New PO Protocol Effective Immediately

Hey everyone,

In an effort to keep track of what we are being billed for and what we are receiving in terms of product, we have outlined a protocol to be followed by all Greenfoot staff effective immediately regarding PO’s and purchases.

  1. Moving forward, if a technician requests a PO for items they are picking up, we need to make sure that what they are picking up is what is actually on the estimate sheet. NOTHING ELSE. 100% of items being picked up needs to be on that list. We don’t want to see partial estimates with line items with a qty of 0 meaning its back-ordered or not being picked up today. You will also be prompted during the creation of the PO that will ask if you are picking up 100% of the items on that estimate sheet.
  2. What you request for PO and what you pickup will match what we get invoiced for.
  3. With commercial projects, techs will reference that they are picking up equipment for a commercial project and reference the “MASTER PO # which will be written in the top of the job description. From there, the EMCO staff will find that Master PO and confirm pricing and create a NEW estimate with the items they are picking up only. Like I mentioned in reference # 2, I only want to get billed for items picked up.
  4. Every PO# will need to have the following format: XXXX-12345… The XXXX is a random generated PO from our system… The 12345is the job # which is mandatory on our end to complete a PO #.
  5. If it’s a tool purchase, it will look like XXXX-TOOL so you will need to select TOOL in the purchase category.
  6. If a tool purchase is made, it will need to be on a separate PO sheet with nothing else.
  7. If we receive a PO from our techs and it shows XXXX-12345 and it’s for a tool, it will be rejected by the counter. TOOLS go on their own PO# with XXXX-TOOL.
  8. We will NO LONGER allow deliveries to any of our warehouses so all equipment will now need to be picked up directly at the distributors such as EMCO and electrical distributors.

The goal is to stop stocking any and all stock at all locations. This includes consumables, heat pumps and more.

Thanks for your cooperation and please contact Eric or Joe if you have any questions on this.

Cheers!

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