Reyes

Let's walk through the process for handling a customer like Reyes. They're a key account, so understanding this workflow is important.

Account Requirements:

Main account number: 168151

OMS/Manual:  OMS/MANUAL 

Time limit:  4 hours

Confirmation email needed:  every order -- even if the order went through OMS. 

Pricing Validation needed: sometimes, for drastic price differences, reach out to SSM to advise.

Backorders accepted:  NO

IBT's Accepted: NO 

Multiple Invoices allowed: NO 

Nam/Ram: Frances

Pricing File: - 

Email Template: YES

Email Contacts:  John Gianelli - jgianelli@reyesholdings.com (support manager) **Buyers emails are listed at the top of the POs** 

Backorder Reports:  NO

Notes: POs from RM005 have to be assigned to Walted/Diego

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The Step-by-Step Workflow:

This guide will walk you through the process of handling a REYES order using our internal systems,

The Goal: Locate the Purchase Order (PO), validate its contents, and release it for fulfillment while adhering to REYES's specific rules.

Step 1: Find the Purchase Order (PO)

- The first thing you need to do is locate the PO in the system.

Check Drafts: Start by looking in Drafts OMS. The POs are usually formatted as RMXXX-XXXXXX.

Check Confirmed Orders: If it's not in drafts, check the Confirmed Orders section of OMS.

Check Conexiom: If the PO is not in OMS, it's likely still in Conexiom. Check both the Conexiom Customers and Conexiom Alerts sections.

Step 2: Handle the PO in Conexiom (If Applicable)

- If you find the PO in Conexiom, you need to process it so it can be moved to OMS.

For Conexiom: In the search bar, type "REYES FLEET MGMT" to find your list of POs.

- Sometimes you won't see your PO right away. If this happens, go to Alerts.

For Conexiom Alerts: You will see a large list. Open the POs that appear as UNKNOWN CUSTOMER.

- Open each one until you find the one you're looking for.

- Click the 3 dots Options button.

- Select Reassign and type "REYES".

- Click OK/ACCEPT, then Process. This will either move the PO to OMS or to the Conexiom Customers list.

- Once the PO is processed from Conexiom, it will appear in Drafts OMS.

Step 3: Verify and Approve the Order

Once the PO is in OMS, you need to validate the customer information and parts.

Customer Validation:

You must re-enter the Customer ID and then select the correct ship-to and bill-to addresses.

CRITICAL: If you do not re-select the addresses, the ship note will not be assigned, and you will not be able to release the order.

Part Validation: Double-check any parts that show FAILED VALIDATION.

- You need to re-enter the part number, making sure to include the correct pool number.

Pro-Tip: Check iSeries (1-1) to get the correct pool number.

- After re-entering, click REFRESH. The parts should then show VALIDATION SUCCESS.

Step 4: Check Pricing and Inventory

- This is a critical step to ensure the order is correct before release.

Pricing:

- Compare the PO price to the customer price in iSeries.

- If the PO price is lower, you are good to go.

- If the PO price is more than $10 higher, let Walter know so it can be corrected.

Best Practice: For any small price differences, take a screenshot of both the OMS and iSeries inventory screens and save it in your notes as proof that you've checked the prices.

Inventory (Out-of-Stock Parts):

- If a part is completely out of stock, please ask Walter if there is a substitute available.

- For branch location UKI, you must place the order with the inventory you have on hand. Anything that needs to be transferred from another branch (IBT) requires a secondary PO.

Step 5: Release the Order

- Once all parts show VALIDATION SUCCESS, click Next and Confirm to release the order from OMS.

Remember the Core Rules:

- REYES accepts only one invoice per PO.

- They do not accept backorders.

Key Policies and Contacts:

Primary Contacts: For any questions about part substitutes or price corrections, contact Walter/DIEGO.

Busy Days: Mondays and Tuesdays are the busiest days.

IBT Rule: Try to arrange IBTs for everything possible to limit the number of secondary POs you have to ask for.

CRITICAL EXCEPTION: Buyer Danny Curtis

- If the PO is from Danny Curtis at the Washington DC or Chantilly locations, you MUST key in the order even if all parts are not in stock.

- He will NOT provide a secondary PO, as he only wants one total invoice.