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SECTION STANDARDISATION OF PRACTICES AT SALES DEPOT - II

REFERENCE 01/2007 EFFECTIVE DATE NOVEMBER 2007

1.0 ORDER

1.1 Amended Order

Whenever an order is amended for a specific reason e.g. unavailability of stock,

where the quantity/value of goods shown in the Delivery Order cum Invoice (DOIN)
differs from the Order Form (OF): -

Cancel the original OF by annotating the remark “CANCELLED” across the

of concerned.
Reprint OF.
Attach the reprinted OF together with cancelled OF.

1.2 Order Exceeding RM100K & DSO Within 45 – 60 Days

Must seek approval from Regional Sales Manager (RSM).

If RSM is at depot, get him to approve by signing on the OF.
If RSM is outstation, seek verbal approval first and get him to approve on the
OF retrospectively during his next visit.

1.3 Order Exceeding DSO 60 Days

Must seek approval from the Credit Control Manager.

Attach proof of communication e.g. email.

1.4 Order Validation List

Must print order validation list weekly for DOIN type ZDI & ZEX.
Use the validation list as a checklist to monitor the return of the receipt
acknowledgement copy of the DOIN.

1.5 Order Form Summary List

Must print OF summary list weekly for review by RSM.

RSM to sign-off on the OF summary list after review.

1.6 Open Order

Open order exceeding 3 days should be deleted.

1.7 Filing

OF must be filed and maintained at depot for at least 3 years.

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2.0 DELIVERY

2.1 Types of Delivery Order / Invoice

Ex. Shah Alam

Ex. Depot
(Direct Delivery)
System
Doc. Doc.
Description Description
Type Type

Delivery Order cum Delivery Order cum

Computerised ZDI ZEX
Invoice (DOIN) Invoice (DOIN)

Trucking Sales
ZMT
Invoice
Delivery Order (To be
Manual ZMD Cash & Function
used only when System ZMI
is down) Sales Invoice
Delivery Order (To be
ZMX used only when System
is down)

2.2 Vehicle Registration Number

The registration number of vehicle engaged to transport the goods ordered must be
captured on all delivery orders and invoices i.e. inclusive of delivery of goods sold as
well as free beer.

2.3 Acknowledgement of Receipt

Goods delivered must be duly acknowledged by the customer i.e. stamp the business
chop / sign on the column provided in the delivery order / invoice.

2.4 Pre-ordered Sales

Pre-ordered sales to outlets should be billed via computerised invoice (ZEX) instead
of manual trucking invoice (ZMT).

2.5 Trucking / Ad hoc Sales

Manual invoice (ZMT) should only be used for trucking and ad hoc sales carried out
at outskirt where no prior order was made through depot.

2.6 Routing of Delivery Order cum Invoice (DOIN)

Doc. Type Routing Procedures

i. Upon taking delivery of goods, distributor will retain the

“Marketing” copy of the DOIN, and return it to depot within
14 days from the date of delivery.
ZDI / ZMD
ii. After delivery, transporter will return the “Accounts” copy
that capture the acknowledgement of receipt to Finance
Department (Shah Alam).

i. Both “Marketing” and “Accounts” copy must be returned to

depot within 14 days.
ZEX / ZMT / ZMX
ii. The “Accounts” copy to be returned to Finance Department
(Shah Alam) on a monthly basis.

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2.7 Filing

The “Marketing” copy of all delivery order / invoices must be filled in numerical
sequence order and maintained at depot for at least 3 years.

3.0 STAFF PURCHASE

3.1 Order / Billing

Create separate order (OF) and bill (ZEX) individually for every purchase made by
staff.

3.2 Collection

Cash collected must be kept in petty cash box and segregated from depot’s
petty cash monies.
Care must be taken to ensure all monies are kept under lock and key at all
times.

3.3 Official Receipt

Official receipt must be issued for monies paid by staff for their purchase.

3.4 Bank-in of Collection

Proceeds from staff purchase must be banked-in promptly i.e. on the same day (if the
amount is large) or the by the next working day.

4.0 FREE BEER

4.1 Staff Monthly Free Beer

4.1.1 No Deferment

Staff is not allowed to accumulate his/her monthly free beer i.e. every
staff must collect the free beer issued by depot within the same calendar
month.

4.1.2 Billing

Charge out the free beer issued cumulatively once a month by issuing a
single DOIN (ZEX) based on the quantity recorded in “Staff Free Beer
Control Sheet” as per Appendix 1.

4.2 Corporate Free Beer

4.2.1 Approval

There must be a duly approved written request from the

Marketing Team or other departments in Head Office in the form
of an email, memo etc.
The written request received should be filed together with the
corresponding Order Form.

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4.2.2 Billing

Charge out the free beer accordingly through the appropriate free beer
account and internal order code specified in the request.

5.0 STOCK TRANSPORT ORDER (STO)

5.1 Purpose

STO is to be created for: -

i. Inter-depot stocks transfer; and

ii. Transfer of market return and empties from depot to Plant Z (Shah Alam).

5.2 Delivery

Delivery should be monitored by depot that executed the transfer to ensure it is

delivered and duly acknowledged by the receiving end within a reasonable time.

5.3 Stock-in-transit

Follow-up action must be taken promptly with the receiving depot/plant to ensure
adherence to the following.

STO for goods transfer from Brewery to CRSD or vice versa – Receipt is
expected to be executed on the next working day.
Others – Receipt is expected to be executed by the third working day.

5.4 Receipt Acknowledgement

Upon receipt of the items transferred, depot / plant concerned must immediately
execute the receipt process in the System (SAP) to update the inventory status.

5.5 Details of Driver

Name of driver, IC number & signature must be manually captured on the delivery
order generated before passing the original copy to him for delivery purposes.

5.6 Filing

The “Store” copy of the delivery order must be filed and maintained in depot for at
least 3 years.

6.0 RETURN BEER TEMPORARY RECEIPT (RBTR)

6.1 Customer Details

RBTR must bear the name, signature and business chop of distributor or outlet.

6.2 Approval

RBTR must be approved either by Area Sales Manager (ASM) or District Sales
Manager (DSM).

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7.0 RETURN EMPTIES TEMPORARY RECEIPT (RETR)

7.1 Customer Details

RETR must bear the name, signature and business chop of distributor or outlet.

7.2 Approval

RETR must be approved either by Area Sales Manager (ASM) or District Sales
Manager (DSM).

8.0 CREDIT NOTE

8.1 Approval

Credit note processed and printed by depot through RBTR or RETR must be
approved / signed by ASM.

9.0 INTER-DISTRIBUTOR STOCK TRANSFER

9.1 Documentation

9.1.1 RBTR

Issue RBTR to the distributor for the goods transferred and processed
credit note accordingly.

9.1.2 DOIN

Bill the distributor that received the goods via “ZEX” invoice type.

9.1.3 Cross-referencing

Documentation of inter-distributor stock transfer should be carried out

simultaneously in the above order and appropriately cross-referenced to
ensure completeness and ease of reference.
Quote corresponding RBTR & OF in the credit note.
Quote corresponding DOIN number on RBTR.

10.0 FULL BEER STOCK CONTROL

10.1 Daily Stock Count

Physical stock count on full beer stocks and reconciliation should be performed
daily.

10.2 Stock Discrepancy

Investigate and report to ASM on any difference noted in the course of

reconciling physical stock quantities against inventory records.

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11.0 BLOCKED BILLING

It is the responsibility of depot staff (storekeeper) that executes billing to check that the
process is complete and promptly attempt to clear any billing blocked by the System,
which rendered the accounting processes incomplete.

If problem is encountered in the course of clearing the blocked billing, it must be

highlighted to Accounts or IT Sections for assistance.

11.1 SAP Path To Check For Blocked Billing

Logistics > Sales and Distribution > Billing > Billing Document > Blocked Billing
Document > Sales Organisation > Tick all incomplete reasons > Enter

11.2 SAP Path To Find Out The Cause Of Blocked Billing

Logistics > Sales and Distribution > Billing > Billing Document > Change > Billing
Document No. (Blocked Billing Document No.) > Release To Accounting

12.0 COLLECTION

12.1 Cash

When outlet makes cash payment, only salesperson in-charge of the outlet
concerned is authorised to collect the payment.

12.2 Official Receipt (OR)

OR must be issued by salesperson to customer for all payment made.

For cash payment, OR must be issued on the spot complete with details of
payment i.e. amount, invoice, debit note, credit note & any other remark e.g.
partial payment etc.

12.3 Daily Collection Control Register (DCCR) – Cash & Current Cheque

It is the responsibility of depot clerk to maintain the DCCR for cash and current
cheque payments as per Appendix 2.

Each party concerned i.e. depot clerk and salesperson must record the details of
collection in appropriate columns provided in the register.

ASM need to sign-off every time after reviewing the DCCR.

12.4 Submission of Collection

Salesperson must submit their collection (cash/deposit slip/cheque) together with

the Accounts Copy of OR to depot clerk for further actions i.e. deposit
arrangement, updating of customer account & etc.

Depot clerk must not accept collection unaccompanied by OR from salesperson,

as depot clerk is not allowed to issue OR for payments from outlet and
distributors EXCEPT for specific event like promotional redemption or staff
purchase.

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12.5 Post Dated Cheque

Salesperson must indicate the remark “PD Cheque” on the OR and date the OR
with the same date as the cheque instead of the date of collection that applicable
only to cash and current cheque payments.

12.6 Daily Collection Control Register (DCCR) – Post-dated Cheque

It is the responsibility of depot clerk to maintain the DCCR for post-dated cheque
payments as per Appendix 3.

Each party concerned i.e. depot clerk and salesperson must record the details of
collection in appropriate columns provided in the register.

ASM need to sign-off every time after reviewing the DCCR.

12.7 Payment Verification

Depot clerk must carry out the following verification processes before preparing
the “Control Sheet for Current Cheque” as per Appendix 4 for depositing
collection.

Check details in DCCRs, payment amount (cash/cheques) and OR

tallies.
Initial at the “Checked By” column in the Accounts Copy of OR received
from sales person.

12.8 Deposit

Depot clerk must summarise the collection to be deposited through ABN AMRO
Bank in the recommended format as per Appendix 5 (Control Sheet for Current
Cheque).

All payments collected must be deposited promptly, and cash collection must be
deposited on the same day if possible or latest by the following working day.

12.9 System Access and Update

Only depot clerk would be granted access to the SAP System, as she/he is solely
responsible for processing of payment and updating of customer account.

12.10 Filing

OR, DCCR and Control Sheet Summary must be properly maintained at depot
for at least 7 years.

13.0 CONTROL OVER OFFICIAL RECEIPT BOOK

13.1 Unused Stock

The stock of unused OR books must be kept under lock and key.

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13.2 Stock Movement

The movements of OR books i.e. replenishment and issuance must be recorded

in the Stationery Register maintained at depot for all document and forms
stationery in use.

13.3 Issuance of New Book

New OR book should only be issued to the salespersons upon return of their
used OR book.

13.4 Cancellation

The original copy of cancelled OR must be returned to Finance Department

together with the Accounts Copy.

13.5 Sequence Check

A monthly sequence check must be carried out at depot by the administration

assistant / depot clerk by printing and checking the OR listing from SAP System.
Any break in sequence must be investigated to ensure all OR issued are
accounted for.

Upon completion of the sequence check, a copy of the OR listing with

appropriate remark, if any, and duly signed-off by ASM should be forwarded to
Finance Department.

14.0 POS STOCK MANAGEMNT

14.1 Slow Moving POS Stocks

Storekeeper must identify and notify ASM on slow moving stocks (i.e. no
movement in the past 6 months) and obsolete stocks so that decision can be
taken on disposal of these items e.g. giving away to supporters, thus freeing up
storage space at depot.
14.2 Safe Keeping Of POS Stocks

All POS items must be kept in locked cage.

15.0 PETTY CASH MANAGEMENT

Petty Cash Report (PCR) must be done on Excel spreadsheet as per Appendix 5
and attached to the PCR Form (issued on a fortnightly basis).
The numbering convention for PCR is by Area/No./Month/Year e.g. PCR number for
Area Johor issued on first half of January 2007 should read as: A/01/01/2007.
This spreadsheet must be promptly updated on a timely basis to enable the
computer to reflect the up to-date (b/f) balance.
Petty cash monies must be kept in petty cash box and under lock and key.
At any point in time this monies should reconcile with the PCR cash balance.

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16.0 DEPOT SECURITY

Only authorised personnel are allowed to have access to the store and office
keys.
A set of keys should also be maintained by the ASM.
As part of safe practices to safeguard depots assets, all depots should ensure
that: -
(a) Depot’s padlock are changed once every two years; and
(b) Whenever there is a change in ASM/storekeeper and depot clerk,
the padlocks should be replaced too.

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