Develop the handover procedure for the outstanding debtors to new sales executive when existing sales executive resigned. 01. Kindly prepare the outstanding debtors file including coustomer statement and relavent supporting documents suche as Purchase or

### Handover Procedure for Outstanding Debtors to New Sales Executive #### Objective: This procedure outlines the necessary steps to ensure a smooth transition of outstanding debtors from the existing sales executive to the new sales executive following a resignation. The key focus is on documenting all relevant information and securing confirmations from clients. --- ### Step-by-Step Procedure #### 1. Prepare Outstanding Debtors File - **Compile Customer Statements**: Gather all statements for outstanding debtors, detailing amounts owed, due dates, and payment history. - **Supporting Documentation**: - Collect all relevant documents for each debtor, including: - **Purchase Orders**: Ensure all are signed by the customer’s authorized personnel. - **Invoices**: Cross-check against records to ensure accuracy and completeness. All invoices should be signed and stamped by the customer company. - **Delivery Notes**: Include delivery notes with signatures from the authorized customer representative confirming receipt. - **Organize in Digital or Physical Folder**: Ensure the file is organized in an easily accessible manner (such as by customer name or due date). #### 2. Verification of Documentation - **Check Signatures and Company Stamps**: Ensure each invoice and delivery order has: - The customer's authorized person's signature. - The company's official stamp. - **Address Any Discrepancies**: If any documents are missing or do not meet the signature/stamp requirement, resolve these issues before moving forward. #### 3. Client Confirmation of Outstanding Balances - **Prepare Confirmation Notices**: Draft a confirmation notice to send to each client regarding their outstanding balance. - **Seek Owner/MD Signature**: Ensure that the confirmation is signed by the owner or Managing Director (MD) of the client’s company to validate the outstanding balance. - **Send Confirmation Notices**: - Deliver the confirmation notices via email, post, or in person as appropriate. - Maintain a record of all communication with customers. #### 4. Follow-Up on Cash Customer Balances - **Identify Cash Customers**: Mark all cash customers in the outstanding debtors file. - **Communicate Payment Timeline**: Inform cash customers that their balances are due for collection on or before the 20th of the month. - Highlight payment methods and any relevant details they need for making the payment. - **Schedule Collection**: Set a schedule to collect outstanding payments by the due date. - **Document Payments**: Record any payments received against the outstanding debtor accounts in the file. #### 5. Handover to New Sales Executive - **Schedule a Handover Meeting**: Organize a meeting between the outgoing sales executive (if possible), the new sales executive, and the finance department. - **Review Outstanding Debtors File**: Walk through the outstanding debtors file, explaining any nuances or important notes that the new sales executive should be aware of. - **Discuss Client Relationships**: Share insights on client relationships, potential issues, and strategies for follow-up. - **Transfer Access to Systems**: If applicable, transfer any access rights to customer relationship management (CRM) systems or relevant financial software to the new sales executive. #### 6. Final Documentation - **Document the Handover**: Complete a handover form that outlines what has been transferred, including any outstanding tasks, and sign off by both the outgoing and incoming sales executives. - **Provide a Copy to Management**: Ensure that management has a copy of the handover documentation for record-keeping. --- ### Final Notes - Ensure confidentiality and compliance with data protection regulations when handling client data. - Maintain open communication with the new sales executive post-handover for any queries or clarifications. By following this procedure, the transition of outstanding debtors should be seamless, ensuring continuity of service and proper management of accounts receivable.