Best practice pooled equipment management:

Transcription

1 Best practice pooled equipment management: Reference Numbers and Proof of Delivery (POD) This paper is part of a series designed to provide an industry perspective of best practice to help standardise and streamline the transactional flow for pooled equipment and improve operational efficiencies and benefits of equipment pooling for the supply chain. The paper outlines best practice recommendations in the use of pooled equipment reference numbers and proof of delivery (POD) and practical steps towards building best practice processes in your organisation. The following areas are covered: Overview of the current environment, Best practice recommendations for reference numbers and proof of delivery, Steps to improving pooled equipment management in your business and working towards best practice. Contributors: Developed by CHEP in collaboration with CHEP customers to help drive best practice in the Australian pooling community. CHEP values the contribution of our customers in developing these recommendations.

2 Best practice pooled equipment management: Reference Numbers and Proof of Delivery (POD) CURRENT ENVIRONMENT The pooling community currently uses various unique references to link pooled equipment documentation with their own documentation and trading partner documentation to facilitate the control and reconciliation of pooled equipment flows. In addition, different parties in the pooling community have different definitions and requirements relating to Proof of Delivery (POD) for pooled equipment movements. COMMON PAINS AND ISSUES EXPERIENCED Variation of practices between trading partners in what is used as reference numbers impacts the awareness, understanding and correct implementation of pooled equipment transfers. Administrative complexity is incurred due to inconsistency in completing dockets, including missing signatures, incorrect referencing and altered dockets. Lack of clarity as to what constitutes an acceptable POD adds complexity to the management of pooled equipment. COMMON GAINS AND OPPORTUNITY AREAS Consistency in reference number usage increases efficiency and simplifies administration of pooled equipment through the supply chain. Increased standardisation builds simpler practices and processes that are better understood and more easily managed and applied. Clarity in what constitutes an acceptable POD simplifies processes and reduces risks.

3 Key recommendations for best practice in the reference numbers and proof of delivery 1. INBOUND MOVEMENTS OF POOLED EQUIPMENT INTO RETAIL Minimum of two copies of transfer / exchange docket to be provided to the retail customer. One copy is retained by the site, the other is given back to the driver. Pooled equipment docket (transfer or exchange), including receiver signature, printed name of receiver, actual date of receipt, registration number of delivery vehicle. of Receiver and Sending Account Reference (Consignment Note number or Sales Order number), refer to table on page four. 2. INBOUND MOVEMENTS OF POOLED EQUIPMENT INTO CARRIER AND 3PL Minimum of two copies of transfer / exchange docket to be provided to the carrier / 3PL. One copy is retained by the site, the other is given back to the sender. Pooled equipment docket (transfer or exchange), including receiver stamp, signed by receiver, printed name of receiver, actual date of receipt, registration number of delivery vehicle, OR Consignment Note incorporating pooled equipment type and quantity, receiver stamp, signed by receiver, printed name of receiver, actual date of receipt, registration number of delivery vehicle. Consignment Note number or Sending Account Sales Order number and Purchase Order number for receiver. 3. OUTBOUND MOVEMENTS OF POOLED EQUIPMENT FROM MANUFACTURER / SUPPLIER / VENDOR Minimum of three copies of transfer / exchange docket to be provided to the carrier / 3PL. One copy is retained by the transporter, one is provided to the retailer and the other is given back to the sender. Pooled equipment docket (transfer or exchange), including receiver signature, printed name of receiver, actual date of receipt, registration number of delivery vehicle, OR Consignment note incorporating pooled equipment type and quantity, signed by receiver, printed name of receiver, actual date of receipt, registration number of delivery vehicle. Consignment Note number or Sending Account Sales Order number and Purchase Order number for receiver.

4 Key recommendations for best practice in the reference numbers and proof of delivery 4. TRANSFER OF POOLED EQUIPMENT DIRECT FROM MANUFACTURER / SUPPLIER / VENDOR TO RETAIL The carrier is responsible for providing the sending account (Manufacturer / Supplier / Vendor) with access to the pooled equipment POD. 5. COMMERCIAL / TRADING AGREEMENTS These agreements should be readily accessible to trading partners and supersede the above best practice recommendations where there are any differences. 6. EQUIPMENT CONTROL ETIQUETTE Recommendations on how to follow best practice in relation to any pooled equipment reference number and/or pooled equipment Proof of Delivery queries between trading partners are contained in the Best Practice Recommendations for Equipment Control Etiquette paper. Available on CHEPedia.chep.com. GROCERY WAREHOUSE - NATIONAL TRANSFER MATRIX Reference required on Transfer Docket Transfer Delayed Days (Automatic EDO Rule) Equipment PTA Sender Create Docket Receiver Declares Coles 33 (Ambient Liquor & Chilled) Pallet 7 (Produce) Pallet 30 Multi Bev Tray 30 D Pallet No Yes Yes 7 Produce Bins ALDI 28 Pallet 14 (Produce) or 28 (Ambient) 7 D Pallet Swing Bar & Gen 1 or Gen 3 Crate 24 Multi Bev Tray No Yes No 15 (Chilled) Pallet Woolworths 30 (Ambient Liquor & Chilled) Pallet 7 (Produce) Pallet 30 Multi Bev Tray No Yes No 30 D Pallet Costco 30 Pallet 30 Plastic Pallet No Yes No Metcash Reference number as per PTA* As per PTA* 45 Pallet 45 D Pallet Yes No No Big W Reference number as per PTA As per PTA 30 (Manual EDO) Pallet Yes No No *Please note: Metcash removed PTA at Huntingwood NSW DC with the Pallet Transfer Process Change from 11/12/2017.

5 Best practice pooled equipment management: Reference numbers and proof of delivery STEPS TO IMPROVING EQUIPMENT MANAGEMENT AND BUILDING BEST PRACTICE PROCESSES IN YOUR ORGANISATION At industry level: CHEP continues to collaborate with Industry groups and customers to promote best practice process and behaviour. At an organisational level: Actively promote and share the best practice recommendations with your trading partners in the pooling community. Develop processes and guidelines to build a good equipment control culture in your organisation. Ensure you and your team are aware of applicable trading rules. Ask your trading partners for these or visit CHEPedia.chep.com for links to trading partner information. Implement processes to help work towards best practice KPIs for transfer and exchange management, and hire balance monitoring. It is recommended to use electronic systems such as Portfolio Plus to manage pooled equipment to simplify processes and reduce the need for separate dockets and reference numbers. Conduct regular stocktake and reconciliation reports CHEP recommends undertaking these on a monthly basis. Investigate any significant change in equipment variance and identify prompt actions to resolve this. Train your staff regularly on equipment management and control processes. Visit CHEPedia.chep.com for tools and recommendations on best practice process and procedures management, team responsibilities and KPIs and for convenient elearning modules on equipment management and control. At a site level: Conduct a Process Review and Gap Audit, and put in place an action plan to close the gaps. Talk to your CHEP Account Manager for help or further information. The steps shown here are valid for small to large organisations, the level of detail will vary depending on the issues and opportunities involved. For advice and assistance in undertaking the above steps ask your CHEP Account Manager or call us on 13 CHEP ( ).