10 EDUCATION

OFFICE PROCEDURES
Facilities
Office
The Consolidated Messenger front office is located at the front of the building
and serves as the main entrance for our office employees and our
customers.

The front office space consists of a counter with three stations, each with
phones and computer terminals with high-speed connections. The lobby
provides a package preparation area and bins of retail items for customers, and
a bank of mailboxes. Empty the waste receptacles in the package preparation
area every night or more often as needed to ensure a neat appearance. Check
and restock the retail bins throughout the day as needed.

Please follow the directions on the sheets next to each phone to connect between the Page 1
two building spaces.

Warehouse
The rear of the building contains the warehouse, which occupies the major portion of
the building space. The warehouse is divided into four separate areas: Receiving,
Shipping, Packaging, and Inventory storage:

• The Receiving area consists of two loading docks (also used for Shipping), and
a 12 x 12 ft. area with racks for holding incoming packages.
• The racks are divided by shipping company.
• The Shipping area just opposite the Receiving area shares the loading dock
space and has a 12 x 12 ft. area with racks for holding packages waiting to be
shipped. The racks are divided by shipping company.
• The Packaging area has two tables, and two racks that contain various size
boxes, bubble wrap, tape, Styrofoam peanuts, and labeling materials.
• The Inventory area has three racks for overflow supplies.

Phone System
The phone system in the office has an intercom and a direct connection to enable office
employees to contact warehouse employees.
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To use the intercom from the office:

I. Pick up the handset and press 1 on the number pad.

II. Press 2 to contact the kitchen from the office.
III. When you hear a click, press the Speaker button.

To connect without the intercom:

I. Press 1.
II. Waiting for an answer.

Ordering Stationery and Supplies

Office Supplies
Here is a list of items we order from Fabrikam:

• Boxes • Post-it Notes

• Styrofoam Packing Material • Sticky Labels
• Tape • Padded Envelopes
• Copy Paper • Tape
• Toner Cartridges (5SI and HP • Marking Pens
4000) • Boxes
• Retail Supplies: • Bubble Wrap Page 2

Office Orders
To place orders at Fabrikam:

1. Log in the website. 1. Verify that the Shipping and

Search for and locate each Billing addresses are correct,
item you want to purchase, and click Continue.
and add it to your Shopping 2. Enter the correct billing
Cart. information, and click
2. When you are done shopping, Continue.
click Shopping Cart. 3. Review the order, and click
3. Click Checkout. Submit.
4. If you do not have any 4. You will receive a confirmation
coupons, click Continue. letter via email and mail. Keep
a printed copy.
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Shipping
Receiving Items to Package and Ship
When customers drop off items for us to package and ship:

1. Ask for their name, and check the database to see if they already have an
account with us. If it is an active company account, ask if they will be using a
PO for payment.
a. Ask if they have a preferred shipping company to use, the method of
shipping (ground, air) and how quickly they need the package to arrive at
its destination.
b. Measure the item to determine the packing material to use.
2. Enter the information into the database, and generate the invoice and
tracking slip. Process the order (see Processing Orders).
3. Give one copy of the invoice and the tracking slip to the customer.

Processing Orders
When a new order is received, follow the appropriate steps to fulfill it. Measure the item
to determine the packing material to use.

All packages dropped off by You’ll find one stunning landscape after another in the Page 3
mostly rural Alentejo province of Portugal. With soft hills and calm-inducing sunsets,
you’ll find an easy-going culture and not a lot of stress (exactly what you need after the
year we’ve had). Take things in slowly by cycling past beaches, lighthouses and fishing
villages—or head inland for wineries, castles and farmers’ markets. Rent bikes in Évora
and design your own route or book a complete package to have luggage transfers and
accommodation taken care of for you.

Processing orders
Assess order Who is customer?
Do they have an account?
What is the payment method?
Create invoice
Process invoice Credit card invoice
PO invoice
Personal check invoice
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Data Sample Chart

6
5
4
3
2
1
0
Category 1 Category 2 Category 3 Category 4

Series 1 Series 2 Series 3

Check the Access database to see if this is a current customer. If it is, make sure he or
she faxes or mails us the purchase order, so that we can get paid.
If this is a first-time customer, we will need to do a credit check before accepting the
purchase order.

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