DEMO ITEM

REQUEST AND RETURN PROCEDURE

 

A. Process starts once Sales Staff sends an email request for demo item to the Sales Coordinator. 


B.  Sales Coordinators and Salesman to check the stock in system and request warehouse team and TSG team for physical check (has to be certified by TSG as safe to use) prior requesting for any DEMO equipment’s. 

    Once item is confirmed, coordinators to prepare Sales Order with the following: 

  1. Required item
  2. Customer name, 
  3. Location, 
  4. Contact details, 
  5. Salesperson who requested, 
  6. Serial Number of the equipment (will be provided by WH Staff) 
  7. Accessories  
  8. Consumables 
  9. The number of days required (The maximum number of days that demo can stay at one client site is 7 x days, unless it is officially requested by the customer with an exceptional approval from Suresh, Venkat or Kauser).

    Then, Send the Sales Order for concerned approvals.


C.  After the approvals, Sales Coordinators should intimate the warehouse team by email for Demo delivery (Demo SO should be sent to warehouse with all approvals two days in advance to prepare the equipment.


D. Warehouse team will prepare the system DO and proceed with delivery.


E.  All Demo items will be collected back on the day of return mentioned in the Sales order (Sales Coordinator to keep a track on the return date)  

Note: The Salesman should provide the exact date of return to avoid extra charges of vehicles going for the pickup.

F.  Once the items are physically returned, warehouse team to update the status of the returned machine within 24 hours to the concerned requester in case if there is any damage, missing items, etc. 

G. As of now this is just been done on email approval and outside the system. In order to get this done through system we are awaiting an update from Nagarro team on a separate mechanism for Sales orders related to Standby & Demo stock with only a single approver in system. Once this is sorted then we are good to go for “Demo request”.


H. If all good to go warehouse team will pass the system return (Same RTN process) and add the item back to DEMO stock in system and physical DEMO location.

 

DEMO UNIT PURCHASE PROCESS AND RECEIVING (GRN)

 

      Purchase of Demo units

  • Sales coordinator to request the concern to create a new code for DEMO equipment with the third Segment as DEMO for new Demo equipment (Eg: UMG:COVID-19:DEMO:0000) 
    Note: The said step is not required for the existing Demo equipment’s available in system. 


  • Create new IOC, separate sequence to be followed for all DEMO IOC. So henceforth new DEMO will have prefix DEMO-IOC-XXXX.


  • All the new DEMO purchase IOC to be approved by Mr. Suresh, Kauser, Venkat & Shehzad.


  • After the approvals, Sales Coordinators should intimate the OPD team by email for procurement. 

 

Receiving the Demo units (GRN)

  • Every new DEMO purchase should have an approved IOC.


  • Receive the DEMO units correctly under DEMO codes and you correctly selects Product Status as DEMO and Sub Inventory Category as DEMO. Also to make sure Part number, Description, Qty and value is all matching. 


  • The new DEMO units will have a value. You will have to inform the Finance team to Capitalize this to Fixed Asset, so the value of the demo unit will be transferred to fixed asset - Warehouse will have to issue the Demo unit with value and receive it back with ZERO value. 


  • GRN is completed. 


Additional Requirements for Demo Equipment Processing


  1. Demo equipment classified under Demo category in Oracle system  only used as demo machine.

  2. Demo equipment movement  should be  authorized by the line Manager & Shehzad to exit the  equipment from warehouse.

  3. Demo equipment has to be certified by TSG as safe to use prior to departure from warehouse.

  4. Demo request should be sent to warehouse with all approvals two days in advance to prepare the equipment .

  5. Demo request form should have the Serial Number of the equipment , accessories , consumables , etc in detail.

  6. Normally the demo request should  be for three to five working days only . Prolonged usage need special approval from Suresh or CEO.

  7. Shehzad to update the status of the returned machine within 24 hours to the concerned requester in case if there is any damage, missing items, etc.

  8. Shehzad (warehouse  Manage)  will be assigned as Demo Manager , assist by Gilbert ( Warehouse Coordinator )  to have the control on Demo Equipment movements.

  9. SOP for demo equipment maintenance is attached . 

  10. Demo feedback form from customer can be added to this process  and leave to the discretion of sales .


IOC - DEMO REQUEST FORM


  • The approved form for requesting DEMO units is attached below.  Kindly use this form when submitting your demo request.


  • After this form has been properly filled out, it must be submitted to Ms. Sandhya Sasidharan.  Sandhya is the only person authorized to submit IOC - Demo Requests on the CEO's Desk Portal.