A/R 403 Contact Trade References

• Verify Credit Application: When a new customer applies for credit, run a credit report to assess their business credit score and risk level.

• Check Trade References: Review the credit application to see if trade credit references are provided by the customer.

• Prioritize Contact: If the customer is deemed low risk based on their credit score, contacting trade references might not be necessary. However, for new businesses or those with less favorable credit reports, contacting trade references is essential. Most of the determination is trusted to you. If you have questions please reach out directly to your manager.

• Prefer Phone Calls: Although email addresses might be provided, prioritize making phone calls to expedite the process.

• Prepare for the Call: Before making the call, ensure you know which company you're representing (e.g., American Stone or Starstone), the name of the customer, and the specific contact person listed on the credit application.

• Initiate the Call: Introduce yourself, mention the company you're calling on behalf of, and ask for the listed contact person (e.g., "Hi, this is Jacob Sanchez calling on behalf of American Stone, is Todd Willis available?").

• State the Purpose: Once you reach the contact person, explain the reason for your call, which is to request their completion of a trade reference document to facilitate the credit approval process for the customer.

• Obtain Email Address: Request the appropriate email address to send the trade reference document to. Verify the email provided.

• Close the Call: Express gratitude for their assistance, confirm the email address, and inform them that you'll be sending the document immediately. Request prompt completion and return of the document.

• Send the Email: Immediately send the trade reference document to the provided email address.

• Log the Call: Record all details of the call, including the date, time, contact person's name, business, and email address provided in the Odoo customer card.

Sales>Customers>filter by customer name then select more, calls are listed under this drop down.

• Follow-Up: Monitor for the return of the trade reference document in your email. Try to follow up after 3 days if nothing has been recieved.Once received, download it and attach it to the customer's card along with other credit documents.

Sales>Customers>filter by customer card, click on credit documents and add item.

• Document Everything: Make a note of the completed process in the customer card and the task you created when you received the application..

• Access Trade Reference Documents: If necessary, locate the trade reference documents in the Google Drive by searching for "trade reference." Download the appropriate document based on the company (e.g., American Stone or Starstone). Ensure you are downloading the PDF format as the customer can just digitally fill in the form and email back, we want this process to be easy. Links listed below.

American stone:

AS Trade-Credit-Reference 2023.pdf 

Star Stone:

SS Trade-Credit-Reference 2023.pdf

• If a customer has no trade lines from the NACM, then we will require at least 2 references to respond. 

• When you have the required information (Credit Report, references) Ensure you document on the task you created and tag management to review.

• Management will respond with their approval, ensure the credit limit is set to the amount approved and the customer card has been updated to the proper NET terms.

(Starstone NET30, American Stone NET10th)

In Odoo

Sales>Customers>search customers name, select the proper customer

Invoicing>edit (enter the terms and approval amount)