Registration process generally takes longer time comparing with order process. Between RFQ creation and providing quotations from Vendors and confirming the registration weeks or even months might pass by, due to Salesperson having a difficult process of verifying the Customer, negotiating all the terms with the Customer, waiting for Customer deposit payment. Therefore, double checking all details before moving forward is necessary, to remember what was discussed and confirmed before this moment. Checking all product details before starting a new registration is important for several other reasons:
It is important to make sure the product specifications are correct and confirmed with Salesperson;
It is important to make sure product packaging is correct and confirmed with Salesperson;
It is important to make sure that deposit amount is confirmed with Salesperson;
It is important to know whether the product was produced before for Orders, for which Customers, and whether the specifications of product or packaging are the same or different from before.
There are 2 ways to determine whether the product was produced before or not.
Normally information of the previous order will be recorded by Salesperson in task description. Task description will include previous order number, Vendor who produced the previous order, and any additional comments/requirements. If this was not done, Purchasing Person has a right to send a task to Salesperson to check and include this information in task description.
Check the Design folder for situations when the product was ordered before for a different Customer and determine the previous order number: Z:\Shared drives\AdvaCare Design Control
Double check if all details of the registration were discussed and confirmed with Salesperson according to task history:
Product prices, future order quantities;
Product specifications;
Product packaging;
Product samples: quantity, AdvaCare packaging designs or Vendor packaging designs;
Registration deposit amount;
Documents that can and cannot be provided;
Vendor's timeline to provide documents & samples;
Is inspection required? If so, were the guidelines shared and confirmed with the Vendor?
Once all details have been checked, Purchasing Person can move forward to negotiate deposit with the Vendor.