Quote Policy and Procedure (Alberta Council)

From SJA

Note this policy is currently a Draft Policy

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 3 Procedures 3.1 Quotes 3.2 Customer Records 3.3 Attachments

The Need

Periodically, prior to booking courses, or purchasing products a customer may require a "quote" that provides more detailed information about their purchase. Traditionally customers will use a quote as a paper backup for larger purchases, purchase orders or cheque requests. Unity will not allow a customer to book courses or purchase products without a form of payment and some companies do not have access to a credit card, or have existing credit privileges. Therefore, the "quote" allows these companies to prepare a cheque prior to booking a course or purchasing products.

Policy

All customers require a method of payment prior to booking courses or purchasing products.

Purpose

The purpose of this Statement of Policy and Procedure is to provide customers with a documented quote prior to booking courses or purchasing products.

Scope

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

Responsibilities

The Administration and/or Training Department is responsible for ensuring that:

• Quote forms are prepared and properly stored
• Customer class bookings are not completed without a payment method
• Orders created must reference the quote number in the comment field

Definitions

"Quote" is a multi-purpose document that provides a customer with more detail information prior to making a course or product purchase.

Procedures

The following procedures provide a summary of actions taken to provide a customer quote. Please note that St. John Ambulance is committed to the environment and therefore has converted this form to fill-able / save-able PDF so the entire quote process can be done electronically.

Quotes

1. If a customer requires a quote prior to booking a course or purchasing products complete the Quotation Form.
2. Complete the Bill To: section as follows:
   1. Customer Name
   2. Customer Address
   3. City
   4. Province
   5. Postal Code
   6. Phone Number
   7. Fax Number
3. Complete the quotation section as follows:
   1. Date: Select today's date
   2. Quote Number: Enter the two letter centre identification followed by the year followed by the next quote number i.e. ED-2010-1. To identify the next quote number look at saved quotes and pick the next number. Quotation numbers in this format will allow provincial finance to identify customer payments sent to provincial office in error.
   3. Site Reference #: Enter the customer Unity Site ID if applicable
   4. Prepared By: Place your name here
   5. Class Date: Place the class date here if the customer has already chosen a class or a private class has been created for the customer
   6. Class Number: Place the class number here if the customer has already chosen a class or a private class has been created for the customer
4. Complete the quotation details section as follows:
   1. Part #: Enter the Unity part number being quoted
   2. Product Description: Enter the product/course description being quoted
   3. Quantity: Enter the quantity of products/courses being quoted
   4. Unit Price: Enter the quoted product/course price per unit
   5. Amount: This will automatically multiply the quantity and the Unit Price
   6. Repeat for each line as necessary
5. Complete the Footer section as follows:
   1. Sub-Total: This will automatically total all row amounts
   2. GST: Enter in the GST amount manually calculated as 5% of applicable charges
   3. Grand Total: This will automatically calculate
   4. Comments: Feel free to add comments as necessary
6. Once the quote form has been completed review the pricing and amounts to ensure the dollar value is correct prior to issuing the quotation to a client. The amount indicated on the quotation is the pre-payment that must be received prior to the class date. Advise the customer that pre-payment cheques are to be sent directly to the Administrative Coordinator three business days prior to the class start date.
7. Save the quote form in the centre folder under the S:\CentreAdministration\Center Quotes - Pre Billing folder and name the file by the Quote Number and client name. (i.e. ED-2010-1 YoNaturals)
8. Email or fax the completed quote to the customer.
9. Upon receipt of customer payment make the necessary Unity entries and confirm purchase with the customer

Customer Records

The Administration and/or Training Department shall maintain up-to-date quote records including:

• Digital copy of all quotes issued
• Update Unity will all relevant course information

The Finance Department will inform the Administration and/or Training Department of any quote payments received at the Provincial Office.

Attachments

• Quotation Form