Home Standard Operating Procedures Sales Dept. - Business Development SOPs Confirming a New Registration Points to Verify in a New Registration

Points to Verify in a New Registration

Updated 3 yrs ago | 4 minutes

When a new Prospect/registration Customer has confirmed to proceed with registration of quoted products, BD Salesperson must verify some important details before confirming the final amount of the registration deposit and starting with registration.

Follow these points to verify that all information below is correct both INTERNALLY and for the CUSTOMER:

STANDARD REQUIREMENTS

Points to Verify	Customer	Vendor/Agents/AdvaCare
Product prices	Current SO quoted prices are acceptable and the Customer also informed that prices may slightly change after registration completion.	Quoted PO prices are standard prices from the Vendor, and not discount prices due to for example excess API stock, combined order quantity, etc.
Product list	Confirmed by the Customer that order will be placed after registration completion and that registration is NOT primarily intended for market research or tenders, unless special approval has been granted internally.
Product specifications, packaging and quantities	Confirmed by the Customer to be accurate and in accordance with their distribution plan after registration.	Confirmed by Vendor that the product details can be supported for both current registration and future order.
Vendor Selection on SO		Vendors selected have confirmed all points related to registration and determined as suitable by BD Salesperson.
PA Updated		PA as per final SO is updated for Purchasing Dept.
Payment Terms	Customer has confirmed the standard payment terms (100% TT for registration deposits, 30/70% TT payment terms for the order in the future)
Payment Method		If Customer has suggested a different payment method for Registration Deposit than the standard TT payment to the company’s HK account, BD Salesperson must have already received approval from the Accounting Dept.

REGISTRATION REQUIREMENTS

Points to Verify	Customer	Vendor/Agents/AdvaCare
Overall registration requirements and guidelines	Customer has confirmed to provide the correct and accurate requirements.	BD Salesperson confirms that the requirements are consistent with the information present in the Registration Module - Countries database. In special cases if not consistent, Customer has provided sufficient justification for these discrepancies.
Registration Documents	Final list of registration documents required and will be provided has been confirmed with the Customer.	Each registration document required has been confirmed to be provided by either Vendors/Agents/AdvaCare.
Samples Requirements	Final specifications, quantity and packaging requirements of samples that will be provided have been confirmed by the Customer.	Samples have been confirmed that they can be provided either from Vendors/AdvaCare (Inventory & Printer).
Document Authentication requirements	Final list of documents to be authenticated has been confirmed by the Customer.	Vendors have been informed for documents to be authenticated and RA Dept. have confirmed that said documents can be authenticated by Agents.
Inspection Requirements	If applicable, has been confirmed acceptable by the Customer and the extent in which Inspection processes may involve both sides are understood by the Customer.	Vendors have been informed for any inspections that may occur in the future, and confirmed they will be supported.
Any other requirements	Other requirements that may be brought up by the Customer have been addressed (for example: special requirements to include Customer name on the packaging artwork).	Any requirements from the Vendor side to start with registration have been addressed (for example: target annual quantities of each product for registration)

REGISTRATION DEPOSIT AMOUNT

Note: When handling a Registration RFQ, BD Salesperson may refer to “Reference Prices” for documents, samples, courier, or authentication cost. At this point when Customer is ready to proceed with registration and payment, make sure to double check with relevant departments the “Actual Prices” before proceeding with the Registration SO.

Points to Verify	Customer	Vendor/Agents/AdvaCare
Registration Documents	Customer has confirmed the final costs related to registration document preparation.	BD Salesperson have double confirmed the final costs to be paid to the Vendors/Agents through Purchasing/RA Dept. and the total cost is no more than the costs chargeable to the Customer.
Samples Requirements	Customer has confirmed the final costs related to sample production.	BD Salesperson have double confirmed the final costs to be paid to the Vendors/Printers through Purchasing/Design Dept. and the total cost is no more than the costs chargeable to the Customer.
Document Authentication requirements	Customer has confirmed the final costs related to document authentication.	BD Salesperson have double confirmed the final costs to be paid to the Agent through RA Dept. and the total cost is no more than the costs chargeable to the Customer.
Courier Cost	Customer has confirmed the final costs related to the estimated courier cost for samples/original documents.	BD Salesperson have double confirmed the estimated costs of courier shipments with Logistics Dept.
Inspection Cost	If applicable, have been confirmed acceptable to be covered by the Customer. Often Customers are not aware of the high amount of inspection cost, make sure that they are aware of the estimated cost.	Some Vendors are open to providing refunds/partial refunds of inspection cost. Confirm with Purchasing Dept. if it will be applicable.
Refundable Deposit/Fees to be covered by Advacare	The issue of non-refundable/refundable deposits are clear and transparent with the Customer, and agreed upon.	If any refunds or fees are to be covered by AdvaCare, BD Salesperson must have already received approval from BD Dept. Manager and VP of Sales.

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