Routine Procedures

Cost Sharing Give Aways Process:

Marketing officer will send the cost sharing give away form to the regional office through courier or E-mail. Regional team will send the form to the dealers who are interested in to develop cost sharing give Aways. Dealer will fill out the complete form and calculate the cost sharing give away amount on the form. Dealer will submit the total amount in the Pakistan Accumulators Pvt. Ltd. Bank account. Dealer will sign the forms and attach the deposit slip with the form. Regional manager will also sign the form and verify it and send it to the marketing department in Head office. Marketing officer will verify the forms and deposit slips in concerned with account executive. A copy of form and deposit slip will be given to accounts department for the posting of cost sharing advances from the dealer. Assistant manager marketing prepares the work order of the concerned vendor and attach the copy of the same cost sharing give away form and send it to the vendor through courier. Vendor will take the final approval of the text from assistant manager marketing before getting into the final production. At the completion of the production of cost sharing give aways vendor will consult with assistant manager marketing about the final sending destination. Marketing officer will keep a copy of the invoices and work orders in the monthly activities bills and work order file. Marketing officer will also update the cost sharing give aways record in the cost sharing give away file (available in the give aways and POS folder in marketing folder at network drive).

Cost sharing items for the year 2010-2011

1. Cost sharing calendars 2. Plastic key chain of Volta and Osaka 3. Wall clocks

Shop Fascia Installation Process:

Region office initiates the shop board request through a list of dealers with complete addresses and sends it to the marketing department. Marketing manager verifies the dealers list according to shop fascia database. Marketing manager verifies the availability of funds of the concerned region. The verified dealer list will be send to the vendor for survey. The vendor will conduct the survey on the survey form. The vendor fills out the survey form and get it signed from the dealer and the regional head. The vendor dispatched the survey forms to the assistant manager marketing for the approval and printing. Assistant manager marketing will calculate the cost of the total job and take the approval from GM sales and marketing. On approval work order will be executed in the name of the vendor. Vendor will make the adaptations and get the final approval for printing from marketing department. Vendor will print the skins as per survey forms, fabricate the boards and installed them on the specified destinations. On the completion, vendor wills the bilty and skins receiving from the destination with invoice. After installation the fabricator will fill the job verifications forms, attach the snaps for evidence and get the document signed from the dealer/sub dealer and the regional head. The vendor will generate the invoice and attach the job verification form and will send it to the assistant manager marketing. Marketing officer will keep a copy of the invoices and work orders in the monthly activities bill and work order file. Marketing officer will also update the BTL installation record in the BTL database (available in the BTL database folder in marketing folder at network drive).

Wall Paint/Shop Paint/High Way Paint/Spot paint Process:

Region office initiates the painting request through a list of dealers with complete addresses and sends it to marketing department. Marketing manager verifies the dealers list according to painting database. Marketing manager verifies the availability of funds of concerned region. The verified dealer list will be send to the vendor for survey. The vendor conduct the survey on the survey form. The vendor fills out the survey form in detail and get it signed from the dealer and the regional head. The vendor dispatched the survey forms to the assistant marketing manager for the approval. Assistant marketing manager will calculate the cost of the total job and take the approval from GM sales and marketing. On approval work order will be executed in the name of the vendor. On completion of the painting the vendor will fill the job verification forms, attach the snaps for evidence and get the job verification form signed from the dealer/sub dealer and the regional head. The vendor will generate the invoice and attach the job verification form and will send it to the assistant manager marketing. Marketing officer will keep a copy of the invoices and work orders in the monthly activities bill and work order file. Marketing officer will also update the BTL installation record in the shop fascia and painting 2010-2011 file (available in the shop fascia and painting folder in marketing folder at network drive).

Corporate Give Aways Development, Storage & Distribution Process:

Vendor provides the sample of the giveaway. Marketing manager selects the desired give away and negotiates the price with the vendor. The work order of the desired quantity will be issued to the vendor in consultation with the GM sales & marketing. A copy of the work order will be saved in the monthly activities bill & work order file and also in the work orders issued file. The work order will also update in the work order issued file in the billing & work orders folder at network drive. The vendor prepares the final sample with desired branding on the giveaway and takes the approval from marketing manager before final production. The vendor is liable to produce goods within the specified time mentioned on the work order. On the completion of the production, the vendor will send the products to the head office along with the bilty copy and invoice. On the receipt of the bilty the marketing officer with the help of administration department arranges the transportation of the goods to head office from bus stop. Assistant marketing manager ensures the quality and the quantity of the goods against the work order issued. On the satisfactory receipts of the give aways the marketing officer sends the invoice to the accounts department. A copy of the invoice kept in the monthly activities bill & work order file and also in the vendors personal file. The invoice will also update in the monthly bills file in the billing & work orders folder at network drive. Marketing officer will keep the products in the stores under lock and the incoming goods will be updated in the stock report give aways & POS folder in the marketing folder at the network drive. Marketing officer issues/dispatches the give aways to the regional offices and guests on the orders of manager marketing & GM sales & marketing. Marketing officer will also update the stock report after any issuance of the give aways.

Give away issuance request and receivings will be maintained in the receiving files.

Point of Sale (POS) Development, Storage & Distribution Process:

The POS material will be design by the advertising agency on the given guidelines. The management and the manager marketing will approve the design. The work order of the desired quantity will be issued to the vendor in consultation with GM sales & marketing. A copy of the work order will be saved in the monthly activities bills & work order file and also in the work orders issued file. The work order will also update in the work order issued file in the billing & work orders folder at network drive. The vendor prepares the final sample with desired branding on the giveaway and takes the approval from marketing manager before final production. The vendor is liable to produce the goods within the specified time mentioned on the work order. On completion of the production, the vendor will send the products to the head office or the specified location and drop the bilty copy and invoice to marketing officer. On the receipt of the bilty the marketing officer with the help of administration department arranges the transportation of the goods to head office from adda. Assistant manager marketing ensures the quality and quantity of the goods against the work order issued. On the satisfactory receipts of the POS material the assistant manager marketing sends the invoice to the accounts department. A copy of the invoice kept in the monthly activities bill & work order file and also in the vendor personal file. The invoice will also update in the monthly bills file in the billing & work orders folder at network drive. Marketing officer & admin executive will keep the products in the store under lock and the incoming goods will be updated in the stock report give aways & POS file available in the give aways & POS folder in the marketing folder at network drive. Marketing officer issues/dispatches the POS material to the regional offices on the orders of the manager marketing & GM sales & marketing. Marketing officer also update the stock report after any issuance of the POS material. POS issuance request and receivings will be maintained in the receiving files.

Print Media Campaign Process:

The advertising agency designs the creative ad for the print media. The management and the manager marketing will approve the design. The advertising agency plans the print campaign according to guidelines of marketing manager. The advertising agency sends the media campaign plan for approval. Marketing manager will approve the plan in consultation with the GM sales & marketing. The approval will be made via on the media plan document or through e-mail. A copy of the soft copy will be kept in the print media folder in the marketing folder at network drive. After the publication of the ad, the advertising agency will send an invoice with the TR sheets as evidence to the assistant marketing manager. In case of long campaigns the assistant marketing manager receives the invoices at the end of each month. (Invoice can be received without TR sheets in long campaigns but all the TR sheets must be produced before the last payment to be made to the advertising agency). The assistant marketing manager verifies the TR sheets and keeps them for at least one year as evidence. Marketing officer sends the invoices to the accounts department for postings. A copy of the invoice will be filed in the vendor personal file as well as in the monthly activities bills & work orders.