SDLDar Es Salaam

Suggestion for

Improvement

SDL- Ltd Dar Es Salaam

Suggestion for Depot Operation

Improvement

Depot Operation

1. In depot operation Credit customer stock replacements is there. In this

system compulsory to be avoid.

Solution

Currently when stock delivery to customer we are getting the customer sign in invoice

only. Also To be implement a new system for stock delivery note attach with that

invoice. It that delivery notes to be mention invoice no and goods quantity and

condition. When the customers receive the stock he should conform & sign the delivery

not goods received in good condition. After never we should not do the stock

replacement.

Format Model SDL LTD -DEPOT

Manufacturers of Detergents

P.O. BOX 3016, DAR ES SALAAM, TANZANIA.

Goods Delivery Note

S.No. .................. Date............................

M/S ........................................................................................................................................

.........................................................................................................................................

No. PARTICULARS Quantity

1. FOMA GOLD 20GM (1 * 72) 5 CTN

2. FOMA GOLD 50GM (1 * 72) 3 CTN

3. LEMON FRESH LIQUIED 1LT (1 * 12) 8 CTN

TOTAL ==============���� 16 CTN

The above mention all good received in good condition.

Prepared By

Received By

07/05/2006

A.S.SUNDRIES, DAR ES SAALAM.

DDDD----1111

FOR SDL LTD,

R.RAVI RAMESH

(STORE INCHARGE)

Receiver Sign & seal,

2. In depot Sales vehicles they maintain stocks very poorly.

Solution

As per my observation currently when the stock dispatch to sales vehicles most

of the Turn boys only taking the more responsibilities. R.S.R s no one not check the

stocks regularly. If they are properly check the stocks and it condition, most of the

R.S.R Internal Stock Replacement it will reduce. So each R.S.R should take care of

Vehicles stocks and it conditions.

3. In depot Sales R.S.R & TURN BOY’S continuously working in same vehicle

and same Sales Items (SKU).

Solution

As per my observation currently. The R.S.R & TURN BOY’S continuously

working in same vehicle & same Sales items (SKU). This system should be change. Every

six months once should be change their vehicle and Sales items (SKU). For TURN BOYS

every two Week once should change their vehicle and R.S.R’s.

4. In depot R.S.R Cash Sales we gave more skims and Discounts to

customers. Really it’s reaching to customers.

Solution

Currently when R.S.R Cash Sales to customer we are not getting the customer sign.

Also To be implement a new system. When the customers receive the stock in the cash

sales invoices Customer Address and Contact number with customer sign compulsory

should be there. Also he conform he receive the special skims. Randomly some one to be

verifies the information’s.

5. In depot employees what is there responsibilities. Other then duty what

is the other responsibilities.

Solution

Compulsory At list one time Gemba to do in depot Operation. Also provide some

training for depot Labours & staffs. So each one they will aware what is there duties

and responsibilities. Most of the people they are not educated, trained there Duties &

responsibilities. But we are maintains the Depot in our level best.

6. In depot R.S.R Meeting time & marketing going time to be change.

Solution

Currently R.S.R daily morning ½ hour they are doing meeting. They are going to market at

8.30am. For my Suggestion every day morning before 8.10Am the vehicle to be go market.

When the came from market evening deposit the cash in cash office. Most of the day cash

closed at before 5.30pm. So they can do the meeting with in 6.00pm.

7. In depot Sales Return & R.S.R.Stock replacement to avoided.

Solution

Currently lot of Sales Return & R.S.R.Stock replacement in depot operation.

This replacement and returns properly get approval from G.M / Directors Only. We

can receive the goods from Market we will keep it separately. Once we get the

approval from heads after only we will do the stock returns & replacements.

8. In depot R.S.R. Cash deposits & Stocks always shortage is there. We are

facing problem.

Solution

Currently R.S.R. Cash Sales cash Deposit in Cash office always Shortages is there. The

reason they say. First they supply the goods to customer after they will collect the

money. After when the gone to the customer that time shop is closed. This system

should be change when they came from market they should compulsory to come with

sales money.

Also most of the R.S.R when the evening the return the stocks lot off shortage is there.

It’s should be compulsory avoided. Whatever the shortage with in a day cash to deposit

in depot cash office. If it’s not there we will write a Cash advance voucher get the sign

from R.S.R send to Accounts & H.R department it should be deduct from there salary.

More then 3 times any body doing the same to be issue the Memo. Who ever getting

more then three 3 memo to be remove from job. (As per my observation some of R.S.R

Doing this practices regularly).

9. In depot Debtors Cash Collection we all depending one person (Sadha). If

she is leave the collection nobody not take care very seriously. On that

time we are facing problem in Cash Collection.

Solution

So in this area of work we should select some one very trustable person. So

kindly to identify the person from sales team. And give some training to that person.

10. In depot Credit sales are R.S.R Cash sales before delivery the goods to

market. Order Booking system not there.

Solution

So in this area of work we should select some one person for especially his

Duty is one and only to Move in the Market and take booking sales orders & coordinate

with Depot Stores Dispatch department. So kindly to identify the person from sales

team. And give some training to that person. Also provide a Two Wheeler to that

person.

11. In our operation when we cash or Cheque received from Debtors. We

issue the cash receipts most of the time the customer sign is not there.

In that amount they not mention which bill they are paying. Also our cash

receipt format should be change.

Solution

So when the person collecting money from market immediately they should

give the cash receipts and get the customer sign and seal. Also get the details of which

bill he pays. He pay’s bill-to-bill are part amount of the bill. If the bill number is there

we can identify the bill is Teas / Depot / Tanga. Also we can avoid the confusions of

Payment Receivable Accountings.

Format Model

12. In depot for sales team nobody not gives pressure to reach the targets.

Solution

As per my observation most of the time sales team working on month last

week only. Other days just it’s going on. Actually each and every day should be the

presser look like Moth end sale. Also the persons who ever not reach the target

continues 3 months we should give warning notice. If after also going the same. The

people to be remove from job. Once you create the system. Once company takes these

actions automatically each R.S.R they will get fear and presser. So they try do there Job

level best. Also who ever reaching the targets continues 3 month they should be

motivated. (Incentive / certificate) and the year end to be select 3 person for best R.S.R.

13. In Operation from sales Department & Accounts Department there is Lake

of Communication gap is there.

Solution

As per my observation specifically Price list & special scams. Accounts

department not getting details on time. Once a new price list / Special offer we will get

the information after the goods sold in market only. Also other areas of details

(claims/month end customer stocks in our godown / sales collection from debtor

Accounting Confusions- Tanga/Tesa/Depot). So they should coordinate with Accounts

Department. Note (when I implement new systems in depot operation Except Price list

Approval format, as on date not following). In the price list following details to be there.

1.with effect from, 2.up to what date this price list to be continue, 3.who prepared by,

4.who checked the Rate, 5.who authorize the rates.

14. In depot operation we don’t have any contact to Distributors Sales &

collections. Hear I can share my knowledge to management. How to

maintain the system in Distributors Stock Sales, collections and expenses

Accounts.

Solution

Distributor A firm / Person which sells and delivers merchandise to retail stores or acts as an intermediary in business.

• Proper contract papers to be there in relation between Supplier & Distributor.

• In that contract the Distributor how much % in total sales he getting discounts details.

• In that contract the Distributor get the stock from supplier invoice basics or Stock transfer basics. These details should be very clear.

• In that contract the Distributor expenses that will bear whom? It’s supplier or Distributor.

• Separate Price lists should be there. Each price list changes to be give proper information to Distributor.

• Compulsory each distributor also to assign there targets monthly basics.

• In that contract the Distributor reach there targets after what is the extra Discount % he will get details should be three.

• Once he receives the stocks from supplier immediately he should inform to head office. If incase any damage are shortage is there we can immediately solve the problem.

• If we are transferring the stock to Distributor. Compulsory every week he should send the reports.(weekly sales / collection / and bank deposit details / expenses details with bill/ and closing stocks)

• Daily cash collection immediately to be banked in supplier account. so if we get reports from weekly basics we can control all areas. The distributor cant rolling our money in his other business.

• Also we should aware all records he is maintaining properly are not.

• Six month once Supplier sales Head meet the Distributor and verify the stocks and cash deposits and his accounts. Also yearly once Supplier Accounts Department Person to meet the Distributor and verify the stocks and cash deposits and recalculate his accounts.

SDL LTD

SALES

DEPARTMENT

A-

Distributor

B-

Distributor

C-

Distributor

E-

Distributor

D-

Distributor

STOCKS

ACCOUNTS

DEPARTMENT

Reports(Stock/Sales/

Expenses/Bank

Deposits/Claims)

So as Per observation I am sending the following Suggestion. As per my

Observation I am giving these Suggestions. First appall should not think I am not

complaining any department. Also I am giving the solution on those problems. Those

areas to be improve in our Company Operation. Also I know those areas of

improvement not to changeable in a single day, it’s depending on team work. So

kindly go through it. And give me your valuable commends on this.

Regards,

Raghuraman