Invmemo 12-31-09
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INTEROFFICE MEMO To: CC: From: Date: Subject:
Mathew, Mike K., Paul M., Michael R., Tony C., Henry, Jeff G., Greg/Lisa D., Tonya, Ramona, Sunshine, Beth, Paul S., Felix, Gigi, Brenda, James, Linda S., Stacey, Renee SE, CS, BB, AR, JA Susan White Friday, November 20, 2009 Physical Inventory – Saturday, January 2, 2010
Tallapoosa plant will complete 2009 year-end physical inventory on January 2, 2010. Ticket entry will be performed on the same day. Assignments Susan White will be in charge of the physical inventory. The purpose of the physical inventory is to count all materials on hand and to value these at current cost. Responsibilities are delegated to the department managers, whose presence is mandatory, and then to other employees who perform the counting and complete inventory tickets. The inventory process will be monitored by internal auditors, who will conduct spot checks and provide support. External auditors from McGladrey & Pullen LLP will also be on-site. Raw Materials to be inventoried All inventory items must be counted. Raw materials are all items eventually used in production that have been purchased and not yet been consumed in Great Plains. All back flushed RAW components in use must be counted as RAW providing the MO receipt has NOT been entered. When in doubt, ask your supervisor, an internal auditor, the Purchasing Manager or the Operations Analysis Manager. Purchased materials should not be scheduled for delivery for week of Dec. 28th unless absolutely necessary for manufacturing. Manufacturing/Production The Plastic Department (continuous operation) will be manufacturing during physical inventory. As of the present time no other manufacturing is scheduled. All RAW components in use on semi-finished (SFG) will be inventoried as raw materials. The MO receipt for the manufactured items will be entered in the system on the next scheduled workday. The finished items will be kept at production equipment with a note stating “DO NOT INVENTORY” to eliminate the possibility of the item being counted twice. Basic Inventory Completion Method All departments will be issued three-part Physical Inventory Tickets preprinted from Great Plains for items where quantities exist in their departments (bins). The quantity must be filled in by the assigned inventory crew. The tickets will be affixed to the items using the adhesive label “DEC 2009”. After all items are counted the internal audit may take place in manufacturing. Associates must report the quantity in the correct UOM as listed on the ticket. If any item is consumed or shipped after the ticket has been created then the ticket will be counted as zero. If the item is relocated then the original ticket is voided (or zeroed) and a handwritten PIT must be created. All semi finished goods (in process) items that are configured as back flushed must be counted as RAW (i.e. MO receipt has not been entered). An inventory list will be available from Great Plains, if needed. WIP to be inventoried WIP items are items defined as Work in Process. These items have an assigned item number and are used as a component for a finished good item or part of the pull system. These items will have a preprinted ticket providing a move ticket receipt has been entered into the system before cutoff time. WIP FIN received
All completed items must have the MO Receipt entered as soon as possible, but no later than January the 2nd at 7:30 am. The database will be locked at 7:30am and the Historical Report and Snapshot will be created immediately thereafter. Auditors All auditors will return a log sheet identifying all audited items as documentation. This sheet will specify the number of items to audit. This will be 15% of the items per manufacturing area and 10% in the warehouse area. Auditors
Greg Price or Lisa Day Henry Bosshard Jeff Glaze James Westmoreland Michael Roberson Tony Collins All auditors will audit approximately 35 tickets each. Departments will be assigned by Michael Roberson.
The tentative audit count is listed below (as of 11/20/09): Bin Export 11-2009 AREA 252 253 254 256 257 258 259 266 9111 9999 266-IDS Offsite Whse Whse <= 100 GT Audit Percentage
JW
MK
MT 76 39 108 52 16
PM
13 107 379 19 162 29 4 4
120
0.6 15%
18 15%
699 104. 9 15%
630 46 857 85.7 10%
GT 76 39 108 52 16 13 107 379 19 162 29 4 630 46 1680 209
Warehouse area will complete two complete cycle counts in December prior to physical inventory. Note:
All consumptions are reduced from manufacturing bins which are indicted in green highlight above. The shipping bin is specified as 9999, stock items are located in bin 9111 until moved, and all receiving and returns are posted to bin 58.
Page 2
It is very important that an accurate physical inventory be achieved. Product Part Number Identification Special care must be given so that the correct part number is reported. When handwriting tickets, be sure to include Inventory date, Location, Quantity, UOM, Description, Type, MO number if possible, Item number and counted by. When inventorying items with the preprinted tickets, fill in the counted quantity and counted by fields. 2009 Physical Inventory Timetable (all times are approximate) Responsible OA Plan Mgr. Susan OA Plan Mgr. Susan Purchasing James/Stacey
Description Inventory meeting to address any concerns and review inventory procedures Raw mat. Projection for balance of year from OA Plan & Mgrs to Purchasing Do not schedule deliveries of RAW items unless absolutely necessary Create print ticket export for bin range Michael R. 6000-8999 Systems/Felix *Print tickets for Whse bins 6000-8999 All Mfg Cutoff for requisitions & mfg returns Whse Paul Begin counting whse 8am-8pm Whse Paul Continue counting whse 5pm-8pm Whse Paul Customer Returns/Receiving COMPLETED Whse Paul Continue counting 5:00-8:00 pm if necessary Whse Paul Complete shipping. Send email to acctg. Invoices posted to occur on 12/31/09 or Acctg NY 01/01/10 if completed after 8pm Purchasing JW Offsite inventory MR/OA Plan Mgr Create print ticket export for all remaining bins Print all remaining tickets (after invoices have Systems/Felix been posted for 31st) OA Planning & Update PIT file with counts selected others Physical Inventory - target completion is 3pm for All counting and 6pm for variances Do not post any receipts after this time! All DB will be locked at 7:30am OA Plan Mgr./SW Create PIT and historical snapshot report OA Planning/ Review PIT & account for all Physical Inv. OA Mgr SBW Tickets Systems Variance report created by Systems Gigi/Paul S. Mgrs./MR ** Review and verify variances with Mgrs. OA Plan Mgr. Provide file to systems for integration SBW Systems Integration - estimated completion TBD by Gigi/Paul S. Systems
Day
Date
Time
Thursday
12/17/09
11:00:00 AM
Friday
12/18/09
12:00:00 PM
Monday
12/28/09
12:00:00 AM
Monday
12/28/09
3:00:00 PM
Monday Tuesday Tuesday Wednesday Thursday Thursday Thursday
12/28/09 12/29/09 12/29/09 12/30/09 12/31/09 12/31/09 12/31/09
4:00:00 7:00:00 8:00:00 5:00:00 2:00:00 5:00:00 6:00:00
Thursday
12/31/09
8:00:00 PM
Thursday Friday
12/31/09 01/01/10
5:00:00 PM New Year's Day!
Friday
01/01/10
New Year's Day!
Saturday
01/02/10
Throughout day
Saturday
01/02/10
6:00:00 PM
Saturday
01/02/10
7:30:00 AM
Saturday
01/02/10
8:00:00 AM
Saturday
01/02/10
3:00:00 PM
Saturday
01/02/10
4:00:00 PM
Saturday
01/02/10
5:00:00 PM
Saturday
01/02/10
8:00:00 PM
Saturday
01/02/10
10:00:00 PM
PM AM AM PM PM PM PM
* All physical inventory tickets must be printed with date of 01/02/10. ** After verification, a Variance Report will be emailed to systems for the integration. The integration will create transactions to increase or decrease the inventory levels in GP based on counted quantities. Focus Factory Managers to remain on-site until variance discrepancies have been researched and resolved.
Page 3
There will be a complete cross check on 01/01/10 for items transferred TO or FROM bins 60008999. If new items are found, there will be a ticket created at that time or if item has been consumed or shipped, the ticket will be counted as zero. Inventory Teams Responsible
Bins/Inventory Teams - TBD
Mathew
252 Flexo 253 Paper II 254 Metal 256 K-Seal 257 Cattle back 266 Badge 266-IDS 259 Plastic 258 Turkey lifter
Mike K.
Ticket entry
Brenda Williams/Linda S. /Renee - warehouse Sunshine Goodman – Mathew areas, assist other planners, whse Tonya Adams/Ramona – Mike K. areas, assist other planners, whse Beth Owen – Badge, IDS, assist other planners, whse All variances over $500.00 - counts must be verified for accuracy
Support + Advice
Susan White, Michael Roberson
Page 4
Mathew, Mike K., Paul M., Michael R., Tony C., Henry, Jeff G., Greg/Lisa D., Tonya, Ramona, Sunshine, Beth, Paul S., Felix, Gigi, Brenda, James, Linda S., Stacey, Renee SE, CS, BB, AR, JA Susan White Friday, November 20, 2009 Physical Inventory – Saturday, January 2, 2010
Tallapoosa plant will complete 2009 year-end physical inventory on January 2, 2010. Ticket entry will be performed on the same day. Assignments Susan White will be in charge of the physical inventory. The purpose of the physical inventory is to count all materials on hand and to value these at current cost. Responsibilities are delegated to the department managers, whose presence is mandatory, and then to other employees who perform the counting and complete inventory tickets. The inventory process will be monitored by internal auditors, who will conduct spot checks and provide support. External auditors from McGladrey & Pullen LLP will also be on-site. Raw Materials to be inventoried All inventory items must be counted. Raw materials are all items eventually used in production that have been purchased and not yet been consumed in Great Plains. All back flushed RAW components in use must be counted as RAW providing the MO receipt has NOT been entered. When in doubt, ask your supervisor, an internal auditor, the Purchasing Manager or the Operations Analysis Manager. Purchased materials should not be scheduled for delivery for week of Dec. 28th unless absolutely necessary for manufacturing. Manufacturing/Production The Plastic Department (continuous operation) will be manufacturing during physical inventory. As of the present time no other manufacturing is scheduled. All RAW components in use on semi-finished (SFG) will be inventoried as raw materials. The MO receipt for the manufactured items will be entered in the system on the next scheduled workday. The finished items will be kept at production equipment with a note stating “DO NOT INVENTORY” to eliminate the possibility of the item being counted twice. Basic Inventory Completion Method All departments will be issued three-part Physical Inventory Tickets preprinted from Great Plains for items where quantities exist in their departments (bins). The quantity must be filled in by the assigned inventory crew. The tickets will be affixed to the items using the adhesive label “DEC 2009”. After all items are counted the internal audit may take place in manufacturing. Associates must report the quantity in the correct UOM as listed on the ticket. If any item is consumed or shipped after the ticket has been created then the ticket will be counted as zero. If the item is relocated then the original ticket is voided (or zeroed) and a handwritten PIT must be created. All semi finished goods (in process) items that are configured as back flushed must be counted as RAW (i.e. MO receipt has not been entered). An inventory list will be available from Great Plains, if needed. WIP to be inventoried WIP items are items defined as Work in Process. These items have an assigned item number and are used as a component for a finished good item or part of the pull system. These items will have a preprinted ticket providing a move ticket receipt has been entered into the system before cutoff time. WIP FIN received
All completed items must have the MO Receipt entered as soon as possible, but no later than January the 2nd at 7:30 am. The database will be locked at 7:30am and the Historical Report and Snapshot will be created immediately thereafter. Auditors All auditors will return a log sheet identifying all audited items as documentation. This sheet will specify the number of items to audit. This will be 15% of the items per manufacturing area and 10% in the warehouse area. Auditors
Greg Price or Lisa Day Henry Bosshard Jeff Glaze James Westmoreland Michael Roberson Tony Collins All auditors will audit approximately 35 tickets each. Departments will be assigned by Michael Roberson.
The tentative audit count is listed below (as of 11/20/09): Bin Export 11-2009 AREA 252 253 254 256 257 258 259 266 9111 9999 266-IDS Offsite Whse Whse <= 100 GT Audit Percentage
JW
MK
MT 76 39 108 52 16
PM
13 107 379 19 162 29 4 4
120
0.6 15%
18 15%
699 104. 9 15%
630 46 857 85.7 10%
GT 76 39 108 52 16 13 107 379 19 162 29 4 630 46 1680 209
Warehouse area will complete two complete cycle counts in December prior to physical inventory. Note:
All consumptions are reduced from manufacturing bins which are indicted in green highlight above. The shipping bin is specified as 9999, stock items are located in bin 9111 until moved, and all receiving and returns are posted to bin 58.
Page 2
It is very important that an accurate physical inventory be achieved. Product Part Number Identification Special care must be given so that the correct part number is reported. When handwriting tickets, be sure to include Inventory date, Location, Quantity, UOM, Description, Type, MO number if possible, Item number and counted by. When inventorying items with the preprinted tickets, fill in the counted quantity and counted by fields. 2009 Physical Inventory Timetable (all times are approximate) Responsible OA Plan Mgr. Susan OA Plan Mgr. Susan Purchasing James/Stacey
Description Inventory meeting to address any concerns and review inventory procedures Raw mat. Projection for balance of year from OA Plan & Mgrs to Purchasing Do not schedule deliveries of RAW items unless absolutely necessary Create print ticket export for bin range Michael R. 6000-8999 Systems/Felix *Print tickets for Whse bins 6000-8999 All Mfg Cutoff for requisitions & mfg returns Whse Paul Begin counting whse 8am-8pm Whse Paul Continue counting whse 5pm-8pm Whse Paul Customer Returns/Receiving COMPLETED Whse Paul Continue counting 5:00-8:00 pm if necessary Whse Paul Complete shipping. Send email to acctg. Invoices posted to occur on 12/31/09 or Acctg NY 01/01/10 if completed after 8pm Purchasing JW Offsite inventory MR/OA Plan Mgr Create print ticket export for all remaining bins Print all remaining tickets (after invoices have Systems/Felix been posted for 31st) OA Planning & Update PIT file with counts selected others Physical Inventory - target completion is 3pm for All counting and 6pm for variances Do not post any receipts after this time! All DB will be locked at 7:30am OA Plan Mgr./SW Create PIT and historical snapshot report OA Planning/ Review PIT & account for all Physical Inv. OA Mgr SBW Tickets Systems Variance report created by Systems Gigi/Paul S. Mgrs./MR ** Review and verify variances with Mgrs. OA Plan Mgr. Provide file to systems for integration SBW Systems Integration - estimated completion TBD by Gigi/Paul S. Systems
Day
Date
Time
Thursday
12/17/09
11:00:00 AM
Friday
12/18/09
12:00:00 PM
Monday
12/28/09
12:00:00 AM
Monday
12/28/09
3:00:00 PM
Monday Tuesday Tuesday Wednesday Thursday Thursday Thursday
12/28/09 12/29/09 12/29/09 12/30/09 12/31/09 12/31/09 12/31/09
4:00:00 7:00:00 8:00:00 5:00:00 2:00:00 5:00:00 6:00:00
Thursday
12/31/09
8:00:00 PM
Thursday Friday
12/31/09 01/01/10
5:00:00 PM New Year's Day!
Friday
01/01/10
New Year's Day!
Saturday
01/02/10
Throughout day
Saturday
01/02/10
6:00:00 PM
Saturday
01/02/10
7:30:00 AM
Saturday
01/02/10
8:00:00 AM
Saturday
01/02/10
3:00:00 PM
Saturday
01/02/10
4:00:00 PM
Saturday
01/02/10
5:00:00 PM
Saturday
01/02/10
8:00:00 PM
Saturday
01/02/10
10:00:00 PM
PM AM AM PM PM PM PM
* All physical inventory tickets must be printed with date of 01/02/10. ** After verification, a Variance Report will be emailed to systems for the integration. The integration will create transactions to increase or decrease the inventory levels in GP based on counted quantities. Focus Factory Managers to remain on-site until variance discrepancies have been researched and resolved.
Page 3
There will be a complete cross check on 01/01/10 for items transferred TO or FROM bins 60008999. If new items are found, there will be a ticket created at that time or if item has been consumed or shipped, the ticket will be counted as zero. Inventory Teams Responsible
Bins/Inventory Teams - TBD
Mathew
252 Flexo 253 Paper II 254 Metal 256 K-Seal 257 Cattle back 266 Badge 266-IDS 259 Plastic 258 Turkey lifter
Mike K.
Ticket entry
Brenda Williams/Linda S. /Renee - warehouse Sunshine Goodman – Mathew areas, assist other planners, whse Tonya Adams/Ramona – Mike K. areas, assist other planners, whse Beth Owen – Badge, IDS, assist other planners, whse All variances over $500.00 - counts must be verified for accuracy
Support + Advice
Susan White, Michael Roberson
Page 4
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