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- Print the order acknowledgement – one copy to be spindled to the customer (with expected delivery dates) & one copy

to be printed & attached to the INT order. Remember to print out another copy and the Picking List if the product is

going in CK Van
- Warehouse will receive a picking list for the CK items only; they will input a consignment number & despatch at the end

of the day if they are being delivered via courier.
- Purchase order processing; print the purchase order and send to the supplier via email unless it is a supplier who require

orders processed online – If unsure, please refer to page 80 in the red book.

- Confirm direct deliveries; purchase order processing > order processing > goods received/despatched > confirm direct
delivery goods received > display > select order & save.

- Sales order processing > All items must be despatched on the system > print invoice > send to customer.

- Order complete.

Deferred Payments.

Due to us not being able to advertise livestock levels for all items, this procedure is in place to prevent taking payment for
items that are not readily available.
If you are processing any internet orders, you need to log onto SagePay and release the funds once you have checked
stock & completed the relevant security checks. Upon releasing the payment, you can then process the order on the
system. You will need to print out the successful payment page once you have released the funds and staple it to the
order documents so that the accounts department know we have successfully taken the payment.

- If the item/s are in stock & the order has passed the security checks, you can then release the full amount to match the
online order we have received.

- If the item is out of stock but the customer is willing to swap to an alternative product you can release the payment and
adjust the amount you need to take. You can only take a lower amount; you cannot take more than what the customer
originally submitted. Therefore, you will need to take the card details for any additional payments required.

- If the customer is not willing to accept an alternative item / the order cannot be processed due to stock or other valid
reason you can abort the payment. You must get this signed off by a line manager prior to aborting the payment. Once
authorised by a line manager, the order must be shredded.

- There is a possibility that when you come to release the payment that it may fail if the funds are no longer available
from the customer’s account. In this case you need to contact the customer to advise the payment has not been
successful and take the full payment from the customer.
At the end of each day you need to check if there are any outstanding deferred payments waiting to be deferred or
aborted. This should work alongside the shop admin & end of day checklist. To access this, go to;

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Red Book Revision 7 12 November 2019
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