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I. OBJECTIVE
1. To provide general guidelines regarding the ordering of franchisees
II. DEFINITION OF TERMS
1. Ordering – refers to the activity of placing of orders for delivery
2. Order Placer – the person in charge of placing the order (could be the Franchisee himself or an appointed staff of the Franchisee)
3. Order Taker – the personnel in charge of taking and documenting all orders
4. Unserved Items – refers to items that are not or will not be served due to being out of stock
III. GENERAL POLICIES
Whenever there are new franchisees, the Training Department must set a date for the Logistics Officer to meet and orient them about the details of ordering, payment, delivery and receiving procedures.
Orders must be placed two (2) days before the intended date of delivery or pick up (Sundays and Holidays are not included). Order placement time is from 10:00 am to 3:30 pm, Mondays through Saturdays.
Via E-mail (orders.gjvi@gmail.com)
To place an order, the Franchisee may send an e-mail message to the Order Taker. Franchisee must use the standard Purchase Order form when ordering. In the e-mail, it must be stated whether the items ordered will be for pick-up or for deliver. Upon receiving of orders, the Order Taker shall acknowledge it by sending a reply to the Franchisee. The reply must only contain the following:
Dear Mr./Ms. (Name of Franchisee),
This is to acknowledge the order placed by your good office.
Thank you.
(Order Taker’s name)
A second e-mail will be sent indicating the total price and availability of the items ordered. Other details or clarifications concerning the order shall also be expressed here. E-mail is the more preferred manner of order placement for the franchisee.
Via Fax
To place an order, the Franchisee may send a fax document to the Order Taker. The document must be in the format of the standard Purchase Order form and must be signed by the Franchisee or his/her official Order Placer.
Franchisee or assigned Order Placer must call the Order Taker for confirmation of his order. The Order Taker shall confirm the receipt of the order and ask for the name of the Order Placer. Any problem with the received fax document must be communicated this instant. Order Taker shall stamp the document with “Received”, affix the time and date it was received, and the name of the Order Placer whom the Order Taker converse with. Order Taker must also affix his signature on the faxed document.
Order Taker shall call the Franchisee for any additional clarifications on the received document, stock availability and the total price of the items ordered. He must write the name of the contacted person on the faxed document.
Note:
1. Franchisees are not allowed to order through call or through text. Only the above-mentioned manners (e-mail and fax) are allowed.
2. Franchisees must be notified about “unserved items” one day before the scheduled delivery or pick-up.
Authorized Signatories
Franchisee may authorize or assign people to make the official transactions in his behalf. To assign people, Franchisee must fill-out and submit an “Authorized Signatories” form, listing the names of the authorized or appointed people to place the order (Order Placer) and receive or pick-up (Picker) their ordered items. In an index card, name, ID and signature specimen must be provided along with the “Authorized Signatories” form.
IV. PROCEDURE FLOWCHART
Flowchart Title
Ordering of Franchisee
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Purchase Order form
2. Authorized Signatories form
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