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OFS Manual

Christie Miyares

Last edited 32 days ago by Christie Miyares.

Important Updates

Working Hours

Tips On How to Start Your Day

Types of Sales Orders

Payment Methods/Terms

FedEx

State Taxes

CT Regulations

Cycle of an Order

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All Orders from Customers are sent to

Orders@ParkStreet.com⁠

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Once received, the Catalogers/Support Services enter the Order into Cockpit’s/OMS and send it to RM and OpsSupport with the Unique Order ID/ UID.

The OpsSupport team assigns emails from the primary inbox to themselves.

The order fulfillment process begins.

Steps for Order Fulfillment

Confirm Receipt of Order

Include everyone CC’d in the original order, RM, and, if necessary, the supplier (Use the SOP sheet to see who else needs to be CC’d:

https://docs.google.com/spreadsheets/d/1TqCHQHxIg-gNXdiufJAL87nn6TDM6qJ5pebHQ8nniQc/edit#gid=0⁠

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Ex. Orders team receives:

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Identify if it is an Open State or a Control State.

If Control State, share a draft of the template with RM and wait for approval (if necessary)

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Open link

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If Open State, Go to Cockpit → Order Management System and enter details into the correct UID.

VERIFICATION

Correct Customer

Ship To Address

Carrier (if not on OMS, let me know so I can create)

Correct Mapped Product - If mapping pending - Map Code

How to Map:

https://www.loom.com/share/73671b78b6a141cdba6fbb5724568bd5⁠

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If mapped wrong, how to fix:

https://www.loom.com/share/07dce9031928453fb31434676b7221d2⁠

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Correct Quantity

Requested Delivery Date (should always be the following day unless the customer advises otherwise)

Brand Registration?

Inventory?

Pricing?

Sync to Warehouse Pending - YES!

Click Save. At this point, the supplier can now see order details on Navigator.

Click Issue when you are ready to stage at the warehouse

If the Order is not appearing on the warehouse page, go to Cockpit→ Operations→ Orders Integration Summary

Click Fulfill/Invoice when the order ships. Same date on Ship and Invoice line items.

Invoicing | Shipment Date + Invoice Date

As a reminder, when fulfilling and invoicing an order on OMS, you must ensure that the Shipment Date and the Invoice Date match.

In most cases, the shipment date field will auto-populate to the shipment date reflected by the warehouse, so if you are invoicing on any date after the date reflected, please make sure you are backdating the invoice accordingly.

For example, in the image below, the invoice date should be updated to 3/06/24 instead of 3/11/24.

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The only exception to the above would be when the ship date is from a closed accounting period (e.g., a February shipped date is invoiced in March). In this scenario, both dates should be updated to the first available date in the current month.

Order Fulfillment Training | Sales Report

1) Attention to detail in the Order Management System entry. We should make sure this reflects the order 100%! Even if the order is "Under Review," OMS should always accurately represent the PO/warehouse entry.

2) The Sales Order report should always reflect the correct status. This will ensure that the proper inventory amount is allocated to the reports. Ex. If an order is canceled at the warehouse, it should be 'Archived' on OMS. Ex 2. If an order is staged at the warehouse, it should be "Issued" on OMS.

Fixing Under Review

Click on Edit.

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Change SO Status to Cataloged and Approval Status to Approved

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Click Save.

Add Other Charges to Invoice

On OMS, click on Add Charge/Discount

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Select Charge and Enter Amount. Save.

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Warehouse Rates

We should ALWAYS use the Vendor Rate Card on Navigator for addresses, as they can change. Navigator → More → Vendor Rate Card

Aldenbridge | Need to Change the Order?

If the order is not staged, cancel the order at the warehouse and submit a new one with an A at the end of the Sales Order.

Make the changes on Netsuite.

Find Sales orders on Netsuite. Click edit.

Add an A to the end of the sales order and change the quantity of the item.

Resubmit the revised quantities manually to the warehouse.

Add-On order: If the order is already staged and you need to add on cases, we submit a pooling order! Like below. We submit the new order with an A at the end and the additional cases requested. The instructions ask to “pool” with the original order.

On OMS, you will only send one invoice with all quantities from both POs.

SSC Order: No

Shipper No: PSLZAM24477A

PO No: 201642

Requested Ship Date: 5/3/2021

Carrier: SCHNEIDER NATIONAL

Prepaid/Collect: Collect

Ship To

Name: GREAT LAKES WINE & SPIRITS -

Address: 373 VICTOR AVENUE

City: HIGHLAND PARK

State: MI

Zip: 48203

COD: No

Special Instructions

PLEASE POOL WITH PSLZAM24477

There are no rows in this table

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Code

Description

Cases

Bottles

Vintage

Size

BT / Case

Unit Weight

ZAM-RED-750-0322

2000000892(ZAM) LOLEA N1 RED 7% L0322(11X5)

165

750 ML

There are no rows in this table

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Remove from Order: When you must take away cases, email the warehouse contact with the shipper number and quantity/product codes. Revise quantities on OMS. There is no need to put an A at the end since no new order needs to be sent to the warehouse. Like below:

Revise Carrier

**There is a revision charge, receive approval from your RM prior**

Send an email with the new information to the warehouse.

Subject: Revised Carrier | Shipper No

Body:

Good day,

Please change the carrier for _____ to _____.

Thank you!

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