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
Do not send
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 our USB drives.
Please note that the components of our USB drives are constantly changing and may be different to the stock we hold in our factory.
If a customer would like to check the compatibility of our USB drives with any of their machines or programs, we can offer a Pre Production Working Sample (PPWS).
PPWS can not be pantone matched.
Our factory can then confirm exactly which components have been used and we can arrange the same components for their order.
Should your customer need to check the compatibility/performance of USB flash drives with non-standard devices like duplicators, manufacturing machines, TV, car radio etc., please contact the Aftersales team for the working sample confirmation.
Depending on their requirement, unbranded PPWS can be sent from the UK Aftersales stock or from the factory, additional charges may be applied.
Please email Aftersales team using Text parts called "Request for Special Working sample" briefly describing your customer enquiry and mentioning any additional requirement for USBs configuration.
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.
