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geographical
territory
which
is
termed
as
Head
Quarter.
Each Head Quarter consists of a certain number of AWs who in turn cover smaller
geographical territories. The TSE serves as the link between the company and all the
AWs, markets and other customers in his HQ. He is accountable to achieve a predetermined sales
target
that
is
set
by
the
company
s-n
terms
of
volume
and
value
in
his
HQ. He reports in to the territory head of his area. The following are the primary
responsibilities of a TSI.
PRIMARY RESPONSIBILITIES -
1.
To achieve the Primary and Secondary Sales volumes as per budget and
monthly forecasts.
2.
To manage the various AWs of his territory and ensure that their individual
`goals and targets are achieved, and a mutually profitable relationship is maintained.
3.
To follow up on the Primary Sales to each of his AWs and ensure that this is
happening as per the scheduled dates that should have been agreed by him
and the AW at the month beginning. ( Refer Annexure 4)
4.
To ensure that there is an optimum service level in all the markets he covers. This means
the TSI will have to ensure that there are no gaps in the market / poor service to the
market in the form of
b) Uncovered outlets
c) Poor range selling
d) Coverage less than once a week
e) Lack of proper communication about a Trade or Consumer scheme
f) Poor visibility of company's product
g) Old Stocks at retail counters .(Greater.than 2 - 3 months after PKD to be rotated to
outlets with faster off takes, even if expiry date is 3 4 months away)
5.
To work the market with all the AW salesmen and cover all the routes that are in his territory
on a rotational basis. It is also of utmost importance for a TSI to show by example to AW
salesmen at every given opportunity how he can better service levels, improve
6.
To execute all new products launches right from planning which outlets the
product should be placed in through to reviewing the product upto 2 months
after the launch (A later chapter will deal with this in greater detail).
7.
To be the eyes and ears of the market and report immediately to the company
any competitor information, trends in the market, possible developments in
the trade etc
8.
To assess the market share of the company in his territory on an ongoing basis. (Refer
Annexure 3)
9.
To -monitor the AW claim settlement process closely and to ensure that the pending
claims of` the AW are restricted to the bare minimum. (Refer Annexure 13)
Apart from this Primary Responsibilities, a TSI also has certain secondary responsibilities that are
equally important. These include -
SECONDARY RESPONSIBILITIES
1.
Raising and analysing LCNUA every month. The TSI also needs to keep
a track of it. (This procedure has been explained in detail in a later chapter)
2.
3.
4.
5.
Developing and maintaining a good rapport with all key customers (Big wholesellers, Super Markets, Special Parties etc)
Attending Consumer Complaints on behalf of the company
Conducting market audits as and when necessary
Conversion of non conventional outlets such as medical shops into biscuit
selling outlets
following
TSI should look like.
of
work.
The
is
description
of
how
an
average
day
of
If a ready stock unit is going to the market, he can supervise what stocks are
being loaded onto the van
2.
If there are any availability issues at the AW poinf he can get in touch with the depot and
3.
He can use this time to brief the AW/AW salesman about any communication
from the company that needs to be given to the market (Trade Promos/Consumer Promos/New Product launches etc)
4.
company
and
the
retailers,
which
makes
it
that
much more
crucial
for
him to be in daily touch with the market. The TSI should ideally make at|east 40 calls
a day and work the market with the following objectives -
1.
To get a feel of the market and understand if it is buoyant or dull and what the
current trends in the market are.
2.
To work with the AW salesmen and ensure that they achieve standards of
selling and professionalism as required by the company through training,
guidance and motivation. He must demonstrate to the AW sales man, on how
orders are booked. He must evaluate the salesmen in the areas of relationship building, selling, stock rotation, merchandising and promotion detailing.
3.
To understand the service levels of the AW in the market .He should ensure
that all the outlets in a particular area are covered but only 40 outlets are
being covered In a beat. The TS! also needs to look Into credit levels. If we
are losing sales in a customer because of credit and any other F.M.C.G Company
distributor is servicing that retailer directly and extending credit, then our
distributor should extend credit.
4.
5.
To get a grasp of what competition is doing in the market and relay this information
to the company at the earliest to hasten the decision making process
6.
To analyze how new products from the company are performing by reviewing
their off takes from select counters as well as through retailer/end consumer
feedback
7.
To analyze how any trade or consumer schemes are performing in the market
and how this can be improved
8.
To look either himself or through the AW salesmen for new outlets in the
routes being covered, or for altogether new routes/ new markets.
9.
To ensure the availability of the optimum stock level at all the retail counters
keeping in mind the of distribution objectives
10.
11.
f)
g)
in so as to ensure that it will not be lying idle at the AW point and is sold before
the expiry date.
In cases where the TSI finds there is expiry date stock lying at the AW point
(this should be a rare occurrence if the TSI is keeping a keen eye on age of
stocks at the AW point) then the TSI needs to bring it to the notice of his
territory head and get permission to raise it in the next LCA/UCCA.
He also needs to keep the AW informed about the 'directions and policies that
the company has taken or any other information that is relevant to the AWs
working.
for the TSI to be completely aware of all information pertaining to the AW and his
market. This could be information right from what is the geographical span of the
market, what beats there are, what infrastructure he provides etc to what are the
biscuit sales patterns, what is competition in that market and what are the strengths
and weaknesses of the AW Without this kind of in-depth information, a TS/ will be
ab/e to provide no va/ue addition whatsoever to his territory or his team.
annexures 5 & 6 )
Planned V/s Actual secondary sales for HQ for the previous month ( is
part of Primary Planning statement )
AW
wise
bottom-fine
tonnages
of
Calendar
Primary/
JC
Secondary/
Closing and No of Days for the current year and previous year. ( Refer
annexures 7 & 8 )
3.
4.
5.
6.
7.
8.
9.
1. JC dates need to be kept in mind since they are already 6xed and a TSI
needs to necessarily be at the AW point during JC closing.
2. Apart from the JC dates, the TSI needs to decide which AWs he will visit on
the other days. This can be planned depending on
a)
Which are the AWs that contribute maximum volume to his business.
These AWs need to be visited atleast twice or thrice in a month
b)Are there any new AWs that have been appointed for which the TS!
c)
poor
f)
All in all, the TSI should try and cover all beats in his area, on a rotational basis
(prioritizing in terms of importance). Ideally every beat must be visited at least once
in 3 months.
3. After having decided which AWs /Markets the TSI needs to visit he also needs
to incorporate which days he might be required to attend the month end meeting
'or any other training program etc that might arise.
It is important for the TSI to note that any To~ P/an will be incomplete unless it has
objectives. For every AW/Market that the TSI. plans to visit In a month he needs to
put down the objective of the visit. At the end of the month he shou/d review the
month and evaluate to what extent his tour p/an objectives have been met.
CHAPTER2
dated category wise in tons. If this plan is revised, then the revised
plan needs to be passed on to the AW by the TSI.
c. At the end of each J.C week, the TSI should be aware of where the
AW stands with respect to target achievement,( Refer annexure 26)
2. Track the AWs Sales by looking at the following on every visit -
a.
b.
c.
d.
e.
a.
b.
c.
d.
Achievement vs. Target for the current month (Refer Annexure 26)
Current month vs. previous month sales (Refer Annexure 24)
Current month sales vs. average LY/ average qtr sales Refer Annexure 24)
Current month sales vs. Budget
4. AW Infrastructure
The TSI should ensure that the AW is at all times providing the infrastructural
support that he rightfully should provide to BIL in terms of adequate godown
space, delivery vehicles, salesmen, computers etc.` The required infrastructure for
an AW is elaborated in the chapter on AW Appointment.
5. Business practices of the AW
The TS! is responsible in keeping a close tab on his distributors way of carrying on
his business The distributors should not indulge in unfair practices such as
undercutting or overpricing of prices specified by the company , selling in areas that
are assigned to another distributor and so on.
At the end of every JC week, the TS! should ensure that the JC weekly secondary sales figure of each AW is given to the depot. ( Refer Annexure 26)
The details of reporting to depot are: `
JC first week - 6m (for 7 days)
JC second week - 13th (for 7 days)
JC third week - 20th (for 7 days)
JC fourth week - 29th (for 9/10 days)
7. Stocks at the Godown
The TSI should keep a tab on the.-
The TSI should keep track of the pending orders to the AW from the depot,
and follow up the same as required. He should ensure at all points of time
that the stocks are reaching the AW as per their primary despatch plan. (Refer.
annex 4)
9. Debit notes
a. He has to ensure every month that all the debit notes related to any promotions or
activities run on behalf of the company, that need to be raised in favour of the AW,
have been collected and subsequently submitted to the territory head.
b. All Sales promotion activities need to be evaluated and put on record
for future reference. (Refer Annexure 34)
c. While collecting debit notes, the claims need to be randomly verified
from the market (take a few random bill nos. and check from the outlets)
`
d. He also needs to monitor the AWs pending claims closely, and follow
up with the Territory Head in case if he feels some claim of the AW is N
not getting cleared after two months of submission of the claim. (Refer
Annexure 13)
10. Communicate on of promotions to AW
a. All Consumer / Trade Promotions that the company plans to operate
should be clearly discussed and communicated to the AW in a timely
manner.
b. This could be done through a letter from the territory head or can be
written in the logbook. (Refer Annexure 27)
c. The TSI should also ensure that the AW communicates and operates
the scheme in the market.
11. Records to be maintained by the Authorised Wholesalers
i)
AW Profile (Refer Annexure 17)
ii)
Market Coverage Details - Beat plan (Refer Annexure 18)
iii)
Retailer wise Dealer List - updated(Refer Annexure 19)
iv)
Beat wise Dealer List(Refer Annexure 20)
v)
Daily Stock & Sales Register(Refr Annexure 21)
vi)
Week wise Primary Receipts Tracking(Refer Annexure 22)
vii)
Beat wise Rupee Value Sales (Refer Annexure 23)
viii)
Salesman wise Daily Rupee Value sales(Refer Annexure 23)
ix)
Salesman wise Weekly Rupee Value Sales(Refer Annexure 23)
x)
Daily Cumm Rupee value sales- Month wise (Refer Annexure 24)
xi)
Key Brands Secondary Sales(Refer Annexure 5)
xii)
Calendar Month Stock and Sales Statement(Refer Annexure 27)
xiii)
Journey Cycle Statement(Refer Annexure 25)
xiv)
Planned Vs. Actual Secondary Sales for the Last Month (Refer
Annexure 29)
xv)
Brand-Pack wise, Month wise Secondary Sales for 3 Years(Refer
Annexure 5)
xvi)
Gold Account Sales (Refer Annexure 28)
xvii)
Primary Sales Planning Statements(Refer Annexure 29)
xviii)
LCNUCCA Salesman wise Records(Refer Annexure 30 & 31)
xix)
Filed copies of LCNUCCA claims
xx)
Market return notebook
xxi)
Market Complaint Settlement Statement (MOSS)
xxii)
Market Share Analysis (Refer Annexure 32)
xxiii)
New Product Monitor(Refer Annexure 33)
xxiv)
Log Book (Refer Annexure 37)
xxv)
Cheque Encashment Statement(Refer Annexure 38)
xxvi)
Account of POP received and sent out to market(Refer Annexure 39)
xxvii)
Claims file/ Debit notes for promotions
xxviii) Price List File
12. ROI calculation
Commonly used Terms
Cheque Encashment Time: This is the time taken for AWs cheque
to get debited to his bank A/c from the time he receives the consignment.
Therefore it reduces the investment of the AW. Hence the average credit
that he enjoys is equal to the average cheque encashment time X average
daily Re, value sales. This has to be reduced from his Investment on
Physical stock to arrive at , what Is called the Paid up stock Paid up stock
is the actual net investm.ent of the AW on Stocks.
Avg. Pending Claims with the Company: This head covers his capital blocked against the various expenditures that he has undertaken
on carrying out activities on behalf of the company, which still have not
been reimbursed by the company to him. This is an idle investment, as
it does nothing to enhance the sales. All measures must be undertaken to reduce this head to a minimum.
Deposits etc: all deposits against AACO, sales tax,'Godown Rent etc
would come under this head.
b. Expenses
Expenses deals with various costs incurred while doing business. The various
heads of expenses are as follows
Salaries: This again is a big expense head for an AW. He spends for
the salaries of Salesmen, Drivers, Helpers, Godown Incharges, Computer
operators etc.
c. Income
Income is the head that deals with the revenue aspect of the business. The heads
of income for an AW are as follows.
AW commission: It is the commission that the AW earns in the bargain for providing service to the customers. It is 5% on the AW landing
price.
Interest on AACO: calculated at 8% pa on the AACO for the AW. It is
subject to change if interest rates fluctuate.
ROI % =
13. AW Evaluation
It is very essential that the TSI be aware of the caliber of the distributors he
handles and for this, he should constantly evaluate them. A system has been
developed where in all distributors are banded as A, B or C band and their
banding reflects their quality, performance and result orientation.
Quantitative Parameters
Points
30
20
LCNUCCA
15
10
Cheque Bouncing
Total Quantitative
80
Qualitative Parameters
Visibility
Market Intelligence
Total Qualitative
20
Total Points
100
a.
The TSI in conjunction with his Sales Officer / Territory Head will set targets
for each of the parameters in the _Quantitative' section of the evaluation sheet.
b.
At the end of each quarter, the AWs achievements would be recorded against
each parameter and % age achievement needs to be arrived at.
Points Earned
O to
Nil
98% to 100%
100% of points
10 bonus points
d.This evaluation of the AW will be conducted once a quarter and every AW will
earn total points as a result of the same. On the basis of this, a forced ranking
will be done where all AWs would be arranged from TOP to BOTTOM on the
basis of the total no. of points earned by them and a Percentile would be
calculated for each AW (Refer Annexure 36)
e.
In the Percentile system the AW with the maximum points will be referred to
as 100% and the other AWs will be graded (or given percentiles) with reference to this
AW.
For
e.g.:
the
Top
scoring
AW
gets
97
out
of
maximum
100
points, then his percentile score is 100. While for another AW whose score
was 67 out of 100, get a percentile score of 67/ 97 X 100 = 69 percentile.
On the basis of the percentile the AW has earned, he will fall in one of the clubs as
below:
(a) Diamond Club
rewarding performers
It is therefore essential for a TSI to ensure that this evaluation of ALL his distributors is done
meticulously every quarter. It is not enough to only evaluate the AWs but also analyze their
shortcomings that might arise during the evaluation process and set directions for them to
improve in the future. A TSI needs to understand that a strong distribution set up is the
biggest asset he can create in his HQ and only constant and consistent evaluation will make
it conducive to establish such a set up.
17
18
19
20
21
22
23
24
05
25
26
27
28
29
30
31
32
33
34
ROI-Example - Annexure
35
36
37
38
39