CALL REPORT FILING GUIDE

Transcription

1 CALL REPORT FILING GUIDE This guide has been produced in order to assist you in the filing of your call reports. Please note the following: 1) All sales partners must turn in a minimum of 160 call reports per month in order to receive their gasoline reimbursement. 2) Call reports must be properly filled out; improperly filled call reports will be returned to the sales partner for proper filing or will be deleted from that months call report tally. 3) A selection of five random customers will receive a callback for a customer service survey to ensure proper visits to accounts in any given month. Step 1: Properly filling in Data Field Section A) Select the date of visit to the customer. This date is the date which you visited the customer, and not necessarily the same date you file the call report.

2 B) Select the time which you visited the customer. This time should be accurate to reflect what time that customer is typically available. DO NOT leave it as 1:30. Having more than 1 call report per day with a 1:30 time will result in cancellation of all call reports for that day. C) Agent: This is your territory. Please select the proper territory, and not an adjacent territory or a territory which you believe the customer may be in. D) Name of Customer: Write the name of the customer as it appears on their ABC License, Business Card, or phone book listing. E) City: Please write the city in which the customer is located (not the city where you live). Incorrect city locations in a call report will be returned and the call report will be cancelled. F) Phone Number: Write the customer s phone number. THESE WILL BE CHECKED. A is not acceptable, and the call report will be returned and cancelled. G) Account Type: Please select the proper account type. H) Quality: Please select, in your opinion, what type of account this customer is: a. AAA = Account which should definitely carry our products regardless of the manager s opinion. A liquor store which will buy at least $5,000 per year or a restaurant which will purchase at least $1,000 per year. b. AA = Account which may or may not carry our brands and could purchase around $1,000 per year for a liquor store and $250 per year for a restaurant. c. A = Account which should not carry our brands.

3 Step 2: Properly Filling in Meeting Section A) Fill in the manager s first and last name, and job title. If the meeting was with more than one person, fill in their names below. B) If you did not meet with anyone, and met only with a hostess or bartender to attempt to schedule a meeting, put: FIRST NAME: NONE LAST NAME: NONE TITLE: HOSTESS / BARTENDER C) Objective of visit: please select the objective of a visit. DO NOT SIMPLY SELECT SALES. If you are checking up, this is called a courtesy call. If you are attempting to pick up a check, this is PAYMENT COLLECTION. If you insert the wrong field, the call report will be returned to you and cancelled. D) Visit results selection: select the appropriate results of your visit. If you select met and not interested in any Five Star Wine & Spirits products, a full description in the comments section is also required explaining the details of the account visit at the time of filing the call report. This customer will then be added to a future visit list for Steve Springer s next ride along in your territory. IMPORTANT: If you have a tasting and the customer purchased, select this here!!

4 Step 3: Finishing the Call Report A) Select all products which were tasted during your visit, OR B) Select No Products Tasted

5 C) General Comments: If you would like to leave any comments which were not covered by the above sections, please write them in here. D) Select send additional report to : This should be YOUR TERRITORY. Do not select send additional copy to any other location other than your territory. E) Hit SEND (if you do not hit send, your call report will not go through and will not be received). F) After you have properly filled out the report and hit SEND, you will receive a red message which states THANK YOU FOR YOUR CALL REPORT. If you do not receive this message, you have not properly filled out your report and you will need to fix your errors. Refer to the above sections to guide you through fixing your report.