Use of portal and system to facilitate the posting of ledger and management records and ppa

To:           BPI records

               BPI accounting (ICR assistant)

Subject:    Use of portal and system  drop box (or google drive)to facilitate the posting of ledge and management records and ppa

Objectives:

1.  To hasten the pace of posting of ledgers and updating PPA

2.  To promote the integrity of  sales report

3.  To make for lean procedures and repetitive tasks

Reality /background:

When we launched Hataw 2015, the proponents made sure that a system was in place to speed up the pace of posting and processing of documents.  

1. All the information that is needed to register and establish the data base for the customer are in the PPA:   birthday, address, contact number, PPA number, lot number, block number TCP, dp, monthly amortization etc.

2.  A portal was set up (a template) for making entries at the sbu.

     1.  Once an entry is made at the sbu, the file is shared via drop box  (or now the Google drive)to the 3ffb: 

             1. The customer list (for the PPA).  This will be the basis for the transmittal and the master list

             2. The other data for the ledger (abstract) of the collection

             Hence there is no need for making another list for the transmittal, (double work) and make another entry for the ledgers

           3. MLII harvests the data for:

              PC, VAT, Capt/Insurance, ME

          The shared data from the portal will be the driving force behind the data stream to put things together and make the work fast and efficient.

      2.  The current situation:

          1. It takes ages for the sbu to send the PPA;

          2.  The Records Assistant still makes her master list whereas, this should have been posted by the SBU  (preferably consecutively)

              This will make the TA verify her PPA fast too but she has to go over them physically

        3.  There is no ledger at 3ffb because  we still have not hired the Excel Expert from another Finance company or that we still do not have the computer system

     3.  That this portal has been abandoned, and that the template has been changed without informing this office

         When addressed those in charge cant seem to do anything about this:   unless we hire more people and buy a new system, (worth millions). 

BUT THE FACT IS WE HAD ALL READY THE SOLUTION SYSTEM IN PLACE BUT WAS IGNORED BY MANY OR NEGLECTED BECAUSE NO ONE WAS MONITORING  OR THAT SOMEONE HAD THE COURAGE TO CHANGE or disregard this

It was discussed that in the meantime while waiting for the purchase of new computer system and or hiring a new ICR employee, or that we train everyone on excel, we:

      1.  Revise update the template, or update the portal

      2.  Use the drop box or google drive.

      3. Share file with records and ICR to save on repetitive  task.  Iyon and ibig sabihin ng single handling

      Let us be enterprising, think of the box, and seek low cost solution for our problems.  LET US BE RESOURCEFUL RATHER THAN RESOURCE BASED ESPECIALLY IF WE ARE HIGHLY PAID

Please discuss this well with every one and enjoin every one to engage shared learning

--

Jorge U. SaguinsinTo "be the best, do your best, expect the best" always

N.B.   The information contained herein are private and confidential in nature.  The sender does not assume any damage that may arise from improper use of the email contained. ;  especially if the information in this communication falls into the wrong hands causing damage and loss. to the company or any other parties.

Some important notes on the Hataw campaign

Do:

1.  Emphasize the benefits and advantage of the hataw:

     1.  Very affordable.  For the selected plots the monthly payments range from a low of P500.00 to only P800.00 a month.

          Our old price list lists down 5 digits for the dp and  4 digits for the monthly.

    2.  A lot of savings with the zero interest and low low special price.

        For instance, in Calapan, the savings is:

        1.  On the lot price  -   P7,000 (our regular price is P37,000

        2.  On the interest   -     10,000.  (25% on the balance by May 1)

        Come May, there will be no more special lots for sale,  However all other plots will be sold at 60 months to pay, with 25% per cent on the balance

   3.  With insurance protection:

      1. With ADD -  double the benefits in case of accidental death.  The insurance will pay 2x the TLP say P30,000 to P60,000 if the plot buyer dies from vehicular  accident, drowning, falls  electrocution, choking and the like.  

     2. Disability benefit in case of total loss of limbs and eyes; 100% of amortization deemed paid.     50% of amortization deemed paid if there is loss of one limb or eye.

    3.  For natural death, amortization deemed paid in case the buyer is of insurable age, no pre existing condition, not engaged in hazardous work or hobby, and account is not in arrears.     The principal payments are returned too to the beneficiary.

2.   Sell to friends, neighbors, to relatives of agents and other people you know because this is a rare offer and opportunity

3.  We are running out of inventories;   as in Oton, La Union, and Calamba.  We have to think soon of expanding.    In Calamba, the sales directors are quarrelling over only 800 special plots for sale

4.  Be prepared when ever we have this event:   PDCA, requirements for motorcade, brochures, leaflets and fliers.  

5. Do post in your social media accounts tweeter, FB to promote this promo.  Blast email and blast text.

6.  Emphasize the high commission rate up to 17% for sales director.  However do emphasize that the outright is only 10% ( of the tlp) and the balance (the 4 or 7% shall be in the form of check.)  Our accounting is now headed by a professional chief accountant, who will make sure that the checks keep on coming.

7.  Only Sellers are allowed to take commissions.   The office staff can only win prizes if they meet 100% of the target.  Take note of the qualifiers:   R2, 97% attendance, no Class C and D offenses.

The only outright com that was allowed was for PMS up to 4% of the NPP available to CSS and CMO and ACMO until March

8.  If there is a walk in or other office sales, place none at PPA sales executive line.

9.  If we want to sell, the seller must bring blank PPA for signature.  Take the signature first and the cash later.

10.  Do emphasize regular and prompt payment by the customer.  If the account becomes in arrears, the zero interest is lost and  1% interest and 4% penalty is charged. 

11.  Be positive and be a money magnet

12.  For clarification

      All regular priced plots are for sale at zero interest, 60 months to pay, 60 + 6 in case MA is more than Php 600.00

     Even if the regular priced plots are sold like prime for lawn, SSN, GE, their outright rate is still 10%;  still 10 14, 17%

13.  Processing time for docs is 7 days;   pouch more times if you have to meet this timeline.

14.  Read the blog posts emails, and ppt. 

15.  Allow recruits only if they have SEAD are duly accredited and trained.  Nag 

exam.

16.  COMPLY WITH OUR REQUIREMENTS TO BE IN THIS CAMPAIGN:

      1. Submit a marketing plan with clear targets for the SBU

          1.  Sales director

          2. Strategies

          3.  4 p's action plans

     2.  Inventories of plots for special plots for sale

     3.  Updated SEAD of the Sellers

    4.  Compliance with the required procedure:

          1.  Completion of PPA, having this signed, and filled up fully and correctly

         2.  Checking the PPA for defects and errors, avoid erasures

         3. Initial by CSS and the CMO

         4.  Give the yellow copy to the customer

         5.  Make ledger and post the payment

         6.  Submit the abstract;   make the deposit slips

        7.  Pouch the documents to the 3ffb promptly

     At 3ffb:

       1.  Receive the docs,   file the transmittal

      2.  Inspect the docs;   date stamp, check for completion and compliance

      3.  Accounting makes the ledger; initials the PPA

      4.   Docs has the PPA signed by authorized officer

     5.  Sales Admin Assistant:

           1.  Issues ID

          2.  Does the data base file with picture, signature, thumbmark

     WHEN ARE THE SBUs submitting;  (remember if you do not submit, you cant claim your prize) ?  For once let us understand compliance and DUTY OF OBEDIENCE

Dont:

1.  Quarrel or raise your voice vs customer;

2.  Deny the customer the privilege of using CR

3.  Fight this promo by using other people to be negative about this.

4.  Misunderstand our ppt, blog posts and emails

5.  Recruit troublesome or unpleasant negative individuals, or who are crooks

   

   

Jorge  U. Saguinsin

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