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Key Topics
1.
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Bin Management & Warehousing
Future Considerations:
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Enable bin tracking after Phase 1 when the team is ready.
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Automate standard cost and markup adjustments to align with updated purchase prices.
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Initial SetupPlan Overview:
Bin tracking will remain off during go-live to simplify processes and reduce change management challenges.
Defined Bins:
Warehouse Storage: Default bin for inventory storage.
Staging Area: For items ready for shipment or processing.
Receiving Bin: To confirm quantities before moving items into storage.
Future Steps:
Bin tracking can be turned on after Stage 1 implementation.
When bin tracking is enabled, inventory moves (e.g., from storage to staging) will need to specify the source bin.
Criteria:
Bin tracking should only be enabled when the team is comfortable managing inventory with added discipline.
Picking workflows must reflect accurate bin details when enabled.
2. Sales Order and Customer Types
Record Types Added:
Parent Project: Replaces "Customer Group" for project accounts.
Retail Customer: Direct-to-consumer sales (e.g., DIY, online orders).
Retail Contractor: Contractors with tiered discounts (preferred, established, contractor).
Lawn/Snow Customer: Replaces Person Account for snow removal and lawn maintenance Customers.
Supplier: Retained as the account record type for vendors; no renaming planned.
Customer Segmentation:
Retail customers will pay full price with no discounts.
Retail contractors will have three discount levels applied to standard prices.
Clean-Up and Validation:
Tania and Patrick will review records during the clean-up process to ensure accounts are correctly categorized.
Supplier records will be validated to ensure proper association with the Supplier record type.
Flexibility:
Record types can be updated when a customer changes their relationship (e.g., switching from retail to contractor).
Parent and child record structures will continue for projects.
Future Adjustments:
The team will be shown how to create additional account record types if new needs arise.
3. Kit Items and BOM Explosions
Retail Sales Orders:
Kit items will remain visible on sales orders, with components listed for picking and invoicing.
Pricing will reflect the sum of all components in the kit.
Customization:
Users will be able to remove or adjust components after BOM explosion.
Warehouse Picking:
Pick tickets will consolidate component quantities for streamlined warehouse processes.
Criteria:
BOM explosions must preserve the link between components and their parent kit.
Picking workflows must group component quantities while retaining visibility for sales and invoicing.
4. Sales Pricing and Discounts
Discount Logic:
Discounts of 20%, 22%, or 25% will automatically apply based on the customer's pricing group.
Pricing records for preferred, established, and contractor groups will be auto-calculated during sales order entry.
Bulk Updates:
Adjusting standard prices or discounts for item categories will be discussed further to simplify updates.
Alternative Proposal:
Discounts could be dynamically calculated and displayed per line item during order entry, reducing the need for maintaining separate price records.
Criteria:
Ensure dynamic pricing logic aligns with standard price updates.
Bulk pricing updates must be seamless to avoid manual entry.
5. Retail Sales Quote Workflow
New Workflow:
A "Print Retail Sales Quote" button has been added to the sales order screen.
This eliminates the need for separate sales quote creation for retail orders.
Criteria:
Retail quotes generated from sales orders must match design specifications and be customizable.
6. Costing and Markup Logic
Current Practice:
Standard base costs are based on the last paid cost, with markups applied (e.g., 70%, 120%).
Proposed Improvements:
Automate markup adjustments when costs change.
Provide a mechanism to update markups quickly based on item categories.
Criteria:
Markup logic must align with FIFO costing but allow flexibility for adjustments based on categories.
Bulk updates for markup adjustments should be intuitive and fast.
7. Status Tracking for Sales Orders
Planned Feature:
A visual status bar (similar to the opportunity status bar) will be added to track sales order progress.
Criteria:
The status bar must provide clear visibility into stages like open, shipped, and invoiced.
8. Reporting and Pricing Analysis
Scenario:
For projects, compare actual costs (sum of components) to invoiced prices to identify underpricing or overpricing trends.
Criteria:
Reports must differentiate between raw material/component costs and final invoice totals for analysis.
Enable visibility into pricing adjustments needed across projects.
Action Items
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Immediate Tasks:
Rename account record types (e.g., "Customer Group" → "Parent Project").
Finalize bin setup: Warehouse Storage, Receiving Bin, Staging Area.
Implement automated discount application for sales orders (20%, 22%, 25%).
Test the "Print Retail Sales Quote" button functionality.
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For Tomorrow’s Meeting:
Finalize the process for bulk pricing and markup adjustments.
Confirm feasibility of dynamic discount and price calculation during sales order entry.
Address specific markup logic for categories (e.g., fittings vs. larger items).
The initial implementation will only include three bins: Receiving, Warehouse Storage, and Staging. The bins should align with their existing warehouse setup for simplicity.
Two Warehouses:
Warehouse 1 (Del Zotto): Will use the three bins mentioned above.
Warehouse 2 (Ramseyville Overflow): Only requires a default bin for bulk overstock items. No detailed bin management is planned here for now.
Current Picking and Shipping Workflow:
Items are picked from Warehouse Storage and moved to Staging before shipping.
Items in Staging should not count as available inventory in the system.
Future Bin Tracking:
Full bin tracking will be delayed until users are ready for the added complexity. Future tracking should include capturing the exact bin (e.g., mezzanine, outside) where items are stored.
Items shipped or picked up will need to have their statuses updated in the system for tracking purposes.
Implementation Tasks for Bin Management:
Set up the three bins in Warehouse 1 and one default bin in Warehouse 2.
Ensure that inventory adjustments happen as items move between bins (e.g., from Receiving → Warehouse Storage → Staging).
Test workflows for creating pick tickets and warehouse shipments to ensure smooth operations without bin tracking.
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2. Sales Orders and Inventory Tracking
Order Status Tracking:
Introduce a status bar to visually display where the order is in the fulfillment process. This should include:
Open (Order placed but not processed).
Staging (Picked and packaged, waiting for shipment).
Shipped (Left the warehouse).
Closed (Finalized and removed from inventory demand).
Handling Staging Area Inventory:
Items moved to the Staging bin must reflect in the system as “not available” for other orders.
Orders left in Staging for extended periods (e.g., two months) should remain open until shipped or picked up.
Canceled Orders:
Retail orders that are canceled before payment can be deleted.
Orders with payments must remain in the system, marked as Closed, and retain any associated records.
Implementation Tasks:
Configure status tracking logic for orders in GoldFinch ERP.
Test inventory updates as items move from Warehouse Storage → Staging → Shipped.
Ensure canceled orders no longer impact inventory forecasts or demand.
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3. Account Record Types
New Record Types:
Rename “Customer Group” to Parent Project to align with terminology used in their workflow.
Add two new record types: Retail Customer and Retail Contractor.
Retail Customers are general consumers (e.g., DIY buyers, website orders).
Retail Contractors are bulk purchasers who qualify for pricing discounts.
Parent-Child Structure:
Each Parent Project will be linked to associated child accounts (e.g., individual orders or tasks under the main project).
Implementation Tasks:
Update record types in Salesforce and align with GoldFinch ERP.
Ensure the data cleanup process for existing accounts is thorough and aligns with the new structure.
Provide training on using and maintaining the new record types.
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4. Sales Pricing and Markups
Pricing Logic:
Raw materials (items) have a minimum markup of 70% over the last paid landed cost.
Certain categories have higher markups (e.g., small fittings may have a markup of 120%).
Bulk Pricing Updates:
Eric wants the ability to update pricing for categories of items in bulk rather than adjusting prices individually.
The system should calculate sales prices dynamically based on the last paid landed cost.
Sales Price Records:
Automate the creation of sales price records for components:
Three groups: Preferred, Established, Contractor.
Use percentages (e.g., 20%, 22%, 25%) applied to the standard price for each group.
Implementation Tasks:
Build logic to apply markups dynamically based on categories or last paid landed costs.
Test the creation of sales price records for components using bulk import functionality.
Configure GoldFinch to allow manual overrides where needed for specific customer pricing.
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5. Kit Items and Bill of Materials (BOM)
Display Logic for Kits and Components:
On sales orders, display both kit items and their components. The components should show individual prices derived from their BOM, while the kit item serves as an informational header.
On invoices, display only the components unless the customer specifically requests the kit details.
Editing and Customization:
Users should have the ability to:
Edit components on sales orders.
Remove unwanted components from kits at the sales order or quote level.
Implementation Tasks:
Configure BOM explosion logic to display components under their parent kit on sales orders.
Set up rules for when components and/or kits are visible on invoices.
Provide users with tools to edit exploded BOMs directly on sales orders.
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6. Customer Behavior & Data
Handling Cancelations:
For retail quotes/orders without payments, deletion is acceptable.
For orders with payments, refunds must be processed, and the order should be marked as Closed in the system.
Retention of Canceled Quotes:
Retain canceled quotes for future reference, as customers may return to proceed with the order.
Implementation Tasks:
Test workflows for order cancelations and refunds.
Train users on when to delete versus close orders.
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7. Sales Price Automation
Automation Plan:
Create logic to calculate sales prices dynamically from the standard price using the percentage discounts:
Preferred: 20% off.
Established: 22% off.
Contractor: 25% off.
Avoid manual updates to sales price records where possible by using triggers or workflows.
Implementation Tasks:
Develop automation to calculate sales prices directly on sales orders.
Test price population logic to ensure discounts are applied consistently.