• Parts
  • View parts
  • Parts x-refs
  • Parts quotes
  • BOM: Bill of Material
  • Reserved parts
  • Backordered parts
  • Robbed parts
  • Order parts
  • In-progress parts orders
  • Open purchase orders
  • PO management
  • Receive parts into stock
  • Branch to branch transfers
  • Add list of parts
  • Count parts inventory
  • Adjust parts inventory
  • Lost parts sales
  • Reports
    • Order requirements
    • Order requirements x account
    • BOM material requirements
    • Allocated parts x vendor
    • Parts inventory turnover reports
    • Turnover-multi-vendor accounts
    • Inventory adjustment report
    • Customer parts sales history
    • Receiving report
    • Custom parts reports
    • Misc. parts reports
• Shop
  • View open jobs
  • View job detail
  • Search workorders
  • Open workorder
  • BOM: Bill of Materials
  • Build specifications
  • Planned maintenance contracts
  • Service reports
  • Warranty claims
  • My jobs
  • Reserve parts for job
  • Charge parts to a job
  • Timecards
  • Transfer shop time
  • Shop calendar
  • Reports
    • Shop labour load
    • Shop jobs waiting for parts
    • Workorder processing benchmarks
    • Custom workorder reports
    • Misc. shop reports
    • Warranty workorders
    • Warranty workorders - financial results
    • Service invoicing report
    • Timecard/timesheet summary
    • Timecard/timesheet reports
• Equipment
  • View equipment
  • Edit equipment
  • Order equipment
  • Receive ordered equipment
  • Correct serial number
  • Manage hot deals
  • Manage moveable assets
  • Reports
    • Equipment in stock
    • Equipment inventory reports
    • Equipment turnover reports
    • Search sold equipment
    • Equipment margin report
    • Equipment sales x month
    • Emissions reporting
    • Misc. equipment sales reports
    • Deere SAP open orders
    • Hot deals
• Customers
  • View customers
  • View vendors
  • Add customer
  • Add vendor
  • Mailing lists
  • Web accounts
  • Quotes & sales calls
  • Print mailing label
  • John Deere
    • Vendor data file exchange
    • Deere PDS interface - Product Data System
    • Deere engine completion credits
    • Enter JDParts order
    • Deere bulk ship parts
    • Deere SAP open orders
  • Reports
    • Accounts receivable
    • COD & over credit limit customers
    • Customers ranked by sales
    • Customer payment habits
    • View new customers
    • Customer parts discounts
    • Customer parts sales history
    • Quote & sales call summary
    • Quote & sales call calendar
• Invoices
  • View invoices
  • Parts quotes
  • New reserved order
  • Edit reserved order
  • Enter JDParts order
  • Print & mail invoices
  • Delete invoice
  • Record spoiled packing list
  • Recurrent billings
  • Print shipping labels
  • Reports
    • Monthly sales summary
    • Sales graphs
    • Sales by product line
    • Customer parts sales history
    • Sales by customer type
    • Misc. sales reports
• Accounting
  • Accounting menu
  • Reports
    • Chart of accounts
    • Sales graphs
    • Expense graphs
    • Foreign exchange rates
    • A/P Reports
    • Accounting reports
    • Financial reports
    • Financial account detail
• Utilities
  • Signout board
  • Internal email
  • Fax
  • Group calendar
  • Pension plan results
  • ToDo List
  • Log in to Intranet
  • Payroll timesheet
  • Book time off
  • Employee info
  • Reports
    • Mileage/expense report
    • Timecard/timesheet summary
    • Timecard/timesheet reports
    • Employee training
    • Pension plan results
    • Network status
    • Event logs
    • Workstation info
    • Intranet diagnostics
    • Users, computers & printers
• Intranet
  • Intranet home page
  • www.frontierpower.com
  • Backup server
  • Testing/training server
  • News
  • Policies & Procedures
  • Employee Benefits
  • History & Vision
  • Search photos
  • Photos
  • Customer quotes
  • Customer letters & files
  • Vendor letters & files
  • First aid procedures

A BBT is used whenever there is a physical transfer of goods from one branch to another. The sending branch fills out the BBT, enters the BBT into the computer using the Transfer program, and faxes a copy of the BBT to the other branch, so they know what is on the way.

How to handle mistakes on a Branch to Branch transfer:

The best way is to correct the original BBT in the computer system. At this point, there is not an automatic method for doing this, so simply email Geoff the details, and he will fix it up manually.

• Why? A BBT is a physical shipment from one branch to another. There should never be any 'paper transfers' Accounting folk look at various transactions months later, and they can't figure them out if there are lots of imaginary back and forth transfers.
• Costing for some parts can arrive weeks after the parts have been shipped. The computer system cannot figure out what actually happened when there are imaginary back and forth transfers, so cannot apply proper costing to sales, transfers and workorders.

I'll take the information you give me about each error and manually make all the corrections required. Once I have enough examples, I can probably automate the various steps, and build a method for correcting BBT's into the Transfer program.

Is a BBT used when Delta ships an engine and parts to Edmonton's customer?

• No. A BBT is used ONLY for a physical shipment from one branch to the other. All shipments to customers are recorded on a Packing List.

How do we invoice an engine shipped from Delta to an Edmonton customer and make sure that Edmonton gets credit for the sale?

• The Edmonton salesperson creates a reserved order.
  Delta prints a packing list for this order and ships the engine to the customer.
  The Edmonton salesperson completes the invoice.

How do we handle a shipment of engines and parts from Delta to an Edmonton customer?

• Parts are always invoiced from the branch where they are shipped. Here are 2 ways to handle this:
• 1) Create 2 invoices - one for the engine (as above), and one for parts
• 2) Or, open a workorder, and charge the parts to the workorder. Charge the workorder to the engine. Bill the engine on an Edmonton invoice.
  • You can bill this either as the engine+parts as a package price, with information lines to explain that the engine is $x and the parts are $y
  • Or, bill the engine normally, and charge the parts out as "manual" parts, by putting an asterisk in front of them. In this case, make SURE you quote the workorder number on the invoice, and also put the invoice number in the workorder header. When the workorder is closed, the accounting dept will handle the rest of the details.

A customer places an order with Edmonton for parts. Edmonton has some parts on the shelf, and Delta has the rest. Two shipments are made--one from Edmonton and one from Delta. How is this handled?

• No BBT. Two invoices--one from Edmonton, and one from Delta.

A customer calls Edmonton and orders parts. Edmonton doesn't have the parts on the shelf, but Delta does. How is this handled?

• Edmonton hands off the order to Delta. Delta ships and invoices the parts. The customer gets the fastest possible service, so he is happy. Delta gets the credit for the sale, because they have the parts on the shelf.
• The "salesperson" code should be the Edmonton partsman who took the order. Why? This is the name that is printed on the invoice, so the customer can call him if there is a question. Accounting can also direct their questions to this person. Whoever is the primary contact for the customer is the "salesperson"
• If the partsman thinks it is appropriate, Edmonton could enter this as a "lost sale" (using the Stock Enquiry program). This will then help Edmonton forecast for the next time this customer calls.

Delta ships parts Edmonton for use on an Edmonton job for Sweeprite Manufacturing. Should the Delta partsman charge the parts to the workorder using the WorkPart program?

• No. Anything shipped to Edmonton is a "Branch to Branch Transfer", and is shipped on a BBT form. A BBT covers *any* physical shipment between the two branches. But, the BBT only transfers the inventory from one branch to the other.
• When the goods arrive in Edmonton, it is up to the Edmonton partsperson to charge the items out to the workorder. Until that point, as far as the computer system is concerned, they are still in stock (although they are now in Edmonton's stock).
• The reason for this is because Delta does not know *for sure* where the parts are going. Maybe they will go to this job; maybe they will need to be diverted to another job; maybe they will just sit on the shelf; maybe they will get lost in transit. Only someone in Edmonton can know for sure when the parts leave the Edmonton part department and go into a workorder.

Problems & questions | Print