Only Inventory can place orders.
This policy is intended to alleviate the numerous problems we have encountered related to special orders, including, but not limited to: ordering without payment, ordering items we already have in stock, and ordering merchandise the customer may not have the intention of picking up. Ordering is a function that should only be performed by our purchasing department (Inventory – Dept. 10A).
This includes: Special Order, Memo & Consignment merchandise.
In order to receive any type of merchandise, a Special Order Request Form must be completed. The Request must include the customer’s full name so that Inventory can verify the item has been paid for (See Special Orders Are Paid In Full PL). All payments should be made to AR; no more jobs should be created for special orders. If Inventory cannot confirm from the customer’s file that a payment has been made, the item will NOT be ordered.
After the form is completed, route it directly to the Inventory Manager. If there is any type of urgency, make a note in the “Special Instructions” area of the form. Once the order has been placed, a copy of the order form with the assigned PO number and other Inventory information will be routed to the salesperson’s comm. box. This is to keep for your records. If the customer calls for status, you will have all the information you need to track the order.
From this point forward, commission will NOT be paid on any special order item that arrives without a corresponding order sheet. If an item arrives and the recipient cannot be determined, Inventory will return the item to the vendor. We should be able to anticipate the arrival of each and every item that is put into stock in this store. If we cannot, we can’t ever hope to have complete control over our inventory and budget.