Continental Kosher Butchers Associate's Training

Objective: To ensure that associates are provided with necessary information on the job and the impact of it to the business, colleagues and ultimately, customers.

Overview:

Continental Kosher Butchers (CKB) - See our Website; Lewis and Son (L&S) - See our Website

General Information –

Who we supply to:

Supermarkets, Small Businesses, Cafes and Private Customers.

However, for VAs we are looking into supermarkets, restaurant, cafes and stockist only.

What we supply:

Meat, Small Goods and Poultry

Where we supply:

VIC, NSW, WA - Fresh

QLD, ACT, SA - Frozen Only

VIC (Victoria):

Local Run - means that orders are delivered next business day. The stores we do local run for are Coles Malvern, Bentleigh, Balaclava, Elsternwick, Woolworths Glenhuntly and etc. We also do home deliveries, deliver to small shops and cafes nearby.

LDJ Run - Gary is our delivery man. The shops under LDJ run are located a bit far from our Malvern premise. These stores are Coles Brighton, Tooronga and Southland, as well as Rainbow Meats Shops.

NSW (New South Wales):

We dispatch three times a week to NSW, every Wednesday, Friday, and Monday the following week. Delivery in stores are made every Friday, Sunday, and Wednesday the following week.

QLD (Queensland):

Since QLD is far from our premise, we ship Frozen meat orders. For supermarkets, there are no fixed schedule on when we get the orders and the dispatch date varies depending on how big the order is. As for Home Deliveries, dispatch fortnightly on Thursday and orders needs to be in by 3PM Tuesday to be delivered Tuesday the following week. Home deliveries to QLD are fresh and we sometimes offer frozen together with the supermarket dispatch.

MAIN RESPONSIBILITIES:

1. Process Orders

Supermarket orders are always the priority.

2. Ring stores to remind for orders

In cases when they are part of your Daily Checklist and you can't see any orders from them.

3. Do end of day papers (EOD)

Make sure that the EOD are sent to different departments who need to see the report.

Processing Orders:

Part I - Get to know the tools!

We supply three big supermarkets, Coles, Woolworths and IGA. We get the orders from Coles and Woolworths in their own portal. As for IGA, they don't have a portal but we still do the orders. Associates will be given access to Zoho Vault to see the following:

The tool we use to upload orders we get is the Orders Portal, may it be from big supermarkets or cafes. This will be accessed through Zoho Vault.

Lastly, some orders will be sent through emails. Associates will have access to a Gmail account.

Wondering what orders to process? Don't worry! One of our Admin Team member in Malvern made a checklist of the usual stores we get orders from. This will be given on the first day of training. Please see some snips below.

The file has different sheets to guide the associate which stores we expect to receive the orders from.

Part II - Let's process the orders!

1. Coles - Since they have a portal, we simply just access the site, download the file, go to Orders Portal and upload. Please watch the video below.

2. Woolworths - The same with how we do Coles but in a different portal. 

3. IGA Rosebay and Lindfield - This store's order comes through the email. We do it quite differently but still easy. Please watch the video below.

4. Manual PO Uploads - Some stores based on the Checklist file comes through as a manual order. Please watch the video below on how to process them.

Important Reminders:

• Minimum order quantity should be $400 all across orders, with the exception of VIC Woolworths stores which we can process $380 and above.

• Make sure that the orders are not duplicate.

• IT PAYS TO DOUBLE CHECK! YOU CAN DO TRIPLE AS WELL .

• ASK QUESTIONS! People in the shop and other associates in the team are approachable.

Ringing the stores:

Part I - Get to know the tools! 

We have two tools that would help in doing follow up call to stores, CRM and Ring Central.

CRM (Customer Relationship Management) is a tool used to store client's details, from phone numbers, addresses to their actual invoice. This is a part of Zoho One and the VA will have access to this.

Another tool is Ring Central. Logins will be given on the first day of training.

Part II - Let's call some stores:

1. In CRM, associate needs to search for the name of the store and call them. Click the green button beside the phone number and you are now able to call. If it won't work, you can copy and paste the number in Ring Central and call.

2. Make sure to note what you have discussed on the call.

3. After noting, make sure to log a call so that it will be saved in CRM. The highlighted ones are important and needs to be filled out.

4. If the call goes through when you click the green button, you don't need to do step 3. There will be a little box found lower right-hand corner and will allow you to note what happened on the call.

6. You can watch this quick video in calling stores via Zoho CRM.

Do end of day papers (EOD):

Part I - Get to know the tools!

Access to the EOD Sheet is necessary, here's the link EOD Checklist. 

Orders Portal is a good reference too when doing EOD.

Part II - Let's do the EOD Report!

1. The dates need to be changed into next business day. For example, today is 29/7/2021, the date in the spreadsheet should be 30/7/2021. On Fridays, it should be Monday of the following week.

2. Put an "X" under Check column beside the store who placed an order on that day.

3. Wait for Malvern team to send the Additional orders that they got from the shop and add it in your EOD Spreadsheet. Add it below Woolworths Westfield, skip one line so it looks good.

4. Once done, download the file as PDF and save in PC (or wherever the associate saves files). Make sure that all items are visible in one page. Name it as EOD Checklist (include the date of the file). Ex. EOD Checklist 24 05 2021.

5. We must prepare four documents: Shop Summary, Steve, Prem, and Poultry list. These are found in Orders Portal. On the date, make sure to use the same date on the EOD Checklist. See pictures below as reference. 

6. Save them as PDF and keep together with EOD Checklist.

IMPORTANT NOTE: Ensure that there are no cuts on the table when you print, specially when we have a lot of orders (usually every Tuesdays).

7. Send three emails.

• To Factory: (Documents: EOD Checklist, Shop Summary and Steve)

0395530303@rcfax.com 

• To Team: (Documents: EOD Checklist, Shop Summary and Steve)

rattlescott@gmail.com

tangrui221@hotmail.com

daniel@ckb.com.au

stephen@ckb.com.au

david@ckb.com.au

mick@ckb.com.au

natalia@ckb.com.au

• To Stephen: (Documents: Prem and Poultry List)

stephen@ckb.com.au 

There are some days of the year that we send some documents to Malvern shop, especially when we are back from holidays (Usually, the Malvern team comes back the next day). In these instances, we extract the following: back, matt, scott, Shashlix, and Shop Summary. Please see image below

Once extracted, send it to 0395099099@rcfax.com with the following format:

• 2 copies of Shashlix

• 3 copies of Shop Summary

• 1 copy of back,matt, and scott list

After sending, wait for a confirmation email from ringcentral to confirm if the docs sent have been sent successfully.

You can watch the video below as a summary of doing the EOD Checklist.

That is it! Enjoy you stay with CKB! ♥

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