Sales Team Responsibilities

Payment Terms

Before we raise a quote, we need to decide what payment terms to offer the client. If they are an existing client, these terms may have already been agreed. If not, we need to run a credit check. The decision tree is as follows;

Is the customer a new client?

Payment Terms

NO

Have they placed an order in the last 12 months?

I DON'T KNOW

Ask Chris Crossley to check the system, return to start

YES

Ask Chris Crossley for a credit check the customer's payment terms

YES

Apply the same terms as the last quotation

NO

Ask Chris Crossley for a credit check the customer's payment terms

New Customer Form

If you have established that the customer is a new client, you will need to send them a New Customer Form. The form helps the accounts department gather important invoicing information about the client so we can invoice them correctly for their order.

Please help the accounts team by making sure these forms are filled in, they will really appreciate it!

The New Customer Form can be found in the sample project folder;

Q: Drive > Projects > _aa Sample Job Folder - 2021

Check for Previous Pricing

Previous Pricing

If you have established that the customer is an existing client, make sure you check any quotations from the last 12 months to see if the same product has been quoted previously. If it has been, the client will probably expect to be quoted the same price again.

The easiest way to do this is to use the search function in the latest projects folder to search for the client's name.

If you find a previous price but it isn't compatible with an updated cost price (more of that in the next section), don't be afraid to ask a member of the sales team for guidance.

Show Your Working

When you calculate a price, use a formula in Excel to show your working.

• Don't use a calculator!
• Only change the 'Supplier Price List' column (H)
• Apply currency exchange rates as a formula

For example, you are pricing a meeting chair with Customer's Own Material;

• The list price of the chair is 500 EURO
• The EURO exchange rate that day is 0.85
• The discount from the supplier is 50%
• The chair needs 1.5lm of fabric
• The fabric costs £50 per metre

=((500*0.85)*0.5)+(1.5*50)

Show Your Working

Save Supplier Quotes

Always save quotes and relevant email correspondence from suppliers in the project folder;

Project Folder > Correspondence Client & Supplier > Supplier > Supplier Quotes

It will help the administration team when they place your order and it will create a shared record of what our suppliers have offered us.

Save

Supplier Quotes

D&I Pricing

The Project Management Team can help with pricing for delivery & installation. Help them by providing as much detail as possible;

A full site address

A floorplan, if you have one

A detailed schedule or list of products

Will delivery be in or out of hours?

What floor(s) are we delivering to?

Do you know if there is a lift in the building?

Don't forget to also include supplier delivery prices in the non-product section.

D&I Pricing

Format for FocalPoint

You can help the administration team by making sure your quote is formatted correctly for FocalPoint.

Make sure you include;

• A full client name
• A complete delivery address
• The project number
• A project name or reference
• Phase or level numbers
• Product codes

And always keep an eye on the line numbers, we'll explain more about that later!

Format for FocalPoint

Saving the Sign-Off

It is essential we have a shared digital record of the client's approval. When we invoice for the order, we might need to provide evidence of approval to be paid.

3 acceptable forms of sign-off are;

• A client Purchase Order

• A signed copy of Day2's quote

• An email explicitly stating approval to proceed, ideally including the email chain where you sent the quote

Save the sign-off in the project folder, there is a folder called 'Sign off from Client' in the standard sample folder.

Saving the Sign-Off

Completing a Sales Sheet

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Completing a Sales Sheet

The information on the sales sheet is used by the admin team, the project management team and the finance team, so it is essential that it is accurate.

Note; the contact details on the sales sheet relate to the company Day2 will be invoicing.

Fill in ALL the details, paying attention to;

1. Confirm the company/organisation that Day2 will be invoicing

2. Indicate what sign-off has been received

3. Complete the invoicing details (these should have been gathered from the new customer form)

4. Confirm the payment terms (these should have been agreed before the quotation was raised)

We will give you further training on filling out Sales Sheets.

Check the Quote is Ready to Order

We will give you some more in depth training on how to put together a quote and how our quotes are uploaded into FocalPoint.

Some of the important things to check are;

• Have you included all the correct project details in the header?

• Is the quote formatted correctly for FocalPoint?

• Have you included all the specification details the supplier will need to process the order? Put yourself in their shoes!

• Have you included supplier delivery charges?

• If the project is being delivered in phases, have you broken down the lines so they can be ordered on separate POs?

• Does your total price and margin still match the original quote?

'C01' - Contract Changes

'C01' Client Change

A 'C' number is used when the change will result in a change to our contract with the client.

For example, a client has ordered 20 meeting chairs and they want to order 4 more. An additional line will be added to their quotation and, once approved, that line will be added to the contract in FocalPoint using 'C01' as a reference.

Don't forget, client changes need to be approved in the same way a new order is approved. Always make sure you save a copy of the approval in the project folder.

'IV1' - Internal Changes

'IV1' Internal Change

An internal change is given an 'IV' number. We use an IV when we want to change or add to an order with our supplier, but the change won't affect our contract with the client.

For example, your client has ordered a meeting table with vertical cable management but you have forgotten to order a cable riser on your original FocalPoint upload. We will use 'IV1' to raise a new Day2 Purchase Order for a cable riser, but the price and the detail of the contract with the client will not change.