Chapter XVI: Introduction (4)

3. Explain how the manner of packing and the description given affect the classification of an article.

4. What is your understanding of _class rates_?

5. What are _commodity rates_, and what factors usually govern the establishment of a commodity rate?

6. By whom are rates prepared, and by what body must they be approved before they become effective?

7. Explain how the routing of a shipment may be influenced by the existence of a commodity rate.

8. If called upon to organize a shipping department for a manufacturing concern in Dayton, Ohio, whose product is shipped to all parts of the United States, what steps would you take to secure freight tariffs?

9. Outline a system for filing these tariffs.

10. What index would be required?

11. If shipments were confined to cities of 10,000 population, or over, in two states, how would you arrange a rate file covering these towns only?

12. How would you keep a record of the classifications of the goods shipped by your house?

13. Describe the method you would use for recording commodity rates applying to your product.

14. What is your understanding of the term _basing point_, and why is a knowledge of basing points necessary to the successful shipping clerk?

15. Discuss the proper method of filling orders to insure promptness.

16. How should shortages be taken care of?

17. Discuss the question of checking shipments, including a method that will insure against errors in delivery.

18. Describe a system for handling freight claims, illustrating the forms you would use.

19. How should claims be handled from an accounting standpoint?

20. Describe the necessary routine in entering and filling orders in a mail-order house shipping all goods by express.

21. Describe a simple system of handling deliveries in a city retail store.

22. Suggest a method that will insure against goods being sent to the wrong section of the city.

23. How would you handle a delivery when the driver fails to find the customer at home?

24. What special precautions are necessary in handling C.O.D. deliveries?

25. If a customer asks to have goods delivered to him at a railway station before train time, what special provision should be made to insure delivery?

REVIEW QUESTIONS

ON THE SUBJECT OF

CORRESPONDENCE AND FILING

1. What are the usual duties of the incoming mail clerk?

2. Make such suggestions as you deem advisable relative to the handling of correspondence after it reaches the department for which it is intended.

3. Suggest a method of handling interdepartment correspondence to insure promptness.

4. Discuss short cut methods which will aid in the handling of correspondence.

5. What method of obtaining copies of correspondence would you recommend for a house having an average of 300 letters a day? Give reasons for your recommendations.

6. Discuss the advantages of having all stenographers in a large house in one department, in charge of a chief stenographer.

7. Describe and illustrate the forms for the necessary records of the stenographic department.

8. Discuss the advantages or disadvantages of a central filing division over departmental filing.

9. What are the duties of a file clerk? Name the essential qualifications of a file clerk.

10. State your understanding of _vertical filing_.

11. What, in your opinion, are the special advantages of vertical filing over other methods?

12. Describe and show the necessary index cards for _numerical_, _alphabetical_, _geographical_, and _subject indexing_.

13. Suggest conditions which would make each of these methods advisable.

14. Which method do you consider best for the average office?

15. What special suggestions can you make relative to filing correspondence of salesmen, branch offices, and customers from whom a large number of communications are received?

16. Discuss the filing of orders and invoices.

17. How would you file documents? Credit reports?

18. To provide suitable indexing, how many guides should be used for a file containing 1500 folders?

19. What provision should be made for transferring correspondence?

20. What are the special advantages of sectional filing cabinets?

REVIEW QUESTIONS

ON THE SUBJECT OF

BUSINESS STATISTICS

1. What are the functions of the statistical department?

2. Into what two classes are commercial costs divided?

3. How are sales costs classified? To what class does the railroad fare paid by a traveling salesman belong?

4. How can a record of goods received be obtained by the statistical department?

5. How should this information be recorded?

6. What special purpose does this record of purchase serve?

7. What is the first record required in figuring profits on sales? How is it obtained?

8. Why is a record of goods returned by customers needed by the statistical department?

9. How would you provide for a record of a salesman's sales of a single commodity? Illustrate.

10. Illustrate and explain the form you would use for a record of a salesman's total business.

11. In tabulating sales, how would you treat the sales of the mail-order department?

12. Discuss the proper method of distributing general sales expense.

13. What facts are shown by a record of the total sales of a single commodity? Illustrate the form you would use to bring out these facts.

14. Why are properly classified departmental sales records of importance?

15. Discuss the subject of trading statements and illustrate a form for such a statement.

16. Why is a record showing the profits on the business of a customer, of value? Illustrate a form for a condensed record.

17. What classes of expense are included in the term _administrative_?

18. Illustrate and explain a suitable form for a daily record of the work of a clerk in the mailing room.

19. What is the purpose of a daily mail report? Illustrate the form you would use.

20. Explain, and show necessary forms for a system designed to maintain an accurate check on the postage account.

21. Illustrate and explain a form for a weekly postage report.

22. In preparing a summary of administrative expense, distributed by departments, on what basis would you distribute the item of insurance on office furniture and fixtures?

23. Prepare a profit and loss statement (using your own figures) showing profits earned by each of four departments.

24. On what basis have you distributed administrative expense in the above statement?

INDEX

INDEX

A

Addressing machines 321

Addressograph 323

Administrative and industrial organization 11-59
chart of organization 16
charting salary and wage distribution 38
committee system 50
departmental 26
duties defined
of individual workmen 36
of office employes 36
employment department 33
expense distribution chart 40
oral orders cause confusion 56
physical arrangement 44
sales division 30
suggestion plan 55
uniform blanks 58

Advertising committee 53

Advertising contracts 80

Advertising periodical 78

Advertising and sales organization 61-124
advertising information 63
copy proofs 70
cut indexes and tracers 68
designs and cuts 65
outdoor advertising 92
periodical advertising 78
checking returns 83
contracts for 80
orders for insertion 83
rate cards 78
printing orders and tracer 71
sales department 94
branches of 95
mail order 96
personal salesmanship division 112

Advertising and sales organization
sales records 120
street car advertising 91
systems and records 63

Advertising and salesmanship 93

B

Back orders 199

Branch house credits 144

Business organizer 11

Business statistics 287-329
administrative costs 308
commercial costs 308
daily mail report 312
postage record 313
stationery and supplies 315
weekly mailing report 315
weekly postage report 315
statistical department 287
customer's profit records 303
department sales 297
expense distribution 295
mail orders 295
records of shipments 289
returned goods 291
sales costs 288
salesmen's records 292
total commodity sales 297
trading statements 299
value of profit figuring 303

C

C.O.D. deliveries 224

Chart of expense distribution 40

Chart of salary and wage distribution 38

Charting the organization 16

Checking shipments 200

Chief accountant 29

Chief engineer 32

Chief stenographer 29

Class rates 186

Collections 148

Collection systems 152

Committee system
advertising committee 53
departmental factory committees 51
general factory committees 51
job bosses 52
organization committee 53
sales committee 52

Commodity rates 186

Comptroller 28

Correspondence copying 243
carbon copies 244
mechanical copiers 244

Correspondence and filing 231-285
copying correspondence 243
correspondence short cuts 238
filing division 254
filing equipment 278
filing helps 276
filing systems 257
mail 231
miscellaneous filing 271
stenographic division 247

Correspondence short cuts 238
complaints and changes of address 241
dictating by number 238
form paragraphs 238
making corrections 243
requisitions 240
stenographer's reference index 242
talking machines for dictation 239

Credit man 31, 127

Credit organization 127-180
branch house credits 144
collection systems, 152
card tickler 155
cash receipts 167
collecting from the ledger 159
collector's card 171
collector's receipt 172
cross-indexing 155
duplicate invoices 152
filing contracts, 171
handling drafts 162
installment collections 162
installment ledger 166
installment register 165
local collections 158
monthly statements 157
collections 148
credit man 127
financial statements 130
information required 128
information for retailers 133
mail-order installment collections 172
account 175
follow-up 176
by attorneys 178
recording credit information 140
card transcripts, 141
filing 140
sources of information 135
local correspondents 136
mercantile agencies 135
retail credit reporting agencies 138
traveling salesmen 137

Credit organization, recording 140

D

Departmental organization 26

E

Expense distribution chart 40

Export shipping 204

Express shipments 215

F

File clerk 255

Filing, miscellaneous 271
clippings 275
correspondence of temporary value 272
credit reports 276
documents and legal papers, 274
drawings and maps 275
invoices 273
orders 272
salesmen's correspondence 271

Filing equipment 278
metal files 283
transfer files 282

Filing helps 276
guiding 276
sorting 277
transferring 277

Filing systems 257
flat files 258
indexing methods 262
alphabetical 264
geographical 265
numerical 262
subject 267
vertical files 259

Filling orders 196

Financial statements 130

Folding machines 324

Form letter records 101

Forms
alphabetical vs. numerical filing 270
alphabetical subdivisions 265
attorney's collection card 178
attorney's collection register 177
back order blank 200
blank used for interdepartment correspondence 57
border on label to indicate routing 220
box envelope for clippings 64
box file 66
branch office
credit application 146
credit inquiry blank 148
credit notice 147
card for a classified record of purchases 111
card for combined daily and monthly follow-up 107
card for commodity rates 193
card for follow-up 104
card for follow-up claims 211
card for follow-up of dealer and inquirer 119
card for publication inquiries 84
card file for a classified customer's list 109
card file for railroad tariffs 189
card index for classification 192
card record of reports received and credit granted 145
card tickler for collections 154
cash receipt book for installment collections 166
chart of
apportionment of salaries and wages 41
corporate manufacturing enterprise 17
corporate trading enterprise 21
departmental authorities 27
expense distribution 42
working authorities in a manufacturing business 19
working authorities in a trading business 23
checking card used for record of sales 86
claim account card 213
collection card for
alphabetical cross-indexing 155
cross-indexing by date 156
each invoice 153
synopsis of entire account 157
collector's card 170
combination cabinet 280
condensed profit-and-loss statement by departments 320
condensed rate card 191
confirmation of telegram 253
contract for installment sales 163
copy of invoice for statistical department 291
credit agency report card 143
credit card for retailer's use 145
credit information folder 141
cross-index to tariff file 190
customer's financial statement 131
daily mail report 312
daily and monthly record of salesmen 123
daily report of installment accounts for collector 168
daily tabulation of sales by departments 122
delivery boy's call tag 223
delivery sheet 222
delivery tag 224
departmental comparative trading statement 304
departmental distribution of work of stenographic division 251
detailed record of form letters mailed 98
distribution of administrative expense 318
document file 274
document file envelopes 274
drawing file 275
file drawer 65
floor chart for filling orders 198
floor plan of a modern administrative building 49
folder for freight claims 210
follow-up card with alphabetical tab 105
follow-up card with movable tab to show dates 106
general credit information card 144
general credit report card 143
geographic alphabetic filing 266
index to creditors for attorney 180
index card for
numerical filing 264
record of advertising rates 79
record of designs and engravings 68
indexing firm correspondence for numerical filing 264
installment contract register 164
layout of a typical manufacturing plant 46
ledger card 216
ledger for installment accounts 165
local correspondent's report blank 137
loose-leaf ledger cross-indexed for due dates 160
loose-leaf ledger for mail-order collections 174
loose-leaf scrap book sheet for engravings 67
mail-order collection card 175
monthly recapitulation of daily sales reports 122
monthly record of purchases of customer 108
monthly trading summary 302
notice of attempt to deliver 227
notice of inquiry sent to salesman with blank for his report 120
office record of C.O.D. items 226
order blank 201
for insertions of advertising copy 82
packer's slip 202
perpetual stock for printing 75
post-card notice of attempted delivery 228
post-card receipt for cuts 70
prepaid shipping sheet 218
quadruplicate draft form 161
receipt for installment collections 172
record of
correspondence on back of follow-up card 212
costs and sales 88
purchases and profits of customer 305
sales advertisement 89
sales by an agent or dealer 124
sales of a department divided as to commodities 300
sales resulting from form letters 100
salesman's sales arranged by commodities 294
salesman's total sales 296
shipment of street car cards 90
street car contract and net cost 91
total sales of one commodity 298
register of merchandise received 290
register of sales 214
report of labor in the mailing room 310
report of returned goods 292
requisition for correspondence 241
routing package labels 203
salesman's comparative sales statement 307
salesman's customer's report blank 138
salesman's report of call and follow-up 118
salesman's report of calls in each town 116
schedule of monthly insertions in periodicals 81
shipping order and label made at one writing 217
shipping order for printing 77
sorting tray 277
special C.O.D. delivery book 225
special delivery tag 228
special delivery tag for department store 229
special invoice folder 273
specific report on industrial calls 118
stenographer's weekly record of work distributed by departments 249
subject and alphabetical folder 268
subject indexing and cross-reference 267
summary of supplies drawn 317
tab folders 266
tally of sales for small mail-order house 234
tracer card for drawings and cuts 70
traveler's route card 115
traveler's weekly statement of expenses 121
triplicate form for printing 73
triplicate statement for collection 158
vertical file drawer equipped as a tickler 102
voucher for postage 313
weekly report of mailing department 316
weekly report of postage used 314
working chart for employes 37
Freight claims 208

Freight tariffs 188
filing 188
indexing 190

G

General manager 28

I

Installment collections 162

J

Job bosses 52

K

Keying form letters 97

M

Mail
departmental distribution 235
distributing incoming mail 233
interdepartment correspondence 237
opening mail 231
sorting mail 232
Mail orders 96
classification of sales 110
cross-indexing alphabetical file 106
cross-indexing chronological file 105
follow-up systems 101
card follow-up 103
tickler method 102
form letters 96
lists of customers 107
Mail-order installment collections 172
Mailing-room machinery 321
addressing machines 321
folding machines 324
letter-printing machines 327
mailing machines 325
Mercantile agencies 135

Mercantile business, organization of 20

O

Organization
administrative and industrial 11-59
advertising and sales 61
applied to small business 20
characteristics of 14
of mercantile business 20
objects of 14
Organization committee 53
Organization principles, universal application of 22
Outdoor advertising 92

P

Periodical advertising 78

Personal salesmanship 112
expense accounts 120
follow-up of dealers and salesmen 117
reports of calls 115
routing salesmen 114

Purchasing agent 33

R

Rate cards 78

Retail advertising returns 89

Retail credit reporting agencies 138

Retail delivery system 219
C.O.D. deliveries 224
delivery sheet 222
delivery tag 220
routing deliveries 221
special deliveries 229
undelivered goods 227

Routing salesmen 114

Routing shipments 194

S

Salary and wage distribution, chart of 38

Sales committee 52

Sales manager 30

Sales records 120
daily 121
monthly 123
salesmen's 123

Shipping clerk 184
class rates 186
classification index 192
commodity rate file 193
commodity rates 186
condensed rate file 191
freight tariffs 188
information required 184
routing shipments 194

Shipping department 183-229
back orders 199
checking shipments 200
export shipping 204
express shipments 215
filling orders 196
freight claims 208
retail delivery system 219
shipping clerk 184

Special deliveries 229

Statements
accounts receivable 132
bills receivable 132
cash on hand 132
due for borrowed money 133
due for merchandise 133
due from stockholders 133
liability as surety 133
merchandise 132

Stenographers 247
"don'ts" 252
hints for 252
records of work 248

Street car advertising 91

Superintendent 31

T

Transfer files 282

TRANSCRIBER'S NOTE

-Obvious print and punctuation errors were corrected.