GPI 447 – Analyze a clerk’s job and discover what is wrong throughout the company. What delays are created by other departments, positions or just a lousy job description?
Every employee has problems in their job. These problems have ramifications throughout the firm if left unchecked and unresolved. Supervisors and managers need to probe the problem and correct the flaws in the organization chart that the clerk may not be able to do herself.
Some might incorrectly believe these employees are unqualified. This may be premature unless they are interviewed and questioned openly. Ask them to break down their tasks and explain what is keeping them from finishing specific tasks.
Here are examples of how document problems point to organization problems (Billings Clerk):
Document Problem #1 : Missing proof of delivery signed by customer, required to accompany the invoice
Organization Problem #1 : Company freight driver did not get the receiving clerk at the customer’s facility to sign the enclosed packing list. Hired freight company was not instructed that they would not be paid unless they secured a signed packing list by the customer’s receiving department.
Document Problem #2: Did not receive a packing list copy from shipping
Organization Problem #2: Shipping department is behind in getting paperwork distributed.
Document Problem #3: Missing purchase order from customer; order got shipped without requiring one upfront before shipment.
Organization Problem #3: Sales personnel neglected to get the purchase order from the customer when they had leverage prior to shipping the order.
Document Problem #4: Packing list says we shipped 100 pieces but the order is for 110
Organization Problem #4: Shipping personnel did not count the load before they left the dock so the actual number shipped is unknown.
Document Problem#5 : Invoice must be accompanied by certifications from outside vendor; not received.
Organization Problem #5: Quality control missed the outside certification requirement, shipment was made without it being done. Now shipment must return and go through process again.
Document Problem #6: Packing list says load went to City B but the purchase order states destination was to be City A.
Organization Problem #6: Shipping department assumed the wrong customer location and shipped to the wrong destination. Goods must be picked up and delivered to the correct customer facility, then billings can occur.
Document Document #7: Invoice mailed in without purchase order number, no buyer name.
Organization Problem #7: Purchasing got behind in orders, telephoned vendors for orders and did not follow up with purchase orders issued in the system.
Document Problem #8: Truck arrives in receiving dock but there is no purchase order on file to receive the goods. It is after five and vendor truck is sent home unloaded.
Organization Problem #8: Purchasing neglected to enter a purchase order yet did order the goods verbally on the telephone before leaving for the day.
Document Problem #9: Invoice has price of $110.00 each for 50 items and $325 of freight billed.
Organization Problem #9: Purchase order does not mention freight cost and the price was stipulated as $100.00 each.
Document Problem #10: Invoice has delivery date of 1/15 but there is no receiving report or internal signed packing list.
Organization Problem #10: Purchasing ordered goods, delivery was made but another plant forklift driver unloaded the truck and never completed a receiving report nor looked up the purchase order in the system.
Document Problem #11: Invoice received today with VERBAL written for purchase order.
Organization Problem #11: Purchasing personnel claim they never ordered this load, has not given instructions to this vendor our company procedure banning verbal purchase orders with no PO number assigned.
Document Problem #12: Purchase order copy received but no receiver or invoice ever received.
Organization Problem #12: Purchasing ordered item, vendor shipped the item, unloaded by driver who did not enter receiver, then vendor delayed billing/
Document Problem #13: Accounts payable clerk has invoice that refers to no purchase order and does not mention who bought this material or goods.
Organization Problem #13: Purchasing does not recognize purchase, receiving did not receive it, someone in the plant management office ordered it, charged it to the company and then went to the vendor directly and picked it up himself.
Document Problem #14: Accounts payable receives past due notice on invoice never received first time, no purchase order noted, requisitioner name no longer employed by the company.
Organization Problem #14: Purchasing department does not know who purchased the item, requests proof of delivery, signed by ex-employee just prior to his leaving, items unknown and not normal course of business.