged. If file is not confirmed, follow up immediately
10. Any issues with the merge, reach out to your direct supervisor
11. Receive Poulin confirmation of the manifest. Follow up if confirmation is not received
12. Once Western and Poulin send confirmations -POST ALL CT SALES ORDERS. Orders must be posted daily.
💡
How to Batch Post in Navision
‣
Toggle to view instructions
13. Post the Business Central TEW Shipping Sales order as long as it matches the CT Purchase Order and CT sales orders.
💡
How to Create and Post Purchase Order in Navision
‣
Toggle to view instructions

QUICKBOOKS- ENTRY PROCESS (STEP BY STEP)

How to make an invoice: Customers- drop down- create invoice

If for Brescome - pick them. If for CT - pick Connecticut

Date – must match BC posting date.

Invoice – consecutive (based on what the last invoice was – if last was B109- next will be B110.

• You can check invoice # but clicking into recent transitions.
• Enter the items and quantities to match PO in NAV/Posted order in BC.

Some items may not be in quickbooks – there will be a pop up asking if you want to set up. Hit yes

Non-part inventory

Account/Company- bottom right – 6999 TEW CT

Full SKU –  IT120-NV -Tullia Brut Prosecco di Treviso DOC 12x750mls (include case pack and size)

Pricing will be current price in BC for CT. (Currently 6.13 – we will use $65)

Google Docs: CT Tab

1. Leitha will send out an email of items that must be created and entered in Navision and Quickbooks. Information in the CT tab Price Changes 2023 - Google Sheets
2. Pricing must be entered on all items created in Quickbooks. Compliance will enter pricing in Navision.
3. Caitlin sends suggested retail price that must be entered the second to last day of the month

POULIN INVENTORY:

1. Manage inventory returned to the cage.
2. Send a list monthly to sales reps of what is in the cage for them to sell from it.
3. Keep in mind when placing orders if the item is in the cage rather than pulling from NY’s inventory -this is important
4. Work with Caitlin to decide quarterly on sending stock back to western carriers
5. Separate what is coming from WC to merge without the items from the cage. Add the items after the merge and instruct POULIN to pull from the cage

PROJECTS

1. All projects for TEWCT will be listed in Notion on the CT projects page

ACCOUNTS RECEIVABLE:

1. Process customer returns through the state of Connecticut, pick ups scheduled upon approval. Pick up Request template listed above in SOP Overview
Returns Portal Instructions.pdf1014.5KB

2. Credits for returns, van shorts, breakage or pricing errors will be processed on a daily basis.
3. Deposits will be processed, confirmed with accounting and posted before 12pm everyday, retrieve checks from JP Morgan Access, receive daily ACH deposits from Jodi and checks from Asia that were mailed to the NYC office
4. Send reminders via zeta docs at the end of the day. *(manual until zeta docs is fixed)
5. Send statements on the 1st of every month
6. Review AR report and call customers to collect daily.
7. POULIN emails POD’s daily at the end of the day. It is also saved to their Google Drive for us to download 1561 T Edwards / scan only ** don't email - Google Drive

**Download these PO’s daily to T Drive→ T. Edward Connecticut → POD (CURRENT YEAR) and add to the current month

8. Breakage → send to accounting dept to Bill Back Poulin
9. Work with orders to process ACH’s for next day COD’s

BROKERAGE INVOICES

1. Brokerage invoices that must be entered in Quickbooks are calculated and entered by the Accounting Dept

• In Navision you would go to Customer Credit Memo and a new sales credit memo would populate. You have to Hit Tab on your keyboard to bring up the customer list. You would then proceed to type in the customer's name you are crediting.

Purchase Order credit and reversal process.

Process when Cage items are brought back from Poulin to WC.

• Confirm items to be bought back from Nat.
• Email Poulin with the items to be sent back to WC.
• Once WC confirms receipt, follow below steps,

First step would be from CT -> TEW Shipping

• TEW shipping issues a CM from CT on their customer card in Quick books, effectively taking the inventory from CT
• The CM is entered in CT Nav under TEW Shipping vendor, this CM would remove the items from inventory in CT Nav (location CT)

Next step is TEW Shipping ->NY

• NY issues a CM to TEW Shipping on their customer card in BC, effectively taking the inventory from TEW Shipping and putting them back in NY's inventory (purchasing team)
• The CM is entered in QB on NY's vendor card, taking the inventory from CT and sending back to NY.

Van Shorts:

When there is a van short from WC on a CT order, Credit will need to process a credit in CT NAV under sales order, then under Purchase order and in BC.

Once the above credits are processed, they will inform OB team and OB team will process credit in QuickBooks, see example attached below,