CISCO SOP GUIDELINES

Transcription

1 1 CISCO SOP GUIDELINES Operations Department 1 / 40

2 2 Index: Notes: All screen shots in the hand-book are samples and for training and documentation purpose only! 1. Customer Creation Owner: Sales Person a. CRM Go to Log in to CRM and go to New Customer Application and click on New b. Customer Details Enter Customer Details and click on Forward 2 / 40

3 3 c. Approval steps After forwarding the customer for creation by entering all the mandatory fields at the least, go back to New Customer Application and in the Search box enter? and the customer name to see who the approval is pending with (The customer is not created in the system as long as you see Under Creation in Customer Code) Approval Steps: Sales Person -> Credit Manager -> Credit Controller -> Credit Manager d. Approved Customer Once all the approvals have been done, the customer will be created and you will see a code under Customer Code 3 / 40

4 4 e. Customer Details You can always view the complete details of the customer by clicking on the Details tab highlighted in blue right next to the customer name and under details f. Trade License You can view the trade license for this customer or other documents uploaded through CRM for the same by going in to CRM and searching for the customer with a? and then clicking on Details. Scroll down and click on the arrow pointing down on the Extra Details column 4 / 40

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6 6 2. Trade Beam Check Process Owner: Credit Controller Open web browser and go to Login with your username and password Click on Global, then Global Export Compliance 6 / 40

7 7 Click on Manual RPL Enter the customer name in Name/Company as it appears in the trade license. The following 2 categories are required, the rest are optional a) Name/Company b) Country 7 / 40

8 8 To make the search more reliable and accurate, entering data such as City, Street would be more helpful If a customer entered gets no result, then the customer is ok to do trade with, but if the customer search returns information about the customer, please follow the following steps a) Make sure the customer name is correct, followed by the rest of the b) information shown by the website about the customer. If all information is correct, please inform Credit Manager/Finance Manager/Operations/Operations Manager (IF APPLICABLE) to take further actions. Once the screening is done, please follow the steps for documentation and record a) Take a screen shot of the page with the result and paste it on to a word b) c) document. (Pressing Alt + PrtSc on our PC keyboard will copy the screen that is open, and then open a word file and right click and paste it on to the word document) Once pasted, please make sure that the name of the customer and the customer code is mentioned on top of the screen shot Finally save the file into a folder on your hard drive. (Name the folder Export Compliance Check ) 8 / 40

9 9 3. Creating and Saving a Quotation Owner: Sales Coordinator Note: Before creating a new quote, please verify if the customer that is being quoted is not blacklisted by cross checking in the Blacklist Document provided to the Product Manager by CISCO. a. eshop Log in to eshop and go to CIS Quotation under Quotation in Sales Order Process and click on New Quote b. Create Quote Enter the details of the customer and add the part numbers you want to sell in the basket 9 / 40

10 10 c. Print Quote Once the Quotation has been created, go to Print Documents and export a PDF copy of the quotation d. Save Quote Save the printed quotation in the central folder using the logic: SO _Q Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders 10 / 40

11 11 Go in to the folder CISCO and select the folder which is appropriate Below is an example of how the documents have to be saved. 11 / 40

12 12 If a revised Quotation is sent, please save it in a different format in the same folder using the logic: SO 12345_Q Revised 4. Receipt of Purchase Order Owner: Sales Coordinator a. Purchase Order Should be with customer letterhead 12 / 40

13 13 Mandatory requirements on the Purchase Order to be verified: a) Delivery Term b) Payment Term c) End User Details (only in case of deal based discount) Validate that Quotation and Purchase Order are matching b. Save Purchase Order Save the document in the central folder using logic: SO 12345_P Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders 13 / 40

14 14 Go in to the folder CISCO and select the folder which is appropriate Below is an example of how the documents have to be saved. Also save any supporting documents if provided by the customer in the same folder - If End User details are in an , save as: SO EndUser 14 / 40

15 15 If a revised PO is sent, please save it in a different format in the same folder using the logic: SO 12345_P Revised 5. Sales Order Process Owner: Sales Coordinator a. Convert to Sales Order Once a quotation has been created and approved, convert it in to a Sales Order 15 / 40

16 16 b. End User Details Once the quote has been converted to a Sales Order, please enter the valid End User Details (highlighted in the below screen) c. Print Sales Order Once the Quotation has been converted to a Sales Order, go to Print Documents and export a PDF copy of the Sales Order 16 / 40

17 17 d. Save Sales Order Save the Sales Order in the central folder using the logic: SO 12345_S Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders Go in to the folder CISCO and select the folder which is appropriate 17 / 40

18 18 Below is an example of how the documents have to be saved. If a revised Sales Order is sent, please save it in a different format in the same folder using the logic: SO 12345_S Revised e. Save Dart Details Save the Valid Dart Document in the central folder using the logic: SO 12345_D (if there are more than one document to attach SOnumber_Dx, x = increment of 1) 18 / 40

19 19 Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders Go in to the folder CISCO and select the folder which is appropriate 19 / 40

20 20 Below is an example of how the documents have to be saved. If a revised Dart is sent, please save it in a different format in the same folder using the logic: SO 12345_D Revised f. Dart Details Make sure the Dart Details are correct and complete before entering them in the Sales Order Dart Validation includes: a) End User Name b) Reseller Name c) Validity of Dart d) Completeness (All SKUs on the Dart has to be ordered by Customer on the Customer PO) 20 / 40

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22 22 g. SO vs PO Validation Any changes in Sales Order needs to be documented with updated Customer Purchase Order Validate information on Sales Order with Purchase Order 22 / 40

23 23 6. GP Approval Owner: GP Controller a. SO vs Dart Details Validation Validate the Dart Details: End User, Reseller, Matching with the Sales Order, Irregularity in discounts (high discounts above 60% on selected lines) b. Dart Details Make sure the Dart Details are correct and complete before entering approving the Sales Order Dart Validation includes: a) End User Name b) Reseller Name 23 / 40

24 24 c) Validity of Dart d) Completeness (All SKUs on the Dart has to be ordered by Customer on the Customer PO) 24 / 40

25 25 e) CC Approval Owner: Credit Controller a. Documents Validate Purchase Order with the Customer. The Purchase Order will be available in the central folder when the Sales Order comes for approval. You can search all documents for an order by typing in the order number in search window, see example below for search result of Order number which was searched in the CISCO folder Log the call made with the customer in to CRM Activity log for future reference 25 / 40

26 26 b. PO vs SO Validation Validate Purchase Order with the Sales Order 26 / 40

27 27 f) Invoice Copy Owner: Logistics 27 / 40

28 28 g) Delivery Owner: Logistics a. Save POD Save the documents in the central folder using the logic: SO Inv 67890_D ( if there are more than one document to attach SOnumber + Invnumber_Dx, x = increment of 1 ) Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders Go in to the folder CISCO and select the Logistics POD folder to save the file there 28 / 40

29 29 Below is an example of how the documents have to be saved. b. WMS Obtain signed Proof of Delivery and save it in Step 1 Step 2 Select the invoice and click on new. 29 / 40

30 30 Step 3 Select document type and enter the path and then save. 30 / 40

31 31 h) Payment Owner: Finance a. Cash deposits by customer: Payment allocation along with deposit needs to be saved 31 / 40

32 32 Save the documents in the central folder using the logic: SO 12345_Payment Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders Go in to the folder CISCO and select the Finance_Payment Received folder to save the file there 32 / 40

33 33 b. Cheque: Scanned copy of cheque needs to be saved along with the payment allocation 33 / 40

34 34 Save the documents in the central folder using the logic: SO 12345_Cheque Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders Go in to the folder CISCO and select the Finance_Payment Received folder to save the file there 34 / 40

35 35 c. Payment receipt along with payment allocation 35 / 40

36 36 Save the documents in the central folder using the logic: SO 12345_Payment Receipt Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders 36 / 40

37 37 Go in to the folder CISCO and select the Finance_Payment Received folder to save the file there 37 / 40

38 38 d. Letter of Credit: Scan and save LC copy Save the documents in the central folder using the logic: SO 12345_LC Go to Start, Run and Type: \\entpvaultsrv This will open a window where you will see many folders Go in to the folder CISCO and select the Finance_Payment Received folder to save the file there 38 / 40

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40 40 CONFIDENTIALITY MEMORANDUM THE INFORMATION CONTAINED IN THIS DOCUMENT IS THE PROPERTY OF APTEC GULF AND IS INTENDED SOLELY FOR THE USE OF APTEC EMPLOYEES. THE DISSEMINATION OR DISTRIBUTION OF THIS INFORMATION TO ANYONE NOT EMPLOYED BY APTEC IS STRICTLY PROHIBITED. Back to Top 40 / 40