1.0 PURPOSE
The purpose is to establish a procedure for sale (OA), to ensure that the processes are well planned, executed & controlled in accordance with the customer’s specification and requirement.
The purpose of the sales team is to receive the customer orders systematically, confirm the order details, Deliver the product as per customer requirements by coordination with the marketing and store department and manage payments.
2.0 REFERENCES
C-PR-10-001 = Business Development Procedure
C-PR-09-001 = Rental Procedure
C-PR-07-004 = Logistics Procedure (Delivery Process)
3.0 DEFINITIONS
CEO = Chief Executive Officer
CSMO = Chief Sales and Marketing Officer
CFO = Chief Finance Office
1OA = Office Automation Department
HOD/HOS = Head of Department / Head of Sales
PO = Purchase Order
JD = Job Description
Coor = Coordinators
CA = Chief Accountant
SKU = Stock Keeping Unit
Ca = Customer Care
PC = Prospect Call
SC = Sales Closed
DC = Demo Call
OC = Other Call
NC = Negotiation Call
CC = Cold Call
4.0 Responsibility
OA Manager and Supervisors responsible for all the detailed OA functions in coordination with the OA staff, other departmental heads and top management.
OA Department Organization Chart (YGN Team)
OA Department Organization Chart (MDY Team)
OA Department Organization Chart (NPT Team)
All Team Member report to step-by-step report and Direct report To Head Of Sales
(OA Manager)
All OA Members have Own JD for each.
5.0 Scope of Work (Sale Function: OA_ Printer/ Copier/ Projector/..)
5.1 Planning
5.1.1 Sales Target/ Visit Target/ Demo Target
5.1.2 PO plan
5.1.3 Year Plan (Marketing & Sales & Expense)
5.1.4 Year Event and Exhibition Plan
5.2 Do
5.2.1 Sales Promotion – Activities
5.2.2 Controlling the Expense
5.2.3 Coordination (For controlling the returned products (Demo/ Consignment/ Sale Return/ Rental Return)
5.3 Check _Reporting
5.3.1 Daily Workflow (Sales Workflow Plan for Daily)
5.3.2 Sale Channel
5.4 Corrective Action
6.0 Detailed Procedure
6.1 Planning
6.1.1 Sales Target[1] [2]
Review and discuss with top management for yearly sales result and setup target as per below mentioned,
● The Whole Sales Target ( Power BI )
● Employee Target (Power BI )
● Area Target ( Power BI ) https://app.powerbi.com/groups/me/reports/6ed5c0d3-a6f8-434f-862b-669656ddf0ce/ReportSection09be7fb1523cb2c90eca?ctid=fa5b1574-b485-4ea8-8b51-b0b7ca5e3031&openReportSource=ReportInvitation&experience=power-bi
● PO Plan ( Power BI )
● Yearly Plan-Sales ( Excel sheet )
● Year Event & Exhibition Plan ( Excel sheet )
6.1.2 PO Plan
The Sales Team in coordination with the logistics department needs to forecast the purchasing quantity depending on the sales data and/or monitor the new products (Trend) in the market. Also, the Sales team needs to analyze the customer opinions, suggestions and sales data of new products.
● Checking all stock balance for each supplier by Power BI everyday
● Less than 3 months stock item, need to do PO.
● Make a draft PO ( SAP )
● Apply in PO board meeting
● If get approve, send the PO to supplier ( Excel Sheet )
● If get PI, doing TT payment request
● If need, process for import license
● Follow up shipment status which is not arrive from supplier
6.1.3 Yearly Plan (Google sheet )
Year Plan Template for Sales Dept.xlsx (sharepoint.com)
6.2 Do
6.2.1 Sales Promotion-Activities
Sales Manager instructs Junior Manager and Supervisor to do sales promotion activities as per Assign plan for Promotion, Demo, event (C-RE-01-001) assign to staff
for promotional/advertising and Demo plan also record book and approve by HOS.
HOS monitors the sales progress of each sales person with their target daily and gives advice or feedback if the sales achievement is behind their target at the weekly department meeting.
HOS review each sales members’ performance monthly or quarterly depending on the situation by using an AS scorecard by the HR department and provide the training if the sales member score is not A or B1.
Forecasting the Purchasing Order Quantity
Manager checks stock SKU and old stock clearance with the Logistics Team. They are checking and managing stock level and creating Purchasing Order Quantity with PO Board. Also, the Sales team needs to analyze the customer opinions, suggestions and sales data of new products.
6.2.2 Controlling the Expense
Sales Manager checks the department expense with sales revenue time by time and controls the unnecessary expenses.
6.2.3 Coordination
The Sales team receives the orders from the customer (mail/ message/ telephone/ Viber) by recording in the before preparing DO and Invoice, the sales team confirms each order detail and then records the detail in Software.
● OA Section including 3 Coordinator receives sales orders from every sales person and direct customers. Incoming Order Receiving Book (C-RE-01-002).
● They will arrange in-time invoice and coordination with Account Department (for Invoicing) and logistics Team for Delivery Process and Payment Term process.
● They have to care to finish Payment done with Other Department Team Members.
For controlling the returned products (Demo/ Consignment/ Sale Return/ Rental Return)
● Demo Product for 2 days and return product after Demo with Logistics Team.
● Consignment in computer Reseller Shop checking every 3-month Ground Stock Check for Reseller (Software report) with sales person and stock team. After-that, they will report to the Concern Section Manager.
● Rental Return – Rental Team will arrange with the sales Team and Stock Team.
6.3 Reporting
Coordinator will report total Daily report (Sales/ Process/ Pending)- Google Sheet.
Whole Myanmar Sales Team will report to the Head of Sales with CRM.
This Sales prospect (Google Sheet) Include sales Status (Example- Finding New customer, old customer care, New Prospect/ Pending/ Quotation. etc for Sales Win Process)
So, Every Assign Manager can check sales Status for each customer and can discuss details with each sales person.
1OA Sales Prospect List.xlsx (sharepoint.com)
Sales team needs to participate in Weekly, Monthly, Mid-year and Annual sales meetings for setting the sales targets for every item and reviewing the actual sales quantities, and making the achievement of each item and each team member to evaluate their performance and submit reports to CEO/ CSMO (with Power BI).
6.3.1 Daily Workflow (Sales Workflow Plan for Daily)
6.3.2 Sale Channel
Our Team Divide for sales channel following.
● Business to Government
YGN, MDY, NPT sales Team will arrange Government Tender and approach to gov officer and presentation for Demo call.
● Business to Business Means Sales person approach and sales to foreign company, NGO and Business unit Company.
● Business to customers
Salesperson direct go and care to each person customers.
● Business to Channel
Salesperson handle computer shop who will register agreements from the whole Myanmar. Salesperson selling to this partner shop and train for sales.
● Online sales channel
Selling from Online shop and website (OA Sales Team and BD team corporate sales)
6.4 Corrective Action
● Analysis for each Supplier, area , employee, customer, product
● Check brand quality before import from related online platform for new brand’s products
● Check area sales monthly, poor sales area to improve sales by market trip, brand awareness by seminar, road show and workshop
● Poor performance employee-training, motivation and warning.
● Check customer feedback by CRM and take action within 2 working days
● Check product quality before and after sales to customer
7.0 Reference Documents and Records
| Title | Doc. Code |
| Assign Plan for Promotion/demo/event/exhibition | C-RE-01-001 |
| Incoming Order Receiving Book | C-RE-01-002 |
| Sale Call Form | C-RE-01-003 |
| Marketing Plan and Pre-Trip plan, Trip Report | Google Sheet |
| Ground Stock Check for Reseller | Software Report- SAP |
| Consignment Form | SAP |
| Delivery report | Viber and keep at DW software |
| Daily Report (Sale/ Process/ Pending) | Google Sheet/ CRM |
| Sales Quotation Form | SAP |
8.0 Summary Of Amendments
| Issue Level | Date | Text Affected |
| Prepared By | Checked By | Approved By |
| Myat Ko Oo
Head Of Sales OA Department |
Thi Thi Tun
Chief Sales and Marketing Officer |
Dr. Than Win
Chief Executive Officer |
| ……. / ……. / …….. | ……. / ……. / …….. | ……. / ……. / …….. |
Remarks:
□ Use this document only, if it is stamped with the Blue One (Controlled Copy Stamp).
□ No part of this procedure may be reproduced in any form by print, photocopy, microfilm or any other means wholly or partially, or disclosed to any person outside Concordia International Co., Ltd without written permission.
□ This Document is authorized by the CEO, and any change thereof can only be made with his approval.