Samples are required by the clients for various purposes:
1) For registration
2) For quality evaluation
3) For import permit
4) For possible expansion of product range
The following steps have to be followed for sending out the samples to any customer.
Step 1: Salesperson will collect the full information from the client regarding the samples (which products samples are required, quantity, purpose, packaging, etc.) and then check either inventory list or with the Purchasing Dept. (depending upon Customer’s requirement) regarding the sample’s availability.
After checking the details with the respective departments, Salesperson will inform the Customer regarding what can be provided and finalize the sample list.
Step 2: After the Customer has confirmed the samples, Salesperson must check the following costs and inform the client:
a) The courier charges from Logistics Dept. Salesperson must inform Logistics Dept. regarding the destination address, products, carton size and weight through task.
b) Samples production/packaging charges from the Purchasing Dept. (in case samples are specifically produced/packaged).
c) Can the samples be shipped out at all? Check with Logistics Dept.
d) Do the samples require commodity inspection and the time frame with the cost for it (check with Purchaser and Logistics)
Step 3: Once the Customer has confirmed the samples and the cost, Salesperson will prepare the Invoice and ask accounting department to send it out.
Check link here regarding how to prepare the Invoice: Creating SC
Step 4: Once the amount is received, Salesperson will request the samples from the Marketing Dep. (for products from inventory list) or Purchasing Dept. When samples are ready to be sent, they are to be packed in carton following the process of “PACKING THE SAMPLE BOX” below.
Step 5: Once the samples are properly packed, Salesperson must take pictures of all the products and the samples box and send them to the Customer. Pictures must also be saved in the respective RFQ or Customer folder. Salesperson also prepare a Packing List of the sample details including Batch No., Mfg. Date and Exp. Date details to be saved together with the sample picture.
Step 6: Salesperson then will send out a task with full details (consignee name, address and phone number and packing list) to the Logistics Dept. to send out the samples box.
Once the samples are sent out, Logistics Dept. will provide Tracking Number to the Salesperson which must be informed to the customer.
Note: In few cases that the Customer arranges their own sample pick up, skip Step 2 and Step 7.
PACKING THE SAMPLE BOX
1. Samples available in final packaging should be wrapped in the AdvaCare Sample Bag and taped neatly. These bags can be found in Marketing Room.
2. Samples that are loose and not in final packaging should be packed neatly through these steps:
• Place samples in a Ziplock bag, separately for every product type.
• Prepare the Sample Label with one of the following templates:
Z:\Shared drives\AdvaCare Cloud Server\Templates\Business Templates\Sending Samples\Updated
3. Prepare the Sample Cover Letter with details of Distributor information, Product list and Salesperson’s name and signature.
Link to Cover letter: Z:\Shared drives\AdvaCare Cloud Server\Templates\Business Templates\Sending Samples
➡️AdvaCare Cover letter with SAMPLES Template
