Cml.cp.cpsn.01 case pick supervisor nights

Standards and Procedures

Case Pick CML.CP.CPSN.01

CASE PICK SUPERVISOR S.O.P. NIGHT SHIFT

INDEX

Overview 2 Sweeps 4

Sweep Adjustments 12 Adjustment Orders 13

Manual Adjustments 16 Web Portal Checks 20

Splitting Orders 22 Manually entering orders 26

Short Shelf Allocations 31

Issue No: 02

Date of Issue: 19.05.2016

CML F&L (Telford) Ltd

General Standards and Procedures Manual

Section: CASE PICK

Revision: 1.10 Doc Ref: CML.CP.CPSN.01

Case Pick Supervisor, Night Shift SOP

Effective Date: 10.05.2016

CML.CP.CPSN.01 P2

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Purpose and Scope: The processes listed below, outline the key responsibilities held by case pick supervisors,

operating a night shift. The control procedures detailed under each section are designed to ensure the correct operation of the case pick department and limit costly mistakes.

Roles: Case Pick Supervisor

OVERVIEW 1) LONG LIFE Complete the allocations for Lidl and Aldi long life with shortages arriving through the night, following any picking instructions received from the Customers. 2) SWEEPS Every night, sweeps are to be completed for the following customers. This is to be done whilst no picking is taking place and before short shelf picks begin. Daily Sweeps

Karro

Waturn

RF Brooke

At least twice each per 4 shift rotation.

Gress

Dawn

Dawns

Scotbeef

Welsh Pantry

F Chick

Pat Gorman

3) WEB PORTAL CHECKS Before any allocations can take place for short shelf, the minimum life into depot needs to be checked. This is to ensure that no low life products are sent into depot without the customer’s permission. Any products that are found to be low life MUST be reported to customer services and also split off the main orders for all depots to ensure that they are not picked until further instructions are received. 4) SHORT SHELF ALLOCATION Once sweeps have been actioned and life has been checked, begin examining the short shelf order. First is to ensure that all orders have been received on the system; all 7 depots should be showing for RF Brooke. If any depot is missing on index (they should all populate between 20:30Hrs and 22:00Hrs) then the Faxes inbox should be checked for ‘fax from unknown’, 'no reply' and 'High Res Copy'. If any depots are still missing at 22:00Hrs, then these faxes must be to be forwarded to OmPromt at the following address: [email protected]

mailto:[email protected]

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If the order has still not been received on to In-Dex by 23:00Hrs, then it is to be entered manually through the web portal for the applicable customers and an email explaining which customers have been manually entered, must be sent to:

[email protected];

[email protected];

[email protected];

[email protected];

[email protected] Once these steps have been taken, the allocations for pick can take place following the depot order on the check sheet and prioritising RF Brooke and WA Turners any other customers that are picked on top of this are a bonus (pick priorities are subject to change). 4.1) SHORTAGES AT PICK Any shortages for short shelf orders must be split off onto a separate order. This is completed through the web portal and is only required for depots with shortages. All shortages are to be reported via email to:

[email protected];

[email protected];

[email protected]

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SWEEPS When creating a sweep outside of the picking window the Stock Enquiry function within In-DEX, will be used. 5) With the main Index window open, click ‘Enquiries’ and select ‘Stock Enquiry’. 6) This will open the ‘Stock Search’ window. If the customer code is known, enter this under the ‘Customer’ field and proceed to step 12, otherwise, click the dropdown arrow next to the ‘Customer’ field and proceed to step 7.

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7) A ‘Customer Search’ window will appear. Enter the first three letters of the customer name that you require, followed by the star sign ‘*’ in to the ‘Name’ field. 8) Click the filter icon.

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9) Click on the applicable customer in the resulting selection. 10) Click ‘OK’ to return to the ‘Stock Search’ window.

11) The customer code has now been entered in to the ‘Customer’ field.

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12) Click ‘Apply Search’.

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13) Click ‘Excel Link’ from the menu. 14) In the ‘Export To Excel’ pop-up that appears, select the required headings by holding the ‘Ctrl’ key on your keyboard and left clicking on each applicable heading.

For sweeps, these headings are usually: ‘Product; Description; Location; CML!Pallet; Case & BBD’.

15) Click ‘OK’.

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15) Once the export to Excel has completed, the spread sheet will require sorting into location order, to simplify the sweep process. 16) Select any cell within the spreadsheet and simultaneously press ‘Ctrl’ and ‘A’ on your keyboard.

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17) With the data now highlighted and with the ‘Home’ tab selected, click on ‘Sort & Filter’. 18) In the menu that appears, select ‘Custom Sort’’ to open the ‘Sort’ window.

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i) ‘My data has headers’ has been selected.

ii) ‘Location’ is selected from the ‘Sort by’ drop down menu.

iii) ‘Values’ is selected from the ‘Sort On’ drop down menu.

iv) ‘Smallest to Largest’ is selected from the ‘Order’ drop down menu.

19) In the ‘Sort’ Window, ensure that: 20) Click ‘OK’. 21) The sweep may now be printed.

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SWEEP ADJUSTMENTS 22) Any Positive adjustments (extra stock) can be completed within the ‘Stock Adjustments’ screen but all negative adjustments (absent stock) must be completed using an adjustments order. 23) All stock adjustments MUST be recorded on the adjustments spreadsheet. This is located on the U: Drive at the following location: U:\Stock Amendments - The folder named as the current year must be selected, followed by the spreadsheet named as the current month. 24) The number tabs located at the bottom of the stock adjustments spreadsheet, relate to the date. I.e. stock adjustments for 8

th May 2016 would be entered on tab ‘8’ in spreadsheet ‘May 2016’ located in folder ‘2016’ at

U:\Stock Amendments.

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ADJUSTMENT ORDERS An adjustment order is a delivery TRX that is used to remove stock from Index due to discrepancies. 25) Click the ‘Deliveries’ icon within the main Index window. 26) Left double click any delivery listed within the ‘Deliveries’ window which appears.

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27) Click ‘Add’. 28) Complete the highlighted fields i) ‘Customer’ refer to step 6 to 11 if the customer code is unknown. ii) ‘Customer Ref.’ enter the current date (formatted as ##-##-##) followed by ‘adjustment’) iii) ‘Deliver to’ enter ‘adj’. iv) ‘Dept Code’ enter ‘400’. 28.a) Enter a comment in the ‘Comment’ field, stating the reason for the adjustment. i.e. Missing on sweep, received incorrectly, mis-pick, etc.

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29) Select the ‘Lines’ tab. 30) Click ‘Add’. 36) Once all products have been added, click the ‘Cancel’ button. This cancels the adding function, not the order.

31) Click the dropdown arrow in the ‘Product Field’ and select the applicable product from the window that appears.

32) Ensure ‘CA : Case’ is selected

33) Enter the required case quantity.

34) Click ‘Save’.

35) Repeat steps 30 to 34 for any additional products of the same customer.

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37) The Trx may then be allocated and picked through as normal.

NB: Multiple products can be added to an adjustment order, but the order will only allow one customer.

MANUAL ADJUSTMENTS This is the process used for UBD adjustments and positive stock adjustments and is completed on the ‘Stock Adjustment’ screen. 38) Click on the stock adjustments icon to open the ‘Stock Adjustments and Transfers’ window. 39) Type the customer code in to the ‘Customer’ field or refer to steps 6 to 11 to search for the customer code.

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40) Click the drop-down arrow within the ‘Transactions’ field and select ‘Adjustments’.

41) Click the drop-down arrow within the ‘Products’ field and select the applicable product from the ‘Product Search’ window that appears.

42) Click ‘OK’

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44) Select ‘Display Stock’. 45) Identify the stock to be adjusted and select the relevant line.

43) Select ‘Start Transaction’.

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46) Adjust the BBD or case count as applicable. 47) Click ‘Save’. 48) Repeat steps 41 to 47 for lines of the same customer, pressing ‘Display Stock’ after each new product selection.. 49) Click ‘Stop Transaction’.

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WEB PORTAL CHECKS 50) Launch Internet Explorer 11 (IE11) from your Citrix desktop. 51) Enter the following address in to the navigation bar: https://webportal.cmlfulfilment.co.uk/ 52) Click ‘Log In’.

NB: If unknown, your Log In details may be requested by emailing [email protected]. 53) Hover your mouse over the ‘Stock’ tab and select ‘Reports’ from the menu that appears.

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54) A list of all customers will be displayed. Scroll down to locate the required customer and click the ‘+’ symbol next to the customer’s name. This will display all products for that customer.

55) With the customers products displayed, the dates listed with the ‘Last Day’ column must be checked for each product. This date MUST be either on or after the delivery date. 56) If the ‘Last Day’ date is acceptable, allocations can be started. If the ‘Last Day’ date is unacceptable, then the applicable product(s) will require splitting from all orders and reporting via email to:

[email protected];

[email protected]; and

[email protected]

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SPLITTING ORDERS 57) Log in to the CMLf&l web portal. Refer to steps 50 to 52. 58) Hover your mouse over the ‘Orders’ tab and select ‘Order Validation’ from the menu that appears. 59) In the page that appears, click the dropdown arrow, located above ‘Split Order’.

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60) Scroll to and select the required customer. 61) Click ‘Split Order’.

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62) A list of orders will be displayed. Click the circle checkbox, located next to the order to be split.

63) Click the square checkbox next to the product you wish to split. 64) Click ‘Split Selected Order’. 65) The information below is now displayed. All details must be checked and confirmed to be correct before proceeding further. 67) Once validation is complete, click ‘Send To In-Dex’.

66) Click ‘Validate Orders’.

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68) Once the new split order has populated within In-dex, the line must be removed from the original order. 69) Click the ‘Deliveries’ icon within the main Index window. 70) In the ‘Deliveries’ window, double click the original order. 71) Click on the ‘Lines’ tab.

72) Select the applicable line. 73) Click ‘Delete’.

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MANUALLY ENTERING ORDERS NB: You will find all received orders in the 'Faxes' inbox within Microsoft Outlook. 74) Open Microsoft Outlook by double clicking the icon on your Citrix desktop. 75) Select ‘Inbox’ under ‘Faxes’.

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76) Search the ‘Subject’ column for the heading ‘Fax from unknown’ or the ‘From’ column for email addresses beginning with ‘noreply’. These emails will have attached pdf files, which show the orders.

77) If the order or associated files are not present, then this MUST be reported via email to:

[email protected];

[email protected];

[email protected]; and

[email protected]

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78) With the email selected, double left click on the attachment to open the file. 78.a) When you open up the PDF attachment you will find a multi-page freight order. Each order relates to a depot. Scroll through the PDF until you locate the customer required.

i.e. as can be seen from below, the RF Brooke is on page 9 of 12.

79) This shows the:

ii) Delivery date

i) Order Number

iv) Depot

iii) Products and quantities required.

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80) The creation of new orders is completed on the web portal. To log in to the web portal, refer to steps 50 to 52. 81) Hover your mouse over the ‘Orders’ tab and select ‘Order Validation’ from the menu that appears. 82) In the page that appears, click the dropdown arrow, located next to ‘Create New’.

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83) Scroll to and select the required customer. 84) Click ‘Create New’.

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85) The next screen that appears, allows the details from the freight order to be added. The example given below, displays the fields that require completion highlighted in yellow. Those fields not highlighted will auto-populate. 86) Once a line has been completed, press the 'Add New Line' button. Continue to repeat this step until all products listed have been entered.

87) All details must be checked and confirmed to be correct before proceeding further. 89) Once validation is complete, click ‘Send To In-Dex’.

The order will appear in In-Dex but may take a few minutes to do so. 90) After manually entering an order an email containing details of the customer, depot and order number MUST be sent to:

[email protected];

[email protected];

[email protected];

[email protected]

88) Click ‘Validate Orders’.

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SHORT SHELF ALLOCATIONS 91) The allocation of case pick items is done with UBD taking priority so that stock is rotated correctly. For short shelf, there is a specific depot order that is allocated to, this is as follows:

1. Darlington 2. Swindon 3. Chelmsford 4. Goldthorpe (except RF Brooke for which Goldthorpe is first ) 5. Bolton 6. Neston 7. Atherstone

92) The first customers for the pick on Nights are RF Brooke and WaTurners.

i. The only customers that CANNOT be picked on nights are Aldi SS Karro, Dawn Meats and TM Telford as these all require zero stock movement between 0500 and 0600.

ii. All other customers listed for sweeps (see page 2) can be allocated and picked where possible.

93) The picks are allocated within the In-Dex ‘Deliveries’ window. Click the ‘Deliveries’ icon within the main Index window.

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94) In the ‘Deliveries’ window, double click the original order. 95) Click the ‘Filter Query’ Icon.

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96) In the ‘Transaction Filter’ that appears, ensure the following fields are completed as:

i) ‘Confirmed?’ = ‘Unconfirmed’.

ii) ‘Customer’ = required customer code.

iii) ‘Planned Depart’ = date of delivery.

iv) The Planned Depart value is set to ‘=’.

97) Click ‘Apply Filter’.

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98) Select the correct order from the results, now displayed in the ‘Deliveries’ window. 99) Select the ‘Picking’ tab.

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100) Note the requested Quantity 101) Allocate available stock by typing the quantity required within the ‘Case Removed’ cell and pressing ‘Enter’.

NB: Stock MUST be allocated by UBD, with the SOONEST date being allocated first. NB: The maximum number of cases that can be allocated from any pallet, is dictated by the ‘Cases Available’ column.

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102) Once the requested quantity has been fulfilled, the Quantity remaining will read as ‘0.000000’ and turn white. 103) Click the product selection drop-down menu. 104) Select the next product and repeat steps 100 to 104, until all products have been allocated.

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To improve the efficiency of the physical picking process and if UBD rotation allows, it is always preferable to allocate full pallets wherever possible and

allocate remainders from part pallets. Once picks have been completed, each UBD of each product should have only one resulting part pallet. All other remaining pallets should be of full pallet quantities. This again, improves operation efficiency and reduces the workload placed upon operators. 105) Once allocated in full, the order’s phase must be changed to ‘PICKING’. Click on the ‘Change Phase’ icon to open the ‘Change Phase’ window.

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106) Select option 2 ‘Release Order to Picker’. 107) Click ‘Change Phase’. 108) To print a pick sheet for the order, ensure the correct order is selected and click on the ‘Print’ icon within the deliveries window.

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109) In the ‘Report Printing’ window that appears, select ‘Goods Picking List PDF’. 110) Click ‘PRINT’. 111) A PDF file containing the pick sheet will automatically open.

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112) Click the ‘Print’ icon. 113) Ensure that your local printer is selected in the ‘Printer’ field.

114) Click ‘Print’.

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END OF PROCESSES.

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Cml.cp.cpsn.01 case pick supervisor nights

Leadership & Management