Handling Document Authentication | Support Advacarepharma

Some documents will require authentication. In the RA, if the “Authentication” checkbox is ticked, it indicates that document authentication, either legalization or notarization will be required. RA Dept. will work to gather these documents and save them in the correct folder for BD Salesperson to check. Once confirmed that the documents can be authenticated, BD Salesperson will send a task to proceed. RA Dept. will be responsible to update the status of each document authentication, by manually typing the status of each document authentication under the tab “Authentication - Status”. Use the following options to keep track of each Site Document:

• Completed: original copies of legalized/notarized documents are received.

• In Progress: documents are currently under legalization/notarization process.

• Draft: documents have not been sent to start authentication process

• [Others]: for Product Documents that have more than 1 product, write a summary of the overall status of authentication.

This SOP details the important steps to follow in processing document authentication.

Checking Authentication Requirements

1. Open the RA.

2. Click on the tab “Authentication”.

3. View the document list and authentication type.

4. If BD Salesperson has not sent a task to inquire on the authentication costs and/or saved the documents under the “Authentication” folder, RA Specialist can take the initiative to confirm this requirement.

5. Following the list of documents under the “Authentication” tab, locate these documents in the Final folder and save a copy in the “Authentication” folder.

6. Send a task to BD Salesperson with the location of the files and confirm whether to proceed with checking authentication requirements.

Checking Authentication Cost with Agent

1. Locate Agent’s information for authentication in the Contacts Module by first filtering the Industry - Registration.

2. Find the contact information of 2 agents that handle document authentication. This information can be found on the “Internal Notes” tab of a contact card.

3. Communicate with the agent via QQ or other methods of communication mentioned in the contact card.

4. Provide the following information to the agent:

• Type of authentication: Notarization/Legalization/Apostille

• If Legalization/Apostille: Provide the intended country to submit the document

• Document Name

• Copy of document: send a scanned copy of the document to be authenticated.

5. Ask the agent to provide the final cost of authentication for each document, estimated time until completion, as well as whether original hard copy of the document will be required.

6. After the information is obtained, inform the BD Salesperson over task.

Confirming the Authentication Process

1. After BD Salesperson has reviewed the information and confirmed all points over task, communicate with the Agent again to confirm the proceeding of the authentication process.

2. Make sure that agent has confirmed in written form that the process will be started and send a task to BD Salesperson to confirm this.

3. Set an activity to follow up with the process completion date.

4. Open the RA Page of this registration. Click “Edit ” and update the status of the document in the Authentication tab to “In Progress ”. If some documents have not been sent to start authentication, update to either “Draft ” or “Others: [Reason] ”. Click “SAVE ”.

Document Authentication Completed

1. Once authentication has completed, Agent will send the scanned copy over QQ.

2. Save the scanned documents in the Registration SO Folder - Final - Authentication with the file name as:

Document Name (Authentication Type)

3. Send a task to BD Salesperson with the link to the files and ask to confirm.

4. After BD Salesperson has replied over task that documents have been confirmed, inform the agent to send the original authenticated documents over mail + the receipt (Fapiao) of the costs.

5. Once the original documents have been received, send a task to Accounting Dept. to make payment of the relevant cost. Tag BD Salesperson in the task as well. At the same time, bring the receipt (fapiao) hard copy to the Accounting Assistant.

6. For the original authenticated documents, put into a clear folder and write on the folder the CUSTOMER CODE + SO#. Keep the file in the drawer next to Logistics Dept. Inform BD Salesperson that file has been kept in the drawer.

7. Update the status of document authentication under RA to “Completed”.

Note: for product documents where there may be more than one of the same document, but not all are in the same status, explain as short as possible using “Others: [Reason]”.

For example: 5 COPPs require to be legalized but only 2 have been finished while two are with the agent and another one is still applied by the Vendor. Update the status as per this example:

Others: 2 Completed, 2 In Progress, 1 Waiting for Vendor.