Welcome to the Team!
We're excited to have you join Norris Utilities. This guide covers everything you need to know for your first day and beyond. Take your time reading through each section, and don't hesitate to ask Aaron if anything is unclear.
1 Portal Access
Operations Portal URL
Bookmark this link — it's your daily starting point:
https://acnorris17.github.io/norris-ops/
This portal contains all shipping tools, dashboards, document generators, and external links you'll need.
Key Pages to Know
- Shipping Log — Track all outbound shipments and carrier info
- PO Tracker — Monitor purchase orders from issuance to invoicing
- Mission Control — Daily priorities and active tasks
- Shipping Documents — Generate and access shipping docs, BOLs, packing lists
- CB Dashboard — Your personalized task view
2 Daily Workflow
Check Mission Control
Start each day by reviewing the day's priorities and any new tasks assigned to you.
Review Shipping Log
Check for pending shipments that need processing or tracking updates.
Process New Orders
Review incoming POs, verify details, and update the PO Tracker accordingly.
Coordinate with Carriers
Schedule pickups, confirm delivery windows, and update tracking information.
Generate Shipping Documents
Create BOLs, packing lists, and delivery confirmations as needed.
End-of-Day Update
Log completed work in the Operations Journal and flag any pending items for tomorrow.
3 Shipping Process — Step by Step
When a New Order Comes In
- Receive the PO — Orders come via email, phone, or directly in QuickBooks. Log every PO in the PO Tracker immediately.
- Verify Product Availability — Check inventory and confirm we can fulfill. If items are backordered, notify the customer immediately.
- Create Shipping Document — Use the Shipping Documents page to generate the appropriate document (BOL, packing list, etc.).
- Schedule Carrier Pickup — Contact our carrier partners (primarily freight for large items, FedEx/UPS for smaller). Confirm pickup date and time.
- Update Shipping Log — Log all shipment details: carrier, tracking number, estimated delivery, customer contact.
- Notify Customer — Send tracking information to the customer via email with expected delivery date.
- Follow Up on Delivery — Monitor tracking and confirm successful delivery. Note any issues immediately.
4 QuickBooks Invoicing Rules
Invoice Creation Guidelines
- Invoice Timing: Create invoices after shipment confirmation, not before
- PO Reference: Always include the customer's PO number in the invoice
- Terms: Standard terms are Net 30 unless otherwise specified by Aaron
- Shipping Charges: Add freight costs to the invoice (if customer-paid)
- Tax: Apply appropriate sales tax based on shipping destination
QuickBooks Access
Access QuickBooks Online at: quickbooks.intuit.com
Aaron will provide your login credentials separately. If you're locked out, contact him immediately.
5 What Needs Aaron's Approval
Always Check with Aaron Before:
- Discounts or Price Adjustments — Any deviation from listed pricing
- Extended Payment Terms — Anything beyond Net 30
- Large Orders ($10,000+) — Verify inventory and shipping arrangements
- New Customer Accounts — Credit terms for first-time customers
- Returns or Refunds — All return authorizations require approval
- Vendor Payments — Any payment to suppliers or contractors
- Equipment Purchases — Office supplies over $100, any equipment
6 Key Contacts
7 Quick Reference Links
You've Got This!
The first few days are always a learning curve. Don't worry about memorizing everything right away — that's what this guide is for. Bookmark it, refer back to it often, and remember: asking questions is always the right move.
Welcome to Norris Utilities!