SOP Orders

 

  Clean Order Pack must consist of:  

• Partner PO matching FD quote 
• FD quote to partner   
• CRM Status must be on Forecast – Done by salesperson 
• Finance approval from Accounts – Done by Salesperson 

• When proof of payment has been sent for COD partners, funds clearance confirmation from accounts – Done by Salesperson.  
• Resellers purchase order 
• Completed order form with full end user and reseller details. 
• Cart / Vendor quote where applicable  
• Any supporting documents to be attached as per vendors requirements. 

• Additional instructions to be clearly stated on the body of the mail. 
• If order is below 5% GP or loss and Multiyear Deals not billed in full upfront, GM approval needs to be sent with order pack – Done by Salesperson 
• Special Vendor terms need to be communicated  

* Ops will push back to Salesperson if the order pack in not complete

 

Sales Responsibility: 

• Finance discussion should begin early in Sales cycle.
  When validating the quote, the following check boxes needs to be checked with your partner.
  1. Customer received Quote 
  2. Customer understands Quote 
  3. Customer happy with Pricing 
• It’s sales responsibility progress quote from identified to validated, qualified, and forecasted. If GP% Check notes must be added it must be done by the salesperson.  Only in extreme situations and necessary approvals will Ops assist with the CRM workflow.   
• It is sales responsibility to ensure your customer not on hold and has sufficient credit or has paid and funds has cleared if they are COD.  If they don’t have enough credit, work with Jerome’s team to get credit approved. By the time an order gets to procurement, the hold should ideally be lifted to avoid delays in the ordering process.  Note; when an account is on hold, it can be due to insufficient credit or overdue payments.  Sales need to ensure the hold is removed and assist with getting the customer to action whatever is required. 
• Salesperson to be available and involved until your orders have been confirmed and placed and accepted by the vendor. Ensure the necessary follow ups are done with procurement until order confirmation has been received. 
• Provide any additional instructions that needs to be communicated to procurement.
   

Operations Responsibility:  

• Once clean order pack has been received Ops will double check all is correct. 
• Ops responsibility will progress quote to the Identified 
• Ops will create SO (once sales have progressed to forecast) by Syncing to Sage 300 ERP. 
• If SO, is still on hold, Ops will send to order release attaching approval received from Sales.  If order is not on hold the order will be sent directly to procurement.  

• Ops to follow up if no feedback is received that order has been released.  
• Once order has been released Ops will forward clean order pack to procurement and sales are included on all communications to ensure visibility on the order progress.  

* Ops will push back to Salesperson if the order pack is incomplete and credit checks has not been done.  

 

Accounts Split: