PROCESSING OF A CASH SALE

Delegated Staff: Financial Manager, Sales Reps, Sales Support, W/H Coordinator, Sales Coordinator & Systems Operations  Manager.

• When a customer accepts a quotation the sales representative will go out to the client and fill in a Nashua Installation Form collects cash / cheque from the client& lets the client sign the quote acceptance on quotation.

• The Sales Representative gives paperwork to the Sales Support who also enters the deal on the Control Sheet recording the date received and checks if all the documents are attached / Received

• Sales Support will ensure that Sales Coordinator receives the documents to begin the process.

• The Sales Coordinator communicates with the Financial Manager to make sure the money is paid in (no RD’s). When the Financial Manager confirms the payment and go-ahead to order machine the Sales coordinator makes a copy of the installation form and give the original Installation Purchase Requisition to the S.O.M. so that the stock can be ordered.

• Once the stock has arrived the S.O.M hands a copy of the installation form to the Sales coordinator with the relevant serial numbers of the items.

• Sales coordinator will make the Contract Cover Sheet  for deal and get cheque clearance (if applicable) and to check existing account on AS400 or to open a new account on AS400 - COD/003..

• Invoice done by Sales coordinator on AS400 and loaded as a cash deal.

• If the client doesn't want to give us a cheque or the cash amount before receiving the machine, we have to get a letter from the client stating that they will pay when they receive their machine.

• If the client is not interested in signing a Continuous Service Agreement, the CSA has to be cancelled by the Client and attached to the deal.

• The Contract Cover Sheet has to be checked & signed by the S.O.M., Financial Manager or M.D.

• Once the deal is complete, all documentation is to be Laserfiched and filed by the Sales Co-Ordinator.

• The Sales Representative must order toner for the relevant machine.
  
  PLEASE NOTE: The Sales Rep must ensure that the trade-in machine is either collected, donated, resold or scrapped in accordance with the client / contract. Refer: Collection Docket - Technical proces

• A Cash Deal requires the following documentation to be checked by using the –
  

  Franchise Approval Form  :
  
  

  Application - Signed (New)  Quotation

  Pre Order Post Installation Form  and POD with Signatures

  CSA (Continual Service Agreement)

  Copy of Identity Document (I.D.) – if applicable

  Order / Letter from client must be added - If Applicable.

  Invoice Proof of Payment Cancelled Cheque - If D/O has been signed

Document Retention List