From Ntcc

Revision as of 01:47, 20 August 2011

Welcome to the NTCC SOP

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Goals

• The intention is to combine NTCC procedures into one area for easy access
• The site allows anyone to view and users with the password to edit
• Ability add and edit whenever necessary
• As editing skills become more advanced, would like to incorporate multiple pages as well as the search function

Warning

This is a public domain and could possibly be viewed by anyone, so confidential information should not be used. Even when the privacy settings are set to hide the page, there is risk of the page being hacked.

NTCC STANDARD PROCEDURES

Call Flow Chart

Routing Orders in UPDS

Serial Number Look-Up In AS400

NTCC ADVANCED PROCEDURES

Credit Card Order

The “Credit Card Transaction Document” is required to be filled out for a NTCC credit card order. The document can be found on the J Drive. You will need the following pieces of information to complete the form:

• Customer with enterprise account number
• Sales order number and job number
• Customer credit card info (type of card, name on card, card#, exp date)
• Total amount of sale
• Expected ship date of order

With this information, fill out the Credit Card Transaction Document to include everything but the credit card number (per Sarbanes-Oxley Act). Once completed, forward, via e-mail, to the credit contact for the applicable sales region. The following is a sample note to include on the e-mail to accompany the document:

”Attached is a credit card transaction document for Jones Heating & Air. At your earliest convenience, please call me and I can provide the credit card number over the phone.”

While waiting for the call, process the order through to FOE. In Lynx, you will proceed as normal with only the following subtle changes in FOE:

• On the credit job window, select “To Follow” for PO Number.
• Under the Credit Terms drop down box, select “CCARD”

Do not transmit the order to Kodiak at this time. Depending on circumstances of the order, try to give the credit contact ample time to call. If you have not heard back in reasonable amount of time, call the credit contact to provide the credit card number.

If declined, you will need to go back to sales/parts contact and start the credit card process over with a different credit card. If approved, the credit contact should provide you with a six digit credit card approval number. This number now becomes the PO Number. Go back into FOE and change the PO number from “To Follow” to “Credit appr# 000001” with the six digit number provided by Credit.

You can now transmit the order from FOE to Kodiak. Once through FOE, the order should be in credit review in Kodiak. (La Crosse can not credit approve the order until it is in Kodiak.) If you need credit approval, advise the credit contact that provided the credit card authorization. Once the order is approved by Credit, process the order in Kodiak as necessary.

No Charge Order

To enter a no charge order, the “no charge form” must be completed and sent to Clarksville Product Support for approval.

Each sales office has its own individual form, NTCC does not have one. So the form must be filled out by the sales office. They will need a job number and sales order number to complete the form. The new order can be placed on the original job if need be.

Once the form is complete and sent to product support, product support will approve the request by sending a Design SPA#.

The new order will need to be entered in DOE. Proceed with the required order information needed before entering DOE. Once complete, continue to DOE.

Once in DOE:

1. Check the ‘No Charge’ box (This is very important, as it cannot be changed once the order is entered. If it is forgotten, a new order will need to be entered)
2. Enter the Design SPA# supplied by product support in the ‘Design Auth’ box.
3. Enter Sales Order #
4. Select Requested Delivery Window
5. Add the items that need to be ordered
6. Select OK

In the Sales Order Summary you will notice the ‘Ent $’ is $0.00, this is the desired outcome.

Transmit order and proceed as normal.

Serial #'s in AS400

Follow these steps to find a serial number in AS400.

1. Hit Esc and type ‘GO WHSEMNU’.
2. Type ‘1’, then hit Enter for Serial No. Entry.
3. Type the MS# into the MS# field.
4. In the model number field, type in '1P' followed by the model# (no spaces).
5. Hit F5 and the serial #(s) should display.
6. Hit F3 to exit.

Warranty Only Order

The instructions for entering a warranty alone order using DOE are below. A quote from the warranties group must be obtained first. Quote request are submitted using the 'EW Request Link'.

1. If you are entering the order under an existing job.

1. Go to Entered Jobs window in FOE.
2. Highlight related Credit Job (do NOT put your Design SPA in the credit job SPA field)
3. Go to step 3.

2. If you are creating a new job for the warranty order.

1. Go to Job Center and create your Credit Job (Independent offices) or Go to CRM and create the opportunity (do not configure anything, only create the job and do NOT put your Design SPA in the credit job SPA field).
2. Go to step 3.

3. In FOE, go to Activities menu, select Direct Order Entry, New Sales Order

1. Enter a new sales order number
2. Select product family (WARRANTY - Extended Warranties). Click on "Search"
3. If ordering number is listed EXACTLY as shown on your SPA, select the ordering number from the field and click Add Item(s)
4. If ordering number is not listed EXACTLY as shown on your SPA, you need to select Manual Entry "Add Row" radio button (Note warning message that: all Manually keyed items will be reviewed and approved by the Manufacturing Location).
5. In Add Row, enter quantity, ship cycle, ordering number, description, 0.00 in List Price (required field), enter dollars in Net Price, and finally the product code (4 digits). The Product Code and Net Price are provided in the SPA. Do this for each Warranty item listed, refrigeration, compressor, labor etc. Click OK.

4. From Sales Order Detail window, go to Activities menu, select Sales Order Notes & enter:

• SPA#
• Original sales order #
• Serial # (if available)
• Model # and any other necessary info into note

5. Release, then Transmit the order (please note that Warranty orders held at "COMMITTED" are not price-protected, they must be "Released" however in cases like this, we do not 'ship' or invoice the warranty order until just after the unit has shipped.)

Index of Sub-pages

A

• AS400

C

• Call Flow Chart
• COJO

D

• DOE

R

• Routing Orders in UPDS

S

• Serial Number Look-Up In AS400
• SPA

U

• UPDS

W

• Warranty

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