SALES AND TECHNICAL SECRETATY TURN OVER OF DUTIES

FROM R. YASOL TO M. FUENTES

TASK l. DESCRIPTION OF TASKS

NO.

Receiving/Monitoring of daily sales reports and

1 service call reports to be submitted by sales and
technical personnel on or before 8am

Receiving of weekly actual reimbursement of sales

2 and tech

Follow up and check accuracy of Purchase Orders

/Preparation of acceptance & confirmation of order /
Prepares invoices and Delivery receipts for pick up
3 sales and deliveries and updating client's index card

Monitors and update daily itinerary reports of

Systems Consultant and Systems Engineer which
includes daily sales call per account and pms done for
4 the day.

Preparation of transmittal for documentation of the

5 items to be release and to be receive by the client
Preparation of Contract of Sale for clients

6
 Reception duties which includes answering
telephone calls, faxing and handling clients inquiry

8 Attend to the emails from head office and clients

Checking/verifying reimbursements of Sales and

9 Technical personnel (Fare/Meal/Hotel)

Consolidation of installation of FUJI machines

10 delivered FXPC and FXPI

Reviewing & prepare returned documents for

transmittal to Head Office like sales invoice/delivery
receipt/ collection receipt and its necessary
11 attachments

Monitoring of partial deliveries per account

A.G. Villaroya Technological Foundation Institute

DENR-Environmental Management Bureau

PHILHEALTH

LIGAO EAST CENTRAL SCHOOL

BICOL UNIVERSITY POLANGUI CAMPUS

STO.DOMINGO NHS
GOLDPRINT
13
Preparation of Quotation

Preparation of business correspondence (Memo and

14 Letters)

15 Preparation of sales weekly reports (excel & ppt)

Follow up/ Monitoring of receivables/ aging

16 balances per client and tracing unrecorded deposits

17 Preparation and replenishment of Out Of Town Fund

Preparation/reviewing of Monthly Sales Report for

18 the month of March 2017

19 Typing various documentations

Preparation/Monitoring and follow up of stock

20 requisition form

21 Updating year to date sales

22 Update monthly sales breakdown per SE & SE

Preparation of Appraisal for Sales and Technical

23 personnel

Checking/verifying reimbursements of Sales and

Technical personnel (Sales Call reimbursements for
24 the month)

25 Updating of installations (accountlist and per model)

26 Preparation of the data for the Business Report

27 Sorting & Filing of finished transactions
 SPECIAL INSTRUCTION DATE
ACCOMPLISHED

All of the DSR and SCR of sales and tech must be submitted on or
before 8am in the morning when they are in the office ,while
there are some special cases, just be reminded of the ff;
daily= on or before 8am
DTC= the day they reported to the office 3/27/17
8am Note: they are only allowed to submit late DSR
when their arrival at home is 10pm and such the other day they
are going to report in the office. It is allowable until 10am only

All actual reimbursements spent for the previous week must be

submitted by Monday of the other week like for example:

March 20 to 24, 2017 reimbursements must be submitted only

within the day of March 27, 2017 3/27/17
All reimbursements must be accompanied with the photocopy of
DSR with time in & out per client, duly signed and most
importantly with attachment like hotel receipt and tickets for bus,
fast craft or van.
3/27/17

All the details must be accurate from the clients name down to
the amount and required signatories
3/27/17

All the data being input by the sales and technical personnel must
be updated daily in order to generate reports for the weekly and
monthly reports being required by the company
3/27/17

Must have necessary attachments and proper documentation

Be reminded that all the supporting documents must be duly 3/28/17
signed with approval sheets, duly approved CI and complete
details for the ACO
 3/28/17

Assess every email received due to the deadlines to be 3/28/17

Please check the attachement and be very careful of the deadline

of submission as per discussed with R. Yasol & M. Fuentes. All the
DSR for the week coverage must be attached and neccessary
ticket with accuracy for the time and amount indicated. Please
dont hesitate to clarify if the reimbursement is confusing. 3/28/17

Have monthly monitoring and updating of fuji per unit for the
accuracy of the number of units installed per model. 3/28/17

Double check every details being received and dont forget to

acknowledge the date being received and accuracy of the details
indicated and as per required for processing 3/28/17

REQUIREMENT TO BE COMPLETED & SPECIAL INSTRUCTION 3/29/17

SIGNATURE PAD= for completion and items already arrived for DR

preparation only. Waiting for teh schedule of delivery for that
area 3/29/17
RFID PVC CARD 400 pcs/RFID ENCODER 1 unit/ RFID SCANNER 1
unit= no items from AMC subject for follow up 3/29/17

EPSON FLATBED SCANNER V39 9units= arrived 4 units at HO last

week the other 5 units will arrived as per Mam Xerxie by first
week of April 2017 upon convo with Vhing 3/28/17 3/29/17

FUSING UNIT 1unit= for SRS since natagalan magSRS due to

conflict of partcode being forwarded by leoncito and pacheco 3/29/17

SPRING T 72-45361 3 pcs= no available stocks at HO & other

branches. Also, it is not included in the forecast of PSI for
spareparts, so Leoncito proposed to dismantle the trade-in
machines at the staff house 3/29/17

SPRING T 72-45361 3 pcs= no available stocks at HO & other

branches. Also, it is not included in the forecast of PSI for
spareparts, so Leoncito proposed to dismantle the trade-in
machines at the staff house 3/29/17
SOLENOID 1 pc= SRS cre of ROB 3/29/17
Upon receiving of request for quotation, double check the
partcodes, amount and item description 3/29/17

As per instructed by Sir JAA 03 April, 2017

05 April, 2017

Regular folow up and its status 05 April, 2017

Amount should always be accurate and precise. Do this everytime

you release cash for field personnels to avoid shortage or delays 05 April, 2017

05 April, 2017

05 April, 2017

05 April, 2017

06 April, 2017

Update monthly sales breakdown per SE & SE 06 April, 2017

Preparation of Appraisal for Sales and Technical personnel 06 April, 2017

Checking/verifying reimbursements of Sales and Technical

personnel (Sales Call reimbursements for the month) 06 April, 2017

Updating of installations (accountlist and per model) 06 April, 2017

Preparation of the data for the Business Report 06 April, 2017

Sorting & Filing of finished transactions 06 April, 2017
 ll. WHAT DID YOU LIKE MOST lll. WHAT DID YOU LIKE THE LEAST IV. QUESTIONS YOU WOULD LIKE TO
ABOUT THE TRAINING ABOUT THE TRAINING ASK/CLARIFY ABOUT WHAT YOU HAVE
LEARNED

nothing, all the I've learn from the

Receiving/monitoring of daily sales rday I train was part of my task and Whatthing
if they pass it late? What's the next
to do with their reports?
job

nothing, all the I've learn from the

Receiving of weekly actual
reimbursement of sales and tech
day I train was part of my task and
job
Like for example given, what if they pass
nothing, all the I've learn from the it late with explanation letter attach but
day I train was part of my task and then upon checking by accounting
job department the reason was not valid.
What will happen to their
nothing, all the I've learn from the reimbursement/s?
day I train was part of my task and
job

Follow up and check accuracy of

Purchase Orders /Preparation of
acceptance & confirmation of order nothing, all the I've learn from the How long should all the invoices
/ Prepares invoices and Delivery day I train was part of my task and including SI/DR, CR, PR stay in a customer
receipts for pick up sales and job or to system consultant/technical sales?
deliveries and updating client's
index card

Monitors and update daily itinerary nothing, all the I've learn from the
reports of Systems Consultant and day I train was part of my task and What if they pass it late? What's the next
Systems Engineer which includes thing to do with their reports?
job
daily sales call per account and
pms done for the day.

Preparation of transmittal for
documentation of the items to be
release and to be receive by the
client
Preparation of Contract of Sale for
clients
nothing, all the I've learn from the What are the attachment when sending
day I train was part of my task and items to be release? Where are the
job destinations of items?
nothing, all the I've learn from the What are the documents needed in
day I train was part of my task and order to know if it is ok to do the
job contract?
Reception duties which includes
answering telephone calls, faxing nothing, all the I've learn from the
and handling clients inquiry day I train was part of my task and
job
nothing
nothing, all the I've learn from the
Attend to the emails from head
day I train was part of my task and
office and clients job nothing
As stated, the expenses most importantly
the transportation expense was still
confusing on my part. What are the
Checking/verifying difference between technical sales and
reimbursements of Sales and verifying the expenses if it is system consultant when it comes to
Technical personnel reimbursable or not transportation? What are the
(Fare/Meal/Hotel) considerations that might needed in
order for them to reimburse? If they will
pass it late, is it still reimbursable?
Consolidation of installation of nothing, all the I've learn from the
FUJI machines delivered FXPC and day I train was part of my task and
FXPI job nothing

Reviewing & prepare returned nothing, all the I've learn from the
documents for transmittal to Head day I train was part of my task and What are the other documents that need
Office like sales invoice/delivery to return to head office?
job
receipt/ collection receipt and its
necessary attachments

Monitoring of partial deliveries per present the partial deliveries but Some issued SI but some are not, when
don't explain every partial would SI be given to customer if it is
account deliveries delivered to customer partially delivered?

nothing, all the I've learn from the familiarization of each transaction and
day I train was part of my task and pending transactions,
job

Preparation of Quotation
Preparation of business
correspondence (Memo and
Letters)
Preparation of sales weekly
reports (excel & ppt)
nothing, all the I've learn from the
day I train was part of my task and What are the part code? Familiarity of
product that are serving to clients.
job
nothing, all the I've learn from the
day I train was part of my task and
job nothing
How to enter and consolidate every data
What are the data included in ppt? that is intended in making powerpoint
presentation?

Follow up/ Monitoring of

receivables/ aging balances per
client and tracing unrecorded
deposits
all was partially explained How to know if what is on unrecorded depo
nothing, all the I've learn from the
Preparation and replenishment of day I train was part of my task and
Out Of Town Fund job Who are capable of out of town fund? What

Preparation/reviewing of Monthly nothing, all the I've learn from the

Sales Report for the month of day I train was part of my task and
March 2017 job

nothing, all the I've learn from the

day I train was part of my task and
Typing various documentations job What re those various documents?
nothing, all the I've learn from the
Preparation/Monitoring and follow day I train was part of my task and
up of stock requisition form job did not yet orient me/teach me
nothing, all the I've learn from the
day I train was part of my task and
Updating year to date sales job partially expalined to me
nothing, all the I've learn from the partialy explain and familiarized
Update monthly sales breakdown day I train was part of my task and transactions
per SE & SE job

nothing, all the I've learn from the Still confusing, partialy explain but still
Preparation of Appraisal for Sales day I train was part of my task and need to learn every transaction
and Technical personnel job

nothing, all the I've learn from the

Checking/verifying
reimbursements of Sales and
Technical personnel (Sales Call
reimbursements for the month)
Updating of installations
(accountlist and per model)
day I train was part of my task and
job
nothing, all the I've learn from the
day I train was part of my task and
job
What is the deadline of sales call
reimbursements?
Familiarization in each transaction
specialy when have to input it on the
computer

nothing, all the I've learn from the

day I train was part of my task and partialy explain
Preparation of the data for the Bus job
 nothing, all the I've learn from the
day I train was part of my task and familirization where to file it, identifying
every transaction
Sorting & Filing of finished transact job
V. OVERALL: HOW WILL YOU RATE
THE TRAINING

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