Sending Samples

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Introduction

It is best practice to suggest sending samples when the opportunity arises – seeing our products first hand will significantly increase the chances of the lead/customer buying. Our sample pack continues to receive excellent feedback from final customers - none of our competitors offer anything close to the same standard.

However, please be aware that we receive a some sample requests from people who are just after a 'freebee'. Typically these bogus requests come from people that use ‘free’ email accounts such as wanadoo, hotmail, yahoo, gmail, etc. Always treat a sample request in earnest, but do not send any samples until you have ‘qualified’ the lead. In other words, only proceed once you are satisfied the enquiry is legitimate; for example you receive a reply asking for a virtual proof using a real company logo. Samples are an influential tool in the sales process but are a cost to us. Therefore being prudent will not waste money unnecessarily and will consequently benefit sales.

Responsible Sample sending

Currently there are 3 full Sample packs available for sending:

1. USB Flash Drive
2. Power Bank
3. Future Sample pack

The Sample packs cover all the product categories and product ranges (USB, Power Bank, Audio Speaker, Gadgets) except Audio headphones.
The headphones are available to send as loose samples.

Please note that the Future Sample pack contains Power Bank models as well, therefore in majority of the cases sending one of the two is sufficient if customer is interested mostly in Power Banks.

Although physical samples play a key role for our customers when making decision, please always consider which specific product or product range the customer is looking for and send samples accordingly.
Please try to avoid 'double sending' samples where possible.

Example:
Customer is interested only in Tour (TR) and Card (CR) Power Banks.
Consider sending either loose samples from these products or send a full Sample pack based on your evaluation of the customers buying potential.

It is important to be responsible and reasonable when sending samples because:
1. Customers that are expecting 1-2 loose dummy samples and receive instead several full Sample packs are most likely going to refuse the parcel and it will be returned to our Warehouse.
2. Customers are becoming more environmentally conscious hence sending a lot of samples might picture Flashbay in a wrong way.

Below are two 'real' examples of Sample requests that could not be sent in one parcel due to the amount of products.
Please see UPS bag in comparison of requested samples.

How to send samples

You can send samples using the sample sending tool via Netsuite.

Process

(a) Open the customer record for the customer you wish to send samples to on Netsuite

(b) Go to the 'Virtual Proofs' tab

(c) Click the 'send samples' link

(d) This will open up a new window in your browser from which you can send samples. At the top of this tool there is a 'help' link. Please refer to this link for further instruction on how to use the tool.
You can send loose samples and/or full Sample packs.

By clicking 'View' on Full Sample packs you will see which products are included.

Prior to sending samples please ensure the address and telephone number are correct and up to date in NetSuite for all customers and leads.

Working Samples

You may also send working samples from our Warehouse to show the general functionality of the most popular USB Flash Drives, Power banks and our Audio products. The selection of working samples can be found under “Working Stock” in “Send Samples” Tools.

If your customer would like to test the compatibility of our USB Flash drives with any of their non-standard devices (duplicators, manufacturing machines, TV, car radio) or special software, we can offer a Pre-Production Working Sample (PPWS) to be shipped from the factory.
PPWS can be customised with their logo or supplied unbranded. Please check the unit price with your Group Leader individually for each request. (PPWS cannot be Pantone matched).

Please kindly note that the stock of USB Nand flash is constantly changing at the factory therefore it is essential to confirm the working samples components with Operations and ensure its sufficient amount will be reserved for potential sales order.

The USB Flash drives working sample request should be sent to Operations using Text Parts (Operations/ USB working sample request) as shown below ( the Group Leader always cc'ed ).
Please remember the more technical details you will include in your initial request about your customer’s enquiry the better components match can be then offered by Operations.

Email Subject line - Request for USB Flash Drives working sample for C# Company Name

Text Part example

Important to remember:
1. The pricing for unbranded working sample order must be approved by your Group Leader.
2. The components used for the working sample can only be reserved by Operations for 2 weeks.
If the customer requires a longer time for testing please verify availability of components once again with Operations. 3. The sales order for unbranded working sample has to be placed with a blank Virtual Proof otherwise the NetSuite will not allow you to place an order.
4. Please always specify components and any technical requirements in job notes when you are placing the sales order for the working sample. As well as the number of units Operations should reserve for 2 weeks, this is not done automatically.

Lock components of working samples

If the customer has specific criteria (e.g. a type of controller to be used, quicker speed needed) before scheduling an order for working sample Sales need to confirm with Operations on the details of parts in general that are available for production at that time.

Working sample order shall be scheduled with a Quote number marked in job notes so the factory has all the necessary information to keep the stock for the main order.

Once the order for the special request working sample had been placed the factory will be holding :
Components less or equal 10,000 units for 2 weeks
More than 10,000 units it will be held for 1 week (if you need it to be held for longer please check with Operations)

Track Sample Packs and deal with exceptions (Flashbay Ltd sales people)

Once a request has been sent to the Warehouse team, selected models/packs and accessories are dispatched via UPS.

1. Sales Employees will receive a Shipment Notification from UPS shortly after submitting a sample request.

- This notification includes a tracking number with which the current status of a sample pack shipment can be checked.

2. UPS will notify the sales employee if there are any exceptions related to the sample pack shipment. e.g. street name/correct company or receiver name is needed for delivery...

- Please contact UPS directly at preferredgb@ups.com to clarify details and resolve any exceptions to ensure that the sample pack is delivered as quick as possible. Always Cc warehouse.uk@flashbay.com on all correspondence with UPS.

2.1 Exceptions
If the UPS delivery attempt is not successful, UPS will leave a card and will try to call the customer to arrange redelivery.
If UPS is not able to reach the customer, they will wait until you or the customer actively requests redelivery.
Please proactively contact your customer and UPS to schedule a redelivery.
The UPS redelivery process must be completed within 5 working days or the samples will be sent back to our warehouse. This must be avoided due to excessive costs.
Our Warehouse team will monitor the communication between sales and UPS and offer assistance where appropriate, so it is always necessary to Cc warehouse.uk@flashbay.com when you are communicating by email with UPS.

3. A Delivery Notification will be received when a sample pack has arrived at its destination.

- This should serve as a reminder to sales employees to follow-up with your customer now that they have received the samples sent.

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