National and Provincial Accounts (Alberta Council)

From SJA

THIS IS A DRAFT POLICY

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 2.5 References and Related Statements of Policy and Procedure 3 Procedures 3.1 Querying a National Account 3.2 Querying all National Accounts 3.3 Adding a New Local Level National Account

The Need

There is a need to identify the process querying, creating, and invoicing national and provincial accounts. National and provincial accounts are credit accounts which contain special pricing. Pricing rules for National and Provincial accounts is located on the S: Drive/Business Development/National Provincial Accounts/National and Provincial Account Summary.

National Accounts are customers of St. John Ambulance with offices in more than two provinces that request their first aid training and/or provision of product to be centrally located. National accounts include national training and product accounts with corporations as well as relationships with national associations and retail chains. National accounts are negotiated by national office and maintained by the provincial office.

Policy

Prior to invoicing national and provincial accounts it is important to check the invoicing rules on the National and Provincial Account Summary.

National and Provincial accounts to be invoiced provincially are required to me forwarded to the Accounts Receivable Coordinator who will collate the invoices and invoice the national/provincial account as per the agreement. Any national/provincial accounts to be billed provincially, do not mail the invoice to the company.

Purpose

The purpose of this Statement of Policy and Procedure is to set out the National and Provincial Account Summary and ensure that these accounts are being billed according to the contract negotiated.

Scope

This Statement of Policy and Procedure applies to all front line employees and related management.

Responsibilities

The Training Centre Administration is responsible for:

• Adhering to the contract of the National/Provincial accounts being billed
• Prior to integrating the National/Provincial account orders the order is being reviewed for and billed as per the contract negotiated

The Finance Department is responsible for ensuring that:

• The National and Provincial Account Summary is maintained and up-to-date
• Responsible for notifying centre administration of any changes to the National and Provincial accounts

Definitions

References and Related Statements of Policy and Procedure

• Unity: Queries (Alberta Council)
• Unity: Accounts (Alberta Council)
• Unity: Orders (Alberta Council)

Procedures

Prior to invoicing National and Provincial accounts the National and Provincial Account Summary, located on the S: Drive/Business Development/National Provincial Accounts/National and Provincial Account Summary, must be referenced for special pricing rules.

Querying a National Account

1. Click the accounts screen tab.
2. Click the query button.
3. In the accounts view applet select the following:
   1. Under the name column enter the name of the national account being queried
   2. Under the account type column enter National Account
   3. Under the org unit column select the local training centre
4. Click go. This will generate a listing of all National Accounts.

For more detailed information regarding queries please see the Queries policy.

Querying all National Accounts

1. Click the accounts screen tab.
2. Click the query button.
   

   

   National Account Query
3. In the accounts view applet select the following:
   1. Under the type column select Key Account
   2. Under the org unit column select National Office
4. Click go. This will generate a listing of all National Accounts.

For more detailed information regarding queries please see the Queries policy.

Adding a New Local Level National Account

All National Accounts are created in the Provincial Office by the Unity Administrator or Accounts Receivable Coordinator. When a national account needs to be created, email the following information to the Unity Administrator or the Accounts Receivable Coordinator.

• Name of Account
• Site/Store/Transit Number
• Address
• Phone/Fax Numbers
• Contact name for account
• Email address

This email request will be responded to once the account has been created in Unity.

For more detailed information regarding accounts please see the Accounts policy.