kost tire purchasing system retail locations user...
TRANSCRIPT
[1] Rev 1.5
Kost Tire
Purchasing System
Retail Locations
User
Manual
[2] Rev 1.5
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.
[3] Rev 1.5
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.
[4] Rev 1.5
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.
[5] Rev 1.5
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.
[6] Rev 1.5
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.
[7] Rev 1.5
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.
[8] Rev 1.5
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,
[9] Rev 1.5
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
[10] Rev 1.5
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.
[11] Rev 1.5
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
[12] Rev 1.5
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.
[13] Rev 1.5
If all items on the purchase order have been received you can click the “Received
in Full” button.
[14] Rev 1.5
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.
[15] Rev 1.5
Listed are all of the POs that have been received and marked as Payment Pending
and have not been paid yet.
[16] Rev 1.5
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.
[17] Rev 1.5
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.
[18] Rev 1.5
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.
[19] Rev 1.5
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
[20] Rev 1.5
the vendor to your store. Once they are linked up you will be able to select
“Charge”.
[21] Rev 1.5
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
[22] Rev 1.5
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
[23] Rev 1.5
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
[24] Rev 1.5
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
[25] Rev 1.5
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
[26] Rev 1.5
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
[27] Rev 1.5
company’s cash management specialists for correct classification to the
company’s expense accounts.
[28] Rev 1.5
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
[29] Rev 1.5
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.
[30] Rev 1.5
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.
[31] Rev 1.5
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.