When preparing the SQ for the requested products for a quotation, it is VERY IMPORTANT that the Salesperson informs Purchasing Dept. of the required specifications for each product. The reason this is important is because any packaging specification or requirement can affect the price of the product. Therefore, it is important to provide the requirements so the Customer is provided with the right price according to the specifications required for their market.
This SOP will explain how to find these requirements, input these requirements and the revisions of the requirements.
How to find the Packaging Requirements
• For existing Customers that are re-ordering products, the Salesperson can refer to the Order Packaging Details document of each product. If the OPDD cannot be found, the Salesperson can refer to the QC Pictures taken of the product in the last order.
• For existing Customers that are requesting a new product that they have not ordered before, the Salesperson can provide as many details based on the past products ordered. For the information which has not been clarified with the client, the Salesperson must get the information from the Purchasing person for what was quoted from the vendor and inform the Customer for confirmation.
• For new Customers which have been assigned from BD, Salesperson must clarify and confirm all the requirements with the Customer before providing with SQ and starting production.
Where to input Packaging Requirements in SQ/SO
When Salesperson creates an SQ and SO, Salesperson will add products and choose products packaging. Packaging field of products includes information about quantity of pieces in one unit of packaging, for example: quantity of ampoules in one box, or quantity of tablets in one blister and quantity of blisters in one box.
For other information not included in the Packaging, each product line has the field ‘Packaging Requirements’.
1. When adding products to the SQ/SO, add the packaging requirements of the product under Packaging Requirements field. Do NOT add in Remarks field because Purchasing Dept. cannot see this field on their side.
2. Find the Packaging Requirements for Odoo TEMPLATE here: Z:\Shared drives\AdvaCare Cloud Server\sales\ORDER PACKAGING DETAILS (Templates) -----> PACKAGING REQUIREMENTS FOR ODOO
3. Choose the category and form accordingly.
*BOX QUALITY PACKAGING REQUIREMENTS DEPEND ON THE PRODUCT RANGE AND AMOUNT OF TABLETS/BOX (SEE SOP: ORDER PACKAGING DETAILS)
4. Copy and paste the details per form and complete all information.
Updates and changes in Packaging Requirements from Customer side
If the Customer informs Salesperson of any changes to the specifications of a product, Salesperson must update this information in the SO.
1. Identify the change that needs to be made in Packaging Requirements. Salesperson is responsible to change Packaging Requirements in SO accordingly, update the PA and inform Purchasing Person that PA was updated.
2. Send a comment in Task to Purchasing person. Explain the changes.
It is important to understand the Packaging Requirements are in the SO, PA and PO. This means the Vendor will quote and produce the product according to the Packaging Requirements noted.
Updates and changes in Packaging Requirements from Vendor side
If Purchasing Person or Purchasing Dept. Manager informs Salesperson of any changes to the specifications of a product, Salesperson must update this information in the SO.
1. Once a task from Purchasing Dept. is received, if the change in the specifications is accepted and final, Salesperson must change Packaging Requirements in SO accordingly.
2. Click ‘UPDATE PA’.
3. Inform Purchasing Person that SO and PA were updated.
4. If Salesperson does not accept the change and does not use this Vendor price to quote the Customer, there is no need to change the SO as the original Packaging Requirements are still valid.
It is important to understand that all the information in SO must be final and correct at all times, constantly updated and the button ‘UPDATE PA’ must be used to pass the information and keep Purchasing Dept. informed.