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STANDARD PROCEDURE MANUAL Effective:

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This information is for the sole use of the Bobrick Corporation through its authorized representative and deemed privileged and confidential.

ACCOUNT SET UP PROCEDURE

Credit Department 2011

Prepared by; Steve Rojas, Sr. Credit Representative

May 17, 2011


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ACCOUNT SET UP PROCEDURE

Introduction

Objective

The following new account set up procedure was designed to keep the integrity of the credit

business rules intact. In recent years, new business computer programs e.g. Bobrick

Enterprise System (BES) and iBob (internet sales) have changed and altered business rules.

Prior credit business rules could not meet these new demands efficiently and became out

dated. Causing delays, confusion and creating intermediate procedures. The following new

account procedure is to document, acknowledge, establish and reference these new rules and

changes. The procedure will provide detailed information, a step by step process and

definitions, so that any party and/or individual can fully comprehend the account set up

procedure.


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ACCOUNT SET UP PROCEDURE (continued)

Table of Contents

What Programs need to be Installed Page 4

Circa EF and Citrix

How to Determine a Customer’s Line of Business and Type Page 5

Architectural, Sanitary, National et al...

How to Enter a Customer’s Line of Business, Type and Channel Page 6

How to Determine and Assign a Manufacture Representative Pages 7-8

Janitorial & Sanitary Representative, Architectural representatives etc...

How to Assign a Credit Clerk to an Account Pages 9-10

Granting line of credit guide lines and determining a line of credit Pages 10-15

Experian reports, bank reference et al…

Flow Chart - Approval Process Guidelines Page 16

How to Assign an Account Number Page 17

Recycling numbers, synchronizing numbers, et al…

Setting Up New Accounts Pages 18-24

Bobrick, Gamco, Koala

International – new account set up Pages 25-26


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What programs need to be installed

Before we begin the set up process, the following programs must be installed and set up on

your desk top.

Please request approval to set up the programs from the Credit Manager - the Credit Manager

will then approve the request. The Credit manager will contact Circa - Circa customer

service email @ [email protected]

Once approved - a Circa technician will come to the department/individual’s cubical, install

the programs and create a short cut Icon on your desk top. The Circa technician will provide

some brief set up settings and general navigation tools.

mailto:[email protected]


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How to Determine a Customer‟s Line of Business and Type

There are several methods to determine a customer’s line of business. Below are two

common methods.

Key words (Fig.1)

Experian business information report (SIC code) (Fig.2)

Fig.1 - the list below are key words that can determine a line of business

E.g. Company Name: John‟s Plumbing Service - key word “Plumbing” customer

categorized as “Architectural” account

Aftermarket Key Words Architectural Key

Words

a.) Paper Supplies a.) Plumbing

b.) Janitorial Supplies b.) Electrical

c.) Restaurants Supplies / Equipment c.) Hardware

d.) Cleaning Supplies d.) Division 10

Fig.2 - Below is a snap shot of an Experian business information report - highlighted area

indicates line of business/ SIC code - for more info on Experian reports refer to pages 10-15.


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How to Enter a Customer‟s Line of Business, Type, Channel

Fig. 1

The yellow highlights,

indicates entries for the line

of business, Type and

Channel.

This screen can be found in

EF – Credit / Sale, please

refer to pages 18-24 for more

info on EF Credit/Sales

screen.

Fig. 2

List of LOB, TYPE,

CHANNELS

For this example, Ocean

Janitorial is assigned to LOB:

aftermarket,

TYPE: 2J-JanSan

CHANNEL: AM-aftermarket.

As indicated in Fig.1


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How to Determine & Assign a Manufacture Representative

Once we know the customer’s line of business, we can now determine the regional

manufacture representatives, e.g. - Fig. 1 and Fig. 2

To complete this task:

1. Each credit clerk should be furnished with a Business Atlas

2. The Business Atlas highlights Manufacturing Representatives territories. (Fig.1)

Customer company: Lucky’s Hardware Store

Keyword: “Hardware” assign to architectural representative

Location: Los Angeles, California

Assigned Mfg. Rep: Mega Western

Fig.1 (Business Atlas)


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How to determine and Assign a Manufacture Representative (continued)

Customer Company: Johnny’s Janitorial Supplies

Keyword: “Janitorial” - assign to Sanitary representative

Location: New York City, New York

Assigned Mfg. Rep: Frain Bravasso


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How to Assign a Clerk to an Account

Credit clerks are assigned to manage and maintain accounts, by regions. Fig.1, is an example,

when assigning a credit clerk according to region.

Credit Clerk# 3 (Western Region)

Credit Clerk# 5 (Eastern Region)

Below, is a map that indicates the territories that each credit clerk manages and maintains.

E.g. Sam’s Janitorial Supply - Location: Los Angeles, Ca - Clerk#3

E.g. Bob’s Hardware - Location: New York City, NY - Clerk#5 (Yellow)

Enter clerk

number from

drop down

menu, from

the EF -

Credit/Sales

screen. Pages

18-24 for more

info on Credit

sales screen.

Fig. 1


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How to Assign a Clerk to an Account (Continued)

Assigning a Credit Clerk according by Contracts, multi-accounts and PIA/COD accounts.

Clerk

number

Assignment

1 Payment in Advance, Credit Card, Cash on Delivery accounts

2 International accounts

3 Western Region accounts

4 Contract 2020 accounts

5 Eastern Region accounts

6 & 7 Multiple Branches, e.g. Ferguson, Winnelson, Grainger,

11 Contract 3020

27 Contract 1020

3 &5 Contract 4020 – allocated by region – national accounts

Note: The Sales department determines who is eligible to be on a stocking distributor

contract.

Granting line of credit guidelines

Credit is a right that is to be granted, but never to be demanded.

Commercial credit services e.g. Experian, are tools to help us minimize

risk. Credit ratings are vital to granting credit

The Credit department is solely responsible for granting credit. Granting

credit for a sales tool is not tolerated. And any other internal departments

shall not intervene in credit decisions and/or policies.


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Determining a line of credit

There are three common methods to determine a line of credit

Business information report: Experian

Bank reference

Trade Reference Note: if a customer does not sign our Personal Guarantee –

customer will be on Pay in advance terms (PIA) –exception are multi-

branches and multimillion dollar companies.

Experian -

Experian is a credit risk management service that helps us to determine a customer’s line of

credit. An Experian Business Information Report is ordered through Experian’s website. The

Experian report details the company’s history, payment trends, etc.

To get access to Experian’s services, you must first get approval from the Credit Manager –

there after a username and password will be issued.

Experian website log-in: https://www.experian.com/bizapps/index.jsp

Once on the website, proceed with the following steps:

A.) Search for log-in, located on left side screen and enter your username &

Password, as shown on Fig.1.

https://www.experian.com/bizapps/index.jsp


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Determining a line of credit (continued)

B.) Once logged - in, check off and enter the following: As shown of Fig. 2

BPR & Intelliscore

Business name: e.g. Bobrick Washroom Equipment

City, State, Zip

Click Submit button


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Determining a line of credit (Continued)

C.) Check the appropriate information,

e.g. Bobrick Washroom

Equipment - as indicated on (Fig.3)

Double click on “View Report”

D.) Fig.4 is a snap shot of a business

information report. What to look for:

High Credit

6 month Balance

Reports to Collections

Agencies

Tax lien

Intelliscore Plus

For this example:

Highest credit extended was $111,000.00 – so a credit limit of $100k is acceptable for

Bobrick. For further details, please refer to the Credit Manager.


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Bank Reference -

If an Experian report does not provide enough information to determine a line of

credit. Then a bank reference should be performed.

A bank reference allows us to contact the customer’s financial institution and obtain

the customer’s business account balances.

Bank contact information can be found on the customer’s credit application.

Banking references should be submitted via facsimile - along with signed

credit application.

To find bank reference forms:

Got to: A.) Credit Shared files

B.) New Accounts (Fig.1)

C.) Letters (Fig.2)

D.) Bank Reference (Fig.3)


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Below is a snap shot of a Bank Reference form

(Fig.4) The following highlighted entries should be

filled and signed.

Your signature

Company name and address

Checking account number

Date account opened

Customer’s Bobrick account#

Fax a copy of Credit application with

customer signed approval

Note: Banks will usually respond within 24hrs up

to 5 Business days. Follow up after 5 business

days, it no response.

Fig. 5 is a sample of a completed

and returned bank reference. The

bank has indicated Low 4 to High

5 average balance. (Yellow

Highlights)

Low 4 indicates $1,000 to

$3,000 average balance.

High 5 indicates $70,000

to $90,000 average

balance

For this instance, we can

extend credit within $1000

to $90,000 range.


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Flow Chart - Approval Process Guidelines


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How to Assign an Account Number

Before assigning a new account number, some preliminary checks must be conducted.

Check if prior customer - prior account number can be re-issued

(recycling account numbers)

Check all business environments (Bobrick, Gamco, Koala) if the

customer is active in other environments - use the assigned account

number to the new environment (mirroring process)

Please note: Koala, Bobrick, Gamco - all share the same range of numbering system -

e.g. 30000-39999 numbers are being used in the system.

Fig.1

C.) Search for ACCOUNT #„s.xlsx spread sheet file - double click (Fig.2)

Fig.2

D.) Assign the next available a/c# - e.g. 37199 (Fig. 3) as highlighted

Fig.3


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Setting up New Accounts

Before we set up an account, the following criteria must be in place:

Account number assigned

Manufacture representative assigned and approval

Credit application

$750.00 minimum order

Experian business information report

Established customers who have multiple branches can bypass initial

set up procedure

Fig.1

Fig.3

Bobrick, Gamco and Koala all have the

same set up procedure. The following

sample exercise will be conducted in the

Koala environment.

A.) From desk top - Find Circa EF

program - double click

B.) Search for Environment - double

click (Fig.1)

C.) Search for Koala Kare Products

- double click

Please note: From this screen you have

the option to choose different

environments (Fig.2)


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Setting up New Accounts (continued)

D.)Search for Maintenance - double click (Fig.3)

Fig.3

E.) Search for Customer - double click (Fig.4)

Fig.4


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D.) Enter assigned account number #37199- as indicated yellow highlight.

(Fig.5) Please refer to page 17 for account number assignment.

Fig. 5

E.) Pop-up menu - click Yes to accept account number (Fig.6)

Fig.6


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F.) New Customer Entry screen: The following highlighted areas need to be completed.

Press the Tab key to move into the next entry - Click the Save button - located right

bottom corner - to save all information in each screen. (Fig.7)

Fig.7

G.) Address screen: all entries have been pre-entered during the New Customer Entry

initial set up process, as shown in Fig. 7 - to navigate through the different screens -

locate menu bar to the left and double click.

Fig. 8


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H.) Credit/Sales screen: the following entries must be assigned (Fig.9)

J.) State Resale Cert screen: The following entries

must be assigned. (Fig.10)

(Fig.10)

Credit Limit: enter line of credit - please

refer to p.10-13 for more info

Credit Code - drop down menu -“X” if

line of credit is not determine: If line of

credit established set to “B”

Credit Category - drop down menu -

assign credit clerk - reference “How to

assign a credit clerk to an account” p.9

Line of Business - Type - Channel entries

- please refer to p.5 to help determine these

fields

Tax IdVat No – enter customer’s Federal

Identification number – this can be found

on the credit application

Collection Queue - check on

Dun Status - check on

Statements - check on - if customer

requests for monthly statements. Note:

Koala customer’s all receive statements

Fig. 9

I.) State Resale Cert screen -

State Code: enter the

appropriate state resale,

information, as indicated Fig.10

drop down menu

• from the drop down menu,

enter

Resale No and Expiration date

J.) Click on (+) to save each

entry

Fig.10


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K.) Forms Address screen: choose to send invoices, acknowledgements etc, via e-mail or

fax (Fig.11)

Search for ( + ) and double click (Fig.12)

Type - from drop down menu - choose invoice, acknowledge etc.

Form Dist - from drop down, chose fax, email, print

Press Save button (As indicated on Fig. 13)


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L). Customer Notes screen – this is a text entry field, that allows us to enter pertinent

information about the customer’s profile. The following information should be noted.

Experian business report rating (if applicable)

Bank average balance (if applicable)

Any important information that may change the outlook of the customer’s credit

worthiness

Fig. 14 – is an example of a noted entry.

This completes the account set up for domestic sales, be sure to do the following actions;

Inform customer service, or the department that is requesting a new account set up,

that the account is set up ( contact them via email, fax, and/or call in)

File the credit application accordingly. Files are located at the rear of the credit dept,

filed by years.

Don’t forget to follow up on Bank information submissions (if applicable), and/or

Resale Certificates (if applicable.)

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