Essroc Cement Purchasing Procedures

In an attempt to keep cement costs as low as possible, we are changing out shipping with Essroc orders. Effective immediately for Yonkers:
1. Create PO # under vendor code *ESIT
2. Inform Essroc Jose Luis will be picking up the load
3. Text PO #, destination yard and delvery day to Jose Luis Trucking: (551) 226-2879 

Notes:
1. Try to keep load weights @ 49,000# (Total weight on PO header screen). Essroc always carried 14 pallet loads - which ranged from 39,200# to 52,640# trailer. Depending on the material - 70# mortar vs. 94# portland - Jose Luis will put 2 extra pallets of material on the truck if the load is mostly mortar.If total weight on PO exceeds 50,000#, point it out to the trucker.
2. If you do not want to text the PO # you can either
a. Fax the order to the trucker, the fax # is (201) 763-6370
b. Email the order to Jose16luis2@gmail.com

Facebook "Like" Discount Procedures

A brochure went out to all locations encouraging new & existing customers to "Like us on Facebook." In return, customers can request / receive a one-time 10% discount at POS.

The procedures are simple:

1. Confirm customer has liked our Facebook page

• Refer to FaceBook Likes Spreadsheet (Which will open in a new window)
• The FaceBook Likes Spreadsheet is linked on the Eagle Browser page (Links)
• Find Name on List (Sorted Alphabetically by First Name)
• Continue to Step 2 IF Name is listed and an X does NOT appear next to it

2. Change Customer number to *8 - Everything else will be done automatically
Charge accounts or star 9 accounts who request the discount can get it, but they must be rung up under *8 and must pay for the material without putting in on their account. Note: We do not give a 10% discount on the following items.

• Sale Items (Belgian Block, Stock Concrete Pavers, Closeout Brick & Stone)
• Power Equipment (All equipment now sells as a promo price - even though it's retail)
• Pallet Deposits

Masonry Depot Overstock

Overstock

Based on out year end physical counts on and last year's sales history, the following yard materials are presently overstocked. Overstock is defined as the cost value of excess inventory. Excess inventory is the available quantity that exceeds the units sold in a quarter year. On the following list, only items which have more than $250 in inventory overstock value are listed. As you're likely aware, most items we purchase for stock are paid for within 30 days. The following items are material that have a quantity that exceed the ideal stock level by 90 days.   

What Can Be Done?

Review the list and make a mental note of which items your customers may be interested in buying. The sooner overstocked the items are liquidated - or their stock levels decreased - the more competitive and lean the company becomes. If there are items that do not look familiar because they are not stocked in your specific location, keep in mind they are available in one of the other locations and can be transferred to you in a timely manner.

The Report

The columns headings are self-explanatory -- with items whose available quantity exceeds sales units for the entire year in a bold font. Items are sorted by department and grouped by class, With the largest inventory overstock listed at the top of each class.

The Items

Columbia Nashville Press Release

January 7, 2016 - For Immediate Press Release:

Mark Gee, Ty Milburn & The Corn-Holers

Release their debut single,

"$30,000 Worth of Hay is a Lot of Hey"

b/w "I Left My Heart at Windswept Farms"

=======================================================================

Following their video news report that went viral, with over 20 views in the course of a day, News 12 Westchester reporter Ty Milburn and hay bale analyst Mark Gorgoglione have teamed up to form the country bluegrass ensemble Mark Gee, Ty Miburn & the Corn-Holers. The collaboration's first single, "$30,000 Worth of Hay is a Lot of Hay" is being released by Columbia Nashville Records and will be available Friday, January 8th. The internet meme their new single is based on stems from a felony larceny and murder case at Salem's Windswept Farms, where New Rochelle residents Christian "Georgie" Santillian and Gonzolo Gonzalez are suspected of stealing over three thousand bales of from a rich old bag who was found dead.

The collaboration features Blake Shelton on guitar, Hee Haw alumni Pops Slim on jug and a bunch of other shit-kickers.

New Office Procedures Adding Exempt Customers In MCR & Exempting Jobs in POS

Jeanine, Michael & Vito:

1) All the work that could be done without further input from the accounting office has been completed. For a complete list of what steps were taken, refer to:Accounts Receivable Updates & Tasks.

Notes:
A. Neither Step 8 not "Other File Maintenance in that checklist have been addressed yet, but do not hamper the implementation of the new tax plan
B. All Legacy Tax Codes (N## / P## / T##) have been deleted to prevent their further use, with their PTD and YTD history merged with the New Tax Code structure.

2) All sales staff & clerks have been blast e-mailed aon the new procedures for ringing transactions with (for lack of a better term) sales tax anomalies. Please familiarize yourselves with New Procedures For Charging Sales Tax in POS.

Notes:
A. There is a half-truth in Item #7 of that list. Security to change tax codes and salesperson codes was removed from ALL employees to prevent mucking up the system with hard to kill habits of yesteryear. Just today, John Powers complained he couldn't change a *0 customer to tax code NNY - where he has now been instructed through those emailed instructions to change the customer from *0 to *7. If it becomes unbearable, we re-enable security to change tax codes once sales staff becomes acclimated with the new procedures. 

B. After consulting with Vito, the following decisions have been made and procedures installed for billing tax exempt jobs to customers with A/R or *9 accounts who do not have a tax exempt job in MCR. Clerks can either:

• Have the Office Quickly Set Up an Exempt Job Account under the Main Account
• Call Michael, Jeanine or Michael to Override to Tax Code.
• Ring Up The Sale as Taxable, Submit Exempt Forms & Invoice for Vito to Adjust and Credit Customer - They Will Credited Promptly)

C. It can not be predicted how often an A/R or *9 account needs a one-off job exemption. Because of the temporary [or permanent] security lock-out to change tax codes, Clerks have the option of either:

1. Having the Office Quickly Set Up an Exempt Job Account under the Main Account    
2. Calling the Office to Override to Tax Code to Either X1, X2 or X3 remotely
3. Ringing Up The Sale as Taxable, Submit Exempt Forms & Invoice for the office to adjust post sale and credit accordingly

In all three cases, it provides better control over who's getting a job exemption and guarantees the correct documentation is provided in case of future audita.

3) Because the New Tax System is Fully Live, and the plug pulled on the Legacy Codes, All New Accounts and Exempt Jobs Must be Entered With Different Field Data in MCR

A. For Fully Tax Exempt Accounts: 
1. Main Tab #1.
Taxable = N
Tax Code = One of the Following 7 Codes (Depending on the Type of Account / Exemption)

 
2. Miscellaneous Tab #6.
Click Pesticide License & Enter Corresponding Code in the Tax Exempt Type Field

Ignore Existing Field Names & Set Code to 
G = Municipality / City or School / Public Education Facility
P = Religious Institution / Charities / Not For Profit Organization 
R = Resale / Wholesale Customers 
V = Out of State Account (i.e. Trump Golf Course Scotland)



  
B. For Tax Exempt Jobs:
1. Main Tab #1.

• Taxable = Y
• Tax Code = The Corresponding Tax Jurisdiction of the Job

2. Miscellaneous Tab #6.

• Click Pesticide License & Enter Corresponding Code Y in the Tax Exempt Type Field
• In the Tax Override Plan Field Enter T=Y

C. For Regular Jobs (No Exemption):
1. Main Tab #1.
Tax Code = The Corresponding Tax Jurisdiction of the Job

2. Miscellaneous Tab #6.
Do nothing different than always
 

New Procedures For Charging Sales Tax in POS

To All Employees:

In an attempt to completely automate the mandated collection of sales tax for the state of New York (as well as Connecticut and New Jersey), the following changes have been made to the methods and procedures you've all been used to for years. Please Note All Changes, Which Are In Effect Immediately.(Items in Dark Blue Directly Effect POS Sales Processing)

Adding Pre-Defined Comments in POS

To All Sales Staff

If you feel you are constantly typing out the same phrases, warnings or instructions in the Point of Sale Comments box to put on customer's paperwork, you have the option of selecting a "Pre-Defined Comment" to post and save the repetitive keystrokes.

For example:
1. You sell equipment before a forecasted hurricane. You can post the 'All Sales Final' comment to alert the customer the product(s) can not be returned for credit.
2. (Courtesy of John Bellew & Dave Santillian): You type up a quote for stone treads based on current inventory. Two weeks later, when the customer accepts the estimate and wants to make the purchase, you discover you need to modify the lengths based on the current count available to sell from. When the customer points out you are billing him for x number of 8' treads, but you originally quoted him 7' pieces, you can inform them those were the conditions of sale printed on the quote. 

The Steps are essentially self-explanatory.
1. On the line you want the add the comment, click F3,
2. Select "Pre-Defined Comments" on the right side of the Comments window
3. Choose your pre-defined comment and click OK

 
If there are any comments you would like added to the list of choices, post them in the comments box below.

Thanks