VENDOR CREATION FILE SETUP FILE TYPES Inventory Training Module 2 NCDPI Transportation Services September, 2014
INVENTORY VENDORS There are multiple vendor sources for purchasing inventory and supplies for your transportation facility as listed below. Statewide Term Contracts Lea Approved Sources Local Parts stores Bus Manufacturers Specialty bus parts companies Examples Follow NCDPI Transportation Services September, 2014
Statewide Term Contracts North Carolina Department of Administration Division of Purchase and Contracts NCDPI Transportation Services September, 2014
STATEWIDE TERM CONTRACTS EXAMPLE CONTRACTS 055ASchool Bus Seat Covers 060AAutomotive, Industrial Parts and Supplies 060BBatteries, Automotive, Buses 060CFilters, Oil, Air, Automotive 070CBuses, School, Conventional 070DBuses, Activity NCDPI Transportation Services September, 2014
LEA APPROVED VENDORS Vendors designated by the LEA or local school board as a primary source for inventory. Independent owned parts stores Local companies NCDPI Transportation Services September, 2014
LOCAL PARTS SOURCES There are many chain stores available to purchase service parts. Examples Napa Pep Boys Auto Zone Advance Auto Parts ECT!!!! NCDPI Transportation Services September, 2014
BUS MANUFACTURERS School Bus Body specific parts BlueBird IC Bus Thomas Built Bus NCDPI Transportation Services September, 2014
SPECIALTY BUS PARTS COMPANIES Bus Parts Inc. Kennedy Bus Parts Southern Classis Seating Carolina Thomas ECT!!! NCDPI Transportation Services September, 2014
VENDOR FILES Electronic or paper versions of the following are important to assist in purchasing for each vendor. Product line Sheet for each vendor Invoice file for each vendor to be used for: Reference for price comparison Good reference for future warranty of purchased items Important for audit purposes (LEA Finance Officer or DPI) NCDPI Transportation Services September, 2014
Vendor Filing System Example of Vendor files NCDPI Transportation Services September, 2014
Vendor Filing System Example of individual Vendor files NCDPI Transportation Services September, 2014
VENDOR FILES File Setup Vendor contact names Direct contact phone number or address Establish a relationship and know who will handle issues related to ordering, prices and warranty NCDPI Transportation Services September, 2014
VENDOR FILES Warranty Warranty Policies for all items but especially steering, brakes and other safety related items. How to file claim with vendor How replacement parts are handled How liability is handled in the event of accident related to purchased item. NCDPI Transportation Services September, 2014
VENDOR FILES Core File Certain items carry expensive core charges, how are they handled? Core File may cover multiple vendors for tracking purposes Understand how to track the core to insure reimbursement is received when core returned. NCDPI Transportation Services September, 2014
VENDOR FILES Vendor Freight Charges “note in the file” Question charges related to freight or shipping cost. Possible free freight such as with State Contracts, most offer free freight for specific dollar purchases. Some non contract vendors offer the same. NCDPI Transportation Services September, 2014
Summary Vendor issues are handled much easier and there are big savings to be realized by creating these types of files and by having simple items identified up front as related to Vendors. These tips can be incorporated into most inventory programs to enhance what you are already using or may be used as a framework in the event no procedures are in place. Please watch for future Training modules NCDPI Transportation Services September, 2014