ACCOUNTS COLLECTION -COD -PROCESSES FOR ACCOUNTS TEAM

ACCOUNTS COLLECTION -COD -PROCESSES FOR ACCOUNTS TEAM

If we sell to customer COD ,this means that the shipping carrier will pick up payment ( usually a cheque ) when they deliver goods 

STEPS 
--Sales person nominates on invoice that goods are to be sent code - check the invoice copy when doing account collection ,some time the sales staff have forgotten to mark goods as COD 

--Shipping staff on courier run sheet nominate goods to be sent COD 

--Carrier delivers goods and picks up payment ,if there is an issue i.e payment not ready then carrier should ring sales person and get their approval before goods are delivered 
 if JJ sales person allowed goods to be dropped without payment then carrier should write on run sheet when he returns to JJ that goods were left without payment 

-If payment received carrier has shipping@ staff sign off to acknowledge payment 

-Shipping @ staff put cheques with banking , they are scanned that night to banking team 

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STEPS FOR WHEN WE DIDNT RECEIVE PAYMENT 

1.Look on the invoice to see if there are any notes as regards payment on invoice in pinnacle  ,If no notes 
 
2.See if sales person knows any stories about this deal ,
( THE PURPOSE OF THIS IS NOT TO HAVE SALES PERSON ASSIST WITH SORTING OUT BUT TO CHECK IF SALES PERSON KNOWS ABOUT ANY ISSUES SO THIS CAN SHORT CUT AND ASSIST YOU )  

Draft message to sales staff 

Hi 
as regards inv  xxxx 
we haven't received payment before I continue to investigate with shipping,carriers and customer I just wanted to check if you were aware of any issues 
Please advise yes or no so I can complete task 

KPI is that sales person should respond in 24 hours
If you dont have answer in 24 hours resend and cc to manager  
if they Dont know about any issues , then next 

3.get shipping@ staff to check shipping run sheet to see if payment is signed off or not ? 
If not signed off then shipping@ staff may copy of invoice and put on run sheet and write on invoice - payment not received ? 
Carrier will reply and put this paperwork back with shipping@ staff 

4. If still issue , contact carrier for outcome ,If unclear still , then go to next step 

5.Contact Customer and ask them 


NOTE:Sales staff have been advised if there is issue with payment when goods delivered that they should add notes to the invoice 

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