III

Marketing
There are 8 Master forms, 14 Data entry forms and 14 reports generated from
these for this department.
Masters:
1.
2.
3.
4.
5.
6.
7.
8.

Customer Master
Competitor Master
Spares pricelist
SparesPricePercentage
Spares pricelist for Engineer
Spares pricelist for Manager
Payment Terms
Activities master

Data Entry:

10.
11.
12.
13.
14.

1. Tender
2. Preorder Contract review
3. Quotation
4. Comparative quotation detail
5. Post order contract review
6. Post change contract review
7. Order amendment request
8. Order acceptance
9. Work order
Sales Plan
Sales Budget
Customer Complaint
Reminder
Activity list

Reports:
1. Orders on hand
2. Tender/Quotations and work orders
3. Sales in chronological order
4. Success rate of Quotations (%)
5. Tender addition/revision
6. Customers - Contact persons
7. Customer Complaints
8. Balance Dispatches
9. Payments received & balance
10.Sales person record
11.Reminder

12.Activities Due
13.Activities Overdue
14.Monthly Report

Masters
1 Customer Master There are 3 types of customers, Local private,
Government and foreign. So, customer numbers are given in 3 series. Statutory nos.
like ST no., CST no. ecc no. etc. required to be mentioned in various documents are
noted down in the form. Also road permit or way bill requirement, forms to be
submitted by customer are mentioned in the form.
A table giving details of the persons to be contacted in the customers
company is created in the same form.
2 Competitor Master Details of the competitors are given in the
competitor master form, one form for each competitor.
Data regarding his capacity, turnover is collected and filled in the form.
After tender opening, the quoted price by the competitor and his ranking for
the tender (L1, L2, L3 etc.) are entered.
The marketing engineers should enter the strong and weak points of the
competitor as well as data about the competitors failures on a particular order
supplied by him so that the information is known to everyone in the marketing dept.
3 Spares Price List All the spares (mostly stock items) required for the
products are listed in this form with their prices, upper and lower limits for price (for
negotiation purpose), excise duty, taxes etc., the cost of the item (companys
purchase price for bought out spares item) and price to cost ratio.
If and when the companys purchase price of the item changes, the new price
replaces the cost price in the table and the price to cost ratio changes which gives
signal to the Marketing person to change the selling price of the item. Normally,
companys Materials dept. would not inform the marketing person when the
purchase price for an item is changed and so, even if the item is bought at higher
price, marketing would sell the item at old price only.
4 Spares Price PercentageUpper and lower limits of prices of spares for
negotiation purpose are given in this form. The percentages are different at GM
(HOD) level, Manager and Engineer level.
5 Spares pricelist for EngineerBased on the above two spare price list
and percentage, a pricelist for use of Engineers in the dept. is prepared which is to
be referred to by Engineer while negotiating with customer.
6 Spares pricelist for Manager Similar to Engineers pricelist a list is
prepared for reference of the Manager.
7 Payment terms A master list of payment terms of customers is prepared
and whenever a different payment term is negotiated with customer that is added
in this list.

The specific payment terms for a work order are copied from this table in
work order form so that typing work is reduced and chances of mistake are
eliminated.
8 Activities master A list of activities which are to be monitored (and can
be) in the marketing department are listed in this master; e.g. submission of
quotation, submission of drawings to customer (activity for both marketing and
design), sending call letter for job inspection to customer etc.

Data Entry
1 TenderThere are four types of tender, quotation and work order. They are
for product, spares (only), service and for repair. For service or repair there may not
be tender, but the enquiry can be considered as tender. The serial number of the
record comes automatically from document series. The customer details are taken
from customer master (if the tender is from a new customer, customer master is
completed before opening tender form). The product details are taken from product
master and the specifications headings required to be obtained from customer are
also copied from product master. All the details whether the order is local, export
or deemed export, tests to be carried out, spares required, payment terms and
other terms, delivery period and the place to be delivered to - of the tender are
copied from the tender document. The date of submission of the quotation is also
entered which is transferred to the activities due field for marketing as also for
design activity after considering lead time for cost calculation and administrative
work in marketing .
2 Preorder contract review The preorder contract review is carried out
once tender document is received and is documented in this form.
The
clarifications, modifications required from the customer are obtained based on this
contract review. This form takes care of the ISO requirement.
3 QuotationBased on the tender document, contract review and the
modifications etc. received from the customer, the quotation form is filled in and
this information is sent to the customer. The quotation number is also taken from
document series. After tender opening, the details of companys rank in the
quotation (L1, L2 etc.) is filled in as also if the tender is won by a competitor, his
name, rank in the quotation and his price are entered for future reference.
4 Comparative quotation detail After tender opening, the details of all
competitors quotations competitor name, the basic price quoted and the rank of
the competitor is entered in this form. These details are transferred to the
competitor form for the respective competitor.
5 Post order contract review If company bags the order for the product,
post order contract review is carried out and the details are entered in this form.
The differences in specs in tender document and the final order are noted down as
also the specifications which are required to be modified due to technical difficulties
are entered. These changes are communicated to the customer and his approval is
obtained.

6 Post change contract review When the customer accepts the changes
in the specifications suggested by the design dept. or if he on himself changes
some specifications, post change contract review is carried out and the details filled
in the form.
7 Order amendment request After the contract review, if changes in the
customer order are required, these are noted down in the order amendment request
form and formal request letter is sent to the customer.
8 Order acceptance Once the order is finalized, the letter is sent to the
customer and is entered in the order acceptance form.
9 Work order - The details of the order received are entered in the work
order form. All the details such as price, whether the order is local\deemed
export\export, price variation clause with details of the indices, penalty clause,
scope of erection with charges, performance guarantee details, bank guarantees to
be given etc. are entered in the form. It also includes submissions to be made,
specification details, tests to be carried out, spares required to be supplied,
consignee, delivery details, taxes, terms of payment and other terms.
Just like product tender, quotation and work order, spare, service and repair
tenders, quotations and work orders forms are filled in for all the respective
enquiries, orders. As mentioned above, if there is no tender for some spare, service
or repair work the enquiry details are entered in the tender form.
10 Sales Plan Sales plan is to be given by marketing for the work orders to
be dispatched during the month. It is given in tabular form and against each order
number the customer delivery date (as given in the order) is mentioned. The plan is
given for the number of months equal to the longest cycle time for any job i. e. if
the biggest job requires cycle time of 100 days, then sales plan is to be given for 4
months. The existing progress of the jobs on the shop floor is to be taken into
account while preparing the plan. The initial plan is given revision number R0. If,
due to urgency of a particular customer, the plan is to be changed, modified plan is
issued and the new plan is given revision number R1 and so on.
11 Sales Budget The yearly budget is given in this form. The work orders
to be completed in the coming months (from 1 st month of the financial year i.e.
April) are given and then the quotations which will be converted into orders from
the customers. The marketing dept. will also give estimated orders the Company
will get in the year this will include orders for Spares, repair jobs and service
orders.
12 Customer complaint Whenever any customer sends a complaint about
a job/service, it is documented in a form.
13 Reminder An employee can add reminders for the things he wants to
carry out at particular time on a specific day. He has to enter date, time and action
required in brief.
14 Activities list There are some activities which cannot be captured in the
system when completed e.g. when a call letter is sent to the customer for
inspection of the job. The marketing person handling the job will have to make an
entry for completion of such activities. The list of such activities is given in this

form. Entry of completion of such activity has to be done manually in the form. Once
this entry done, the activity would not be shown as due/overdue activity.

Reports
1 Orders on hand This report gives the list of orders which are under
execution and not dispatched.
2 Tender/quotations and work orders - (serial numberwise, customerwise
or productwise) These are all shown financial yearwise. When any of these reports
are opened, it will show the current year report and the year can be changed in the
field provided so that report for the desired year can be seen. Every report in this
will show the details of all the series product, spares, repair and service. If the
tender/quotation or work order for spares includes spares for more than one product
or the spares are common for more than one product, then these details will be
shown for all the products concerned in the productwise report.
In all these reports number of tenders/quotations or work orders, sums of key
specification unit (for product only) and the value are given for the year in question
as well as total figures for previous year are shown for comparison purpose.
3 Sales in chronological order - All the sales are shown in chronological
order in this report.
4 Success rate of quotations (%) Number of orders received against the
number of quotations sent during the financial year is shown in this report. For all
the previous years only number of quotations, number of orders received and the %
of success rate are shown (for all the series) whereas for current year quotation and
work order numbers are also shown.
5 Tender additions/revisions Whatever changes in the original tenders
are made additions, modifications etc. are shown in this report. The tenders for
which the orders are received and are yet to be completed and those for which the
orders are yet to be finalized are only given.
6 Customers contact persons - Customerwise list of contact persons for
each customer is given in this report.
7 Customer complaints A list of customer complaints is shown in this
report giving the complaint number, work order number, whether completed or not
and the sales/service person handling it are given.
8 Balance dispatches This report shows the work orders yet to be
dispatched as also the short supplies for the orders executed.
9 Payments received and balance This report will give customerwise
payments received and the balance to be received from the customer where full
payment is not received.
10 Sales person recordThe details shown for every sales person in this
report are 1. Tender number 2. Quotation number 3. Work order number with
customer name and product name 4. Activities due and 5. Activities overdue.

11 Reminder The reminder an employee has set would be shown at that

time as a small window irrespective of what he is doing. He can also see the list of
future reminders he has entered as a report.
12 Activities Due Activities which are due within next n days for the whole
department are shown in this report giving the names of the persons responsible for
each activity.
13 Activities Overdue Similar to activities due, but for the overdue
activities.
14 Monthly report This report gives total activity of the dept. during the
month. The following details are shown:
1. Total no. of quotations submitted along with the value and orders received
(with value) during the month and cumulative from the beginning of the
year.
2. Details of orders received Quotation no., Value, WO no., Product, Order
value during the month, cumulative for the year and the budgeted
values for the month and cumulative for the year.
3. Actual sales (dispatches) WO. No., Product, Value, Planned dispatch date
and Actual dispatch date - during the month, cumulative in the year and
budget figures against the actual.
4. Balance dispatches for the Work orders for which main jobs are
dispatched previously.
5. Payments received during the month and balance payments which are
due but not received.
6. Complaints received and attended during the month.
_____________________________________________________________________________
Contact :eMail : purat.avinash9@gmail.com
Mobile - +919892878560