1. Supplier Allocation to Staff & Ordering Method

We have over 200 suppliers and to assist in managing this we are allocating different suppliers to staff members. Below is a list of suppliers both current and not current. You can filter the spreadsheet at the top by supplier type, if they are current and by staff member.

Important things to do/general rules of thumb when placing orders:

- order approximately 2 months worth of what would be sold in total

- consider if the product is being used for mix packs or is being featured in a beer club pack

- ensure buy deals are met whenever possible, i.e. if ordering 8 cases and supplier has a 10+1 offer then look to bump order up to benefit from the volume buying

- keep the supplier page on the intranet updated with details such as new contacts, new buying deals etc. This is important so that if someone else is placing an order for one of your allocated suppliers they have the latest up to date information on buying requirements. If it is a simple edit you can do this yourself, if it is a longer edit e.g. adding new secondary contact person details, creating a new supplier page, attaching price list this can be sent to Bea our Virtual Assistant.

- ensure all invoices from the previous week (for the suppliers you are ordering from) have been entered in so that stock on hand is accurate - this avoids over ordering.

Frequency of Ordering:

Each week at the start of the week determine which of your suppliers requires ordering from. Then within the first 2-3 days of the week (by Wednesday) have your orders placed. Each supplier is approximately a 5-10 minute process for ordering as are mostly breweries and not large importers/distributors. In an average week approximately 30-60 minutes should allocated to stock ordering as not all suppliers will be ordered from each week, they will be on a rolling rotation.

Method for Placing Order:

Due to the change of POS to the new RSA system no historical sales data was carried across to the new system. To get around this an export was done from the old RSA and run through the stock ordering macro. In this excel sheet you can filter the products based on supplier name and then view the recommended stock number to order. Note this list will not include any new products created from 1st February 2018.

To use this spread sheet do the following:

1. Open/view spread sheet called "Historical 2017 Sales Data" (found in Drop Box > Beer Cartel > Ordering)

2. Click "Don't Update"

3. In the Long Description column filter by "text" and enter the suppliers name. This will then show only that suppliers products. NOTE: this will not work for distributors that range many different brewery products.

4. Also decide if you want to unselect items that are no longer produced/ranged e.g. limited release beers. This assists in just showing beers that you can order from that supplier.

5. Once filter has been applied look at the "Average Sales" column (provides average sales per month). This will give you an indication of how many cases to order when compared against the stock on hand in the new RSA.

6. Place an order with the supplier.