Altec

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

Account Requirements:

Main account number:  103941

OMS/Manual: Manual/ OMS 

Time limit:  2 Hours

Confirmation email needed:   NO

Pricing Validation needed: Yes, if any discrepancies

Backorders accepted:  YES

IBT's Accepted: YES

Multiple Invoices allowed:  YES

Nam/Ram: Sam Allen

Pricing File: - 

Email Template: NO

Email Contacts: The email of the buyer is listed at the bottom of PO 

Backorder Reports:  NO

Shipping Account: Will be listed on PO in the NOTES section. Send any shipping POs to Brady Wilson & Kenneth Swoger at KC. 

Notes:  

General Order Processing

Standard POs: Orders from KC locations, Mt. Airy, and Roanoke (ROA) can be forwarded directly to OMS for processing.

Special Handling: If an order has special handling or shipping requests, forward it to Brady Wilson and Kenny Swoger.

Need By Date: For every order, you must add the Need By Date to each individual line item. Note that each line can have a different date.

Altec P/Ns: Only use the Altec part numbers when entering orders in iSeries. Their POs may include our part numbers, but they are often incorrect. iSeries is programmed to automatically cross the correct part number. If a part number doesn't appear in iSeries, check the "Altec Specials" sheet to see which branch to send it to.

IBTs: You must manually input IBTs (Inter-Branch Transfers) for POs. Be sure to reference the IBT number in the notes on the F6 portion of the PO.

Specific Order Types & Issues

Labor or U-Bolts: POs that list either labor or U-bolts should be sent to Cindy Steed for her to handle.

Price Discrepancies: If there is a price discrepancy, reply directly to the buyer listed at the bottom of the PO. A new PO will be required.

No Stock: If a branch location has no stock for a part, send the order to the Branch Manager (BM) and CC Sam Allen. You'll find the specific email template for this in the "Altec Template" sheet.

Late POs/Need By Dates: For any updates on late POs or requests for new need-by dates, your first step is to reply to the customer. Then, contact the appropriate branches to get an updated ETA or confirm if the new date can be accommodated.

Automated Emails: You do not need to take any action on emails for Altec receipts or OFFSITE emails; they can be closed.

Important Contacts & Communication

Walter Fleming: When you forward an order to a branch, always include Walter Fleming on the email. He has requested to be copied on this communication.

Sam Allen: If you have any questions, Sam Allen is a great resource.

Templates:

Regular PO to Branch

Instructions: Use this template when forwarding a standard Altec Purchase Order (PO) to a branch for processing. Ensure you attach the PO to the email.

Template:

"Hi All,

Please process Altec's new PO attached and confirm once processed. Please advise of any part/price discrepancies as well.

Thank you,"

No-Inventory PO to Branch

Instructions: Use this template when a branch needs to fill an order but doesn't have the required parts in stock. The goal is to prompt them to create an invoice and fulfill the order once the inventory becomes available. Be sure to replace x/xx with the due date and xx P/N with the specific part numbers that are out of stock.

Template:

"Hi All,

Attached is Altec's PO that is needing to be filled by x/xx. After looking in iSeries, your location currently doesn't have any of xx P/N in stock. Please create an invoice for the attached order and deliver once inventory is available.

Thank you!"

Quote Request

Instructions: Use this template when Altec sends a quote request. This needs to be forwarded to Sam Allen for his review and guidance. Make sure to forward the original email containing the quote request.

Template:

"Hi Sam,

Please take a look at Altec's quote request below and advise.

Thank you,"