Are all home office shipping directives completed within the assigned timeframe? (Include transfers in your review.)
On a weekly basis, the home office provides stores with specific shipping directives. These might include interstore transfers, new/used text returns, MOS (Mark Out of Stock) instructions which should be followed in a timely manner.
Each specific type of directive has its own timeline which must be followed.
Example 10 open text chargebacks and GM RTVs processed in the last 90 days. Do they all have proper tracking documentation?
When completing the chargeback process, the store must document the tracking information for all shipments out of the store. The tracking number must be a number that can be traced to the specific shipment in the event it is lost or in dispute in some manner.
Any temporary use of a ‘fake’ number must be adjusted at the time of the shipment to ensure proper tracking information is visible to accounts payable.
Does all merchandise being returned to the vendor have an associated chargeback/RTV and is it finalized when shipped?
When shipments leave the store, they must have a ‘finalized’ document indicating the specific merchandise leaving the store.
Commonly, a store may receive credit from vendors like Hallmark, Pepsi, or others for items the vendor is removing from the store or the vendor has requested be destroyed. An RTV must be processed in MMS for these types of credits to be processed. The RTV is then matched to the vendor credit. Without the RTV, the credit does not process for the store.
Has the store reviewed and responded to all store status and partial status chargebacks within the required 30 days?
Store status chargebacks occur typically because the vendor does not agree with the chargeback and evidence of the shipment, like a tracking number, is needed. Action is needed to correct the discrepancy.
Has the store reviewed and processed all store status and partial status credit memos within 30 days?
Accounts payable flags items with outstanding credit memos; this is a subset part of the chargeback system. These items need further explanation or review by the store because they can not be matched to a chargeback.
The store should follow the instructions in the credit memo wizard on the screen to ensure the match is processed. This matching might be as simple as an entry of the chargeback number or might require the creation of a new chargeback. If the credit belongs to another location, only entering a comment is acceptable.
Sometimes vendor credits appear here, which reduce the cost of an invoice; create a chargeback for this kind of credit.