Are You Drowning In Paper?

984 words - 4 pages

Are You Drowning in Paper?? I often hear from clients that they thought the computer was going to make their jobs easier, but they seem to be drowning in paper! Most of them are still filing as if they had no computer system.Let's look at a typical supply house's paperflow: Orders are printed on three-part Pick Tickets. One copy is given to the customer, one is kept for a file copy, and one is discarded. If delivered, a copy is kept in the office and two copies go with the truck. One is given to the customer and the other is returned and stapled to the control copy. The orders are invoiced and the copies are filed in customer name order.Invoices are printed on multi-part forms. One copy is ...view middle of the document...

Here's one suggestion for more efficient paperflow: Orders could be printed on two-part Pick Tickets. If the order is picked up, one copy is given to the customer and the signature copy is kept. If delivered, both copies go with the truck (the control copy is in the system). One copy is given to the customer and the other is returned to the office. The orders are invoiced and the Pick Tickets are dropped into a date file.When a signature copy is needed, you look in the system and find the invoice date, then look through the Pick Tickets for that day in your date file. The amount of time spent looking for the few copies needed is more than offset by the time saved in no longer filing by customer.More Paperwork ideas: Invoices can be printed on single-part forms. If a customer requires multiple copies, enter the quantity in the No. of Invoice Sets field in the Customer File (if available).If another copy of the invoice is ever needed, it can be reprinted. If you have auto-fax software installed, invoice copies may be able to be faxed directly to the customer from the Old Invoice Inquiry.Purchase Orders don't need to be filed either in the warehouse or the Purchasing office. If you have auto-fax software installed, the Purchase Order can be faxed directly to the vendor and never printed.When material is received, it can be checked in against the packing list. The receipt can be entered into the system directly from the packing list. If there is a problem reconciling the packing list to the screen, a copy of the Purchase Order could be...

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