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Questions and Answers
Who must approve a discount if an exception occurs in the documentation?
What is required from the Sales Person when processing an order?
In the case of a discount matrix application, who checks and approves the documentation?
If a discount is to be forwarded for booking, who can only reduce the discount?
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What action is required if there are exceptions that need ZSH approval?
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What is the maximum time frame allowed for the entire process to be completed?
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Who will receive an email notification regarding the approval of the customer code creation?
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Where will the Original Approved Copy as per checklist be preserved?
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What item is prepared and notified to the customer through email and SMS?
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What document is supposed to be kept at the Regional Office?
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Study Notes
Customer Order and Approval Process
- Orders must be submitted by the Sales Person on the same day they are received.
- Documentation includes a signed request similar to a National ID for Sub-Area and RSI approval.
- ZSH, Sales, and HOS/HKAM play pivotal roles in checking and approving orders.
- In cases of documentation issues or requested discounts, approval from higher management (HOSM and COO) is required.
Discount Approval Hierarchy
- Discounts can only be reduced and forwarded by HOS as per the hierarchy matrix.
- A discount matrix is referenced for calculations and authorizations.
Dealer Opening Procedure
- Once approved, required forms include the Dealer Opening Form, Customer Code Creation Request Form, and necessary documentation (Trade License, NID, TIN).
- TCD-SS Team raises a ticket for customer code creation, notifying involved parties via email and SMS.
- A congratulatory letter detailing terms and conditions is issued to new dealers.
Documentation and Record Keeping
- Original approved documents are stored at the corporate office; photocopies are kept at regional offices.
- An audit log is maintained in ERP to track customer status changes.
Customer Follow-up and Communication
- Follow-up visits should be conducted monthly or bi-monthly as feasible, ensuring proper backlog maintenance in the system.
- Sales personnel are responsible for logging customer interactions and follow-ups for performance review.
Market Research and Project Visits
- KAM Sales Personnel must visit all new projects within their territories, maintaining a comprehensive project database.
- Key information collected includes project name, authority details, estimated costs, product categories, project duration, and main contacts.
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