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[1] Rev 1.5 Kost Tire Purchasing System Retail Locations User Manual

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Page 1: Kost Tire Purchasing System Retail Locations User Manualcdnmedia.endeavorsuite.com/images/organizations/90d11a07-eaa7-… · Paid Outs: The process for issuing paid outs under the

[1] Rev 1.5

Kost Tire

Purchasing System

Retail Locations

User

Manual

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Introduction:

Effective September 3, 2012, Kost Tire is adopting the voucher system of

recordkeeping in the administration of its books and records. Accordingly, on this

date, all Kost operation centers, retail stores and warehouse facilities must begin

utilizing the Kost purchase order system.

In addition, Kost Tire has also adopted certain policies for dealing with vendors

that has placed certain restrictions on how those vendors conduct business with

Kost Tire. Specifically as it pertains to this purchasing system, in all but a few

isolated exceptions (discussed later), no vendor is to sell to Kost Tire without a

purchase order first being issued.

In addition to this instructional manual, all managers must become very

knowledgeable of the vendor compliance manual and comply with all of its

provisions as well. (refer to Kost Vendor Compliance Manual)

It is imperative that all managers understand the theory behind the PO system.

Everything that is purchased, from tires to parts to gas for courtesy cars, must

have a purchase order for that purchase. The PO is essentially a document that

states an authorized agent of Kost Tire approved the purchase of any particular

item. Therefore, no vendor can send to the corporate office a fictitious bill for

payment.

The second portion of the purchasing system is recording the receipt of those

goods or services ordered. Whereas the PO is a document affirming this was

ordered, the receipt to purchase order reports that we did actually receive the

goods ordered and the prices on the invoice agree with the amount of money we

agreed to pay.

In cases where parts or tires are purchased to service customer vehicles, by

connecting the PO to the customer work order, the correct costing is performed

automatically by transferring PO information to the invoice.

Receiving goods to inventory are automatically performed when you perform

receive to PO functions.

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Finally, the purchasing system provides a higher level of confidence when issuing

checks to vendors there is assurance in accounts payable we did in fact order,

receive, and the amount of the vendor invoice matches exactly as to what we

agreed to pay for goods and services.

Changes to Current Processes:

Paid Outs: The process for issuing paid outs under the current system has

been eliminated. The paid out button will only be used for paid-ins (cash taken

in). Given the selection of primary and secondary vendors for purchasing goods

and our new purchasing policies, the amount of cash paid-outs should be reduced

significantly. Examples that still exist for cash paid outs are purchasing gas for

courtesy cars or coffee at local stores. You must use the purchasing system in

order to generate the cash paid out. The purchasing system will create the paid

outs when the selection for cash is chosen on the purchase order.

Receipts from Manufacturer: The only way to get inventory into the point

of sale is to either receive through the purchasing system or receive a transfer

from either another store or from a warehouse. You will no longer be required to

enter an incoming transfer from 00 or any other store or warehouse.

Important Note:

You cannot “fool the system” by creating and receiving to purchase orders by

waiting until the end of the day to perform all of your paperwork. Due to the

interaction of purchase orders to inventory, costing of work orders and your daily

cash, failure to perform the tasks at the time they occur will result in completely

incorrect inventory and/or incorrect costing of customer work orders in your

specific area of responsibility as well as the balancing of your daily cash. You

should be aware this will be a highly visible error.

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Creating a Purchase Order

Everything that is purchased on behalf of Kost Tire must have a purchase order.

The first step in the purchasing process is to create a purchase order. You do this

by navigating to the main screen of the point of sale system. Using your mouse

control, click on the tab PURCHASE ORDERS located in the lower right portion of

the screen.

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The following screen will appear. You will see a listing of all the open purchase

orders for your store or warehouse. Click the button that says New Purchase

Order.

The following screen appears. You will enter data here to create the P/O.

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Step 1. Select a vendor: In the Ordered From box click on the pop up icon and

scroll through the list of vendors and click on the vendor you wish to order from.

Currently we have two types of vendors. Vendors who we have established

significant ongoing relationships with, who have been vetted through our

purchase department and agreed to our terms and conditions for conducting

business are major vendors .The second type is the infrequent inconsequential

vendor such as gas stations, pizza shops and convenience purchases such as

coffee, cups, etc. This type of vendor is a minor vendor. You may not have all of

the qualified major vendors that have been approved appearing in the pop up

screen. If the vendor is not listed, and is a major vendor type, call either the

purchasing department or the corporate controller to determine if the vendor is

qualified to purchase from. You will be advised if the vendor is qualified or not. If

the vendor is qualified there will be a link made between the vendor file and your

location. Once you have been advised this has been performed, click the

“Download Vendor” button and select the vendor from the list. If the vendor is not

a qualified vendor for Kost Tire and you wish to purchase goods from the vendor,

you must contact the purchasing department where the vendor can opt to become

part of the Kost Tire approved vendor list. You cannot purchase from this vendor

until the approval process is complete.

If the vendor is of the minor type, and is a cash purchase only vendor,(i.e. courtesy

car gas, coffee, etc.) select 99999-Vendor Not on File. If you use 99999-Vendor

Not on File, the system only allows you to pay with cash from the drawer. Please

note – this is a highly visible, always monitored transaction. Bypassing the

process for approving major vendors by using this feature will not be tolerated.

Step 2. Add items to purchase order: Enter on a new line for each different item

you will be purchasing from the vendor, do not mix different items on one line

even though the quantities ordered may be the same. The items you will be

purchasing will fall into one of the 3 categories.

Those categories are Parts, Tires, and Other. Parts are broken down into two

categories Non-Stock Part and Stock Part.

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Stock Part

Kost Tire has made a conscious decision to stock in inventory only certain

repetitive, commonly used parts. Examples of these items are batteries, wiper

blades, oil, filters and light bulbs. For a complete list of Kost stocking parts refer to

Appendix A .

When you select stock part, a screen appears with the following information.

Select part type – click on the pop up icon, scroll through the categories until you

find the correct category and click on the appropriate part type.

Part # - another screen appears with the available part numbers for the part type.

Click on the correct part number and the item screen reappears with certain fields

automatically filled in.

Unit Cost – the default cost appears which the Company has entered into with a

primary vendor such as NOCO oil or Emerson. Unless the cost is known to be

different do not override this field. If you are using another vendor then type over

the default cost with the actual cost you will be paying.

# of units – enter the quantity of this item you are ordering.

Work Order # - enter the customer work order number this PO is being created

for.

No work order – click this box if this purchase order is not being used for a specific

work order. Examples of this would be the purchase of a case of synthetic oil that

is not sold to us in bulk.

Cancel – select this option if you wish to cancel the entire line item you just

entered.

Click “Add to PO” to add the line item to the PO. Repeat the previous procedures

for each line item if you are ordering more from the selected vendor. If you need

to edit or delete a line from the PO you are creating you can click on the line item

and the original entry screen will appear so you can edit or cancel the line item.

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When you are completed entering items for this vendor then select any of the

following:

Print PO – select to print the purchase order for your files or to supply to the

vendor.

Save PO – select when all items have been entered to the purchase order you are

placing. Once a PO has been saved you cannot return to edit or make any changes

to the original PO.

Cancel PO – select to completely erase all the data entry you have performed.

This returns you to the main menu of POS where you can begin a new PO

Non Stock Part

For any other auto part such as struts, brake parts, rotors, transmissions, etc., the

Company has made a decision to not stock these parts on its shelves. These are

purchases that are typically made for a specific customer work order. These items

will not have a Kost part number.

Vendor Part # - enter the part number supplied by the vendor from their order

manual or website.

Part Type – click on the pop up icon and select from the various categories the

part type you are ordering.

Part Description – enter a brief description of the part you are ordering

Cost per unit – enter the cost provided by the vendor either from the part cost

sheet supplied by purchasing for primary part vendor, and if not listed there, as

supplied from the desired vendor’s website, quote or other means. To

understand, the primary vendor has been chosen by the purchasing department

based on a price structure for the company as a whole, where we will purchase

part components for almost all undercar items. Prices for these items will be

supplied to you from purchasing so you will be continually aware of how much we

should be paying for pad/shoes, rotors, struts, etc. Purchases of short blocks,

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used parts and similar items have not been negotiated in the same manner and

the company will rely on your ability to secure the best price.

# of units – enter the quantity of this item you are ordering.

Work Order # - enter the customer work order number this PO is being created

for.

No work order – click this box if this purchase order is not being used for a specific

work order and is an item that must be ordered in multiples but only one per car

is used.

Cancel – select this option if you wish to cancel the entire line item you just

entered.

Click “Add to PO” to add the line item to the PO. Repeat the previous procedures

for each line item if you are ordering more from the selected vendor. If you need

to edit or delete a line from the PO you are creating you can click on the line item

and the original entry screen will appear so you can edit or cancel the line item.

When you are completed entering items for this vendor then select any of the

following:

Print PO – select to print the purchase order for your files or to supply to the

vendor.

Save PO – select when all items have been entered to the purchase order you are

placing. Once a PO has been saved you cannot return to edit or make any changes

to the original PO.

Cancel PO – select to completely erase all the data entry you have performed.

This returns you to the main menu of POS where you can begin a new PO

Tires

All tires are purchased under this category. If you are unable to locate a part

number for a certain tire, you must contact the warehouse for a part number to

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be created for that specific tire before you can create the purchase order. The

warehouse now operates on the same hours as the retail stores.

Tire Size – type in the size of tire you are purchasing. The format for the tire size is

xxx\xxxxx such as 225\60R16

MFG – if you wish to search by a specific brand enter the three digit code assigned

to a specific manufacturer such as KEL for Kelly brand tires.

A screen listing all the various tires will appear. Click on the part number of tire

you desire to purchase and the screen returns to item entry.

Unit Cost –Enter the unit cost per tire

# of units – enter the quantity of this item you are ordering.

Work Order # - enter the customer work order number this PO is being created

for.

No work order – click this box if this purchase order is not being used for a specific

work order.

Cancel – select this option if you wish to cancel the entire line item you just

entered.

Click “Add to PO” to add the line item to the PO. Repeat the previous procedures

for each line item if you are ordering more from the selected vendor. If you need

to edit or delete a line from the PO you are creating you can click on the line item

and the original entry screen will appear so you can edit or cancel the line item.

When you are completed entering items for this vendor then select any of the

following:

Print PO – select to print the purchase order for your files or to supply to the

vendor.

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Save PO – select when all items have been entered to the purchase order you are

placing. Once a PO has been saved you cannot return to edit or make any changes

to the original PO.

Cancel PO – select to completely erase all the data entry you have performed.

This returns you to the main menu of POS where you can begin a new PO.

Other Purchase

Any other item or service that is not inventory related. The system assumes the

items are taxable. These items will not have a Kost part number and typically are

for expense items such as supplies, office supplies, shop supplies, towing and

building maintenance.

Vendor Part # - this is an optional field and no entry is required. Use only to aid

clear communication with a vendor to mitigate wrong items being delivered to

your location. i.e enter part number to buy hand cleaner so vendor has a

reference where a gas receipt slip may not have a part number listed.

Select Expense Account – Click on the icon for the pop up screen. Select the

correct expense account for the item you are purchasing. For a detailed

explanation of the accounts you will need to select, refer to Appendix B.

Part Description – type in a description of the purchase

Cost per unit – enter the cost per unit or in the case of a minor purchase such as

gas, store purchases for lobby supplies, enter the entire amount of the cash paid

out.

Quantity – enter the quantity purchased or for cash paid out enter the quantity of

one.

Cancel – select this option if you wish to cancel the entire line item you just

entered.

Click “Add to PO” to add the line item to the PO. Repeat the previous procedures

for each line item if you are ordering more from the selected vendor. If you need

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to edit or delete a line from the PO you are creating you can click on the line item

and the original entry screen will appear so you can edit or cancel the line item.

When you are completed entering items for this vendor then select any of the

following:

Print PO – select to print the purchase order for your files or to supply to the

vendor.

Save PO – select when all items have been entered to the purchase order you are

placing. Once a PO has been saved you cannot return to edit or make any changes

to the original PO.

Cancel PO – select to completely erase all the data entry you have performed.

This returns you to the main menu of POS where you can begin a new PO.

REFER TO APPENDIX C FOR EXPLANATION OF TAXABLE TRANSACTIONS AND

OTHER INFORMATION

Receiving to Purchase Order

When the items from a PO are received a Purchase Order Receipt is performed.

From the main screen click on the “Purchase Orders” button. A listing of all open

purchase orders appears. Select the PO that you wish to receive in. The vendor

invoice or delivery slip must contain the purchase order number you supplied to

them so it minimizes you having to search all the open PO’s for the proper one. All

qualified vendors are required to accept only purchase order numbers from us

and are also required to have our purchase order number on all documents.

Vendors are charged back for failure to perform this task. Notify the purchasing

department should this violation continue to occur so that this problem may be

rectified.

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If all items on the purchase order have been received you can click the “Received

in Full” button.

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If all items ordered have not been received, change the values in the RecvQty

column to reflect what was actually received.

If the items missing from the receipt will not be received at a later time Click the

PO Complete button to indicate that the PO will be closed.

Enter the invoice or delivery slip number, invoice total, shipping and tax from the

vendor’s invoice. The invoice total must agree with the vendor’s invoice total.

When the totals agree the Payment Type fields will show up.

The payment type defaults to what Accounts Payable has them set up as. A

charge will go on the vendor’s account. A Cash Paid Out will come out of the cash

drawer. American Express and Visa will be handled like a charge payment.

Payment Pending is used when a vendor lets you receive merchandise on credit

and will return later in the day or the next day to get paid in cash. The section on

Payment Pending explains this procedure further.

The “Save Receipt” will save the information that was entered and send the

purchase order to accounting for verification. It will also put the inventory items

into the store’s inventory. If the PO was marked as complete it will no longer

appear on the open PO list.

When the PO is received the parts will go onto the work order(s) that you

selected when you created the purchase order.

Payment Pending

The Open Purchase order screen has a box at the bottom that shows how much is

due to be paid. That is the Payment Pending value. To pay this click on the

“Payment Pending” button.

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Listed are all of the POs that have been received and marked as Payment Pending

and have not been paid yet.

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Enter the payment amount and the invoice number from the vendor. Select each

purchase order that was paid. When the payment amount agrees with the total

selected amount Click “Apply Payment” button to apply the payment to each

purchase order receipt.

If the Payment Type is “Cash Paid Out”, a paid out will be created to pay for each

PO receipt. If “Check to be Written” is selected the PO Receipts will go to

Accounts Payable as charges. They will need to be verified and processed by the

Accounts Payable Department in order for a check to be written.

REFER TO APPENDIX C FOR TAXABLE TRANSACTIONS AND OTHER

INFORMATION

Returns

Returns are used for defects, wrong parts ordered, wrong parts delivered and

core returns. From the Open Purchase Order screen select the “Return for Credit”

button.

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Select a vendor from the drop down list or click the “All Vendors” box. You may

also enter a date range and/or Invoice Number.

A listing of all PO receipts will show up. You can sort by PO Number, Receipt Date,

Invoice No. or Receipt total by clicking on the column headers.

Double click the PO Number on the line that you want to return.

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If you are returning the whole invoice click the “Return All Items” button.

If you are returning only a portion of the PO change the return quantity to the

quantity you are returning.

Key in the invoice number on the return slip. Key in the credit total, shipping and

tax amounts. When these values agree with the return total, select the payment

method for the credit. Hit save receipt to save the Credit Receipt.

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FAQ’s

Q. How do I deal with cores?

A. As a rule we are not normally charged for cores but this is not always the

case. Cores should be dealt with just like non-stock parts. Enter each core

as a no-stock part with a part type of Core Charge. Enter what the core

charge is for under description. When the cores are returned to the vendor

a Return for Credit should be run against the original PO Receipt.

Q. I chose the wrong payment type, how do I fix it?

A. If you select the wrong payment type when you are processing a PO

receipt there is no way to go back and correct the payment type. If you

select Charge for a payment type and it was a Cash Paid Out you will be

short in your drawer. The verification process from Cash Management will

make an entry to square up the over and short.

Q. The vendor I am trying to use is not listed ?

A. If there is a vendor that is used on a consistent basis they should be set

up in Accounts Payable. Once they are set up in Accounts Payable they

need to be linked to the store. Once this is done click “Download Vendors”

button on the Create Purchase Order screen.

Q. How is inventory being affected?

A. Inventory is increased any time a PO is received. Stock parts and tires go

into the normal inventory. Non-stock parts go into a non-stock inventory.

You can select items to be put on a work order from any of these

inventories. Inventory will be reduced when the work order is completed.

Returns will decrease inventory as well.

Q. I am trying to pay with a “Charge” payment type but it is not available ?

A. if you select 99999-Vendor Not on File, you will not be able to use

“Charge” as a payment type. Call accounts payable and have someone link

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the vendor to your store. Once they are linked up you will be able to select

“Charge”.

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APPENDIX A

LIST OF STOCK PARTS

Part # Part Description Part Type

101508 BT-1231MF P BATTERY

101434 BT-124RMF P BATTERY

100063 BT-24M5 P BATTERY

100064 BT-526RA P BATTERY

100065 BT-534MF P BATTERY

100066 BT-535MF P BATTERY

100067 BT-551RMF P BATTERY

100068 BT-565MF P BATTERY

100069 BT-570DT P BATTERY

101506 BT-570MF P BATTERY

100070 BT-575MF P BATTERY

100071 BT-578MF P BATTERY

101401 BT-586MF P BATTERY

101431 BT-624MF P BATTERY

100072 BT-634/78 P BATTERY

101423 BT-642/58R P BATTERY

101314 BT-648MF P BATTERY

100073 BT-658MF P BATTERY

100074 BT-658RMF P BATTERY

100075 BT-665MF P BATTERY

100076 BT-675DT P BATTERY

101403 BT-675MF P BATTERY

101422 BT-678DT P BATTERY

101507 BT-678MF P BATTERY

100060 BT-SS10U1L P BATTERY

100061 BT-SS24M5 P BATTERY

100062 BT-SS7U1L P BATTERY

100058 BT-SSDC24 P BATTERY

100059 BT-SSDP24 P BATTERY

101430 HCB H7 P BULB

101532 HCB1007 P BULB

100294 HCB755 P BULB

101527 HCB899 P BULB

100295 HCB9003 P BULB

100296 HCB9004 P BULB

100297 HCB9005 P BULB

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100298 HCB9006 P BULB

100299 HCB9007 P BULB

100558 MB1156 P BULB

100559 MB1156A P BULB

100560 MB1157 P BULB

100561 MB1157A P BULB

101523 MB1895 P BULB

101526 MB1896 P BULB

100562 MB194 P BULB

100563 MB194A P BULB

100564 MB2057 P BULB

100565 MB2057A P BULB

101525 MB2357 P BULB

100566 MB2357A P BULB

101529 MB24LL P BULB

101530 MB2721LL P BULB

100567 MB3057 P BULB

100568 MB3057A P BULB

100569 MB3156 P BULB

100570 MB3157 P BULB

100571 MB3157A P BULB

101521 MB3457 P BULB

101522 MB7443 P BULB

101520 MB744O P BULB

101528 MB7506 P BULB

101524 MB89 P BULB

101531 MB906 P BULB

100572 MB912 P BULB

100573 MB921 P BULB

100244 EV1 P EVERWEAR

100260 EV2 P EVERWEAR

100261 EV3 P EVERWEAR

100263 EV4 P EVERWEAR

100264 EV8 P EVERWEAR

100265 EV9 P EVERWEAR

101348 ANTIFRZ P FLUID

101350 BRAKEFL P FLUID

100590 R-134A P FLUID

101349 WASHERFL P FLUID

101239 WIPER FLUID FLUID

100576 NYSI-S P INSPECTION

100577 NYSI-S/E P INSPECTION

101504 PAES P INSPECTION

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101503 PAIS P INSPECTION

101151 10W30 P OIL

101505 0W20 MOBIL 1 OIL

101533 0W30 MOBIL 1 OIL

101517 0W40 MOBIL 1 OIL

101433 15W-40 ROTEL OIL

101404 15W40DSL P OIL

101209 5W20 P OIL

101432 5W-30 MOBIL1 OIL

101195 5W30 P OIL

100574 MOB1 10W30 P OIL

100575 MOB1 15W50 P OIL

101437 M111 P OIL FILTER

101436 M11-P OIL FILTER

101438 M123 P OIL FILTER

101439 M193 P OIL FILTER

101440 M195 P OIL FILTER

101441 M1A P OIL FILTER

101442 M2222 P OIL FILTER

101443 M241 P OIL FILTER

101500 M2500 P OIL FILTER

101444 M252 P OIL FILTER

101510 M257 P OIL FILTER

101445 M2821A P OIL FILTER

101446 M288 P OIL FILTER

101447 M291 P OIL FILTER

101448 M3056 P OIL FILTER

101449 M33 P OIL FILTER

101450 M39 P OIL FILTER

101451 M4006 P OIL FILTER

101452 M4008 P OIL FILTER

101453 M4011 P OIL FILTER

101454 M4457 P OIL FILTER

101455 M4459A P OIL FILTER

101456 M4460A P OIL FILTER

101457 M4461 P OIL FILTER

101458 M4466 P OIL FILTER

101459 M4476 P OIL FILTER

101460 M4477 P OIL FILTER

101461 M4484 P OIL FILTER

101462 M4619 P OIL FILTER

101463 M4620 P OIL FILTER

101464 M4622 P OIL FILTER

101465 M4631 P OIL FILTER

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101466 M4651 P OIL FILTER

101467 M4670 P OIL FILTER

101468 M4798 P OIL FILTER

101469 M4872 P OIL FILTER

101470 M49 P OIL FILTER

101471 M5230 P OIL FILTER

101472 M5247 P OIL FILTER

101473 M5251 P OIL FILTER

101474 M5274 P OIL FILTER

101475 M5276 P OIL FILTER

101476 M5280 P OIL FILTER

101477 M5288 P OIL FILTER

101478 M5308 P OIL FILTER

101479 M5309 P OIL FILTER

101480 M5313 P OIL FILTER

101481 M5315 P OIL FILTER

101482 M5317 P OIL FILTER

101483 M5335 P OIL FILTER

101484 M5399 P OIL FILTER

101511 M5401 P OIL FILTER

101485 M5436 P OIL FILTER

101486 M5465 P OIL FILTER

101487 M5476 P OIL FILTER

101488 M5505 P OIL FILTER

101489 M5515 P OIL FILTER

101490 M5545 P OIL FILTER

101491 M5581 P OIL FILTER

101492 M5608 P OIL FILTER

101493 M5610 P OIL FILTER

101494 M5702 P OIL FILTER

101509 M5839 P OIL FILTER

101501 M5848 P OIL FILTER

101516 M6128 P OIL FILTER

101514 M6135 P OIL FILTER

101502 M6311 P OIL FILTER

101515 M7662 P OIL FILTER

101495 M81 P OIL FILTER

101496 M8113 P OIL FILTER

101497 M84 P OIL FILTER

101498 M85 P OIL FILTER

101499 M8812 P OIL FILTER

101518 ATF-4 TRAN FLUID

101519 ATF-MERCON P TRAN FLUID

101226 WB29-16 P WIPER

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101048 WB29-17 P WIPER

101049 WB29-18 P WIPER

101050 WB29-19 P WIPER

101051 WB29-20 P WIPER

101052 WB29-21 P WIPER

101053 WB29-22 P WIPER

101054 WB29-24 P WIPER

101240 WB29-26 P WIPER

101055 WB31-12 P WIPER

101056 WB31-13 P WIPER

101513 WB31-14 P WIPER

101057 WB31-15 P WIPER

101058 WB31-16 P WIPER

101059 WB31-17 P WIPER

101060 WB31-18 P WIPER

101061 WB31-19 P WIPER

101062 WB31-20 P WIPER

101063 WB31-21 P WIPER

101064 WB31-22 P WIPER

101065 WB31-24 P WIPER

101512 WB31-26 P WIPER

101066 WB31-28 P WIPER

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APPENDIX B

GLOSSARY OF TERMS FOR OTHER PURCHASES

Office Supplies – Typically anything purchased for the front of the store,

corporate or warehouse offices. Items in this category include paper and paper

products such as toilet paper, soap dispensers, computer supplies, and similar

items used for the administration of the company.

Supplies – These are items that are of insignificant cost that are on hand but not

part of inventory. Best defined as items that will go on a car and remain a part of

the car. Items include wheel weights, studs, lug nuts, tire patch kits, gaskets,

clamps and other similar items.

Shop Supplies – Defined as items that assist the technical staff in performing their

tasks for servicing a vehicle. Examples include brake cleaner, hand cleaner, rags,

work gloves, small tools under $150, acetylene and similar related items. As a

note, these items are taxable items.

Towing – used to account for outside towing services performed. This may be

either a cash paid out or charge depending on the vendor. The process is treated

the same as for fluids.

Maintenance – any expense for the repair or maintenance of the property. This

includes lawn care, plumbing repair, but not snowplowing.

Snowplow – used for the expensing of snow removal. Same procedures used as

for fluids.

Gas Expense – Used for the purchase of gasoline for the Company’s courtesy cars.

Postage – used for the purchase of stamps, fed ex or similar delivery services

Other Expense – If the expense does not fit into any of the categories above, then

select other expense. It is vital a description of the expense is entered or the

purpose of the expense. All other expense purchases are reviewed by the

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company’s cash management specialists for correct classification to the

company’s expense accounts.

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APPENDIX C

OTHER INFORMATION PERTINENT TO ALL PURCHASE ORDERS

It is possible that you may have more than one major category of purchase from a

vendor. For example you could be ordering stock parts, non stock parts, tires and

other purchase categories all on one purchase order. Care must be taken to

insure you are using the proper categories. Significant errors may occur in your

inventory and cash balances should careless data entry occur.

TAXABLE selection. – Creating the purchase order:

You must possess a general knowledge of sales tax law for your locality. The

simplest way to understand this, if a purchased item ends up on the car, and that

item is resold to a customer, no tax is paid. If a purchased item does not go with a

customer’s car, then the item is taxable and is subject to sales tax, or simply

stated – everything else is subject to sales tax. Examples of this are paper towels,

rags, speedy dry, work gloves, small tools, equipment, brake cleaner and similar

items.

When creating the purchase order under the category Other Purchases, the

system automatically assumes every purchase order and line item is subject to

sales tax and will automatically add the sales tax for your locality to the purchase

order. Failure to follow these procedures will result in either your inability to

reconcile the total purchase order to the invoice and/or errors in your cash

drawer.

Extreme care must be exercised in this part of PO entry. Cash paid outs for items

such as gas, convenience store purchases, pizzas for the staff, the sales tax would

have already been paid to the vendor. Enter the entire cash paid out as the unit

cost, with a quantity ordered of one and click on the box taxable so that it is blank

before adding to the PO. Failure to do so will result in the calculation of sales tax

which will result in the inability to reconcile the receipt to PO.

While we attempt to mitigate this by qualifying vendors in advance, it is not

uncommon for certain vendors to sell us non taxable auto parts and items for

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shop supplies as well which are taxable. The vendor’s system may not allow for

the charging and collecting of sales tax on taxable items. When this occurs, we are

responsible to report to the applicable state government that we have made a

purchase that is taxable and remit to the state the portion of sales tax that should

have been charged by the vendor. Therefore, when ordering multiple items from

this type of vendor, insure that the taxable selection is checked.

TAXABLE selection. – Receiving the purchase order:

When you receive to the PO, and at the creation of the PO a particular line item

was marked taxable, and the vendor does not charge us tax on their invoice, the

system automatically creates an entry in the company’s books for the accrual of

the sales tax. This accrual amount is then used to generate reports to various

states for the payment of this sales tax due. Therefore, if the entry is not

performed correctly, we could possibly pay sales tax twice on the same item.

Attention to this detail is imperative in order to avoid this result.

When receiving to the purchase order for casual paid outs, such as gas, slips,

convenience store purchases, etc., the sales tax has already been paid to the

vendor. Select the line item used for the paid out and in the box taxable, click on

the box so the taxable section is blank.

Care must be taken when receiving to PO for vendors that do not charge sales tax

on supplies which are taxable. When the PO was created, the taxable selection

was checked for the item, i.e. shop rags. The system assumes the vendor charges

the sales tax correctly. If the vendor did not charge sales tax, an error will result

with your inability to reconcile the purchase order total with the invoice total. You

must select the line item entered and deselect the taxable button to force the

purchase order to agree with the vendors invoice total.

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Assume a box of rages is ordered for $10 and taxable is selected at the creation of

the PO:

Kost PO Vendor invoice

Shop rags $10.00 $10.00

Sales tax .80

Invoice total $10.80 $10.00

You cannot process the purchase order any further since there is an out of

balance condition. To proceed, select the line item shop rags, deselect the taxable

button and the system automatically calculates the sales tax to reconcile the

purchase order with the vendor invoice.

If the next selection is cash paid out, the system will also recognize only $10 was

paid from the drawer and not $10.80.

PAY/RECEIVE SELECTION – In certain instances you will either be preparing

the purchase order for an item you are immediately going to pay for and/or

receive to purchase order. An example of this is a gas slip. Cash is taken from the

drawer and the exact amount of the purchase may not be determined until the

car is returned from the service station. You must enter this under OTHER

PURCHASE and the amount of cash spent. You would then select Pay/Receive to

record the payment of the purchase order by cash and the system will

automatically deduct this amount from your cash on hand.

In the case of bulk fluid deliveries to your location, you do not know the amount

of fluid you are receiving until the driver hands you the receipt of how much oil or

antifreeze or other fluid has been placed in your bulk containers. As an example –

oil deliveries will result in a receipt of quantity delivered. You would select stock

part, the oil part number, and enter the quart quantity you received that day,

select pay/receive option, charge, and then save receipt. This is automatically

added to your inventory.

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INTERNAL STATISTICS MAINTAINED – What is extremely important to all of us at

Kost Tire, is the timely delivery of inventory, the correct delivery of inventory, and

the quality of the inventory we are purchasing. It is important, when you are

ordering merchandise to create the PO at the time of order, and receive to the PO

immediately upon delivery. We are tracking the time it takes from the point of

order to the time of delivery in order to evaluate vendor performance. In

addition, if the goods delivered are incorrect, immediately create the return to

vendor as we are also tracking how long it takes the vendor to correct this error

and the number of times it occurs. We are also now tracking the number of times

we apply for warranty claims due to defective parts. This information we glean

from the PO system is vital to insure we at Kost Tire are receiving the best of

service from our vendors and this information will be used in discussion with our

approved vendors as to their performance.

Core charges – With all qualified vendors we make every attempt to not be

charged for core charges. However certain vendors cannot accommodate this

request. If you are charged a core charge – select this as a NON STOCK PART with

a part type of “Core Charges”. This charge will appear in your non stock inventory

field until the core is returned.