Enquiry Procedures

  • Has the Initial enquiry been logged

  • Does the enquiry give sufficient detail for a comprehensive quote to be generated

  • Does the enquiry specify Customer, Country, Sector?

Quotations

  • Has a quotation been generated.

  • Has the quotation been authorised?

  • Has the finalised quotation been sent to the customer?

Customer purchase order

  • Has a customer order been received

  • Does the customer order show an order number

  • Does the customer order show the product descriptions and code numbers

  • Does the customer order show the quantity required

  • Does the customer order show label requirements and or specification

  • Does the customer order show any other specifications

  • Has the customer order been verified

  • Has the order been logged onto Export Master?

  • Has the customer order been given an internal order number / invoice number?

Planning procedures

  • Has the order been raised on export master on the master data base?

  • Has the order been given an estimated time of arrival at the customer base?

  • Has the order been entered onto the planning schedule?

  • Have the teams been advised of the planning schedule? Has the progression folder been generated?

Purchasing Procedure

  • Has the purchasing team received the customer order detail folder?

  • Have approved suppliers been identified?

  • Have individual purchase orders been generated using details from Export Master?

  • Has the rebate structure been verified?

  • Itemised purchasing spreadsheet generated?

  • Case breakdown sheet generated and verified?

  • Sales team notified of orders being placed and timescales

  • Customer order folder amended and returned to account manager?

Works order generation

  • Has an internal order been raised

  • Has a customer file been generated

Goods inwards / receiving procedures

  • Copy of purchase orders passed to goods inward team?

  • Purchase order spreadsheet generated?

  • Order status report generated?

  • Delivery date and time verified?

  • Haulier booked into warehouse?

  • Warehouse schedule generated?

  • Delivery checked against schedule

  • Visual inspection of goods conducted?

  • Goods received note raised?

  • Export master updated?

  • Delivery notes passed to accounts dept?

  • Account manager notified of any discrepancies?

  • Goods allocated storage space and put away?

Picking Products Procedures

  • Hand over sheet raised?

  • Job loaded onto computer system?

  • Products picked in accordance with schedule?

Rework of Product Procedures

  • Handover sheet raised?

  • Products / pallets verified as appertaining to the job schedule?

  • Products checked and verified?

  • Sample pack generated for customs as per sample plan?

  • Reworked items checked against schedule?

  • Discrepancies identified and notified?

  • Handover schedule returned to account manager?

  • Shipping documents raised?

  • Shipping container ordered?

Loading Containers

  • Have all pallets been labelled and packaged?

  • Has sample pallet been checked and verified?

  • Packing list generated?

  • Container loaded?

  • Container sealed and seal number passed to account manager?

  • Container released for shipping?

Generation of documentation?

  • Has the spreadsheet been exported from the Y drive?

  • Spreadsheet checked and verified?

  • Shipping notes generated (2 copies)

  • Container seal number added to documentation?

  • Harmonised code details forwarded to FAK freight?

  • Copy invoices issued to FAK freight forwarder?

  • Application made for health certificate?

  • Certificate of country of origin raised (COE)?

  • DEFRA. Certificate applied for?

  • HALAL certificate and HCCP produced if required?

  • Documentation pack generated? (Weigh bill, invoice, etc)

  • Copy of documentation pack issued to customer?

  • FEDEX arranged and tracking number sent to customer?

Translations procedures

  • Spreadsheet of products passed on translation team?

  • Country of destination determined?

  • Customer requirements determined?

  • Product samples obtained from warehouse?

  • Barcodes vs product verified?

  • Translation generated and approved?

  • Sample Labels produced and agreed?

  • Production quantities of labels produced?

Sales Ledgers procedure

  • Has a sales invoice been received by accounts department?

  • Have invoice details been added to the manual ledger?

  • Have details been added to the HSBC on line banking system?

  • Has the invoice been allocated a nominal code?

  • Has the sales invoice spreadsheet been updated?

  • Has the outstanding invoice chart been updated?

  • Has financial summary details been updated?

  • Has payment been received into HSBC?

  • Has sage been updated?

Purchase ledger procedures

  • Has a copy of purchase orders been received from purchasing department?

  • Has a supplier invoice been received?

  • Have good inward received notes been cross checked with invoice from supplier?

  • Have all invoices been balanced?

  • Has weekly payment list been generated?

  • Has payment been made to supplier?

  • Have statements been cross checked with SAGE and reconciled?

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