PROCESS CONTRACTS AND IN-HOUSE DEALS

Delegated Staff: Sales Manager, Sales Representatives, Sales Support, Sales Coordinators, Financial Manager, Director (s), Systems Operations Manager (S.O.M) & Filing Clerk.

Finance Company/ Rental Contracts

1.      When a customer accepts a quotation, the sales representative will go to the client and fill in a credit application and get all the required documentation. The sales Rep must mark clearly if the deal is a new / upgrade deal. If it is an upgrade the sales Rep. needs to get the necessary info on old or upgrade machine. Serial No, Location and Settlement Amount. If the is a settlement outstanding the amount has to be included in the new quotation amount and Machine details to be filled in on installation form at collection section ( if applicable).

2.     Sales Rep to hand deal with all the relevant documents to the Sales Support. After checking the deal. If everything is complete and attached to application, it will be forwarded to the Sales Coordinator to process with the application.
  
3.      The Sales Coordinator will then send the credit application & relevant documents to the Finance House for approval.

4.      The Financial House will then either decline or approve the deal. When the Finance house/ Company approves, they will then send the approval back to the Sales Coordinator for processing. The Sales Co-Ordinator sompletes a Perchase Requisition and hands it over to the Warehouse Co-Ordinator to order. The Sytems Operations Manager must sign the Purchase Requisition.
  
5.      The Sales Coordinator will complete all the documentation that is needed & hands it over to the relevant sales representative to go and sign the contract with the client (& to get other outstanding documents (if there is any)).

6.      The Sales Coordinator and Sales Rep will then go through the deal together to make sure everything is correctly signed and all required documents are attached. Upon receipt of the signed contract the Technical department will Install Machines and the Signed Installation and POD are to be written in "Tech. Doc. Book" as Proof. One of the Sales Co-ordinators will sign for the documentation received together with the Technician.

7.      The Sales Coordinator makes a Contract Cover Sheet for each contract.  

8.      A CSA (Continues Service Agreement) and Debit Order has to be signed by the Customer. If the customer is not interested he/she has to Cancel and sign the document – to be attached to deal. 

9.       Only after receipt of the signed contract, the Sales Coordinator will then Invoice the deal and Load it on AS400 on the existing Account for the relevant customer OR if it’s a new customer – the Sales Coordinator or Systems Operational Manager will open a new account for the customer (Financial Manager to allocate to Credit Controller/ confirm Credit controller code). 

10.    If it is an Upgrade - the Sales Coordinator will request a Settlement from the Finance Company. Sales Coordinator will email the Settlement/ Quote of the Old machine with all the details to the Financial Manager to Settle Machine at Finance House.

11.    The Sales Coordinator to do Collection Docket on AS400 – Technical Dept. to collect machine from Customer.

12.    Sales Coordinator OR S.O.M.  To suspend old Contract (upgrade machine) on AS400.

Inhouse/ Capatilized Deals

Delegated Staff: Sales Coordinator, Sales Support, Sales Rep, Credit Controller, Filing Clerk, Financial Manager, SOM, Directors & Managers

1. If the client only has a small budget with which to purchase a machine from Sales Rep.
 

2.The Sales Rep will then sell a refurbished machine to customer.
 

3. The Sales Rep will follow the same procedures as a normal contract.
 

4. Sales Rep will then hand the application with all the required documentation to the Sales Support to check if all relevant documents are submitted before handing over the deal to the Sales Coordinator to proceed.

5. The Sales Coordinator will give this deal to the Credit Controller or Financial Manager to do credit checks - who will inform the Sales Coordinator if the deal is approved or declined.

6. When the deal is approved the Sales Coordinator informs the sales rep.

7. The Sales Rep then informs the customer and the Inhouse rental contract is signed and then given to the Sales Coordinator.  

8. The Sales Coordinator will handle this as a rental normal sale.

9. The original document will be loaded on the AS400 by the Sales Coordinator. Capitalized Deal/ Inhouse deal (CPT).

10. Deal to go to one of the Managers for signature(s) on the Contract Cover Sheet- to make sure that the deal is loaded and invoiced correctly on the AS400.

11. The Sales Co-Ordinator Scans the documents to Laserfiche and files the documentation in the Strong Room/ Storeroom.

Please Note:

  1. Whenever a machine has to be changed due to malfunction a Change In Machine Form must be completed and send to the Finance Company (only if it is a Financed Deal) This form is to be added to the original rental agreement that has been filed in the strong room.
  1. If sole proprietor can’t sign the contract, they can authorize a third party to sign the completion of the Confirmation of Authority.
     
  2. According to the new credit law, all Sole proprietors have to complete "Statement of Assets & Liabilities" and these must be sent to the Finance House for approval.

A Rental Contract/ Deal requires the following checks by using the – Contract Cover Sheet

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Check that the rental amount is calculated correctly
 
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Relevant authorised signature(s)
 
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Company (customer) details are correct
 
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Company registration number, VAT number & E-mail address
 
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Address & Tel no is completed in full
 
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Signature(s) on all of the pages (even if the client has made a spelling mistake etc. The client must initial there)
 
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Ensure that the correct machine & serial no is on the contract  
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If upgrade machine - make sure the settlement amount of the old machine has been given through to the Financial Manager for payment and old/ upgraded machine has been suspended.   

A Rental Contract must have the following documentation attached:

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An official order must be attached (If applicable)
 
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C.S.A.(if applicable) & signed by the Director or  Systems Operations Manager. If the customer is not interested a Signed Cancelled CSA has to be attached. (New)
 
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Insurance Proof to be attached or completed on CSA.
 
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Approval from Finance Company
 
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Original Credit applications with signature(s)
 
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Equipment to be supplied

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Founding/ Management Statements (If Applicable)
  
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Financials (If Applicable)
  
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Debit Order (if applicable)
 
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Cancelled cheque (if applicable)
 
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Letterhead (if applicable.)
 
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Installation form & POD with Signatures
  
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Surety (if applicable.)
 
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Resolution (if applicable.)
 
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Rental Contract with Signatures
 
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Signed Quotation
 
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Copy of I.D.(s)
 
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Delivery Receipt (if applicable)
 
  •  

Nashua Invoice

 

Please Note:  Tzaneen /Phalaborwa and Mokopane Offices:
  

1.

Reps from other Branches send all contracts to the Sales Support to check.
 

2.

The Sales Coordinator will then follow the normal contract Procedure & take the completed contracts to the Director(s) or System Operations Manager for signatures.
 

3.

The Sales Coordinator loads the contract on the AS400 to generate an invoice for the Finance Company.
  

4.

The deal has to be laserfiched by the Sales Co-Ordinator & filed in the store room.
  

 

 
Document Retention List