Process for Tentative Stock Acceptance where stock is Futile
DCs A - G
DCs will populate each futile delivery columns A to G on the sheet when stock is accepted tentatively.
Admin team H - M
Gareth's team will review all cases daily to determine which team needs to handle the specific cases. The assigned team will be recorded in column H , please ensure you check this daily
AOL buying = Gareth Nally team
Winning COM = Amys Hynes team
AOL Proforma = Jayke Tice team
WA Proforma = Ashleigh Templeton and Hayley Ridden team
Overseas = Phil Martin , Frank Loiacono and Tamara Bjorklund
Investigate and determine if the issue is due to us or the supplier and provide explanation in column I
Internal errors (e.g., PO changes not updated).
Supplier fault (e.g., incorrect item delivered).
Based on the resolution notes, update the case in column J, status as follows:
Return: If the stock is to be returned, send a separate email to the DCs. They will coordinate with the central admin team to arrange a Purchase Credit (PC).
Keep Stock: eg If the error was due to incorrect POs on our part and the stock needs to be retained, mark it accordingly.
PRM to escalate to supplier : only to be used if the supplier was at fault after investigation
For all cases, a PO must be raised regardless of whether the stock is being returned or kept. This ensures the QUAR area remains clear populate in column K ( DCs have promised to use within 24 hours )
Populate vendor number in column L so PRMs or admin teams can follow up with relevant supplier
PRMs team N - Q
If stock was incorrectly delivered, Kyle and the PRMs will escalate the issue as needed and will update accordingly columns N - Q
Note: As discussed, if you require further clarification from the DCs, please reach out to them via email. This sheet is intended primarily for documentation purposes to ensure we are effectively monitoring quarantine locations, keeping them clear, and notifying suppliers as necessary.
https://docs.google.com/spreadsheets/d/1pJjnvnkeqMkmmw_r58_DK-lqLv8e6wlnFjxuHWOjufI/edit?gid=1852576384#gid=1852576384