SPC Team_Agreement Creation

Steps for Agreement Creation :

1.     Down load PO

2.     Read PO

3.     See that the following things are there

a.     School name and stamp should be same if not give priority to stamp.

b.     If stamp not taken on PO then consider school name [As per mentioned in PO] for agreement creation.

c.      Authorized signatory person should be as per PO only [the stamp on PO should have a designation on PO for signing authority][if not matches not call to BDM].

School Address: School address mentioned in PO need to update in CRM first then proceed further [Preference given to Letter head].

Pin code of the school should be corrected [unique] because if we mention wrong code then it will affect to implementation team for material dispatchment.

d.     Update the affiliation of the school in the system.

e.     If school details given in the PO like No. of Students & fee per students then update the same thing in the CRM in school details section.

f.       If cheque is uploaded along with the PO then update the cheque details in PO screen & make a receipt in the system.

g.     When cheque is on Sent status in advance details section then marked as To be deposited with the help of created receipt.

h.     Set the H/w details [Computer systems] **Need to add freight & cable in each cases

i.        Now click on create edit/create agreement option

j.       Fill the authorised person name, due date, jurisdiction & replacement time for UPS and Projector lamp.

k.     Recreate the PS

l.        Export the excel to align with JFM/AMJ/JAS/OND

                                                              i.      Make sure that deal value/h/w value/ servicing are same even after the alignment.

m.  Submit.

n.     Change the Status after creating an agreement 

Flow Chart :

                                              PO approved 

Editing of the School done according to the PO (School Name,Address,Pincode)

                                                         Proceed

            Check for kind of deal (SN/TN,Assistant,periodicity,outright/ EMI,)

                                            Cheque details filled or not 

                                     If cheque collected ----->  not----->Call  

                                                            Yes

                                                   Generate  receipt

         Check for Hardware details (specially Freight cable,White board /combo)

                                         If special commitment by BDM

                                                    Check Approval  

                    If Approved (Also read the comments written by PO owner)

                           Calculate the total Hardware cost (Verify properly)

                                                  Go to create agreement

        Look for any editing required in Authorized signatory name ,UPS and Projector bulb)

Set the Payment schedule( Monthly,Bimonthly,Quarterly) or any special requirement like       Step up/down model

                                                       Submit

                        If  2 PO’s by same school then look for Aligning the PS

                         If Chain school then Follow mother and child concept

SPC Team_Agreement Ready

  Agreement Ready [Repeat all the steps mentioned below without fail ]

                                              Agreement Ready

                                             If agreement Created

                                                           -

Check for School details /Authorised Signatory/Hardware details/Financial position

                                                                         -

                                                                   Submit

                                                                        -

                                                        Agreement received 

                                                                       -

                                                                 Hard copy     ------>  Scanned copy ----->Follow Up

                                                                      -

Recheck the School name /Pincode or Address /Hardware details and cost/Witness

                                                                     -

                                        Stamp matching with the school name -------->

                                                                                            Vernacular language (Contact Senior -     

                                                                                            mgmt knowing that language)

                                                                                                    ---------->

                                                           

                                                                         -                  Stamp not matching to School name *

                                                                      OK

                                                                 GOAHEAD

SPC Team_Receipt Creation

1.     Generating Receipt: 

      Receipt Mode [like cheque or DD etc..]

 Instrument no. ,Bank Name, Branch, Amount, Receive date, Deposit Date, Cheque date , Received person name [Exp :kamathr] [Comments Section –Cheque deposited date]

Cheque mode should be presented when we get CMS Slip No. Only.

In case of case is received then change the cash status as presented status [Bank cash deposit receipt] verify the account no. With company’s account no. once confirmed with sales side.

SPC Team_Go Ahead Process

Go Ahead Process :

·        Check the Exception list if satisfies the criteria then go ahead otherwise not.

o   Agreement Received

o   Credit Analysis [Advance , BDM Collection, School Infrastructure , NPV]  

·        Change the status once agreement received for go ahead purpose.

·        3 months Advance cleared

·        Photographs  uploaded for 1 or 2 classrooms if not [coordinate with the BDM] , 3 contact information, collection details

·        Final Documents verification

o   School stamp matches with school name

o   Witness signatures

                     Addition terms

SPC Team_Price List

No	No of CRs	With Interactivity	Without Interactivity
1	1	6000	5500
2	2	12000-11500	11000-10000
3	3	18000-16500/20000[With Server]	16500-15000/20000[With Server]
4	4	20000[Without Server]/24000[With Server]	18000[Without Server]/22000[With Server]
5	5 to 10	3500/CR[Server-10000][ELC-10000]	N/A
6	10 to 20	3500/CR[Server-10000][ELC-10000]	N/A
7	20	4000/CR[Includes ELC]	N/A

SPC Team_Affiliate Process

Affiliate Process :

SPC Team_Shifting Process

CR Shifting Process:
[This is very crucial process in which we need to follow each step very carefully]
If H/W invoice is not raised then:
                      Cancel the old School and PO.
                      Create NEW school, PO and then give Go-Ahead.
 If H/W invoice is raised then:

ü                                   First we need to cancel the H/W invoice with the help of SCM team.

ü     SCM Team generates Credit memo in system to cancel the invoiced h/w from the system.

ü     After that create a NEW school and link them [if Parent –Child case] and move to              Go-Ahead process.

Cases where our solution is already implemented and institution wants to Shift:

[For these cases ZH approval is required and charges applicable for Shifting]

1)      Request should be made in respective OST Q for shifting by Sales/OPS members.

2)      Complaint will be raised by OST for Shifting.

3)      Shifting charges will be discussed with School and Sales person.

4)      If school accepts to make payment will proceed without any approval and if school denies payment will proceed after proper approval.

5)      SCM team will provide reverse DC for picking the materials from School.

6)      SCM Team generates Credit memo in system to cancel the invoiced h/w from the system.

7)      Once materials are picked from school PO will be cancelled by SPC Team.

8)      Create NEW school, PO and then give Go-Ahead.

SPC Team_Cancellation Process

CR Cancellation Process:

In all cancellations ZH approval is required.
 If a PO is in New, Approved, Agreement Ready Status we will Cancel after ZH approval .In such cases complaint is not required.
Full refund will be made after registering Complaint.
Cases where our solution is already implemented and institution wants to Cancel:

1)      Request should be made in respective OST Q for Cancellation by Sales.

2)      Complaint will be raised by OST for Cancellation.

3)      If school accepts to make balance payment towards outstanding and hardware, will cancel the PO after payment is received.

4)      If school denies for outstanding payment legal notice will be given to school.

5)      If school makes payment towards Content usage and they don’t need Hardware request will be made to SCM for material pickup.

6)      SCM team will provide reverse DC for picking the materials from School.

7)      Once materials are picked from school PO will be cancelled by SPC Team.

SPC Team_Payment Scheduling

·         PS (Payment Schedule) correction

[Mails directly not come from sales, complaint, it should only comes from OST only - after verification]

·         Back End Cases (waiver )

[For Back end cases maintaining Complex PS Correction list in which we discuss with Kamath Sir giving him explanation on those cases and then resolving]

After that reduce PS. we save the tax. But the PS has to be changed. Deal value has to be changed, annexure have to be signed again.  We have to revise the ORS H/W booked (NPV value of it), change the accrual of the deferred income, lot of issues.

·         Extension Cases

[In this case we only extend the contract period but we can use our dynamics’ theory i.e payment period will remain same and agreement period we shift ahead by some months]