A bulletin is a listing of items that have special
prices or are released at specific dates. Bulletins are
usually reviewed for the purpose of promotional events.
The stores decide which items to purchase and promote.
~Regular bulletins - order 2-3 months in advance.
~Major ads – order 5-6 months in advance.
~Merchandising emails budget, bulletin listings, and ad
layouts to stores.
-ACE stores receive advertising and promotional
package (preview of ad).
~Stores make orders for promotional items. Determine the
quantities that they want to purchase.
-Usually based on sales history, price, time frame of
sales, whether or not promotional items are also staple
items, presentation and description of new items.
~Fill in bulletin list.
~Make adjustments to stay within budget.
-Log in to ACENET.
-Click Store Ordering/ Invoice.
-Click Bulletin Order.
-Click Create Order.
-Choose bulletin type.
-Fill out quantities.
-Save as pending.
~Save a copy to computer for record keeping.
~Send to lead managers and merchandising department.
~Lead managers review and make any necessary changes to
the bulletin list. Then, they submit the orders and
email the stores the revised order sheet.
~Store prints out listing of completed orders and
listing of the promotional items purchased.
~Post all order information onto the intranet.
~Place all paperwork into the promotional binder.
Creating Purchase Orders
A report that is reviewed before dropship orders are
submitted. This report lists the weekly-suggested
dropship orders for each store. It is based off of
weekly orders generated. This report contains the
purchase order numbers, the total costs of the orders,
the vendor names and numbers, and shipping instructions.
An item’s order point is the minimum quantity allowed on
the shelf before more is ordered. The ultimate goal is
to optimize order points to ensure enough inventory is
carried to satisfy customer demand while minimizing
overstock, which negatively affects profitability. The
order point is a critical component the computer uses to
generate suggested orders.
The computer calculates an item’s order point by
multiplying average weekly sales by the number of weeks
~The item’s average weekly sales – The
computer calculates this value. You must tell the
computer which months of sales history to use and how
much weighting (emphasis) to place on each month.
~The number of weeks of supply to have on
this number using the item’s ranking codes called
POH Ordering System
POH is the new ACE ordering system in which the entire
ordering process is done through a computer program.
Data is gathered from the point of sales (POS) system
and orders are processed based on this information. The
orders incorporate sale history, quantity on hand, and
calculated weights to determine the correct quantity to
The POI report can be found in the Eagle Browser. The
report contains a listing of the outstanding orders.
These are usually reviewed in the sequence of the oldest
to the most recent. The general rule is that the orders
that are three or more months old must be reviewed and
allotted explanations of why they are outstanding. This
is usually done by assessing the sales and price
histories and comparing them to the order information.
Head Office is contacted and informed of the changes
made to the POI. Head Office, in turn, calls the vendors
to verify explanations.
This usually pertains to sale items that are out of
stock. Special orders are made for theses items and they
are sold at the sale prices to the Customers who have
requested them. In some instances, Customers will
request regular items that are at the time out of stock.
When these items are received, the Customers are
contacted and given a time frame with which they must be
picked up. The items are sold at their regular prices.
Certain product categories are only merchandised during
specific times of the year. These categories are
referred to as ‘seasonal products’ and generally fall
into one of two groups:
~Holidays (Christmas, Halloween, etc.)
~Weather-Related (snow shovels, fans, etc.)
Stores normally order the majority of both of these
categories by bulletin. However, there may be items that
sell greater than the amount purchased through bulletin
and need to be replenished in order to maintain adequate
inventory throughout the season. For this purpose, it is
important that these product categories be set up
correctly in the computer to ensure that they only come
up for reorder when they are in season. The
merchandising department also handles some of the
A good special order system serves a twofold purpose. It
allows you to sell items that are not part of your
inventory and is a good tool for reserving unusual
quantities of products that you do stock. Offering to
special order those hard-to-find items engages your
customer and potentially increases your sales and
Your store cannot carry everything. Special ordering
affords you the opportunity to hear what is on your
customers' minds. It is also one way to be alerted to
the newest and hottest products on the market. A
well-designed special order system familiarizes your
staff with the products your customers want and provides
your store with a quick, efficient process to place and
fill those orders.
promote special orders is to promote add-on selling.
Once you educate your staff to listen to project stories
with an ear for selling additional products, they will
increase sales from your inventory as well as through
the special order channel. Your store will become known
as the place to find unique items and to complete tasks.
Additionally, having a system that spots repeated orders
for the same special product is an intelligent way to
select new items for your every day inventory.
The special order system in the computer will help you
stay organized. For selling specials and collecting
deposits, use the "special order" function. If you
repair screens, windows, appliances, engines, etc., a
similar process, "order" will help you stay organized on
outstanding orders. Lastly, "rainchecks" should be
issued to hold the price until your stock arrives. This
document will focus on special order features.
This demonstrates to your customer that you run a
professional, efficient operation and are committed to
filling their order. You gain their respect and they
receive excellent service. It's just another way to be
Stock Reserve Listing
The stock reserve listing is a listing of all orders
made excluding ACE and bulletin orders. This listing is
printed out and placed in the stock reserve binder
Accessing Stock Reserve Listing
~Log on to ACENET.
~Click on Item.
~Click on Ace Product Search.
~Click on Item Search.
~Click on the Completed Orders tab.