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Lord Consulting - Quality Assurance Manual

Section 15 - Handling, Storage, Packaging, Preservation, Invoicing and Delivery of Product

SCOPE

This section of the Quality Assurance Manual covers the procedures followed by Lord Consulting for the handling, storage, packaging, preservation, invoicing and delivery of product.

Lord Consulting ensures that appropriate storage areas for product are used at all times. Receipt and initial placement of goods into the storage area is detailed in Section 06.03 of the Lord Consulting Quality Assurance Manual.

CONTENTS

15.01 Storage of Goods
15.02 Handling of Goods
15.03 Inward Order Processing
15.04 Preparation of Packing Slips / Order Confirmation Forms
15.05 Dispatch and Delivery of Goods
15.06 Invoicing of Orders


15.01 Storage of Goods

SCOPE

This procedure describes the storage of goods by Lord Consulting.

15.01.01

All goods with particular emphasis on perishable, limited lifetime and hazardous goods are maintained, as required, so as to preserve them in a fully serviceable condition whilst in storage.

15.01.02

Should any alteration from its recorded incoming or standard configuration be deliberately carried out to an item(s) of stock whilst in storage, the new configuration is clearly labelled as such and communicated (via a MOORE-Brand MUltibk3 Triplicate form, manually headed 'Stock Modification Form') to the Christchurch Accounts Department for recording in the stock inventory system.

15.01.03

Static sensitive product is stored in the manufacturer's original static protective packaging.

15.01.04

Isolation of goods in storage is as per procedure 06.03.02.06.


15.02 Handling of Goods

SCOPE

This procedure describes the handling of goods by Lord Consulting.


15.02.01

Goods are handled so as to preserve them in an "as received" condition until finally dispatched.

15.02.02

At regular intervals, coinciding with 3 monthly stock takes, the condition of stored goods is assessed in total. Any damage, deterioration, defect or incompleteness of goods is noted and a Corrective Action Request Forms raised as appropriate.

15.02.03

Where heavy goods require handling, a sack-barrow and correct anatomical lifting procedures are employed. Heavier items which would exceed safe handling limits at the Lord Consulting premises and which are to be immediately on-sent to a customer, are inspected, received into stock, and handled on a case-by-case basis at the secure warehouses of the Lord Consulting Customs agent.


15.03 Inward Order Processing

SCOPE

This section describes the initial processing of inward orders by Lord Consulting.

CONTENTS

15.03.01 Basic Office Systems Employed
15.03.02 Receiving and Logging of Customer Orders
15.03.03 Contract Review
15.03.04 Verification of Goods Description
15.03.05 Verification of Goods Availability
15.03.06 Verification of Order Pricing
15.03.07 Verification of Commercial Details
15.03.08 Verification of Specific Terms and Conditions


15.03.01 Basic Office Systems Employed

SCOPE

This procedure describes the basic office systems employed by Lord Consulting for the processing of inward orders.

15.03.01.01

Lord Consulting operates, at its Christchurch Head Office, a PROPHET business software system first described in Section 06.03-Receipt of Purchased Materials and Services of the Quality Assurance Manual. The PROPHET package plays a vital part in the order processing procedures and this section makes frequent reference to the sub menus of this package.

15.03.01.02

The PROPHET package is networked throughout the Christchurch Head Office but is not currently available to staff outside that office, all order processing being carried out at the Lord Consulting Head Office in Christchurch.

15.03.01.03

Manual packing slips may be invoked at the Christchurch Head Office as follows:

  1. In extraordinary circumstances e.g. The PROPHET system is off line;
  2. For conducting stock transfers to other branches;
  3. For the dispatch of customer supplied goods or stock items to overseas principals for either repair, return for examination, return after evaluation, or credit.
15.03.01.04

Formal verbal / written orders, or simple verbal purchase requests, accompanied by either cheques, cash or VISA card instructions, are processed in all cases via a Cash Sale Invoice via the PROPHET system.


15.03.02 Receiving and Logging of Customer Orders

SCOPE

This procedure describes the initial processing of Customer Orders by Lord Consulting.

15.03.02.01

Orders received by field staff are communicated promptly to the Christchurch Head Office.

15.03.02.02

Customer Orders are processed in the first instance by the appropriate administration personnel within one working day of receiving the order as is practicable.

15.03.02.03

Orders received verbally are transcribed immediately to a Moor-brand Rediform Ref R/MULTIBK3 Triplicate Carbon-less form. The following details are recorded on the form:

  • Sales order number
  • Customer Name
  • Customer Purchase Order Number
  • Date of Order
  • Invoicing Address
  • Delivery Address
  • Item description, quantity and price for each line of the Customer Order
  • Any special requirements sought by the customer (e.g. special delivery requirement, relevant promotional items to be included with the goods)
  • A reference to the origin of any special pricing
15.03.02.04

The Customer Order is forwarded to the appropriate administration personnel who initiate the Contract Review Process of Section 15.03.03.


15.03.03 Contract Review

SCOPE

This procedure describes the contract review performed by Lord Consulting when processing a Sales Order, once the Sales Order (& Customer Order) is received by the administration personnel at the completion of 15.03.02

15.03.03.01

Inward orders are processed, in the first instance, by the Sales Staff within 1 working day of receiving the order, as practicable.

15.03.03.02

Processing of inwards orders begins by employing the Contract Review Procedure in the Act of Receiving Orders, this being more fully documented in Section 03-Contract Review of the Lord Consulting Quality Assurance Manual.

15.03.03.03

Specific procedures are followed for the verifying of the description of the goods, the availability of the goods, the pricing of the order, the commercial details, and any specific terms and conditions imposed. All of these procedures are conducted sequentially and completed in total, prior to any necessary approach being made to the customer, according to the Contract Review process, to resolve any matters of concern.

15.03.03.04

In the event that the customer needs to be approached under this process, the approach is conducted in writing on orders in excess of NZD 1000.


15.03.04 Verification of Goods Description

SCOPE

This procedure describes the description verification of ordered product performed by Lord Consulting when processing inward orders.

15.03.04.01

All descriptions of ordered goods and accessories are checked for the existence of sufficient information to ensure an unambiguous determination of the customer's requirements.

In the event that an ambiguity is found to exist, or an error or omission has been made by the customer in describing the goods accurately enough to process the order "with complete confidence", the customer is notified of the problem and the specification confirmed.


15.03.05 Verification of Goods Availability

SCOPE

This procedure describes the verification of goods availability performed by Lord Consulting when processing inwards orders.

15.03.05.01

As an integral part of carrying out the Contract Review Procedure, the goods in question are checked for availability (and, thus, against the customer's actual or implied delivery conditions) in a number of ways, detailed as follows:

  1. By reference to the "Stock Inquiry" sub menu of the "Inventory Control" module of the PROPHET package
  2. By being sighted on the warehouse shelves
  3. By being sighted and picked from the warehouse shelves
  4. By checking for availability with other branches of the company.
15.03.05.02

During any of these availability checks, a Stock Transfer, for a full or partial quota of the goods in question, may be sought to secure the availability of goods for dispatch.


15.03.06 Verification of Order Pricing

SCOPE

This procedure describes the verification of the contract price by Lord Consulting when processing Customer Orders.

15.03.06.01

All orders are checked for validity of pricing, if any, stated on the order.

15.03.06.02

Should an order make reference to an Lord Consulting quotation, the processing member of staff sights the quotation and verifies that both the quotation was valid at the date the order was written, and that the pricing per item is as per the quotation.

15.03.06.03

Pricing used to process an order is as per the Lord Consulting Price book (Section 05.05-Control of Price books) with the following exceptions:

  1. The pricing was provided by a valid Lord Consulting quotation
  2. The order/product category has been identified as an area of heightened sensitivity to pricing (Section 03.01.01-Pricing of Quotations). Orders of this type are referred to the appropriate Product Manager for pricing approval. This approval is notified by the Product Manager's dated signature and brief approval statement on an attachment appended to the order itself.
  3. The pricing pertains to a documented and notified Lord Consulting product promotion that was valid at the time the order was prepared.

15.03.07 Verification of Commercial Details of the Inwards Order

SCOPE

This procedure describes the verification of commercial details performed by Lord Consulting when processing Customer Orders.

15.03.07.01

All orders are checked by the appropriate administration personnel for the validity and currency of the customer's credit account, where monthly terms have either been nominated or implied by the customer.

15.03.07.02

The order is reviewed to ensure that commercial details are in compliance with those appropriate and agreed with the Customer.

In the event of any concern, the issue is referred to the General Manager. The General Manager's agreement or otherwise is noted on an appended document attached to the Sales Order, dated and signed. Should the issue of approval be particularly sensitive, the General Manager would seek the opinion and counter signature of the Commercial Manager or Managing Director.


15.03.08 Verification of Specific Terms and Conditions of the Order

SCOPE

This procedure describes the verification of specific terms and conditions as performed by Lord Consulting when processing customer orders.

15.03.08.01

All orders are checked for the existence of any special terms and conditions in any of the following categories:

a)

Orders conditional on meeting a customer's specific and clearly stated requirement in the area(s) of either delivery, technical matters, commercial matters, or with regard to terms and conditions:

In the event that such an order is received and delivery or technical conditions cannot be addressed"with full confidence" by the order processing staff, it is passed to the respective Product Manager for further instructions. The checking and acceptance, or otherwise of conditional clauses pertaining to commercial matters or to terms and conditions is conducted in the first instance by the General Manager.

b)

Orders accompanied by either a statement from the customer that the order is subject to their terms and conditions of sale, or accompanied by a full transcription of their terms and conditions:

In the event that the order is so qualified is valued in excess of $10,000; the order is forwarded to the General Manager for approval or otherwise.

c)

Orders requesting delivery and invoicing after a nominated date:

These are denoted "Forward Orders" (Section 15.04.04).

d)

Back orders requesting invoicing ahead of the anticipated arrival of the goods (e.g. an invoice required before the end of the customer's financial year:

These orders are processed normally with the following differences...

  • After the initial contract review, the processing of the packing slip and the invoice are done in immediate succession, as per the procedures in Sections 15.04.02 and 15.06.01, despite the goods not being in stock.
  • The invoice is annotated manually, via Prophet, with the details of the expected delivery of the invoiced items.
  • Two copies of the top copy of the invoice are made. One copy is passed to the Debtor file with an attached cover note to highlight that the goods have been invoiced in advance of their arrival into stock and that payment is not to be expected until after arrival of the goods.
  • The second copy of the invoice and the top copy of the packing slip are placed in the Backorder file, as per Section 15.04.02.06, awaiting arrival of the goods.
  • After processing the file copy of the packing slip and invoice are filed and the original top copy of the invoice is mailed to the customer
  • Upon the receipt of the goods into stock, the goods are dispatched as per the normal procedures under the cover of the top copy of the packing slip. At the same time, the photocopy of the invoice is detached and used to prompt the debtor file with a note to the effect that the account is now ready for collection.
e)

Where a longer period of credit than the 20th of month following invoice date has been negotiated, a photocopy of the invoice is passed to the debtor files with the credit terms highlighted.


15.04 Preparation of Packing Slips / Order Confirmation Forms

SCOPE

This sub section of Section 15-Handling, Storage, Packaging, Preservation and Delivery, of the Lord Consulting Quality Assurance Manual, describes the preparation of Packing Slips/Order Confirmation Forms during the processing of inward orders by Lord Consulting.

Orders are processed according to whether the goods required are ascertained to be either all ex stocks, not ex stocks ( either having to be ordered on the customer's behalf or supplied when further stocks arrive..."back ordered"), a mixture of ex stock items and items needing to be back ordered, forward orders, orders with "Non Standard Arrangements" and cash sales.

CONTENTS

15.04.01 All Ex Stocks
15.04.02 Back Orders
15.04.03 Combined Ex Stocks/Back Orders
15.04.04 Forward Orders
15.04.05 Non-Standard Arrangements
15.04.06 Cash Sales
15.04.07 Goods On Evaluation


15.04.01 All Ex Stock

SCOPE

This procedure describes the processing of inwards orders for ex-stock goods by Lord Consulting.

15.04.01.01

Customers orders are processed by the appropriate Administration Personnel to Packing Slip stage either directly via the PROPHET "Enter Orders" sub menu of the "Order Entry" module or by using the Manual Packing Slip Form.

15.04.01.02

After the Packing Slip is printed/written for each order, a double check is carried out, as practicable, against the original copy of the customer's order to prevent any omission of detail. Care is taken to identify that the pricing verification described in Section 15.03.06.03 has been accurately carried out.

15.04.01.03

By of recording the entry of the order information and the successful generation of the Packing Slip Form under the PROPHET System, the original copy of the paperwork used to generate the order is stamped with the Lord Consulting "Entered-Ref/Date/Initials" red stamp and the following details recorded on the stamped section:

  • "REF" - Packing Slip Number
  • "Date" - Date Order was originally entered in the computer
  • "Initials" - Initials of the person who conducted the data entry
15.04.01.04

The top copy of completed Packing Slip Forms are passed at this stage to the Warehouse Person to arrange dispatch.

15.04.01.05

The bottom copies of completed Packing Slip Forms are filed in numerical sequence in the Packing Slip file in the Christchurch Office.

15.04.01.06

The original customer order paperwork used to prepare the Packing Slips is filed alphabetically in appropriate filing systems in the Christchurch Office.


15.04.02 Back Orders

SCOPE

This procedure describes the processing of back orders by Lord Consulting.

15.04.02.01

All orders for goods that are not available from stocks are entered via the PROPHET System in an identical manner as that described for ex-stock, with the exception that the PROPHET Package will offer the option to place goods on Back Order. Having selected to Back Order goods the Packing Slip is completed with an appropriate standard message advising the approximate ETA of goods.

15.04.02.02

Double checking of Back Orders is carried out as per 15.04.01.02.

15.04.02.03

The original customer order paperwork is stamped and notated as per 15.04.01.03.

15.04.02.04

The top copy of the Back Order Packing Slip is mailed to the customer as advice of the expected delivery of Back Order items.

15.04.02.05

The bottom copy of the Back Order Packing Slip is stapled to the original customer order paperwork and filed in the Back Order file in the Christchurch Office.

15.04.02.06

A copy of the Back Order Packing Slip is passed to the respective Product Manager, or his designated ordering assistant, as notification that stock is to be ordered from the appropriate supplier. Upon completing the ordering of goods, the originator records the order number on the original customer paperwork held in the Back Order file.

15.04.02.07

Back Orders are finally released upon the presentation to the Christchurch Office of a Goods Received Docket indication the arrival of the respective Goods (Section 06.03.02.05) and once the goods have been entered in to stock in the PROPHET system.


15.04.03 Combined Ex Stock/Back Orders

SCOPE

This procedure describes the processing of combined Ex-Stock/Back Orders by Lord Consulting.

15.04.03.01

In this eventuality, a combination of the procedures outlined in Sections 15.04.01 and 15.04.02 are followed.


15.04.04 Forward Orders

SCOPE

This procedure describes the processing of Forward Orders by Lord Consulting.

15.04.04.01

Customers may request that the goods on their order be supplied and invoiced after a nominated date. These are referred to as "Forward Orders"

15.04.04.02

Forward Orders are processed as follows:

The original customer order paperwork is notated with " Process and Deliver goods on...(date). It is then placed in the "Orders to be processed" drawer in the Christchurch Office.

15.04.04.03

If the forward ordered goods are available from stocks at the time of order processing but are requested to be dispatched in whole or part at a "significant" period of time out from the order processing date, the respective Product Manager is consulted as to whether to reserve the current goods, action an order for more or a combination of both courses of action.


15.04.05 Non-Standard Arrangements

SCOPE

This procedure describes the processing of orders with non standard arrangements by Lord Consulting.

15.04.05.01

On rare occasions orders are received with "Non Standard Arrangements" specially requested by the customer. Such arrangements may pertain to the purported description of the product, the quantity of goods purported to be supplied or the purported delivery date of the goods.

15.04.05.02

Provided that the Commercial Manager verifies that the arrangement does not contravene any established commercial practice or the NZ legislation, and provided that the respective Product Manager verifies the validity of the request from a policy standpoint, the request is accepted and communicated in writing by the accepting member of staff to all other members of staff likely to be involved in processing the transaction.


15.04.06 Cash Sales

SCOPE

This procedure describes the processing of cash sales by Lord Consulting.

15.04.06.01

All transactions for goods paid for in advance of uplifting or on delivery of the goods are referred to as Cash Sales

15.04.06.02

Transactions can either be conducted "over the counter", remotely via credit card instructions or by forwarding of cash or cheque with the order instructions.

15.04.06.03

All cash sales are preceded by contract review procedures.

15.04.06.04

A Cash Sale invoice is raised via the "Enter Invoices" or Cash Sale" sub menu of the "Order Entry" module in the PROPHET system. The invoice is noted "Payment received with thanks" and the top copy sent to the warehouse for dispatch of the goods. The bottom copy is filed in numerical sequence in the "Invoice" file in the Christchurch Office.

15.04.06.05

If payment is by cash or cheque, the payment is then processed as for all other payment receipts.

15.04.06.06

If payment is by credit card (only Visa and MasterCard accepted) then the payment is processed as follows:

  1. Purchases over $500 to be approved by Visa centre.
  2. Phone/email/fax orders are processed using Visa phone order form.
  3. "In person" orders processed using multi copy "Credit card sales form.
  4. All credit card payments are then processed as per 15.04.06.05.
15.04.06.07

For cash sale orders received by Lord Consulting sales reps, then the customers official order or Lord Consulting manual order form is sent with the customers cheque, cash or credit card details to Head Office, within one working day where practicable, for processing.

15.04.06.08

If the cash sale order is received for goods that are ex-stock a Back Order Packing Slip with the appropriate terms of payment is prepared.

15.04.06.09

If an order is accompanied by the money, the Back Order Packing Slip is noted as such and the top copy sent to the customer. The bottom copy is filed in the Back Order file with a copy sent to the appropriate Product Manager for goods to be ordered. The payment is processed as per 15.04.06.05.

15.04.06.10

If no money accompanied the order, the Back Order Packing Slip is processed as per 15.04.01. On arrival the goods are placed on the "Goods on Hold" shelf with a copy of the Back Order Packing Slip pending arrival of the monies. Details of the customer's notification are handwritten on the Back Order Packing Slip.

15.04.06.11

Once payment is received the Back Order Packing Slip is converted to a Cash Sale invoice as per 15.04.06.04 and good dispatched or uplifted by the customer.


15.04.07 Goods On Evaluation

SCOPE

This procedure describes the procedure for the processing of goods on evaluation as employed by AVO.

15.04.07.01

Lord Consulting operates a generous pre-purchase equipment evaluation policy that is extended, at the ultimate discretion of the respective Product Managers, to customers who hold valid credit accounts.

15.04.07.02

Goods for evaluation are supplied only from the Christchurch warehouse.

15.04.07.03

The evaluation procedure is instigated upon receipt of either a formal purchase order/order number or written approach from the customer, qualified in each instance by a request for an evaluation. Unless otherwise negotiated, the evaluation period is two weeks.

15.04.07.04

Evaluations are processed via the PROPHET Package to Packing Slip stage with the only difference being that the Packing Slips bear the additional words (printed via the Standard Text maintenance/listing in the PROPHET Package) "GOODS ON EVALUATION, FOR SALE OR RETURN IN GOOD CONDITION BY ...", the return date being calculated and added at the same time.

15.04.07.05

On completion of the Packing Slip and prior to printing, the Packing Slip is made "incomplete" in the PROPHET system. This ensures the goods will not be inadvertently charged to the customer.

15.04.07.06

The top copy of the Packing Slip is dispatched with the goods. The bottom copy of the Packing Slip is placed in a folder labeled "Goods on Evaluation" in alphabetical order of customer's names pending the return of goods.

15.04.07.07

Appropriate sales personnel check the "Goods on Evaluation" file fortnightly to follow up on the return or sale of the goods.

15.04.07.08

If goods are not returned by the prescribed date and no extension has been granted by the respective Product Manager, the bottom copy of the Packing Slip is forwarded to the Christchurch Office within one working day, as practicable, for invoicing as per the usual method, with the exception that any invoice so raised is referenced (via header text) to an over run evaluation period. The Packing Slip must be made "Complete" before invoicing.

15.04.07.09

If the customer decides to keep the goods and issues a second or formal order number to cover them, the invoicing procedure is conducted as per Section 15.01 after the Packing Slip has been made "Complete".

15.04.07.10

For goods returned from evaluation, they are first checked for good condition prior to placing back in stock.

15.04.07.11

The warehouse then advises the Christchurch office of the return of the goods and the Packing Slip is then canceled. This puts goods back into stock in the PROPHET system.

15.04.07.12

The bottom copy of the evaluation Packing Slip is then filed numerically in the "Packing Slips" file.


15.05 Dispatch and Delivery of Goods

SCOPE

This sub section of Section 15 - Handling, Storage, Packaging, Preservation and Delivery, of the Lord Consulting Quality Assurance Manual describes the dispatch and delivery of goods by Lord Consulting.

CONTENTS

15.05.01 General Dispatch Procedure
15.05.02 Goods for Export
15.05.03 Goods uplifted by Customer


15.05.01 General Dispatch Procedure

SCOPE

This procedure describes the general dispatch and delivery procedures employed by Lord Consulting.

15.05.01.01

Initiation of dispatch procedures is upon receipt of a completed Packing Slip Form. Where practicable, dispatch of goods is the same day the Packing Slip Form is received by the Warehouse Person.

15.05.01.02

If a transaction does not require stock control, initiation of the dispatch may be via the receipt, by the Warehouse Person, of a completed Waybill Form.

15.05.01.03

A defined and correctly equipped area exists in each warehouse for packaging purposes.

15.05.01.04

Goods are selected by the Warehouse Person from the appropriate designated stock holding areas of the Warehouse, verified that the goods are indeed those described on the Packing Slip and checked for completeness. A double check is performed prior to the goods being packed.

15.05.01.05

On PROPHET generated Packing Slips the quantity supplied is already printed on the form by the time the Warehouse receives the form. The top copy of the Packing Slip is placed together with the goods.

15.05.01.06

On Packing Slips generated by the manual invoicing system the same general procedure is followed, the customer (white) copy accompanying the goods and the posting (pink) copy forwarded within one working day, where practicable, to Head Office for an official Packing Slip to be generated.

15.05.01.07

If the quantity of goods available ex-stock is less than the printed quantity dispatched on the PROPHET generated Packing Slip, the Packing Slip in question is voided by way of a ruled diagonal line and returned to the initiator with written comment on the form as to the discrepancy. The Packing Slip is regenerated with the correct information and the voided Packing Slip is discarded.

15.05.01.08

If the quantity of goods available ex-stock is less than the printed quantity on the hand written Packing Slip, the Packing Slip is returned to the initiator with an attached note detailing the discrepancy. The Packing Slip is corrected accordingly and re-issued.

15.05.01.09

Appropriate packaging materials and methods are selected and employed so as to ensure that the goods received by the customer are in a condition suitable for resale.

15.05.01.10

Protective padding for packaging, and packaging materials themselves are of clean and hygienic composition.

15.05.01.11

All out going parcels are clearly labeled to ensure an unambiguous delivery to the correct or customer-nominated destination. Courier bags are filled out fully and return address details of the dispatching branch included in the relevant space. All other parcels are labeled with a proprietary window address envelope into which is inserted the appropriately folded Packing Slip. Completed parcels are recorded in the Warehouse Dispatch Record Book, with the following information recorded for each dispatch:

  1. Method of dispatch;
  2. Date of dispatch;
  3. Packing Slip Number;
  4. Customer details;
  5. A copy of the pre-numbered freight "Track and Trace"stickers.
15.05.01.12

Couriers and freight collection agencies are informed of the presence of packages awaiting collection to ensure goods are uplifted on the day of packaging, where practicable.


15.05.02 Goods For Export

SCOPE

This procedure describes the dispatch and delivery procedure employed by AVO for goods for export.

15.05.02.01

There are four variations on the final dispatch procedure dependent on whether the method of freighting is via airfreight, sea freight or courier.

15.05.02.02

The dispatch procedures described in Section 15.05.01 are followed with exception of the addressing of the package and the treatment of the Packing Slip Form, the latter being omitted from the package itself.

A photocopy of the Packing Slip Form and, where relevant, the Purchase Order pertaining to any action required by the consignee, is passed to the Christchurch Accounts Office for filing in alphabetical order in the Export Record File.

15.05.02.03 Goods Exported by Air Parcel Post
a)

After packaging a self adhesive Customs Declaration Form (supplied by NZ Post) is selected as follows:

  • Form C1 - for parcels under 2 kg;
  • Form C2 - for parcels above 2 kg.
b)

The form is completed by the Warehouse Person and affixed to the outside of the package. Also affixed to the package is an envelope clearly labeled by the Warehouse Person with the words "Packing Slip Enclosed"containing the top copy of the Packing Slip, accompanied by the top copy of the Pro Forma Invoice if the goods being supplied are for sale. Should a Pro Forma Invoice be involved, the bottom copy is forwarded, together with the bottom copy of the Packing Slip, to the Head Office for processing.

15.05.02.04 Goods Exported by Air Freight
a)

After packaging and addressing the parcel, the top copies of the Packing Slip and the Pro Forma Invoice, where applicable, and any specific instructions to the Freight Forwarder are placed in an A4 envelope, bottom copies of these forms are handled as described in Section 15.05.02.03.

b)

The local address of the Freight Forwarder is written on to an Address Label Form which is affixed to the front of the envelope together with the appropriate local courier sticker. The envelope is duly attached to the parcel itself with adhesive tape, covering the aforementioned customer address label, whereupon the package is forwarded to the Freight Forwarder. The latter arranges to complete and requisite Customs declarations, re packages the Packing Slip/Pro Forma Forms and dispatches the parcel to the customer.

R1

15.05.02.05 Goods Exported by Sea Freight
a)

After packaging and addressing the parcel, the top copies of the Packing Slip and the Pro Forma Invoice, where applicable, the weight and volume of the consignment, and any specific instructions to the Freight Forwarder are placed in an A4 envelope, bottom copies of these forms are handled as described in Section 15.05.02.03.

b)

The local address of the Freight Forwarder is written on the envelope and the envelope is mailed to the freight forwarder for preparation of the requisite Customs and Export paperwork, instructions to the shipper they have nominated to carry the goods and detail of the ship e.g. name and voyage number.

c)

Upon receipt of these instructions from the Freight Forwarder in writing, a consignment note is filled out showing clearly the ship name and voyage number and the goods then dispatched by a suitable courier.

d)

In due course the Freight Forwarder sends an original copy of the Bill of Lading of the goods. This is promptly airmailed, by the Accounts Department (with a cover note), the the customer to permit them to clear the goods on arrival in the destination country.

15.05.02.06

 

a)

After packaging and addressing the parcel, the top copies of the Packing Slip and Pro Forma Invoice, where applicable, and any specific instructions to the nominated courier company, are placed with the goods. Bottom copies of these forms are handled as described in Section 15.05.02.03.

b)

The nominated courier company is phoned and they will uplift the goods.


15.05.03 Goods Uplifted by Customer

SCOPE

This procedure describes the dispatch and delivery procedure employed by Lord Consulting for goods uplifted by the customer.

15.05.03.01

If a customer nominated at the time of order that they wish to collect their ordered goods personally, the goods are processed in the normal way, but are not packaged or wrapped unless requested.

15.05.03.02

Prior to uplifting a second verification check of the goods is performed, witnessed by the customer, who confirms the details by signing all copies of the Packing Slip. The top copy is uplifted with the goods and the bottom copy filed in the Packing Slip file in the Christchurch Office.

15.05.03.03

Goods uplifted following the completion of a Cash Sale Transaction are generally not packaged or wrapped unless requested.


15.06 Invoicing of Orders

SCOPE

This sub section of Section 15 - Handling, Storage, Packaging, Preservation and Delivery, of the Lord Consulting Quality Assurance Manual describes the invoicing of orders by Lord Consulting.

CONTENTS

15.06.01 General Invoicing Procedure
15.06.02 Export Invoicing Procedure


15.06.01 General Invoicing Procedure

SCOPE

This procedure describes the general invoicing procedures employed by Lord Consulting.

15.06.01.01

All invoicing is conducted by the Christchurch office at least weekly, as practicable.

15.06.01.02

Invoicing of PROPHET generated paperwork is conducted initially via the "Enter/Edit Orders" sub menu of the "Order Entry" menu.

15.06.01.03

The PROPHET Package automatically handles the zero rating of GST for offshore customers installed as part of customer/address information.

15.06.01.04

Invoices are produced via the "Produce Invoices" sub-menu of the "Order Entry/Invoicing"module of PROPHET.

15.06.01.05

Once all invoices for the period have been produced they are then printed via the "Print Invoices/Credits" sub-menu of the "Order Entry/Invoicing" module.

When all invoices have been printed they are the checked for completeness of detail and correct pricing.

15.06.01.06

When satisfied all invoices are correct they are then posted in the system via the "Post Invoices/Credits" module of the "Order Entry/Invoicing" module

15.06.01.07

At this stage top copies of invoices are mailed to customers and bottom copies filed numerically in the "Invoices" file in the Christchurch Office.


15.06.02 Export Invoicing Procedure

SCOPE

This procedure describes the general export invoicing procedures employed by Lord Consulting.

15.06.02.01

The PROPHET accounting package employed by Lord Consulting does not allow the processing of Packing Slips and invoices in foreign currency. These are, therefore, processed manually prior to being converted to New Zealand currency via the PROPHET system.

15.06.02.02

The procedure for producing this documentation is the same for Invoices, Pro Forma Invoices and Commercial Invoices.

15.06.02.03

Manual Export Invoices can be produced for goods sold by Lord Consulting and Lord Consulting. The standard procedure for each is the same excepting when Lord Consulting invoices are converted to NZ currency via the PROPHET system. This different procedure is described in 15.06.02.11

15.06.02.04

Export invoices are raised by the Christchurch Office using an appropriate template prepared on the Microsoft Word for Windows package.

15.06.02.05

Each document is given a number starting with the year and followed by the next number in the sequence, i.e. 2003/123.

15.06.02.06

The invoices show the goods sold in the currency elected by the purchaser, i.e. AUD, USD, together with payment terms and full bank account details of where the payment is to be made.

15.06.02.07

All invoices are saved in a folder designated "Export Invoices" in Microsoft Word.

15.06.02.08

Hard copies are taken to accompany the goods for export with another copy filed in the appropriate "Export Invoices" file in the Christchurch Office.

15.06.02.09

To allow the proper allocation of payments in the PROPHET system a PROPHET invoice is produced for each manual export invoice with the invoiced amounts converted to NZD at the same exchange rate as used to calculate the original prices.

15.06.02.10

PROPHET invoices for Lord Consulting export customers are given the customer's unique account code already logged in the "Accounts Receivable" module of PROPHET.

15.06.02.11

To ensure correct recording of Lord Consulting and Lord Consulting sales, PROPHET invoices for Lord Consulting export customers are given the customer account code ZLORD.

15.06.02.12

All manual and PROPHET generated export invoices are zero rated for GST. In the PROPHET system this is applied via the appropriate "Tax Default" when adding export customer details in the "Customer Maintenance/Enquiry" sub menu of the "Accounts Receivable" module.

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