1.     Debashree sends an e-mail mentioning that we received a new PO from Hayleys and also mentions the corresponding quote, she must attach the customer’s PO before we enter everything in Netsuite (order confirmation, purchase order to OCSiAl Balkan..) 

!!!!! the customer could be Hayleys Aventura (Private) Limited : Haycolour (Pvt) Ltd (EU) or Hayleys Aventura (Pvt) Ltd!!!!

ex:

Check if the quote and PO from customer are corresponding, if yes, and if the different details are correct (ex : incoterms), create sales order and wait for approval.

Record order confirmation in the corresponding folder – Pending Fulfilment -> LX-xxxx, at the same time create Proforma invoice on the model of order confirmation.

Erase the ship date – change the text “Sales order” by “Proforma invoice”.Dont' forget the following mention : delivery costs to be included before dispatch

Once order is approved, send the proforma invoice to Debashree 

2. create the corresponding PO to O Balkan. 

Respect the memo and the requirements, be careful to the shipping address and incoterms 

again. Submit the PO for approval. 

Once PO is approved, send the document and memo text to O Balkan –

Ex :

3. Once PO is accepted, we wait till it is ready

!!!Finance must check if we received some part of the payment related to payment terms :

4. Order is ready, ask O Balkan to check the most interesting options for shipping by air or 

sea (according to what is in the PO) 

5. Debashree and Ravi must give the green light for the fees. 

6. Once O Balkan has organized the requested shipment, normally they ask also for 

invoice amount to calculate the certificate of insurance. They send all the related 

documents : invoice, packing list, pickup evidence, AWB or SWB for revision…

7. Receive the PO in NS in IC Transfer WH (India/Sri Lanka) then we have to transfer to the 

following stock : Lux direct – from Serbia, then fulfil and bill the order.

8. If Debashree is ok with AWB or SWB, we need to prepare the following documents 

• Packing list
• invoice with the shipping cost communicated by O Balkan (this amount is on their invoice SB-xxxx)
• Final AWB or SWB accepted by Debashree
• COO (self-issued document by O Europe mentioning the origin of the goods)

COI if any will be sent by O Balkan

-         Debashree has access now to get SDS/TDS and COA’s, so we don’t need to send those documents.

-         When we have details such as ETD/ETA to Colombo airport/seaport also inform Debashree but should be warned by O Ba Logistics . EX :