Unit 1b

Sales deal with customer orders. Marketing is sometimes dealt with in large organisations eg advertising products

Who is involved?

Sales Manager Sales Representatives Customer Service Assistants Administrative Assistants Market Research Personnel

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Activities of Sales Staff Selling The Product

Activities of Marketing Staff

Quotations Processing Orders Paperwork - Delivery Notes, Invoices etc Sending Products to customer Customer Records

Marketing Products

Market Research Market Analysis Advertising /Promotion Public Relations After Sales Service

Seller Processed in Sales Department usually in response to a letter of enquiry from a customer/buyer. Sent to customer/buyer sets out prices, delivery dates and asks for confirmation of order. Buyer Received by Purchases Department. Processed by Purchases they compare it with other quotations and select the best buy.

Purchases is involved in buying raw materials, goods and equipment required by the firm Sometimes merged with operations department in small organisations

Obtain catalogues and prices from suppliers Deal with requests from other departments Agree prices and credit terms with suppliers Place orders and keep records of deliveries, stock Check invoices with deliveries Attend exhibitions for new products

Who is involved? HR Manager Training Officer Health and Safety Officer Careers Officer Admin Assistant

Recruitment

Advertise jobs Prepare job descriptions/specifications etc Prepare application forms Prepare list of applicants and interview Give feedback to candidates

Managing Staff

Prepare contracts of employment Keep records of employee details, holidays, sickness and accidents Deal with disciplinary issues Arrange training courses

Legislation

Ensure that government guidelines are adhered to Staffs health and safety is looked after

Who is involved?

Finance Manager Accountants Assistants Invoice Supervisor Invoice Processors

Working with the Purchases Department

Check invoices and statements from suppliers Prepare cheques to be sent to suppliers

Seller Processed in the Finance Department. They get details of amounts owed etc from the Sales Department Sent to customer asks for payment within a stated period of time

Buyer Received and passed to Finance Department. Processed by Finance they make checks. If OK, they will forward payment to the seller (usually a cheque).

Seller Processed in Finance Dept Sent to Buyer to advise of payments received, goods bought, and amount owing.

Buyer Received by Finance Department Processed by Finance Dept which checks to see that the statement is accurate.

Working with the Sales Department

Prepare Invoices, Credit notes and Statements to be sent to customers Pay in cash and cheques from customers

KNOX OFFICE SUPPLIES

Pencaitland Road HADDINGTON

Seller Processed in Finance Department. They get details of value of goods returned by customer. Sent to customer advises seller of amount of refund.

CREDIT NOTE
Credit Note No: 0745 Date: 26 April Tel: 01620 291998 Fax: 01620 291999 To:

Print Quick 212 South Street GLASGOW G21 2QT

Quantity

Description

Unit Price

Cost

Typist Chair Less Trade Discount

50.00

50.00 5.00

45.00 Add VAT TOTAL 7.48 52.48

Employees

Calculate wages

Reporting

Preparing Final Reports

The size of the organisation will mean that they may be organised differently Information must always be accurate and flow freely

There will be a Computing Services or IT Support Department in many large organisations to assist in

installing new software maintain equipment trouble-shooting

Provides support to other departments in the form of

Admin Support Mail handling Reception duties Reprographics - photocopying Petty cash Purchases of small items of stationary

Who is involved?

Manager Receptionist Switchboard Operator Reprographic Staff Mail Room Staff Computer Operators

If centralised all administrative tasks are undertaken by one Administration Department eg photocopying, sending mail, arranging travel and filing If decentralised administrative tasks are undertaken in individual departments

Efficient service specialist staff Noisy equipment in one location Basic tasks eg filing will not be overlooked More cost effective to introduce new equipment eg scanners

Passing work to and from the Administration Department may be time consuming Urgent tasks may be delayed if the Administration Department is located some distance away If communication is poor between departments quality of work may suffer