An Appendix is an additional document of the Sales Contract between AdvaCare (Seller) and Customer (Buyer). It is a critical attachment to the Sales Contract that states the latest agreed terms of the Sales Contract. If there are any changes from the signed original Sales Contract, whether it be change in products, quantities, packaging, prices or terms, Salesperson must create an Appendix for these changes. The Sales Contract cannot be revised if the Customer has signed and stamped the document. For any revisions to the original signed Sales Contract, an Appendix must be created.
If the Sales Contract has not yet been stamped and signed by the Customer, the Sales Contract can be revised and resent to the Customer.
Note: Technically there is no limitation on the number of Appendixes to the Sales Contract, therefore, Appendix has to have a sequence number. However, Salesperson should limit the Appendixes as many can cause confusion for the Customer.
In a process of handling a sales order, the most frequent cases where the Appendix is needed are:
Change in the Sales Order
Processing stage of the Sales Order
Change in product list
Customer has added or cancelled product(s) before the production is started
Change in the product’s quantity
Customer requested to increase/decrease the product(s) quantity before the production started
Vendor has produced a different quantity from the Sales Contract and Customer accepted the final produced quantity
Change in other Terms in the Sales Contract
It has to be approved by Sales Manager
How to create Appendix to the Sales Contract
1. Locate the relevant SO in the system and make sure it consists of the final product list and quantities.
2. The SO has to be in ‘CONFIRMED’ stage.
3. Click ‘APPENDIX’
4. ‘APPENDIX’ button adds a new tab:
The tab ‘Appendix’ already has a standard template where the highlighted parts in the below screenshot have to be changed according to the Customer’s Sales Order:
For example, in SO1096, the Customer has added an additional product after the order was confirmed:
And in SO1043, Vendors have produced different from the Sales Contract products’ quantities which were accepted by the Customer after the production completion and prior to the shipment:
5. After the template is revised, click ‘Only Appendix’ in “Print” dropdown:
6. Save the exported Appendix in the SO Order Folder and print.
7. Salesperson will give the printed Appendix to the Sales Manager and receive back the signed and stamped documents.
8. Scan the signed Appendix as one .pdf file, merge with the signed Sales Contract and save in the order folder on the server..
9. Send the Sales Contract + Appendix to the Customer by email and request the signed copy.
Note: Depending on the order stage, the production is not allowed to begin or the shipping documents are not allowed to be sent to Customer if the signed and stamped by Customer Appendix consisting the final Sales Order information is not received.
