Procedures Manual

Office Administrator

Notes:

1 Operations Manager Store Visit Checklist

2 BFS Best Practices for Perpetual Inventory File Maintenance

BFS Ben Franklin Stores Only

ACE ACE Hardware Stores Only

Procedures Manual 1

Table of Contents 2

A. Weekly Schedule 3

Other Daily Duties 3

B. Daily Procedures– Reconciles Cash 4

Counts Cash 4

Balances Cash Flows 5

Deposits Money at Bank 9

C. Day By Day Procedures 10

Monday 10

Double Checks Weekend DSR 10

Corrects Craft Club ErrorsBFS 10

Fills Craft Club InquiryBFS 10

Corrects Ace Rewards ErrorsACE 11

Tuesday 12

Completes POI Report 12

Zero Counts 12

Wednesday 14

Corrects negatives count 14

Z New Report 14

Completes ACE Statement 15

Transmits ACE Vendor A/P to Head Office 17

Prints manifest email 19

Thursday 21

Creates Weekly Store Transfer List 21

Prints EMW & Weekly Bulletin 21

Friday 22

Faxes/Emails Reports to Head Office 22

Reviews POI Report 22

Receives Purchase Orders (PO’s) into computer 23

Transmits A/P 25

D. Other Daily Procedures 30

Creates a Purchase Orders (PO’s) 30

Reconciles Reimbursements – Cash Vouchers 32

Fills Open-to-Buy Log (OTB Log) 32

Creates and Receives Transfers 33

Retrieves Negatives List/ Z New Report 34

Files Merchandise and Price Discrepancies 35

Prints Bin Tags 35

Accesses RDS by Cashier or Terminal 36

E. Monthly Procedures 37

Completes Interdivision Transfer Report (IDT) 37

Fills in Manual Markdowns Worksheet 38

F. Reference List 39

A. Weekly Schedule

(With Freight received on Friday)

Monday / Tuesday / Wednesday / Thursday / Friday
(Freight Day)
Reconciles Daily Cash
Verifies weekend RDS
Corrects Craft Club Errors & Craft Club InquiriesBFS/ACE Rewards ErrorsACE / Reconciles Daily Cash
Counts Zeros^* / Reconciles Daily Cash
Counts Negatives & Assign Location Codes^*
Z New Report: Assigns location codes^*
ACE Statement Due (Every other Wednesday)ACE
Prints Manifest Email
Transmits ACE Vendor A/P to Head OfficeACE / Reconciles Daily Cash
Creates Weekly Transfer List
Prints EMW & Weekly Bulletin / Reconciles Daily Cash
Fax/Emails reports to H.O.
Receives PO’s into computer**
Transmits non-ACE Vendor A/P to Head Office
Reviews POI Report

* Can also be done throughout the week.

** Freight days vary by store.

^* Done depending on freight day, but can not be done while freight is being received.

Other Daily Duties

1. Answers phones – The phone should always be answered by the office. 1

2. Acts as a cashier

3. Checks customer orders and rainchecks.

B. Daily Procedures– Reconciles Cash

Counts Cash

Step:

1. Opens safe.

2. Counts perpetual cash.

3. Counts prior day’s cash.

4. Returns perpetual cash and drawer to safe.

5. Counts verified by supervisor.

Procedure*:

1. Opens Safe: Unlocks and opens safe to remove cash drawers.

a. Returns cash drawers to registers with appropriate denomination.

2. Counts perpetual cash (cash maintained in safe): Ensures that the total in safe is at store designated amount. Change can be made with cash from drawer.

a. Makes a tape of total cash in safe.

b. Includes today’s date and signature on the tape.

c. Logs total in Cash Balance Log with tape.

d. Counts twice daily and once at random during the week.

3. Counts prior day’s cash: Cash is counted to verify that cash in drawer matches total in drawer at close.

a. Verifies checks by ensuring that all checks are written out to BFS/ACE, correctly dated and endorsed.

i. Traveler’s Checks are considered checks and should also be endorsed by customer.

b. Makes a tape for the checks.

i. Total should match RCK total (Report of checks and charges passed through register)/RDS total on the worksheet page.

ii. Attaches one of the tapes with the checks.

c. Makes a tape of cash to be kept in store in case of an audit.

i. Tape should include amount for each bill type and total of the coins.

ii. Includes total from check tape at the bottom and sums with cash total.

iii. Includes the previous days date on the tape.

4. Returns perpetual cash and drawer to safe.

5. Counts must be verified by a supervisor.

*Amount of tape copies may vary depending on bank requirements.

B. Daily Procedures – Reconciles Cash

Balances Cash Flows

Step:

1. Checks the Protobase Settlement.

2. Fills out RDS (Report of Daily Sales) Cash Balancing Worksheet.

3. Completes and saves DSR (Daily Sales Report) on the intranet.

4. Checks Price Exception Report.

Procedure:

1. Checks the Protobase Settlement (Report of charges passed through the charge card companies).

a. Verifies that the totals match the RDS charge card total.

b. Ensures that the PB Settlement says Passed on the last page.

2. RDS Cash Balancing Worksheet: The RDS is printed out the previous night and left in the printer tray. It should be organized with the worksheet on top followed by Department Totals and then Sales Totals pages. Filling in the worksheet makes it easier to organize information for the DSR.

a. Fields that need to be completed on the worksheet:

i. Over/short

ii. Cash deposit - recording any over/short

iii. Checks in drawer - recording any over/short

iv. Bank deposit

b. Other totals needed for DSR that may be written on worksheet:

A/R (RDJ: Sum the employee purchases)

i. Non-A/R (RDJ: Sum the store use, stolen, damaged merchandise)

ii. Refunds (RDS: Sum the lines that say REFUND on Sales Total page)

iii. Donations (RDS: Dept. Code M1 on Department Totals page)

iv. 501s

1. Consignment (RDS: Dept. Code begins with M on Department Total page)

2. Craft Club (RDS: Dept. Code BC on Department Totals page)

3. Craft Classes (RDS: Dept. Code CF on Department Totals page)

4. Knife Sharpening (RDS: Dept. Code A1 on Department Totals page)

v. Gift Cards Sold (RDS: Dept. Code GC/AC on Dept. Totals page)

vi. Makes a note of any vouchers, including over and shorts, for the DSR Paid Out field.

c. Note: The sum of Non A/R and A/R should equal Charge Sale on Total Sales page of RDS.

3. DSR: Daily Sales Report accessed and recorded through the intranet site. This report should be completed by noon.

a. Accesses DSR report:

i. Goes to the intranet homepage and clicks on Store DSR under the Links heading on the right of the screen.

ii. Logs-in when prompted with the correct information.

iii. Clicks on calendar icon next to the date field and selects the date the sales were made or keys in the date.

b. Fills in DSR with appropriate information:

i. Completes Sales Day field and ALL fields with an “*” next to it.

ii. Find date on the RDS report.

iii. Ensures number of times the cash drawer was opened is consistent with the amount of No Sale receipts. Receipt should be signed by person who opened drawer.

iv. Specifies the expense code in the bottom of the DSR for a Paid Out.

c. Inserts record by clicking on Insert Record when form is completed.

d. Verifies that screen says Total credits and debits match

i. If totals do not match: Clicks on Edit Unbalanced Report and verifies that the entered totals are correct. Resubmits form by clicking on Submit.

ii. Note: Clicking on Submit when no adjustments have been made will create 2 different reports for the same day.

e. Closes the DSR form when completed.

f. Completes the Over/Short Log

4. Checks Price Exemption Report (RPE) for any unusual differences. ACE stores receive 2 separate reports daily: 1 – manual overrides and 2 – Report of returned defective merchandise.

a. For manual overrides ACE & BFS

i. Looks for large amounts under the $ Diff column heading.

ii. Checks for items with no code next to the Gross Profit Difference (GP DIF) column because that indicates a manual price override. Codes are 1 to 2 letters long and separated by column headers PD (Promotion/Discount) and TD (Trade Discount/Subtotal Discount).

Column PD / Definition / Column TD / Definition
S / Sales Plan/Promotion / I / Trade Discount Included
Example: Senior Discount or Craft Club Discount.
P / Promo Key (Ctrl + P)
D / Discount Key (Ctrl + D)
R / Return
No Code = Manual Price Override

iii. Obtains manager verification of report.

b. For returned defective merchandise ACE: Files claims on AceNet because ACE refunds the cost of certain returned defective merchandise. Items will remain on the list until posted on the ACE Statement.

i. Logs in to AceNet and clicks on the Returns header, drags mouse over the Defective Goods header in the drop down menu, and then clicks on Ace Claim.

ii. Enters in a 5 or 7 digit SKU in Number field and then presses [Tab] to enter in the quantity of items returned in the Clm. Qty field in the Ace Claim Entry Screen and then press [Enter].

iii. Posts information in screen by clicking on Add. Clicks on OK when the pop-up asks if all SKU’s are 5 or 7 digits.

iv. Clicks on Submit to submit the information to ACE Corporate. A screen will appear indicating a number of items the store will and/or will not be refunded for.

1. Credit: Instant credit for the store. Usually Policy A items.

2. Review: Items over a certain dollar denomination that will be reviewed by ACE corporate to minimize key in errors.

3. Policy B&C: Claims for merchandise that is Policy B or C must be sent to the vendor directly and not ACE Corporate.

a. Files Policy B or C claim by clicking on the Policy B&C Listing Tab and clicking on Form and filling out the additional information.

4. Invalid: Information entered is invalid. A reason will be given.

v. Reviews information by clicking on the Credit/Review Listing tab to view all items that have been filed.

B. Daily Procedures – Reconciles Cash

Deposits Money at Bank

Step:

1. Fills out deposit slip

2. Goes to bank to deposit.

3. Receives validated deposit slip.

Procedure:

1. Fills in deposit slip.

a. Fills in deposit slip with appropriate amount from cash count tape.

b. Dates deposit slip with the previous day’s date.

2. Goes to bank to deposit.1

a. Receives a validated deposit slip after depositing cash and checks.

b. Changes bills for lower/higher denominations if necessary.

3. Receives a validated deposit slip.

a. Files validated deposit slips for the week together.

b. Deposit slips must be kept for one year.

C. Day By Day Procedures

Monday

Step:

Double Checks Weekend DSR.

Corrects Craft Club Errors.BFS

Fills Craft Club Inquiry.BFS

Corrects ACE Rewards Errors.ACE

Procedure:

Double Checks Weekend DSR

Verifies that the inputs in the RDS and DSR are correct, the PB Settlement Passed, and the total on the checks tape matches the corresponding day’s RDS total.

Corrects Craft Club ErrorsBFS

Corrects or fills in missing Craft Club information. Error list is only posted for 2 weeks and a $5 penalty is assessed for each error not corrected.

a. Accesses the Craft Club Errors list:

i. Goes to intranet homepage and on the top horizontal menu and clicks on Crafts.

ii. Clicks on Craft Club Membership Sign-ups under the left Menu.

iii. Double clicks on correct week to open Excel worksheet with the errors.

iv. Checks Excel worksheet for errors from the store by looking for the appropriate Eagle Store Number.

b. Corrects information through receipts, transaction numbers, and Craft Club Inquiry Forms. Highlights the corrected information in red.

1. If there is no receipt, logs in to Eagle Browser and launches POS (Point of Sale). Selects Viewer and then searches By Clerk to determine if any of the information was captured at POS.

2. Signs off Eagle by pressing the [F8] key.2

c. Saves information twice – once for Head Office and one for store records.

1. Clicks on the disk icon at the top to save for Head Office.

2. Goes to File and then Save as and saves information to store computer.

d. Exits out of Craft Club Errors by closing out the screen.

Fills Craft Club InquiryBFS

Fill out the online Craft Club Member Inquiry Form upon customer request.

a. Makes sure that the Inquiry Form filled out by customer has the name, sign-up date, address, customer number, and reason for inquiry.

b. Goes to POS to verify if the customer number is valid.

i. Enters the customer number in the designated field and presses [Enter] and the customer information should appear

c. Goes to the intranet homepage and clicks on Craft Club Member Inquiry Form under the Links heading on the right and fills in ALL fields on the online form.

d. Submits form by clicking on Submit Comments and repeats by clicking on Return to form.

e. Exits out of form when completed by closing out of the screen.

Corrects Ace Rewards ErrorsACE

Errors in customer name, address, or requests to merge cards need to be corrected so that people receive notices and rewards. Customers can make requests to merge cards, correct/change name or address at POS or cashier can request correct information if the customer’s profile is flagged in the system.

a. Collects new customer sign-up forms and ACE Reward error forms and checks to see which forms can be corrected at the Hilo Office.

ii. Merged card requests are the only type that can not be changed at the Head Office. These error forms are sent to the corporate office with the new customer sign-ups.

C. Day By Day Procedures

Tuesday

Step:

Completes POI Report.

Counts Zeros.

Procedure:

Completes POI Report

A list of Purchase Orders in open status is automatically generated on Friday. The report verifies why open status PO’s (PO’s not filled 3 months after due date) are still in the system.

a. Accesses POI Report:

i. Logs in to Eagle Browser and clicks on Purchasing and Receiving.

ii. Enters PO number in the field marked PO number when the screen appears.

b. Checks to see if PO was received, not received, etc. by pressing [F9] to view PO and looks under PO Status.

c. Deletes PO if it is old and received by pressing [F10].