Standard operating procedure
2 likes6,112 views
This standard operating procedure document outlines the processes that members of Orbit Advertising must follow. It details procedures for: 1) Handling jobs and creating a creative brief for each job with a job number. 2) Creating quotations for clients and obtaining quotations from vendors to provide to clients. 3) Preparing and sending invoices to clients after jobs are completed and delivered, and to vendors. 4) Recording all payments received from clients and made to vendors/suppliers in the appropriate modules. 5) Tracking all company expenses and keeping receipts on file.
Standard operating procedure
- 1. Standard Operating Procedure from July 1, 2011 Adeeb Zaki ABSTRACT It is mandatory to follow this SOP by each member of Orbit Advertising.
- 2. Table of Contents Jobs Handling ......................................................................................................... 3 Quotation/Estimate ............................................................................................... 3 Billing and Invoicing ............................................................................................... 3 Payments ............................................................................................................... 4 Company Expenses................................................................................................. 4 Annexture‐ 1 .......................................................................................................... 5 Annexture‐2 ........................................................................................................... 6 Annexture‐3 ........................................................................................................... 6 Annexture‐4 ........................................................................................................... 7
- 3. Jobs Handling • All jobs should be routed through Client Service • For each and every Job a brief format should be filled with proper Job No. • Incase client directly calls the creative for any job, creative department is liable to inform client service and to fill the creative format • The creative brief should be kept in the records in client briefs file • The brief format template will be with everyone and it will be mandatory to filled it prior to star the job (Brief Format –Annexture‐1) • All approved designs should be kept in the clients file and should be attached with the brief Quotation/Estimate • For every job that comes in Client Service will make the quotation which will be kept in Quotation file of the client after being sent to the client • If the job has to be outsource to any vendor Client Service will ask the vendor for their quotation as per the client’s brief • The terms and conditions should be clearly mentioned on the quotations • All sent quotation have to be entered in the client’s module, and all quotations from vendors has to be entered in the Suppliers/Vendors Module in the computer • Client service will be responsible to followup with the clients for the approval and LPO Billing and Invoicing • The standard credit period for all clients should be 30 days, over and above this periods will be considered as overdue • Client service will prepare the Invoice as soon as the job has done and delivered to the client • The invoice should be recorded in the clients module prior to sending the client • The copy of the invoice should also be kept in the client’s file • For vendors invoicing the same procedure should be followed • Orbit quotation and clients LPO should be attached and sent with the invoice to client
- 4. Payments • All payments received by the client should be recorded in the clients module and similarly payments made to vendors/suppliers should be recorded in the Suppliers/Vendors module • The copy of receipts from the client should be kept in the clients file attached with the invoice and copy of payment receipts should be kept in the suppliers/vendors file Company Expenses • All company expenses and overheads should be recorded in the Company Expense Module in the computer • Receipts of all expenses should be kept in Company Expense file
- 5. Annexture‐ 1
- 6. Annexture‐2 Annexture‐3
- 7. Annexture‐4