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OUR PHILOSOPHY

CONTRACT REVIEW

POLICY: Contract review activities shall be handled by the Sales Department.
The following shall be considered for all contracts:

•	Customer requirements must be fully understood
•	The company must be capable of meeting customer requirements
•	Any regulatory or statutory requirements must be met
•	Customers must be informed if the product is unsuitable for the intended purpose, if known


	CUSTOMER

ENQUIRY

•	Received by: fax, phone, post, e-mail or in person
•	Entered on system
•	If any clarification is required contact customer

QUOTATION

•	Quotation is prepared on the system (Quote ref no allocated)
•	Stock and items on order checked for delivery date
•	Quotes submitted by phone, fax, e-mail, or in person

ORDERS

•	Received by phone, fax, post, e-mail or in person
•	System interrogated to find any relevant quote
•	If no quote check history
•	Any problems resolved with customer

RECORDS

•	Enquiries: on system, hard copy with customer order ISO file (1 year min)
•	Quotations: on system, hard copy with customer order in ISO file (1 year min)
•	Outstanding Enquiries & Quotations if hard copy in customer file
•	Customer Orders: in sales order file

AMENDMENTS

•	Review for feasibility & cost implications
•	Amend system and update

INTERNAL SALES ORDERS

•	If quote is present on system update to produce ISO
•	If no quote enter order details and update to produce ISO


	CONTRACT REVIEW The production of an ISO is evidence of contract review

FEEDBACK

•	Customer complaints
•	Performance information
•	Customer Satisfaction information Passed to relevant personnel

PERFORMANCE INDICATORS

•	Contract Review errors (highlighted on Internal Reject Sheets or Customer Complaints)
•	External Sales Managers T/O


	CONCESSION REQUESTS Inform customer. If granted amend system & relevant documentation accordingly

DESPATCH DOCUMENTATION

•	When an ISO is produced a Despatch Note is printed
•	Stock is interrogated: if no stock & no Back Order a P/Order is raised
•	If stock is present Picking Note & Despatch Label is printed and passed to Warehouse


	WAREHOUSE

SELECTED AREAS IN THIS SECTION


	WHY QUALITY COUNTS				HOW WE MANAGE CONTRACTS
	PURCHASING QUALITY PROCEDURE ORGANISATIONAL STRUCTURE & RESPONSIBILITIES				PROCESSES CONTRACT REVIEW DISTRIBUTION



	SUPPLIER SELECTION PROCEDURES				SUPPLIER & CUSTOMER PARTNERSHIPS
	PURCHASING QUALITY PROCEDURE				PARTNERSHIP BENEFITS OUR COMMERCIAL PARTNERS

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