Harmless Harvest Priorities and how you

fit in
Key Performance Indicator for Harmless Harvest as a company:

Order Fill Rate Did we deliver what the customer wanted when they wanted it?

Your role is key in achieving this

We need accurate PO information

Purchase Orders drive production planning & transportation

arrangements
Missing a PO
Entering the incorrect quantities
Entering the incorrect pick up date (usually due to not understanding the different
customers)
ex: If we miss a PO then we wont have planned for it and could risk not being able to fulfil
the order
ex: If we have the wrong Pick-up date, production might not have been scheduled
accordingly and also transportation could be incorrect

Daily Tasks
Monitor Orders mailbox for POs
When a PO comes in add it to the WPOS and Quick Books
Respond to the customer and copy orders e-mail confirming the receipt of the PO and
including a summary of quantities
If the PO is already in the systems search the mailbox for the PO number and inform Diana Please
do not make any changes until Diana has confirmed it is ok

If the e-mail is from a buyer requesting something or any other issues, you dont need to
respond. However, if someone (usually Diana) hasnt responded then bring it up to
Diana. (With time you will know what is urgent and what isnt so you can help monitor
and prompt responses in the timeframe needed)
If you see orders for Cinnamon Clove or Dark Cocoa Please let Diana know

Verify all shipments

Ensure all BOLs are received and match PO If discrepancy check with Diana
Close out any back-ordered or old POs

Run Open Order Report in QB, verify and distribute

Maintain folder for every co-packer with BOLs for movements

Weekly Tasks
Wednesday PM
Verify we received all expected POs
Send Diana an e-mail regarding POs that werent received so she can follow up

Thursday
Verify we received POs that were missing

Friday

Enter POs into CIS

Send HPPFS PO Pick Lists
Send Burris PO Pick lists
Put together financial update and review with Diana
Billed up to Friday + Open Orders

Costco Critical Customer 4packs

(trays)
Garden Grove (serves LA area) - Co-packer: Mira Loma

Weekly POs (sometimes 2 a week)

Tuesday and Thursday delivery date
DC is 30 minutes from Mira Loma
Pick-up at the facility and delivery to DC are same day (FTL Full truck load)

Hawaii Co-packer: Mira Loma

Weekly Pos (sometimes 2 a week)

Tuesday and Thursday delivery date
DC is 30 minutes from Mira Loma
Pick-up and delivery is same day (usually with the Garden Grove PO)

San Diego Co-packer: Mira Loma

Weekly POs
Thursday delivery date
DC is 30 minutes from Mira Loma
Pick-up and delivery is same day (usually with the Garden Grove/Hawaii PO)

Dallas (New!) Co-packer: Mira Loma

Not sure on ordering pattern yet (would prefer bi-weekly)
Delivery via LTL (less than full truck load, cheaper but a bit more complicated)
Pick up date on WPOS needs to be discussed with Diana

Costco Critical Customer 4packs

(trays)
Garden Grove (serves LA area) - Co-packer: Mira Loma

Weekly POs (sometimes 2 a week)

Delivery (not always on the same day of the week)
DC is 30 minutes from Mira Loma
Pick-up at the facility and delivery to DC are same day (full truck load FTL)

San Diego Co-packer: Mira Loma

Weekly POs
Delivery not always on the same day of the week
DC is 30 minutes from Mira Loma
Pick-up and delivery is same day (usually with the Garden Grove PO)

Tracy (Bay Area Costco) Co-packer: Mira Loma (might change)

Weekly POs
Pick date 1 day before delivery day (ie. 6/25 delivery date, 6/24 pick date)

Dallas Co-packer: Mira Loma

Not sure on ordering pattern yet (would prefer bi-weekly)
Delivery via LTL (less than full truck load, cheaper but a bit more complicated)
Delivery date on Wednesdays

UNFI West Critical Customer

Warehouse
Moreno Valley
Lancaster
Aurora
Rocklin
Ridgefield
Auburn

Where
CA - LA
TX
CO
CA Northern
WA
CA Northern

Co-packer
Mira Loma
Mira Loma
Mira Loma
Mira Loma (might
change)
Mira Loma
Mira Loma (might
change)

SKUS Ordered
8oz, 16oz, Tea
8oz, 16oz
8oz, 16oz, Tea
8oz, 16oz, Tea
8oz, 16oz, Tea
8oz, 16oz

Weekly POs
Pick-up at Mira Loma on THURSDAYs (early AM 3am to 6am)
All POs go to Moreno Valley DC and then are cross-docked by UNFI to other DCs
Default co-packer: Mira Loma
Order is filled from Mira Loma with a combination of product from Mira Loma and HPPFS

UNFI East Critical Customer

Warehouse Where
Hudson
Valley
NY

Co-packer

Greenwood

Indiana

Stay Fresh

York

PA

Stay Fresh

Racine

Wisconsin

Stay Fresh

Iowa City

Iowa

Stay Fresh

SKUs
Ordered

Stay Fresh

Stay Fresh
Sarasota
WeeklyFLPOs
Atlanta
Delivery
PAFresh
on Fridays (2am) Leaves Burris, CT on Thursdays (P/U date)
GA to York,
Stay
All POs go to York, PA and then are cross-docked by UNFI to other DCs
Dayville
Connecticut Stay Fresh
DefaultNew
co-packer: Stay Fresh
Hampshire
Stay Fresh
Chesterfield
Order is
filled from
Burris Cold (warehouse) with a combination of product from Stay Fresh
and Fresh Bev

Doras Critical Customer

Weekly POs
Pick-ups on Saturdays
Default co-packer is Stay Fresh
Filled out of Burris Cold Storage
We monitor their inventory closely to ensure there are no OOS
Open and flexible to multiple partial deliveries
Because of flexibility Must ensure POs are updated to match what was actually
shipped so the billing is clean
SKUs ordered: 8oz, 16oz, tea, BIBs, growlers

DPI 3 DC

DPI and Drake Farms (So-Cal to Denver and Washington)

Billing address is the same for all 3 DCs, need to look for Ship to Address
Rebecca Ontario Pick ups on Monday Will check with transportation company
Cathy Tulatin and Rock Mountain

Natures Best Pick up on Friday

from ML

CIS
Only 8 oz inbounds from HHT are a bit different all others
are easy Florian will explain you 8 oz
Be aware of format of PO creation
For GF format is HH(space) 4 digit Cont. N0. (space) FRZ
For HHT format is HHTC#3 digit Cont. No.(space) FRZ
If different format is entered Scheduler cant find it

Important Contacts
Ken Kerns, Johana Roque, Chris Costa Burris (Invoices
and BOLs)
Millard Mira Loma BOLs
Courtney, Tuan, Brenda HPPFS BOLs
Andrea Stay Fresh BOLs
Dave Fresh Bev BOLs