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Administration

The document outlines the general administration procedures for Consolidated Messenger, including office and warehouse operations, ordering supplies, and processing orders. It details the office layout, hours of operation, and responsibilities for maintaining the front office and warehouse areas. Additionally, it provides guidelines for receiving and shipping packages, creating customer accounts, and processing various payment methods.

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Linh Kiều Thị Phương
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17 views

Administration

The document outlines the general administration procedures for Consolidated Messenger, including office and warehouse operations, ordering supplies, and processing orders. It details the office layout, hours of operation, and responsibilities for maintaining the front office and warehouse areas. Additionally, it provides guidelines for receiving and shipping packages, creating customer accounts, and processing various payment methods.

Uploaded by

Linh Kiều Thị Phương
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 6

ADMINISTRATION FORM

Contents
General Administration.....................................................................................................2
Ordering Stationery and Supplies.....................................................................................2
Shipping...........................................................................................................................2
Processing Orders.............................................................................................................3
Shipping Quick Reference.................................................................................................4

Page 1
General Administration
Office
The Consolidated Messenger front office and lobby 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.†

The office hours are from 8:00 A.M. to 9:00 P.M., Monday through Saturday. Customers
who rent mailboxes have access to them 24 hours a day.

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:

Page 2
Ordering Stationery and Supplies
Business Stationery
Vendor: Lucerne Publishing
Web Address: www.lucernepublishing.com

Account access info:

Email address: andrew@consolidatedmessenger.com


Password: ConsMess

Office Supplies
Vendor: Fabrikam, Inc.
Web Address: www.fabrikam.com

*
Provided retail items include envelopes, tape, and marking pens.
†
Office employees are responsible for both of these activities.
Shipping
Receiving Packages
All packages dropped off by customers should be processed and shipped out the day
they are received. We receive packages to ship, or to package and then ship.

Receiving Packages to Ship


When customers drop off packages for shipment:

Mileage
Distance Fee

0-5 miles No charge

Receiving Items to Package and Ship


When customers drop off items for us to package and ship

Processing Orders
When you receive a new order, follow the appropriate steps to fulfill it.
Page 3
Assessing an Order
Before you can create an invoice, you need to know the following:

 Who is the customer?


 Does the customer already have an account?
 What is the payment method?

Who is the customer?


We sell to the following

Types of customers

Type Payment Method


Individuals Cash, credit card, or personal check with
ID
Customers with POs (mostly Invoice, net 30
corporations)

Does the customer already have an account?


To find a customer:

Checking the credit of new customersi


Credit checks are done for new customers who want to use purchase orders. A copy of
the credit application is located in the Admin folder. Give the credit application to the
customer, or have the customer fill it out while seated at your station.

Creating a new customer account


1. In Access, click Customer on the Icon Bar to open the Customer Job: List window.
2. Click the bottom of the right pane, and then click New.
3. Enter the appropriate customer information and click OK.

What is the payment method?ii


We accept payment via the following methods:

Creating an Invoice
To create a customer invoice:

Processing an Invoice
Processing a Credit Card Invoice
Our credit card merchant services provider is Woodgrove Bank.

Processing a PO Invoice
Check the Access database to see if this is a current customer. If it is, make sure he or
Page 4
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.

Processing a Personal Check Invoice


If the customer is going to mail a check to us rather than paying via credit card, follow
these steps:

Shipping Quick Reference


Package for shipment
Customer information, existing account?
PO for payment with existing account?
Shipping company/method of shipment?
Delivery when?
Invoice and tracking slip
Process order
Paperwork to customer
Items for packaging and shipment
Customer information, existing account?
PO for payment with existing account?
Shipping company/method of shipment?
Delivery when?
Packing material
Invoice and tracking slip
Process order
Paperwork to customer
Processing orders
Assess order Consultation fee 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

Contact Us for More Information.

Page 5
i
Ensure the references
ii
Who knows?

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