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FAQ - Marketing
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This page contains answers to common questions handled by our support staff, along with some tips and tricks that we have found useful and presented here as questions.

  1. How and when do I send in the Competition Checklist?
  2. What happens if I don't key in my Price Changes?
  3. When is the Hackney invoice downloaded to my store computer?
  4. What should I do if my Hackney invoice is not in Merchandise Receiving?
  5. How do I handle Price Changes?
  6. How do I verify daily Price Changes are at the register?
  7. What if an item will not scan when I’m checking a vendor?
  8. How do I key "Discontinued" items and items close to expiration date?
  9. WHow do I handle "Discontinued" items and items close to expiration date?
  10. What if the cost on the invoice doesn't match the handheld scanner?
  11. What if I want to change the retail on a non-competition item?

How and when do I send in the Competition Checklist?

Go to the Manager menu and click on E-mail.  Select write new e-mail and select Kishia Dolata as the "To" recipient.  On the subject line, type in "XXXX Competition". XXXX is your store number. Attach the Competition report to the e-mail by clicking on the "Attach" paperclip on the Toolbar above.  If you don't see a paperclip, click on Insert -> File Attachment... Under "Look in" select the Competition Report by double clicking on it. The report should appear in the Attach line. You have the option to type in a message in the message area.  Now click Send to send the e-mail with the attached file.  The Competition Checklist need to be e-mailed by 7th of each month.

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What happens if I don't key in my Price Changes?

You will have inventory problem with the Auditors if your Price Changes are not handled.  For some reason if Price Changes are not keyed on the date they are due, then you will have to get a log number from Kishia Dolata to key them in another date.  You will no longer be able to go back to that same day to enter the Price Changes in Paperwork.  This means that you will have to manually entered each item in the Price Changes screen.

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When is the Hackney invoice downloaded to my store computer?

On the Hackney scheduled delivery date, the system will automatically download the Hackney invoice and place it in Merchandise Receiving. The invoice will have a detailed item by item description of every item that should be delivered. The cost and retail information that is downloaded on the invoice is the correct cost and retail.  The Hackney driver will have a hard copy of the invoice similar to the one in Merchandise Receiving. A designated person should check in the vendor using the hardcopy of the invoice that the driver has. You don't have to scan in Hackney invoices when the driver arrives.  This is an electronic file, but you are still responsible for looking over the invoice in Merchandise Receiving.  If you find incorrect items, contact Brenda Walton.

 

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What should I do if my Hackney Invoice is not in Merchandise Receiving?

If the Hackney invoice has not been downloaded in Merchandise Receiving, look on the day before and after, to insure it was not sent to the wrong day.  Contact Brenda Walton at Ext. 143.  Brenda will either resend the invoice to the store or she will ask you to key the invoice.  

If your invoice has been downloaded on the day before or the day after, and you are having an audit on that day, contact Angel Thompson at Ext. 132.  Angel will give you a log number so that you can delete your invoice.  Do not delete the invoice until you have talked with Angel and received a log number.

If your Hackney invoice has been downloaded and there are no audit issues, you are to look through your Hackney invoice on Merchandise Receiving and make sure everything looks correct.  All of your cost and retail information on the invoice should be the correct amounts.

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How do I handle Price Changes?

Each day during the Gas Call-in procedure, the store computer downloads Price Changes notices from the Home office and places them in the View Price Change folder.  Contact Brenda Walton at Ext. 143 ASAP if you do not see the notices in your View Price Change Notice folder.  Sort the Price Change Notices by date and view the latest notice that was sent down.  Print the Price Change Notice if there a multiple pages of items that are required for adjustments.  Take the printed Price Change Notice with you while doing your item count.  Also take the handheld scanner so that you can make updated labels for the items.

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How do I verify daily Price Changes are at the register?

Take the printed Price Change Notice to the register.  Key in a few items (at least 10% of the notice) UPC numbers into the register to see if the updates are at the register. If a particular item did not update, you will have to manually update the register.  Go to Store Assistant, and select PB Item Inquiry.  Enter your store number and the items UPC number.  On the bottom, select “Flag” to flag the item to be resend to the register.  Make sure no one is currently working on your “Main Register”, then go under Ruby POS, and select Update PB Ruby. This process will resend updates to the register.  Contact the IT Department if there are errors while updating.

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What if an item will not scan when I’m checking a vendor?

If an item that you are currently selling in your store will not scan while checking in a vendor, you can accept that item into your store.  You will have to enter the non-scanned item in Merchandise Receiving using the “P” method.  An Item Information Form must be sent in for this item.  If the non-scanned item is NEW, DO NOT accept the item.  We send e-mails to notify you of all NEW approved items.  The vendor must take the item out of the store with him when he leaves.  If there is a problem, have your vendor contact Kishia Dolata.

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How do I key "Discontinued" items and items close to expiration date?

In Paperwork, go to Item Adjustments for Shift “0”.  Select Enter-More and select Price Changes. Key in the reference number, which will be the date. On the Item line, select F2 to “Look-Up”.  Key in the UPC number for the item and hit enter.  Under “Unit” key in “1”.  Key in the Quantity of the item that you are marking down and the old price will come up.  Under “New Price”, key in the amount that you will be selling the item for.  Hit enter and the computer will take the adjustment for you.

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How do I handle "Discontinued" items and items close to expiration date?

When an item is being Discontinued, you will receive an e-mail notification of the item replacement information (if there is any), discontinue date, and any other information that is needed.  The discontinue date will be at least 30 days out, giving you enough time to sell through the product.  You should check to see how much product you still have on hand at least 1 week before the discontinue date.  If you do not sell through the product by the discontinue date, then you will have to take a count of the items and do a mark-down on all products.  Starting on the discontinued date, your Clerks will have to manually ring the discontinued items at the register (not scanned).  Be sure to tag the item with the new discounted price so your Clerks will know the selling price.

If you have items that are about to expired, you will need to discount the items to sell through the products.  Use a Hot Spot card and write “Discounted Item” and the % of discounted amount for the customer to see.  Ex.  25% (or desired amount).  Be sure to count the items and do mark-down on all products.  Take your tape gun, and tag the items with the new selling price.  The Clerks will have to manually ring the discounted items at the register (not scanned).

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What if the cost on the invoice doesn't match the handheld scanner?

First check your emails for the vendor promotions, to make sure the vendor has the correct cost.  Never raise the cost amount on an invoice. You can only lower the cost amount.  If the cost amount is higher on the invoice than in the Pricebook, the Amount to Distribute in Merchandise Receiving will not balance to $0.00.  To correct this in Merchandise Receiving, go to the Header section of the invoice, take the total Cost difference that is left over and subtract it from the Cost in the Header section.  Now verify that the Amount to Distribute is zero. 

If the cost amount is lower on the invoice than in the Pricebook, the Amount to Distribute in Merchandise Receiving will not balance to $0.00 Select the item that is higher in the Pricebook and go to the cost section.  Change the cost amount to the lower amount that is on the invoice.  Now verify that the Amount to Distribute is zero.  Fill out an Item Information Form on any items that have the incorrect cost.

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What if I want to change the retail on a non-competition item?

If you would like to change the retail on a non-competition item contact David Jordan, or Kishia Dolata.  We will review the item and you will be notified with a decision.  Don’t send in the change that you want to make on an Item Information Form.  If this is a Competition Checklist item, you will have an e-mail notification letting you know that the retail can't be changed.

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