Order Audit Process (Auditor Instructions)

CSRs will manually place all MI, FX, EM or EPR orders with 7 or more lines on ‘HH’ hold code. ***(Do not count component or freight lines; Number of lines subject to change)

Do NOT place Phone Orders on HH hold.

Key Open Dated orders out 3 business days to ship. This will give us time to audit the orders.

If you have a ‘RUSH’ order that needs to ship prior to 3 business days out, notify your supervisor or Group Lead to audit the order ASAP. Anything shipping same day as keyed should be considered urgent.

Remember to release any QO holds and then go back into the order and place on HH.

For PR and HH holds, place the order on HH first and add a header in text 2 stating to place on PR hold after HH hold is released.

Auditor Instructions

Do NOT audit the entire order. Only check for these items:

1. Is the Bill-to/Ship-to correct and were the Account Comments checked?
2. Is the Purchase Order number keyed correctly? If incorrect, check for duplicates.
3. Was the order converted from a quote? If no, should it have been? If yes, is the bill-to/ship-to correct? If they had to cancel and rekey an item or split a line, did they key the quoted price?
4. Are the Ship Dates correct?
5. Did the order have Promo Code, Buyboard or NJPA that was missed?

Errors are emailed to the CSR and their supervisor is copied.  CSR is to make the correction and email auditor back once complete.

The auditor will also log the number of line errors on the Audit 2024 spreadsheet (K:\Customer Service\Auditing Orders\Internal Audit 2024). Just add the number of line errors to the sheet for the CSR based on the day the order was keyed.  Add Note or Edit Note to include the order number, and error reason code.   If a number is already in the column, add your count to that number and Save the Sheet.