Howdy yall!
SO.
I'm currently taking over a hydraulic supply shop for my father, working in the warehouse in shipping and receiving, and because the basic job is shipping packages across the country via UPS, maybe 40 a day, I have access to the shipping charges and so I also do invoicing. The warehouse is in Florida, and the sales office is in another state, or could be anywhere.
I'm having a problem because the other business partner just handed his side off to his 21 year old daughter, and she's been taking the phone calls and creating the sales orders. I'm not exactly sure what's going on, but we continue to mis-ship, double ship, or even lose or give away parts because the customer mis-ordered...because I think nobody in the company knows how to properly account for this. Currently I'm shipping the order I receive, but she will go back in for whatever reason, change it, and give the shipping away for free. Or she'll allow customers to pay for parts they misordered on non-corresponding sales orders, and I'm left here scratching my ***.
Example: A customer places an order, new girl creates a sales order, and I ship it. The next day the customer calls and says they actually don't want the part anymore, but they want this other part. New girl goes into the sales order and changes it, she tells me to re-ship the same sales order with these different parts. The first sales order has already been invoiced and paid for. The new girl tells the customer to send us the parts back, and since they've already paid, we'll just send the new parts and just charge the difference. To me, this doesn't make any sense other than a kind mistake to a good customer. Now these parts may never come back, and they just got a deal. My thought is to follow the following procedure:
Same scenario: A customer places an order, new girl creates a sales order, and I ship it. The next day the customer calls and says they actually don't want the part anymore, but they want this other part. So new girl creates NEW sales order and I ship it and invoice it accordingly. When I receive the unwanted parts back, I create a credit memo to account for both the cost of the inventory and count. Then I'm not sure how to handle the old invoice, or if the credit memo will have an option to link the transactions.
I do hope someone can shed some light for me. As an owner, I'd like to be able to account for the small details of the whole picture any day, and right now I'm spinning. Thank you!
