Once all points of the new order have been confirmed. BD Salesperson can proceed to confirm the SO following these steps to also create the Proforma Invoice and Sales Contract:
1. Open the SO.
2. Click “EDIT”.
3. Click on the empty Payment Terms field and select the suitable Payment Terms. For first time ordering Customers, the standard Payment Terms is usually one of the following:
• C-30/70 (TT)(IP): 30% down payment/70% balance payment (TT)(Incentive Policy).
• C-100% (TT)(SP): 100% down payment/Any remaining balance payment (TT)(Standard Policy = No Incentive).
4. Click “SAVE” on the top left corner of the SO page.
5. Click “CONFIRM” on the upper section of the SO page.
6. Click “Print” and select the dropdown options “Quotation/Order” and “Proforma Invoice”.
7. The Sales Contract (SC) and Proforma Invoice (PI) for the order will be exported and downloaded to the computer.
8. Check and make sure the information on the PI and SC are correct.
9. Print both documents and ask the Sales Dept. Manager to sign/stamp both documents.
10. Scan the documents and save them in the
RFQ - OFFER folder. Rename the files following this template:
Proforma Invoice - SOXXXX
Sales Contract - SOXXXX
11. Send both documents to the Customer via email. Ask the Customer to sign/stamp the SC and to send the SC back.
12. Once the signed SC has been received, save the file in the same RFQ - OFFER folder with the same name for the initial SC with additional “(signed by all)” on the name, such as:
Sales Contract - SOXXXX (signed by all)
