MANTRACO LTD

Subject :Contract Review - Potential Customer	Ref : QD09

1.0	Purpose
	This document covers the establishment and maintenance of a system to ensure that all requirements from customer is adequately reviewed and differences resolved before acceptance of order.
2.0	Scope
	Applicable to existing customer requesting for Import/Export Services.
3.0	Attachment
	Attachment MA/QD09/001 - Uniform Trading Conditions Attachment MA/QD09/002 - Letter of Appointment Attachment MA/QD09/003 - Customer Pre-Advice Attachment MA/QD09/004 - Routing Order Instruction (Export) Attachment MA/QD09/005 - Routing Request (Import) Attachment MA/QD09/006 - Recommendation Letter Attachment MA/QD09/007 - Quotation
4.0	Procedure
		System Flow	Responsibilities & Authorities	Related Docs & Forms	Notes
4.1		Enquiry of Service	Sales Personnel/ Directors .	---	1
4.2		Review Customer's Requirement .	Sales Dept	---	2
4.3		Resolve Differences, If any .	Sales Dept	---	3
4.4		Confirmation	Sales Dept	Letter of Appointment (Agent) .	4
4.5		Fill Up Forms	Sales Dept	Customer Advice Routing Order Instruction Routing Request Recommendation .	5
4.6		Disseminate	Sales Dept	Customer Advice Routing Order Instruction Routing Request Recommendation	6

Highlights/Explanation
For Potential Customer
Note 1:	Sales Department can establish contact with potential customer in the form of marketing. Similarly, any Sales personnel from Sales Department shall also entertain any queries from potential customer pertaining to the type of services required. .
Note 2:	Upon understanding the potential customer's requirement, Sales Department shall assess its capability to meet such requirement based on guidelines provided in the Uniform Trading Conditions (Attachment MA/QD09/001). If applicable, the Tact rules shall also be referred to. .
Note 3:	Should there be any differences, Sales Department shall consult other parties such as Operations or Project & Development or Overseas Agents for possible alternatives to resolve such differences. If difficulties are foreseen which Mantraco Ltd feels it cannot overcome, the contract/project shall be further reviewed and discussed with the potential customer until a mutual understanding and agreement is accepted by both parties. .
Note 4:	If difference are resolved, the Sales Department shall forward an official quotation to the potential customer. For Import Services The sales Department shall obtain from the potential customer the following. (a) Letter of Appointment (Attachment MA/QD09/002) This document serves as an appointment of Mantraco as the official handling agent for the potential customer. This document shall be circulated to Airlines' appointed ground handling agent and Other Agents (local), authorising Mantraco to clear import cargoes on behalf of the potential customers. (b) Routing Request Recommendation (Attachment MA/QD09/005) This document serves as an appointment of Mantraco and/or its overseas agent to handle shipments from overseas suppliers for the potential customer. This document shall be signed by the potential customer and sent by Mantraco to its overseas agent for presentation to the overseas supplier. .
Note 5:	All information/arrangement/details (collection/delivery address, recommended credit, quotation, etc) pertaining to the potential customer shall be decumented in the Customer Advice (Attachment MA/QD09/003) and if applicable, Routing Request Recommendation (Attachment MA/QD09/005 for Import). * Customer Advice (C.A) issued by staff of assistant Manager, Sales and below shall be approved by the Senior Sales Manager. * Customer Advice (C.A) issued by the Senior Sales Manager or Market Development Manager shall be approved by the Director of Sales & Marketing. .
Note 6:	The approved Customer Advice shall then be disseminated to the sections/departments concerned (as stipulated in the Distribution column of the C.A) .
General Remarks/Comments
For potential customer requesting Adhoc Rates, This shall be quoted by the Sales personnel and approved by the Senior Sales Manager. Should the potential customer effect the first shipment from the Adhoc enquiry and the freight and handling charges is more than USD1,000.00, the Customer Advice shall be issued within working days from the departure date of the shipment. For traceability purposes, the following documents shall be required: (i) For Import Service - Quotation (by letter, telex or telefax) - Letter of Appointment (if applicable) - Customer Advice - Routing Request Recommendation (Import), if applicable (ii) For Export Service - Quotation (by letter, telex or telefax) - Customer Advice - Routing Order Instruction (Export), if applicable

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