The project is set by the Sales Manager to AM to check if an inactive distributor is still in business and has records of import of products in AC product ranges or products AC can supply.
The end goal of the project is to re-engage with a customer that we have been in contact already before for the below mentioned reasons:
Inactive Distributor already knows AdvaCare, it is more likely to get them back rather than approach and close a new customer.
We already know what Distributor is about and can target his needs when trying to re-engage.
Sales Manager is to compile the list of the inactive distributors and assign a decided amount of inactive distributors per /week for the sprint task of 2 weeks cycle.
Salesperson is to check available information on the inactive distributor in Odoo, AC server folders and search on the internet, check the emails of past communication, and possible reasons why the customer stopped working with us. The information we are looking for is:
What product(s) they were inquiring/ordering
The reason why a distributor became inactive/any complaints
Any information on what their product ranges in general are and possible distribution channels
Salesperson is to search by the customer name on EL for import records.
Check if there is any contact information available (sometimes EL can show the BL, consignee info, phone numbers and emails of the related to the company employees)
How to search by company name: [LINK]
Save the gathered contact information in odoo customer page (but first verify it belongs to the distributor)
Check the import records (use a variety of filters for the search) and export/save the records under the Distributor Folder on the server.
How to search by company name: [LINK]
The gathered information will be used to create an action plan for re-engagement:
Check APO Excel Sheet (if applicable, meaning if there were any orders with AC in the past) and prepare the product list.
Check the past communication that may consist of the inquired products (they might be not necessarily quoted or ordered, but mentioned by the distributor).
Check the import record: what the scope of business is now, product specifications and ranges, countries of origin of the products, quantities and values.
After evaluating this information, the Salesperson will send a Summary task under the project with the gathered information and suggested action plan to submit to the Sales Manager.
Sales Manager will add comments and suggestions and send a task for approval to the Sales Director. Salesperson will follow this template to send a task:
Products ordered before with us
Products quoted before
Reasons why the distributor is inactive
Active website? WhatsApp group? Phone with access to WhatsApp?
EL records available? If any are available, specify the products.
Country exclusivity (do we have an exclusive distributor in this country?)
Prepare and submit an email (tailor-made for the assigned distributor) reaching out to the customer with the included information targeting related to the current scope of business and inquires addressed to AC in the past AC Catalogs, Product Images, Promo (if applicable, or at least a Catalog of Promo Materials).
Follow up on the sent offer. Always try to see if there is any way to find a phone number and contact by WA and calls.
If successfully replied, close it for the RFQ and order. Use SOP Verification Processes - Prices when preparing an RFQ on how to use the gathered data from EL as a reference.
Note: If the customer became inactive, the main reasons being AC fault or the customer is out of the business. Make sure to not only target the customer’s products/ranges but also try to “fix” the negative experience they had in the past and approach them with the solution.