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Office Administration
Handling Customer Registration
PERSON-IN-CHARGE A C T I V I T Y
Recruiter/
Member
•Member/RecruiterfillsouttheMembership ApplicationForm.Registration Formmustbe
100% filled out.
Receptionist
•Checks the applicationifall informationarefilled out.
Recruiter/
Member
•Makes the firstpurchaseforthe entry package
Receptionist
• Enterstheorderin theAR and serves the order
Receptionist
•Providesthe entrycodes and asks customerto sign acknowledgingreceiptof entry codes
Receptionist
•Files theacknowledgementreceiptof all entry codes
Handling Customer Registration in the Depot
PERSON-IN-CHARGE A C T I V I T Y
Recruiter/
Member
•Member/Recruiter fills out the MembershipApplication Form.RegistrationFormmustbe 100% filled
out and mustbe in 3 copies; original - essensaoffice,duplicate - essensadepot;triplicate member.
Receptionist
•Checks the application if all informationare filled out.
Recruiter/
Member
•Makes the firstpurchasefor the entry package
Receptionist
• Enters the order in the AR andserves the order
Receptionist
•Provides the entry codes and asks customer tosignacknowledgingreceipt of entry codes.Entry codes
mustbe in duplicate. Original- EssensaDepot;Duplicate - EssensaOffice
Receptionist
•Files the acknowledgementreceipt ofall entry codes andsends the duplicate to EssensaOffice
Receiving and Accepting Orders from Customers
PERSON-IN-CHARGE A C T I V I T Y
Receptionist
• Gives customers their priority numbers
Receptionist
• Calls the customer one by one and gets their order and prints in the CMform ( CM form is attached). CashMemo must
be in triplicate (Original - Customer, Duplicate - Essensa Cebut;Triplicate - Essensa Manila)
Receptionist
• Fills out the CashMemo legiblyand complete the information inthe CM( Name of Customer, Address and contact no.)
Receptionist
• Prepares the stocks basedon CM
Receptionist
• Gives stocks tothe customer and asks customer to count and signs on" ReceivedBy"
Receptionist
• Files the CM and encodes product code if repeat purchase & entry codes if new recruit
Release of Entry Codes to the customer
PERSON-IN-CHARGE A C T I V I T Y
Depot
• BuysEntries from Fionaand requestsforentry codes
Fiona
• Preparesentry codes based on CM
Fiona
• Savesthe entry codes in the USBof the company
Fiona
• Sendsthe entry codes in excel formatin duplicatetothe Depot via email
Depot
• Confirms receiptof the entry codes
Depot
• Issues entry codesto thecustomersand ask customersto receive the entry codesin duplicate
Depot
• Sendsto headoffice signed entry codesby the customers
Release of Entry Codes to the customer in the Depot
PERSON-IN-CHARGE A C T I V I T Y
Customer
• Buys Entry from the Depot
Depot
• Uses CM for the Entry sales and issues entry codes to the customer
Depot
• Asks customers to receive the entry codes and signs on the excel format in duplicate
Customer
• Customer encodes his/her entry codes in his/her account in the system
Depot
• Files the original copy of the received entry codes and sends the duplicate copy to Headoffice Manila
Depot
• Headoffice files the signed entry codes
Repeat Purchase Product Codes by Depot
PERSON-IN-CHARGE A C T I V I T Y
Depot
• Buys products from Fiona and requests for product codes
Fiona
• Prepares product codes the following day based on AR
Fiona
• Saves the product codes in the USB of the company
Fiona
• Sends the products codes in excel format in duplicate to the Depot via email
Depot
• Confirms receipt of the product codes
Depot
• Issues product codes to the customers and ask customers to receive the product codes in duplicate
Depot
• Sends to headoffice signed product codes by the customers
Repeat Purchase Product Codes by Members in the Depot
PERSON-IN-CHARGE A C T I V I T Y
Customer
• Buys products from the Depot
Depot
• Uses CM for the product purchases and issues product codes to the customer
Depot
• Asks customers to receive the product codes and signs on the excel format in duplicate
Customer
• Customer encodes his/her product codes in his/her account in the system
Depot
• Files the original copy of the received product codes and sends the duplicate copy to Headoffice Manila
Depot
• Headoffice files the signed product codes
Return Stocks
PERSON-IN-CHARGE A C T I V I T Y
Depot
• Receives return stocks from customers. Customers must bring the CM and the stocks
Depot
•FillsoutReturnFormand specifycustomername,dateofpurchase,products,quantity,amountandreasonforreturnand
providesreturnstockstoWarehousetocheckthe stocks.
Depot
•Checks return stocks and reasons forreturn,if;damagedpackaging orqualityproblem
Depot
•Signs the Return Form to acknowledge the reasons, the productandcounts the quantityandsubmits form to Headoffice forapproval
JDC •Approves andSigns the Return Form
Depot •Replaces the returnedstocks to customers and letcustomerreceives the replacement
Depot
•Sends thereturned stocks to Headoffice
Ricky
•Replaces thereturnedstocks andsends itto Depottogetherwith theotherorders
Depot
•Keeps thereturnedstocks inthecabinetandreturns thestocks to Lynx-Nia foranalysis if qualityproblem andifpackaging problem,usethestocks for
productdemo
Payment Procedure - Product
PERSON-IN-CHARGE A C T I V I T Y
Customer
•CustomerselectsmodeofpayouteveryTuesday
JP
•ProvidesproductrequestsbycustomerandgivestoDepoteveryThursday
Depot
•Recordsallpayoutsofproduct throughProductvoucherwhencustomerclaimstheproductpayouts.Theproductvouchermustput the
referencecodeoftheproductpayoutforvalidationinthefuture.Pleaseseeattachedtemplatefortheproductvoucher.
Depot
•Sendsthefilledoutproductvouchertoheadofficethatincludesthefollowinginformation;referencecode,Date,amount, nameofthe
member,products,quantity,unitprice,totalamount
Depot ___________________________________ Date _______________________
Name ___________________________________
Code Date Amount of Payout Name of Member Product Unit Price Quantity Total Grand Total
11, 814
Reference
P A Y O U T P R O D U C T V O U C H E R
Payment Procedure - Check
PERSON-IN-CHARGE A C T I V I T Y
Customer
• Applies for Security Bank - ATM
Customer
• Customer select mode of payout every
Tuesday
JP
• Prapares cash payout and deposit in the bank.
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide
Essensa Member's Manual and Registration Guide

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Essensa Member's Manual and Registration Guide

  • 2. Handling Customer Registration PERSON-IN-CHARGE A C T I V I T Y Recruiter/ Member •Member/RecruiterfillsouttheMembership ApplicationForm.Registration Formmustbe 100% filled out. Receptionist •Checks the applicationifall informationarefilled out. Recruiter/ Member •Makes the firstpurchaseforthe entry package Receptionist • Enterstheorderin theAR and serves the order Receptionist •Providesthe entrycodes and asks customerto sign acknowledgingreceiptof entry codes Receptionist •Files theacknowledgementreceiptof all entry codes
  • 3. Handling Customer Registration in the Depot PERSON-IN-CHARGE A C T I V I T Y Recruiter/ Member •Member/Recruiter fills out the MembershipApplication Form.RegistrationFormmustbe 100% filled out and mustbe in 3 copies; original - essensaoffice,duplicate - essensadepot;triplicate member. Receptionist •Checks the application if all informationare filled out. Recruiter/ Member •Makes the firstpurchasefor the entry package Receptionist • Enters the order in the AR andserves the order Receptionist •Provides the entry codes and asks customer tosignacknowledgingreceipt of entry codes.Entry codes mustbe in duplicate. Original- EssensaDepot;Duplicate - EssensaOffice Receptionist •Files the acknowledgementreceipt ofall entry codes andsends the duplicate to EssensaOffice
  • 4. Receiving and Accepting Orders from Customers PERSON-IN-CHARGE A C T I V I T Y Receptionist • Gives customers their priority numbers Receptionist • Calls the customer one by one and gets their order and prints in the CMform ( CM form is attached). CashMemo must be in triplicate (Original - Customer, Duplicate - Essensa Cebut;Triplicate - Essensa Manila) Receptionist • Fills out the CashMemo legiblyand complete the information inthe CM( Name of Customer, Address and contact no.) Receptionist • Prepares the stocks basedon CM Receptionist • Gives stocks tothe customer and asks customer to count and signs on" ReceivedBy" Receptionist • Files the CM and encodes product code if repeat purchase & entry codes if new recruit
  • 5. Release of Entry Codes to the customer PERSON-IN-CHARGE A C T I V I T Y Depot • BuysEntries from Fionaand requestsforentry codes Fiona • Preparesentry codes based on CM Fiona • Savesthe entry codes in the USBof the company Fiona • Sendsthe entry codes in excel formatin duplicatetothe Depot via email Depot • Confirms receiptof the entry codes Depot • Issues entry codesto thecustomersand ask customersto receive the entry codesin duplicate Depot • Sendsto headoffice signed entry codesby the customers
  • 6. Release of Entry Codes to the customer in the Depot PERSON-IN-CHARGE A C T I V I T Y Customer • Buys Entry from the Depot Depot • Uses CM for the Entry sales and issues entry codes to the customer Depot • Asks customers to receive the entry codes and signs on the excel format in duplicate Customer • Customer encodes his/her entry codes in his/her account in the system Depot • Files the original copy of the received entry codes and sends the duplicate copy to Headoffice Manila Depot • Headoffice files the signed entry codes
  • 7. Repeat Purchase Product Codes by Depot PERSON-IN-CHARGE A C T I V I T Y Depot • Buys products from Fiona and requests for product codes Fiona • Prepares product codes the following day based on AR Fiona • Saves the product codes in the USB of the company Fiona • Sends the products codes in excel format in duplicate to the Depot via email Depot • Confirms receipt of the product codes Depot • Issues product codes to the customers and ask customers to receive the product codes in duplicate Depot • Sends to headoffice signed product codes by the customers
  • 8. Repeat Purchase Product Codes by Members in the Depot PERSON-IN-CHARGE A C T I V I T Y Customer • Buys products from the Depot Depot • Uses CM for the product purchases and issues product codes to the customer Depot • Asks customers to receive the product codes and signs on the excel format in duplicate Customer • Customer encodes his/her product codes in his/her account in the system Depot • Files the original copy of the received product codes and sends the duplicate copy to Headoffice Manila Depot • Headoffice files the signed product codes
  • 9. Return Stocks PERSON-IN-CHARGE A C T I V I T Y Depot • Receives return stocks from customers. Customers must bring the CM and the stocks Depot •FillsoutReturnFormand specifycustomername,dateofpurchase,products,quantity,amountandreasonforreturnand providesreturnstockstoWarehousetocheckthe stocks. Depot •Checks return stocks and reasons forreturn,if;damagedpackaging orqualityproblem Depot •Signs the Return Form to acknowledge the reasons, the productandcounts the quantityandsubmits form to Headoffice forapproval JDC •Approves andSigns the Return Form Depot •Replaces the returnedstocks to customers and letcustomerreceives the replacement Depot •Sends thereturned stocks to Headoffice Ricky •Replaces thereturnedstocks andsends itto Depottogetherwith theotherorders Depot •Keeps thereturnedstocks inthecabinetandreturns thestocks to Lynx-Nia foranalysis if qualityproblem andifpackaging problem,usethestocks for productdemo
  • 10. Payment Procedure - Product PERSON-IN-CHARGE A C T I V I T Y Customer •CustomerselectsmodeofpayouteveryTuesday JP •ProvidesproductrequestsbycustomerandgivestoDepoteveryThursday Depot •Recordsallpayoutsofproduct throughProductvoucherwhencustomerclaimstheproductpayouts.Theproductvouchermustput the referencecodeoftheproductpayoutforvalidationinthefuture.Pleaseseeattachedtemplatefortheproductvoucher. Depot •Sendsthefilledoutproductvouchertoheadofficethatincludesthefollowinginformation;referencecode,Date,amount, nameofthe member,products,quantity,unitprice,totalamount
  • 11. Depot ___________________________________ Date _______________________ Name ___________________________________ Code Date Amount of Payout Name of Member Product Unit Price Quantity Total Grand Total 11, 814 Reference P A Y O U T P R O D U C T V O U C H E R
  • 12. Payment Procedure - Check PERSON-IN-CHARGE A C T I V I T Y Customer • Applies for Security Bank - ATM Customer • Customer select mode of payout every Tuesday JP • Prapares cash payout and deposit in the bank.