Ordering Equipment

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Purchase Order Requisitions

A Purchase Order Requisition is a Purchase Order (PO) during a review period. The President, Ryan Carr, reviews each PO. He will either approve you to submit the PO to the Purchasing Department or ask you to make some revisions before proceeding.

To make this process as efficient as possible, you should perform the following steps before submitting the requisitions.

Factory Installs & Service Zones

👉 Verify Factory Install and Service Zones

At this point, you should have copied all the documents in the Estimating folder on the L-Drive to the Estimating folder in the project folder you created in Google Drive. If you still need to do so, please do it now.

In the Estimating folder, there is a sub-folder called Manufacturer Quotes. All the files in this folder are quotes from manufacturers/vendors or their reps.

Open the AQ file for your project.

You will need to compare the Manufacturer Quotes against the AQ File. For each item on a Manufacturer Quote that lists a Factory Install, a Factory Install also needs to be listed for the item on the AQ File. Generally, if the Manufacturer's Quote lists the Factory Install, we are paying for it. And if we pay for it, we must pass the cost on to our customers.

There are, however, some caveats:

Rational Ovens
Remove the Factory Install line item from the AQ File for any Rational Oven unless the project is out of state
All Fryers
Remove the Factory Install line item from the AQ File for any Fryer produced by any manufacturer unless the project is out of state
All dishwashers except Flight Machines
Remove the Factory Install line item from the AQ File for any Dishwasher produced by any manufacturer (except for Flight Machines) unless the project is out of state <mark>Brad discussed a heat recovery system for dishwashers. Probably should keep a look out for items whose description requires a factory install. Also, for start up, we need to change the model number to “misc-ar-fee” since this is a non inventory item. Also we need to change the description to “start up fee”.</mark>
Service Zones
Remove all other Factory Install line items from the AQ file for any manufacturer if the project is outside their Service Zone.
Out-of-state projects
If the AQ File contains a Walk-In Refrigerator or Freezer that lists a warranty line item, remove it unless the project is out of state

Stock Items

👉 Remove quantities for all stock items from the AQ file

Using the CC | Buyout Stock Items for Contracts saved search, determine if any of the items you need for the project are stock items with an available quantity, send an email to the warehouse and have those item(s) allocated to your project.

If all items on one PO are available as stock, you will not submit that PO for review. Similarly, if some of the items on a PO are available as stock, inactivate the quantities that are available in stock in the AQ file.

PO Instructions

👉 Add important instructions for the Purchasing Department

When submitting your POs to the Purchasing Department via email, you must instruct them on when to place the order with the manufacturer, where the manufacturer should deliver to, and what shipment method the manufacturer should use.

Order By
***HOT RUSH*** = Rush, send out same day ***IMMEDIATE*** = No rush, but this order can’t wait for free freight ***MOB mm/dd/yyyy*** = No rush, but this order can wait for free freight up until the specified date - ex. **MOB 04/12/2023**
Deliver To
***Phoenix*** = This order needs to ship this to Phoenix - ***Tucson*** = This order needs to ship to Tucson - ***URS*** = This order needs to ship to United Restaurant Supply - ***Drop Ship address*** = This order needs to be drop shipped to the specified address - ***Drop ship to: - Gila River San Tan - 13620 E. Hunt Hwy - Chandler, AZ. 85249***
Shipment Method
If the entire order consists of small boxes that each weigh less than 100 lbs., then add the following note: - ***UPS Ground Acct# 3Y788V*** - If our warehouse can pick up the equipment from a local distributor (Factory List has this information), add the following note: - ***Hold In Will Call*** - If the any of the equipment on the order requires approved Shop Drawings before the vendor can proceed, add following note: - ***Do not release into production without approved shop drawings***

Sales Rep Field

👉 Add yourself as the Sales Rep

You should have already added yourself as the Sales Rep to the Sales Order. Double check that you have. Doing so will allow you to be notified when items are received against the PO. Sometimes Purchasing will combine multiple Sales Orders into one Purchase Order. If this happens, you will not be alerted.

Review

👉 Send POs for review and approval

Once you have completed all the previous steps, you can submit all your POs to Ryan for review.

Create an email to Ryan. Your subject line needs to be blah blah blah. If the subject line is anything other than that, there is a good chance that Ryan won't see it. Once Ryan has reviewed your POs, make any revisions he requests and resubmit them to Ryan if necessary.

Submit

👉 Submit approved POs to the Purchasing Department

Once you have satisfied Ryan's requests, you can submit the POs to the Purchasing Department. Before you do that, however, you will need to confirm with the manufacturer that the lead times have stayed the same from what they told you. Only submit your approved POs to the Purchasing Department if you have to. There are only a couple of valid reasons why you should have to submit your POs early:

  1. If it is the only way to guarantee the lead time the manufacturer provided.
  2. Or, if the manufacturer requires you to submit it so you can hold your place in line.

Just be aware that submitting a PO early for the reasons listed (or any other reason) can lead to problems in the future.

If you must submit your POs early, instruct the manufacturer to ship on a specified date, ideally no more than a month before the install date.

After the Purchasing Department submits the POs to the vendors, they will send you PDF copies of the NetSuite POs to upload into the O-Drive.

Keep an eye out for consolidated POs. You will know that the items on your SO have been consolidated when you see other items listed for different projects on the PO.

Follow up

👉 Follow up with the manufacturer

You must follow up with manufacturers a few days after the Purchasing Department submits the POs. You will need to get an estimated ship date or confirm that they will ship before the date you specified.

Update the Project Tracker with the Purchase Order Numbers and the estimated ship dates. Keep an eye on the ship date. The day after the items were supposed to ship, follow up with the manufacturer for tracking information. If the items haven't shipped yet, ask them for an explanation about the delay and when you can expect them to ship. Revise the ship date on the Project Tracker and follow up with the manufacturer on the new date to get tracking information.

You must inform the Project Manager if the delayed ship date is pushed into the installation date.

Freight Quotes

  • When the order is ready to ship from the manufacturer, they will reach out to you.

    • Contact each Manufacturer or Rep for freight information. The “Factory List” spreadsheet lists the Reps.
    • You will need to get the following information on top of the Freight Quote:
      • Pick up address and hours of operation
      • Piece count (pallet, box, crate, etc.)
      • Dimensions for each piece
      • Piece weight
      • Freight class
    • Once you have all this information, you can acquire quotes from our Freight Brokers:
      • Unishippers (Less-Than-Truckload)
      • Axle Logistics (Full-Truckload)
      • Bradshaw Trucking (Full-Truckload)
    • Work with the Project Manager and Vendor to arrange for hoods, pizza ovens, and walk-in refrigerators to be delivered directly to the site

    Verify Item Receipt

    👉 Verify that all items are delivered to and received by the warehouse

Under normal circumstances, you will receive an automated email from NetSuite when the warehouse receives items. However, one major caveat: If the Purchasing Department consolidated the items on your SO with other items from other SOs (yours or somebody else's) into one PO to capitalize on freight discounts, you would not get an email.

Instead, you will have to manually check the PO record in NetSuite to verify that the warehouse received them.

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