Standard Operating Procedure – IODP Ship Store ALOs
November 2018 January 2019 - v.368T
The IODP Ship Store is a private account managed independently of any TAMRF accounts. Currently Christina PeeryJaime Smith (front desk receptionist), in coordination with the ALOs, does the ordering; the Account Supervisor is currently Valeria Day. Store items are kept in three locked cabinets in the UTS. Store items have AMS part numbers in the IODPS ship location. There is an IODP Ship Store folder in the ALO Folder.
I. Start of an Expedition
Retrieve IODP Ship Store items from shipments and place in drawers.
Confirm counts, receive them in AMS and, if necessary, update items in AMS.
Create new expedition spreadsheet and fill out beginning stock.
Update Order Form with items available and place in order form box across from Imaging Office.
Optional: Place bin with representative samples of store items in the Pubs Office for people to view and try on sizes. Keep track of the items placed there.
Open the IODP Ship Store (send an email to shipboard participants with instructions).
II. During the Expedition
- Fill store orders and place in the Pubs Office for pick-up.
- Enter orders in the spreadsheet.
- Update the order form as items sell out.
- Update AMS and notify shore based ALO of sales periodically so new stock can be sent for the next expedition. Pay attention to surface freight deadlines, make sure enough stock is sent to next expedition. Please use the spreadsheet named "IODPS orders" which is on the ALO/IODP store to request quantity to ship for the next expedition
III. End of Expedition activities
- Prepare a list of outstanding store bills and post.
- Collect cash (USD) from customers.
- Tally cash collected and separate out the cash reserved for "Change" for the next expedition (keep small bills, such as $1, $5 & $10 bills for change). Place cash from sales in an envelope with a list of sales from the spreadsheet.
- Do final physical counts on items and update AMS.
V. Port call
- Give the money and sales list to Brad Julson (or designated representative) to return to IODP.
VI. Shore based duties
- Coordinate with the shipboard ALO and shore-based storekeeper Jaime Smith on quantities of items to send to the ship for next expedition.
- Attempt to Only send the bulk of store items in the surface freight as it reduces shipping costs, as we do not have permission to send IODPS items via air freight. Permission is needed from Brad Clement/Mitch Malone in order to send IOPS via air freight.
- Coordinate changes in store items.
- Get Phone Cards from Amazon. Amazon is the only seller of the AT&T International phone cards in the quantities we need. Confirm with IODPS account manager Contact Valeria Day, who has a credit card for this purpose and confirm with her that sufficient funds are available, before placing order. This order does not go through AMS.