When registration deposit payment has been received for a registration RFQ, a few things are to be completed to update the information of the existing Distributor, with each detailed step below:
SAVING THE CUSTOMER PAYMENT SLIP
If any payment slips have been received from the Customer, save it in the Distributor folder.
1. Open the Distributor folderstrong - PAYMENTS - PAYMENTS MADE BY CLIENT subfolder.
2. Save the payment slip using the name format:
SOXXXX Registration Deposit Payment Slip
CONFIRMING PAYMENT RECEIPT
Once payment has been received, Sales Dept. Manager will ask for the information of the new distributor. Send the following to Sales Dept. Manager via direct message:
• Link to thestrong DISTRIBUTOR folder.
• Link to thestrong Project/Task.
SENDING NEW REGISTRATION MANUFACTURING AGREEMENT (MA) TO THE CUSTOMER
1. Open the Distributor folderstrong - 3 PARTY MANUFACTURING AGREEMENT subfolder.
2. Locate the previous Manufacturing Agreement signed with the Customer.
3. Check and confirm if all information on the previous MA is still applicable with the Customer.
4. If so, proceed to use the old template and create Appendix 3 of the Manufacturing Agreement by adding a new page on the last page of the old MA.
5. The MA Appendix for new registration can be found in this location:
Z:\Shared drives\AdvaCare Cloud Server\Templates\Business Templates\Manufacturing Agreements
6. Edit the content of the Appendix 3 according to the SO and add relevant information to the new registration as applicable, particularly:
• Parts highlighted in yellow as it often needs to be adjusted.
• The amounts of registration deposit received/to be received as well as applicable refunds for this specific registration must be added in the Appendix.
• The standard MIN ORDER/YEAR is three times of quantities in the SO. If the quantities have been discussed and agreed upon with the Customer prior, adjust the quantities.
7. Print out the Manufacturing Agreement Appendix and ask Sales Dept. Manager to sign/stamp.
8. Scan the signed/stamped MA Appendix, merge with the old MA and create the new copy of MA+Appendix in the same 3 Party Manufacturing Agreement folder. It should be saved with this name format:
[Old SO#] MA with [New SO#] Appendix 3
9. Send the MA+Appendix to the Customer via email.
10. Once the signed/stamped MA + Appendix from the Customer is received, save the final Manufacturing Agreement copy in the 3 Party Manufacturing Agreement folder under this name format:
[Old SO#] MA with [New SO#] Appendix 3 (signed by all)
11. Additionally, open the Customer Card under Contacts, and make sure that the “Manufacturing Agreement” checkbox has been ticked.
UPDATING CUSTOMER REGISTRATION & AUT REQUIREMENTS
If an existing Customer has different sets of registration requirements compared to the previous registration, or is registering a new range of product with different registration requirements, all of this information must be updated in the Contact card. This SOP will list the steps on how to update the Customer’s Required Documents and Authentication.
• “Required Documents” refer to the list of certifications, documents and even samples required in registration.
• “Authentication” refers to the list of documents that require authentication, either through Notarization or Legalization.
Adding the Registration Requirements to Internal Notes
1. Open the Customer contact card.
2. Click “EDIT”.
3. Click on the “Internal Notes” tab.
4. Edit the registration/authentication requirements for changes in the same product range. For a different product range, add a new section under the previous product range and list the new requirements.
Updating Customer Required Documents
1. Open the Customer contact card.
2. Click “EDIT” button.
3. Click on the “Required Documents” tab.
4. Click “X” to remove documents that are no longer required based on the new update. Or, click “Add a line”, type the required document name and select the document.
Note: Do NOT create a new document. If a document is not in the system, ask BD Dept. Manager to add them.
5. Click “SAVE”.
Updating Customer Authentication Requirements
1. Open the Customer contact card.
2. Click “EDIT” button.
3. Click on the “Authentication” tab.
4. Click “X” to remove authentication that are no longer required based on the new update. Or, click “Add a line”, type the required document name and select the document.
Note: Do NOT create a new authentication. If a document is not in the system, ask BD Dept. Manager to add them.
5. Click “SAVE”.