ESSENSA NATURALE

Office Administration

Handling Customer Registration

PERSON-IN-CHARGE A C T I V I T Y

Recruiter/Member

•Member/Recruiter fills out the Membership Application Form. Registration Form must be 100% filled out.

Receptionist•Checks the application if all information are filled out.

Recruiter/Member

•Makes the first purchase for the entry package

Receptionist• Enters the order in the AR and serves the order

Receptionist•Provides the entry codes and asks customer to sign acknowledging receipt of entry codes

Receptionist•Files the acknowledgement receipt of all entry codes

Handling Customer Registration in the Depot

PERSON-IN-CHARGE A C T I V I T Y

Recruiter/Member

• Member/Recruiter fills out the Membership Application Form. Registration Form must be 100% filled out and must be in 3 copies; original - essensa office, duplicate - essensa depot; triplicate member.

Receptionist• Checks the application if all information are filled out.

Recruiter/Member

• Makes the first purchase for the entry package

Receptionist• Enters the order in the AR and serves the order

Receptionist

• Provides the entry codes and asks customer to sign acknowledging receipt of entry codes. Entry codes must be in duplicate. Original - Essensa Depot; Duplicate - Essensa Office

Receptionist• Files the acknowledgement receipt of all entry codes and sends the duplicate to Essensa Office

Receiving and Accepting Orders from Customers

PERSON-IN-CHARGE A C T I V I T Y

Receptionist• Gives customers their priority numbers

Receptionist

• Calls the customer one by one and gets their order and prints in the CM form ( CM form is attached). Cash Memo must be in triplicate (Original - Customer, Duplicate - Essensa Cebut; Triplicate - Essensa Manila)

Receptionist• Fills out the Cash Memo legibly and complete the information in the CM ( Name of Customer, Address and contact no.)

Receptionist• Prepares the stocks based on CM

Receptionist• Gives stocks to the customer and asks customer to count and signs on " Received By"

Receptionist• Files the CM and encodes product code if repeat purchase & entry codes if new recruit

Release of Entry Codes to the customer

PERSON-IN-CHARGE A C T I V I T Y

Depot• Buys Entries from Fiona and requests for entry codes

Fiona• Prepares entry codes based on CM

Fiona• Saves the entry codes in the USB of the company

Fiona• Sends the entry codes in excel format in duplicate to the Depot via email

Depot• Confirms receipt of the entry codes

Depot • Issues entry codes to the customers and ask customers to receive the entry codes in duplicate

Depot • Sends to headoffice signed entry codes by the customers

Release of Entry Codes to the customer in the Depot

PERSON-IN-CHARGE A C T I V I T Y

Customer• Buys Entry from the Depot

Depot• Uses CM for the Entry sales and issues entry codes to the customer

Depot• Asks customers to receive the entry codes and signs on the excel format in duplicate

Customer• Customer encodes his/her entry codes in his/her account in the system

Depot• Files the original copy of the received entry codes and sends the duplicate copy to Headoffice Manila

Depot• Headoffice files the signed entry codes

Repeat Purchase Product Codes by Depot

PERSON-IN-CHARGE A C T I V I T Y

Depot• Buys products from Fiona and requests for product codes

Fiona• Prepares product codes the following day based on AR

Fiona• Saves the product codes in the USB of the company

Fiona• Sends the products codes in excel format in duplicate to the Depot via email

Depot• Confirms receipt of the product codes

Depot• Issues product codes to the customers and ask customers to receive the product codes in duplicate

Depot• Sends to headoffice signed product codes by the customers

Repeat Purchase Product Codes by Members in the Depot

PERSON-IN-CHARGE A C T I V I T Y

Customer• Buys products from the Depot

Depot• Uses CM for the product purchases and issues product codes to the customer

Depot• Asks customers to receive the product codes and signs on the excel format in duplicate

Customer• Customer encodes his/her product codes in his/her account in the system

Depot• Files the original copy of the received product codes and sends the duplicate copy to Headoffice Manila

Depot• Headoffice files the signed product codes

Return Stocks

PERSON-IN-CHARGE A C T I V I T Y

Depot• Receives return stocks from customers. Customers must bring the CM and the stocks

Depot•Fills out Return Form and specify customer name, date of purchase, products, quantity, amount and reason for return and provides return stocks to Warehouse to check the stocks.

Depot•Checks return stocks and reasons for return, if; damaged packaging or quality problem

Depot•Signs the Return Form to acknowledge the reasons, the product and counts the quantity and submits form to Headoffice for approval

JDC •Approves and Signs the Return Form

Depot •Replaces the returned stocks to customers and let customer receives the replacement

Depot•Sends the returned stocks to Headoffice

Ricky•Replaces the returned stocks and sends it to Depot together with the other orders

Depot•Keeps the returned s tocks in the cabinet and returns the s tocks to Lynx-Nia for analysis if quality problem and i f packaging problem, use the s tocks for

product demo

Payment Procedure - Product

PERSON-IN-CHARGE A C T I V I T Y

Customer• Customer selects mode of payout every Tuesday

JP•Provides product requests by customer and gives to Depot every Thursday

Depot

•Records all payouts of product through Product voucher when customer claims the product payouts. The product voucher must put the reference code of the product payout for validation in the future. Please see attached template for the product voucher.

Depot

•Sends the filled out product voucher to headoffice that includes the following information; reference code, Date, amount, name of the member, products , quantity, unit price, total amount

Depot ___________________________________ Date _______________________

Name ___________________________________

Code Date Amount of Payout Name of Member Product Unit Price Quantity Total Grand Total

11, 814

Reference

P A Y O U T P R O D U C T V O U C H E R

Payment Procedure - Check

PERSON-IN-CHARGE A C T I V I T Y

Customer• Applies for Security Bank - ATM

Customer• Customer select mode of payout every

Tuesday

JP• Prapares cash payout and deposit in the bank.