T&C
TOWN & COUNTRY
AUTO DEALERSHIPS
STOCK ORDER PROCESS
GUIDE
Stock Order Process Guide
Michael Newton, Parts Manager
Wilsonville Or 97070
December 2004
The Stock
Order Process Guide is a tool used to help out a novice parts personnel to run
a complete stock order. It runs through
each step of the stock order process in detail to help as a training guide.
This guide can be used as a training tool or as a help in the absence of a
parts manager. The following topics are cover:
Remember
that there are many variables that go into each stock order, but this guide
gives you the basic tools needed to complete a stock order from start to
finish.
i
CONTENTS
Starting the Stock Order Process
1
Determining if a Part Needs to be Put to a Test or Stock
Status
2
Putting Test Parts in Correct Status
4
Updating the Inventory for Stock Orders
5
Running the Suggested Stock Order Report
6
Confirming the Stock Parts to Order
7
Stock Order Transmission
7
ii
Starting the Stock
Order Process
The stock
order process involves running reports, checking part history, updating the
part status, reviewing part order quantities, confirming the order, and
transmitting the order to the manufacturer. The process involves many steps,
but if followed properly it will be easy to accomplish. To begin, run the
Reynolds & Reynolds Suggested Stock Order Creation Job 2043.
DEC 1, 2004 SUGGESTED
--------------------------------------------------------------------------------
MAKE(S) (A=ALL)
SOURCE(S) (A=ALL)
SORT SEQUENCE 1=PART 3=GROUP/PART 5=SOURCE/PART
2=BIN/PART 4=BIN/GROUP/PART
SPACING 1=SINGLE 2=DOUBLE
ORDER TYPE 1=STOCKORDER 3=STOCKOUT
2=SUPPLEMENTAL 4=PERCEPTIVE BUY
NUMBER OF DAYS UNTIL ARRIVAL OF NEXT STOCK
ORDER
NUMBER OF DAYS UNTIL ARRIVAL OF THIS ORDER
TYPE
HISTORY PRINT OPTION 1=THREE MONTHS 2=TWELVE MONTHS
BIN PREFIX
CORRECT (Y/N)
·
The
standard part test sources are 100-105.
·
After
you press enter the cursor prompt will move down to the history print option.
·
The report for your test parts 100-105 will
now run.
1
Determining if a
Part Needs to be Put to a Test or Stock Status
Before
ordering a part its sales history should be checked to confirm whether the part
needs to be put into a test source or ordered for stock. Standard practice is for a part to be brought
into stock after a combination of three sales and/or lost sales in nine months
(Lost sales occur when a customer is ready to purchase a part and you don’t
have it in stock to complete the sale.).
The vehicle years, different models, price, and type of part will all
play into whether you lower or raise that standard. You may decide not bring that part into stock
until after three sales or you might decide it needs to be stocked before three
sales. Checking the sales history is
done in Reynolds & Reynolds Part Maintenance Job 2101.
DEC 1, 2004 PART MAINTENANCE
--------------------------------------------------------------------------------
MAKE
CH
31 COST 0.00
PART # CH4781452-BB
32 LIST 0.00
33
TRADES 0.00
15
LO DAYS
34 COMP
1 SOURCE
726 16 HI DAYS 35 CORE
2 ON HAND
16 17 WHSE 36 WARR
3 BIN
C00 18 PACK 12 37
4 BIN2 19 FACTOR 38 HISTORY/?
5 PRICE UPD Y 20 CLASS B 39 DETAIL2 B
6 DESC
FILTER 21 CORE QTY 0 40 AQTY
7 GROUP
9057006 22 ENTRY DATE
09/08/2004 41 MFR STS
8 DETAIL
VE B D 23 NEW#
9 STATUS 24 OLD#/? CH4781452-AA
10 MINIMUM 25 COMPONENT/?
11 MAXIMUM 26 ALTERNATE/?
12 LO YEAR 2001
27 ASSOCIATE/?
13 HI YEAR 2006
28 PARTS KIT/?
14 RETURN E 29 REMARKS
ROP/BSL
4/8 30 INV COMMENT
(LINE#)(D=DELETE)(E=ENTER)
·
A
complete part detail will then be displayed.
·
This
will take the curser to line 38 which will allow you to check the sales
history.
·
This
will bring up the Reynolds & Reynolds Sales History inside Job 2101.
2
DEC 1, 2004 SALES HISTORY TOWN & COUNTRY DODGE
PORT 2101
--------------------------------------------------------------------------------
PART# / DESCRIPTION YTD AMOUNT
PYR AMOUNT
----------------------------------- ------
--------- ------ ---------
4781452-BB FILTER EN 9057006 65 256.75
28 110.60
- - - SALES - - - - - LOST SALES - - - - RECEIPTS - -
1 CURR 2 PREV
3 CURR 4 PREV 5 CURR 6 PREV
---- ---- ---- ---- ---- ----
JAN
5
FEB
5
12
MAR
6 3
12
APR
3 1 24
MAY
8 2
JUN
10 3
JUL
4 2
AUG
6 4
12 24
SEP
7 2
OCT
4 5
12
NOV
7 3
12
DEC 4
(LINE#)(E=ENTER)
·
To
keep the part in test status move the test source up one number and enter NS
(non-stock) at status prompt (line number 9).
To bring part into stock change source to 110 and make sure the status
is blank.
3
Putting Test Parts
in Correct Status
At times,
parts can be added to the system from a sale or lost sale and the stock status
needs to be checked to make sure it’s correct.
If the status is wrong a part can be ordered incorrectly or not ordered
at all. To check part status use Reynolds & Reynolds Blank Status Parts Job
6910.
DEC 1, 2004 REPORT GENERATOR TOWN & COUNTRY DODGE PORT 6910
--------------------------------------------------------------------------------
REPORT NAME CH BLANK STS FOR
TEST PARTS
FILE NAME PROD.MASTER CREATOR MICHAEL
NEWTON JR
REPORT TYPE SORT MODIFIED BY MICHAEL NEWTON JR LAST SAVED 07/13/2000
ENTER FIELD(S) TO SORT BY
PART#
SELECT SORT SEQUENCE
(A=ASCENDING D=DESCENDING) A LAST
PRINTED 11/23/2004
ENTER SELECTION CRITERIA
FIELD CONDITION VALUE AND/OR
MK EQUAL CH AND
SRC LESS THAN OR EQUAL 105 AND
STS EQUAL ""
ENTER COLUMN HEADINGS [030]
PART#; SRC; STS
ENTER? AT ANY PROMPT FOR
VALID SELECTIONS OR?? FOR FULL DESCRIPTIONS
(B=BACK)(M=MODIFY)(N=NEXT)(NR=NEW
RPT)(O=ONSCREEN)(P=PRINT)(S=SAVE)
·
This
will bring up a report that list all test parts with a blank status.
4
Updating the
Inventory for Stock Orders
After all
the test parts are checked and the new parts coming into inventory are put into
new stock source 110, the inventory needs to be updated. This will take all the parts that were just
put into new stock source 110 and update them to their new micro-source. A micro-source will make sure that parts with
different demand will be correctly sourced so you don’t order too many or too
little of a part. The computer system
has over 1,000 different micro-sources to make sure each part is correctly
monitored for proper inventory control. Run Reynolds & Reynolds Inventory
Update Job 2161.
DEC 1, 2004 INVENTORY UPDATE TOWN & COUNTRY DODGE PORT 2161
--------------------------------------------------------------------------------
MAKE CH CHRYSLER
USER ID(S) TO BE UPDATED
TYPE OF UPDATE 1=MONTHLY UPDATE (+ FACTORY MASTER
LOAD)
2=MONTHLY UPDATE (ON-LINE UPDATE ONLY)
3=MONTHLY UPDATE (MEDIA
UPDATE ONLY)
4=DAILY/INTERIM UPDATE
REPORTS TO PRINT FOR THIS AREA
SUPERSESSIONS (Y/N)
APPRECIATION (Y/N)
SORT SEQUENCE 1=PART 3=GROUP/PART 5=SOURCE/PART
2=BIN1/PART 4=BIN1/GROUP/PART
SPACING 1=SINGLE 2=DOUBLE
CORRECT (Y/N)
·
The
system will now run an update of the inventory which will take about ten
minutes.
5
Running the Suggested
Stock Order Report
Now that the
inventory is updated it’s time to order parts.
The stock report will tell you all the parts that are low and need to be
reordered. Remember that this is a
suggested report and you may override any part quantities if needed or add any
parts that you feel needs to be brought into stock. Run Reynolds & Reynolds Suggested Stock Order
Creation Job 2043.
DEC 1, 2004 SUGGESTED
--------------------------------------------------------------------------------
MAKE(S) (A=ALL)
SOURCE(S) (A=ALL)
SORT SEQUENCE 1=PART 3=GROUP/PART 5=SOURCE/PART
2=BIN/PART 4=BIN/GROUP/PART
SPACING 1=SINGLE 2=DOUBLE
ORDER TYPE 1=STOCKORDER 3=STOCKOUT
2=SUPPLEMENTAL 4=PERCEPTIVE BUY
NUMBER OF DAYS UNTIL ARRIVAL OF NEXT STOCK
ORDER
NUMBER OF DAYS UNTIL ARRIVAL OF THIS ORDER
TYPE
HISTORY PRINT OPTION 1=THREE MONTHS 2=TWELVE MONTHS
BIN PREFIX
CORRECT (Y/N)
·
This
will bring up an exclusion prompt. Enter 100-105 to
exclude all the test parts from running in this report. This report is for
stock parts only.
4. Enter 5 at sort sequence.
·
After
you press enter the cursor prompt will move down to the history print option.
·
The report will now run.
6
Confirming the Stock
Parts to Order
When you are
done reviewing the stock report and you have made all your changes to order
quantities you need to confirm the order. Run Reynolds and Reynolds Stock Order
Confirmation Job 2045.
DEC 1, 2004 STOCK ORDER CONFIRMATION TOWN & COUNTRY DODGE 2045
----------------------------------------------------------------------------------------------------------------------------
MAKE
ORDER NUMBER
CONFIRM ORDER (Y/N)
·
This
number will be at the top of your stock report. You can change the order number
if needed in Job 2049.
Stock Order
Transmission
Now that
your order is confirmed it’s ready to be transmitted to your manufacturer’s
parts warehouse. When the order is
received by your warehouse, the order will be picked and shipped to your
location for inventory. Run Reynolds
& Reynolds Parts Order Transmission Job 2372.
DEC 1, 2004 PARTS ORDERS TRANSMISSION TOWN & COUNTRY DODGE PORT 2372
-------------------------------------------------------------------------------
MAKE
CORRECT (Y/N)
7
·
This will bring up an order screen inside Job
2372 to add the order details.
DEC 1, 2004 PARTS ORDERS
--------------------------------------------------------------------------------
--------------------------------------------------------------------------------
CHRYSLER PARTS
ORDER
1 ORDER NUM 81201 8 CANCEL REFERRAL (Y/N) N
2 NEW ORDER NUM 9 CONFIRM FLAG (Y/N) N
3 ORDERS TYPE A 10 PRINT FEEDBACKS (Y/N) N
4 NEW ORDERS TYPE 11 PRIORITIES (Y/N) N
5 TRANSPORT OVRRD E 12 PROMO CODE
6 FLEX TERMS 1 13 ALT SHIP TO CODE
7 CANCEL B/O (Y/N)
N 14 SEND SP-ORD NAME
(Y/N) Y
(M=MODIFY)(FIELD#)(D=DELETE)(S=SAVE)(E=EXIT)
4.
Enter the order number at line 1.
5.
Enter A at line 3.
·
A is
code for stock order. All the other lines will default to the proper codes.
6.
Enter E.
·
This
will take you back to the main screen for Job 2372.
DEC 1, 2004 PARTS ORDERS TRANSMISSION TOWN & COUNTRY DODGE PORT 2372
-------------------------------------------------------------------------------
MAKE
CORRECT (Y/N)
·
Your
order is done and has been transmitted to the manufacturer.
8