Closing an order

| 9 minutes

After the Customer has confirmed receiving the original shipping documents and the final balance payment for the order has been received, the order can be closed. To close the order, complete the Closing Order Process Checklist excel sheet. Template is saved here: Z:\Shared drives\AdvaCare Sales Control\Templates.

Note: ALL MUST BE COMPLETED TO RECEIVE PS. If the order is not closed properly, PS will be deducted.
1. Update 'CONTACTS' Module: Internal Notes tab

Internal Notes: Salesperson will update any important information such as new requirements, quality problems, etc.

2. Update 'CONTACTS' Module: Profile tab:

Profile: Salesperson will update RFQ#s (those that have been quoted but did not convert to orders) and SO#s, and any other information relevant to the profile of the Customer.

For existing customers, the template will be already added with some information filled. In the order closing process, Salesperson will update the SO#, and any updated information related to the customer profile.

For a new customer handed over from BD, who places a new order, after the Transition Meeting, the Salesperson will copy and paste the template and fill out the necessary information. In the order closing process, AM is to make sure the template is in place and has been completed.

Note: Salesperson completes the template when the customer handed over from BD is one of the following:
  1. Customer does not require registration
  2. Customer requires registration but is ordering at the same time while undergoing registration. Registration is not completed yet.

BD will fill out the Customer Profile only if the registration is completed and the customer is then handed over to Salesperson for their first order.
NOTE: for all distributors, there is a template for the Customer Profile: See REFERENCE for Customer Profile template .
  1. BRIEF/SCOPE OF BUSINESS:

    2. Type of customer/Buyer Persona

    Note: See the REFERENCE of BUYER PERSONAS: AM
  2. LEVEL OF CUSTOMER DIFFICULTY:
  3. RANGE OF PRODUCTS:
  4. EXCLUSIVITY: what products? Limited?
  5. WHO IS THEIR TARGET MARKET?:
  6. WHAT ARE THE TOP-SELLING PRODUCTS IN THEIR MARKET:
  7. WEBSITE:
  8. RFQ #s:
  9. REGISTRATION #s:
  10. ORDER #s:
  11. PROMO:

    12. REMARKS:

    Salesperson can reference Customer "MRA" Profile tab as an example of how to fill the information.

3. Update 'ALL PRODUCTS ORDERED' excel sheet:

Update the excel sheet accordingly:

  • Add Products, Specifications;
  • Add SO#;
  • Registered facility if applicable
  • Photo of the product
  • Any important information regarding a product, under "COMMENTS".

Find the excel sheet in the "Distributor" folder:

See the SOP Creating and Updating the All Products Ordered Excel Sheet .

4. PDCA/Sales Contract: The final SC must be signed and stamped by both parties with the final order products, quantities and amount. Salesperson must send the SC signed by both parties via email. The PDCA must be signed by the Customer.
Note: Do not send original shipping documents until these 2 documents have been signed and stamped by the Customer.
5. CBM: Check the CBM is final in SO. Compare to the CBM excel sheet.
6. Shipping Cost: The final shipping cost has to be uploaded by Logistics Dept.. Sales person will choose the final shipping cost and adjust the margins to the cost confirmed by the Customer. Salesperson must check to confirm the task has been sent to the Accounting Dept. to add the shipping cost to Customer"s balance.
7. Milestones: Salesperson is to complete Order Milestones under "Opportunity Info" tab. All other milestones must be completed by the related departments. See SOP for Order Confirmed.
8. QC Photos: Salesperson will take photos of the QC finished products sent by the Vendors. The photos will be of the box (top, front, back and sides), form (tablets and capsules should be taken out of the blister), blister, middle boxes, labels, ampoules. All photos should be clear and close up.
9. QC Completed in Odoo/Updated inventory G-sheet: Salesperson will compete QC Delivery section in SO and update Excel G-sheet with inventory information: https://docs.google.com/spreadsheets/d/17mN1c_2iwa19_S9mUVX6n9uEX8jaBaQC8N8qNmWWZQ0/edit#gid=0
10. Feedback Form: Set event on Odoo calendar with reminder. See SOP for Handling Feedback Form .
11. Order Packaging Details: Update the OPD according to the photos and details of the current order. Copy and paste the Order Packaging Details for each product from the "Packaging Design" folder in the "Order" folder to the "AdvaCare Design Control" folder in the server.

Choose the Category:

Choose the Form:

Choose the Product:

Choose the Customer Code:

Choose the 'ORDER PACKAGING DETAILS' folder (if there is no folder with this name, create a new folder with this name) and paste the OPD document:

12. Prepare Order Packaging Details for new products: for any new products which we used a reference OPD, revise the reference OPD with details and QC photos of current order.
13. Send task to Designer, Purchase person, Logistics person and Marketing person to "close the order".

14. Finished product pictures copied to QC folder: The finished product pictures from the Vendors must be copied to the QC folder.
14.1. Find the finished product pictures in the 'Shipping Documents' folder.

14.2. Copy the 'finished photos' folder and paste in the 'QC' folder in 'Distributor' folder.

15. Marketing photos: Marketing will take photos of the QC samples in the lightbox. Marketing will send task to Salesperson when completed. Salesperson will send task to Designer to cut the marketing pictures.
16. QC validation: Salesperson validates the completed QC for each Vendor in SO chatter of the "Delivery" window WH/IN/XXXX. Make sure that the container number of where the QC samples are stored, the number of QC Samples received and all required lines are filled out correctly.

17. Only final SC saved in the order folder, the rest is moved to "old" folder: If there were any revision of the SC and PI, the old documents have to be moved in "OLD" folder under "SALES CONTRACT" folder in the server. Make sure the recent SC and PI remain in the main folder. DO NOT delete the elder versions, but move to "OLD".

Task to Accounting Manager: When all of the above have been completed, Salesperson sends task to Accounting to close the order.

Note: This must be done only after Accounting has sent task to Salesperson that the order has been closed. But checking of QC samples must be done as the samples are received.

18. Finished product pictures are compared with mockups: Sometimes there are changes in mockups done when processing the order. Salesperson needs to check the actual product produced with the mockups that are being saved from this order to the Design folder to match. Send a task to Designs to update the mockups if there is a change.

Most of the time the carton sizes change a lot, so make sure the cartons in finished products pictures match with CBM and mockups.

19. COAs for all products are received: check that we received all COAs for the products in the order and they are saved under the Shipping Documents folder.

20. Promotional Materials Sub-Task is closed by Marketing: check if the sub-task is closed by Marketing Manager

21. Task to Sales Manager: send task as below.

22. Locate SO and click "CLOSE".

Label "CLOSED" Will appear:

23. Move the task stage to "COMPLETED"

24. Make sure all the labels for the orders are in place and the stage of the Project and OPP is correct :

1) OSP label for orders that started based on the OSP Project

2) PRODUCTION label for all completed orders

3) REGISTRATION label for orders where the registration was happening with the order process simultaneously

4) OPP Stage "WON"

5) Order is under "SALES ORDER" stage

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