Prerequisites are the set of rules that are required as a prior condition for something else to happen or exist. After a new Lead has replied to a LR (Lead Reply), the assigned person from Business Development (BD) Dept. must clarify all the Prerequisites point by point, which include: Products, Registration/No Registration Requirements, Minimum Order Quantities, Payment Terms, Origin of Products, and Tender/Direct Purchase. These points are necessary to determine whether a Lead is at all suitable to work with us before treating them as Prospects.
To clarify Prerequisites with the Customer, BD Salesperson will prepare an email with all the questions and attach the necessary documents (such as Registration Checklist and Product Catalog). The purpose is to get all the information at once and not spend time back and forth with the Customer.
• Prerequisites are the initial data to confirm with any new Customer to find out Customer’s requirements and interests.
• Prerequisites contain the basic introduction to AdvaCare company and AdvaCare products.
• All 5 points have to be clarified and discussed with every new Customer.
• All 5 points will be included in one email to avoid back and forth with the Customer.
• Prerequisites are the most important part of initial communication with any Customer, which will set the course of future cooperation.
This SOP will describe how to send Prerequisites email to the Customer and explain each of the 5 points of Prerequisites in detail:
• Product List and Minimum Order Quantities (MOQ);
• Registration/No Registration Requirements
• Payment Terms;
• Origin of Products;
• Tender/Direct Purchase
How to send Prerequisites email to the Customer
BD Salesperson needs to prepare Prerequisites email. The email body needs to include CANNED RESPONSE with all the Prerequisites and attached documents (Registration Checklist and Product Catalogs).
1. Prepare the email by clicking the ‘Reply to all’ button in the most recent email from the Customer in Gmail.
2. Copy and paste the relevant CANNED RESPONSE. Canned responses are saved in AdvaCare Cloud Server here:
Z:\Shared drives\AdvaCare Cloud Server\sales\Common Documents for Sales
--> CANNED RESPONSES
• The email generally includes the points including:
• Clarifying product list to start with the specifications
• Clarifying whether Leads will require registration or no registration
• Establishing our standard payment terms (30/70 TT)
• Clarifying our products’ country of origin
• Confirming whether the inquiry is for tenders/direct purchases
3. Include the standard MOQ of the product range/list as per Leads’ interest. The standard MOQ list can be found under this link:
Product List MOQ
Note: When targeting specific Leads, mention to the Customer that the MOQ listed is the standard and that we may provide some flexibility in the order quantities although it will not be in the range of small “retail” quantities. This gives an idea of the general orders that we take to drive out small retailers/individual buyers, while at the same time not limiting further discussions with smaller markets/new distributors.
4. Attach the Product Catalogs.
All AdvaCare catalogs are saved in the following folder in AdvaCare Cloud Server:
Z:\Shared drives\AdvaCare Sales Control\Common Documents for Sales\Catalogs\UPDATED 2020