Cashiers BOL (Bill of Lading) Policy

Invoicing/Bol Policy “Nothing leaves your yard without being invoiced or on a BOL.” These transfer ownership of the material to the customer. It takes it out of your inventory. Nothing leaves or enters the yard without a paper trail …this responsibility is on the shoulders of cashiers. Don’t create an invoice before your customer takes possession, and it’s leaving our yard. If a purchase is already invoiced and the customer comes back a week later, the invoice tells everyone at the store that the customer has possession of it already; this invoice is like just like a receipt. Let’s say for example, you purchased something from Home Depot, you walk back in with your receipt two weeks later and ask, “I’d like to pick up my purchase.” What do you think they’ll tell you? The receipt serves as evidence you took possession already. It’s really important that we’re all on the same page: an invoice is a receipt. We use BOL's as well, when moving equipment from one location to another. Filling out a BOL Have a look at the sample BOL in external links. Be accurate, detailed and specific enough so that the next person who sees this BOL will understand exactly everything that was ordered, everything about who ordered it. If you leave anything out, you’ll create extra work -- this next person reviewing this BOL will have to get on the phone, call you, and the two of you will waste time filling in the missing information. 1- Start at the top of the page and fill the truck weights in- If you are waiting for the heavyweight while filling it out then continue onto the rest and fill out heavy weight last. 2- (Name of Carrier) is the trucking company’s name, a driver, or business 3- Write down the sales order or PO number if you have one. 4- Fill out the date that it left the lot. 5- On the left box under (Name of Carrier) fill out who the product is going to, with all of the information. You can usually find the address, and phone number on the customer card- if there is a different destination address it can usually be found on the SO or the driver will have the address. 6- On the right box under the Date, SO Number, etc. Fill out your information- Store Address and city. 7- Write down the vehicle number and if you can’t see it then you can ask the truck driver. 8- Find out what product is being taken and fill out the box that says “Kind of Packaging, Description of Articles, etc.” 9- No. Shipping units are where you list how many pallets of each product is being taken. 10- Weight is the total amount of product being taken. 11- Rate is for the lb, bags, etc. 12- Then sign and print your name in the bottom left box under star stone sales. 13- On the right side is the side for the trucker to fill out and write the date. Every paper BOL should be attached to a BOL within Odoo. First check to ensure one is not already in the system (under Warehouse > BOL), and if not create one: Click the create button; erase whatever comes up in the default and enter the number of your bill of lading. In this example, it’s the “Shipper Number” 32591. Scan and attach the white copy of the BOL within Odoo. This copy then goes to the salesperson and/or manager of your location. The yellow and pink copies go with the driver, whether it’s one of our trucks or a trucking company. The orange copy stays in the book as a permanent record. When only orange copies remain, this book gets turned back into Salt Lake accounting, so that they can go back an audit them and ensure they’ve been properly processed. When reviewing a BOL, look for a SO in the system. If more than one item, weigh them separately. Anyone should be able to identify which product it is exactly within the system. Don’t put any general information that doesn’t identify the product exactly. If you need another BOL booklet, ask accounting (and make sure they check it out in the system). What to write on the packing slip / BOL / Scale Ticket: Gross (Heavy) Weight, Light Weight (Tare), Net Weight, Date, Your signature (and your name printed if illegible). Mixed loads: you have to have the weight on each. How to get weights on individual products. Actually write the name of the product! If the driver’s paperwork is not correctly named, you will need to figure this out. Ask for help as needed.