Our Goal:
To sell 6, 100 plots from March 21 to April 23, 2015
Greenhills - 5,000 plots - 200,000,000
Pangasinan 500 plots - 20,000,000
Oton 300 plots @40t 12,000,000
La Union 300 plots @30t 9,000,000
Calapan 300 plots @ 25 7,500,000
What:
To strengthen the process in documentation of the sales:
Fast and reliable (accurate)
Simplified
Background:
For the past Undas campaign, there was deluge of customers and documents were completed only after a month. There was a back log of sales and collection report. We need to stop this backlogs which could lead to defalcation and lapping
HOW?
Use of PPA and abstract system.
Resources needed:
one encoder per SBU (hire)
one new/dedicated computer for abstract
abstract system with capability for:
1. issuance of id
2. encoding of customer information
3. encoding of agents/SE who facilitated the sales
4. generating reports:
sales
collection report
customer information
PPA forms:
The sbu have indicated that they will run out of forms soon. The 2 pads initial stocking will have run by this week. We will order sixty (60 pads): 15 for Panga and Calamba (that is 750 each) and 10 each for Oton, La Union and Calapan.
Training and manual
Process: Steps:
1. Install the abstract system Ask for the assistance of Ana Banez or July
2. Purchase a dedicated PC for the abstract. Connect a 3ffb for file sharing via dropbox or other software
3. The job of file keeping and issuance of docs is done at the sbu level:
1. The PPA form, max of 5 may be taken out of the office, brought by the SE for closing the sales. These are the accountabilities of the SE and duly logged. The SE must return the forms if not used.
The SE shall issue a provisional receipt which is attached at the bottom of the PPA. The OR shall be issued thereafter.
2. The customer signs the PPA, and the CSS fills all the data, no blanks are left; if the blank/space has no info, the CSS places none.
Avoid erasures, and unclear info. Write legibly.
The SE must sign the space provided. If the SE fails to sign, he can not be considered for commission payment. No other proof for commission payment is accepted. The SE must be in the list of the accredited SE.
.3 Upon closing of the sales account, the person in charge encodes the PPA, and the collection.
4 The encoder issues an ID to the customer: (more preferable to have picture and laminated). The id contains:
1. Name of buyer;
2. Account number:
SBU
Type of account
PPA #
3. Plot bought
4. Balance
5. MA
6. Manner of payment (Annual, Semi Annual Qtrly, Monthly
7 Due date 13 to 20, 30 to 5
The id makes it easier to process the payment of the customer, ie when his account is to be searched electronically.
(NB. Be sure, the SBU prints monthly the list of customers. They can help the SE for the collection of the next month MA.
Please back up your HD)
5. The encoder generates a ledger for the account.
6. The CSS:
1. Lets the customer sign a the back, while explaining the contents of TC at the back. The CSS initials, and let the CMO sign at the back.
2. The CSS gives the customer his copy of the PPA with initial of the CMO
3. The CSS sends the hard copy (3 more remaining copies of PPA to 3ffb for confirmation signature of the SMD via pouch; the CSS can generate a list from the abstract of the documents sent.
4. Shares the abstract with 3ffb via the drop box. YOUR ARE NOT TO EMAIL THE ABSTRACT. The goal of the abstract is to end double entry and double work
7. 3ffb:
1, SAA:
checks the PPA vs the abstract
checks the PPA vs ledger of the ICR, ICR initials
SMD signs;
SAA returns the original and the SBU copy to the SBU, retains a 3ffb copy for hard copy file
2. ICR shares the ledger file from the SBU
Vefifies the sales computation.
Copies the account number and cheks vs his ledgers. (soft copy) He need not be active in ledger keeping but duty is to:
check abstracts
OR, com paid
sends collection letter to those in arrears, sends forfeiture letter to those who are two months in arrears;
generates total collection/total ICR balance per SBU and in arrears.
ICR ASSISTANT REPEATS THE CYCLE.
The ICR can schedule his/her work accordingly as payments can be batched:
15 to 20 for payments made on the first 15 days for the previous month;
30 to 5 of next month for payments made on the second half of the month (16 to 30)
3. AP verifies the remittance report and the com paid for accuracy. Com is based on principal only. The price list says the 50% com for the sbu sales agents in only for 7; if for 12, months, it could not be 50% but roughly max of 50% for the 60% of the lot price (pc, vat, capf, and interest are excluded. PLEASE REFER TO THE DULY SIGNED/CONFIRMED APPROVED PRICE LIST.
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