1. Salesperson has to check final products and quantities in the SO. If some products have been cancelled, Salesperson has to delete them from SO table. Deleted products will be available in 'Revisions' tab and searchable in other sections in the System. Dosages and packaging must be 100% correct.
2. Salesperson has to check if prices and vendors in the SO table are final and are the best fit at this moment. If this information is not updated, Purchasing Dept. will see wrong vendors and will have to handle wrong POs created by the System automatically after SO confirmation.
3. Salesperson has to check CBM information in the SO table. All the products in the SO must have CBM information displayed. This information has to be accurate and in case it has not been confirmed with Purchasing Dept., Salesperson has to send a task to Purchasing Dept. to confirm the CBM. Please refer to SOP ‘Handling CBM’.
4. After CBM information is final and confirmed, Salesperson has to determine whether there is space in the container left. If so, Salesperson must suggest to the Customer to either increase the quantities of any of the current products, or add another product to the order. Otherwise, Customer can leave the container with empty space but it is not recommended as the goods can move around while at sea and AdvaCare will not be responsible for any damaged cartons.
5. Salesperson has to make sure the quantities are increased to fill cartons fully if this was not done before. If quantities have increased to fill the last carton, Salesperson has to inform the Customer and regenerate the Accounting invoice.
6. Salesperson has to double check the Payment Terms, Payment Policy and Customer information as all future documents will inherit the information from the SO (Invoice, Sales Contract).
7. After all the information has been checked and adjusted, if necessary, Salesperson has to click 'UPDATE PA' for Purchasing Dept. to be able to see the most recent and final data.
Note:If Sales Contract has been already signed by Customer prior to the final products’ list and their quantities and Customer has already provided with a signed copy of the Sales Contract, Salesperson has to create an Appendix to the signed Sales Contract which will consist of the final products and quantities.
(Refer to ‘Handling Appendix to Sales Contract’ SOP).