FINLY WORK HANDOVER – MARKETING DEPARTMENT

LEVAE PERIOD – 8TH TO 22ND AUGUST

PROMOTIONAL GOODS – FOC

For August, Cathy has mentioned thee strategy via email. The data for division is from business
department. Stock available in warehouse has been updated by Raja. Accordingly, keeping all these
factors in mind, the division is done and submitted for review.

Latest update – On 4th August 1300 Medium Gift Boxes will be transferred to COMTEL for bundling with
Y30 phones. No other transfer request has come till now.

During the leave period:

 Do the distribution to the sales team if the presented FOC division is approved. August monthly
FOC is done. Next division needs to be done in September. If any changes are there in the
division, Cathy will notify and accordingly action can be done.

 If any special FOC is requested by any department, it must be approved by Cathy and Simon via
email. Then, distribution can be done. Please record all FOC details for the month of August in
FOC-August 2020 file attached in the email.

 For COMTEL, Luke or business department will inform if any new mobile phones are being
delivered. Please note that according to strategy if the mobiles are X50, X50 Pro, V19, S1 Pro or
Y30 – we need to send respective available FOC to COMTEL warehouse for them to bundle and
release. For V19 and X50 series, they have special FOC. You can check with Raja regarding
stock details. For Y30 and S1 Pro, we are giving medium gift box. Note there are two SKUs with
same item, so just adjust the items with stock accordingly.

 For JECL, it’s the same basics. Usually business department or logistics department will notify
when we need to send the FOCs to be bundled. Waqas from LD can co-ordinate, he will have the
stock list. Same as above instruction for the models.

 To transfer from DIP to COMTEL – Make DN (last DN attached in email) and send it to logistics
team directly. They will co-ordinate with Raja regarding the delivery. Send an email to COMTEL
team (Avinash, Pankesh, Nikhil, Armeen, Luke. CC Marketing, Logistics) that we are sending
goods to be bundled 1:1 with specific models. Refer old emails for format.

 To transfer from DIP to JECL – Same process. Try to send all DNs by 4pm, else it will be pushed
to next day. Note, process for COMTEL is faster than JECL, so plan accordingly.
For FOC transfer JECL, need to add these 3 points:
1. Create and stick barcode: Needed
2. Applicable Model: X50
3. Packing Standard: 1Model:1FOC

As per my knowledge, FOC part is completed from my side. Just waiting for approvals and division.
Only we can divide the earphones because other items are all bundle items. To send FOC to
warehouses, we cannot divide it beforehand as it depends on how much stock they will purchase.
So, we depend on business and logistics to inform us the quantity. Accordingly check the stock and
release.
LEGAL
Till now, only CK gives us invoices for legal. In my part of work, as and when the need arises, we
submit the necessary shop documents to Asif. Usually the branding areas which need permission,
GTM team does not approve. In July there was no legal cost.
When CK sends monthly invoices, you can check if legal cost is incurred and payable. It is very
clear.

 All templates are attached in email. The Arabic template I don’t have, check with Shuaib or Asif.
Note – Please record only the legal cost which they send as invoices. Otherwise it is just verbal,
we don’t incur it, we don’t pay it.

Usual legal docs for government permission:

1. vivo docs – All with CK, if don’t have ask Priscilla or HR or Finance
2. vivo to Shop NOC – English and Arabic if outside Dubai, else only English
3. Valid shop trade license
4. Shop to vivo NOC - English

As per my knowledge, legal part not much work will be there in this month. Unless it’s very important
space, Kacem does not approve branding with government permission. Till now, we only paid legal
cost and got invoices for Dubai area only.

POSM & LOGISTICS

Kindly refer the POSM 2020 Data sheet. The items in FINLY_DIP are the items I take care of. The latest
stock remaining in warehouse has been updated by Raja. All items under count of 10, are termed to be
ordered again. As goods gets transferred between warehouses, accordingly, update first sheet.

Sheet TRANSFERS is very important. I’m in charge of making the DN for logistics department in case of
any transfer of goods. Sheet 4 represents data of each file made for transfer. Kindly use same format. At
the month end, finance department needs an excel showing the transfers of FOC that have taken place. I
make an excel for all transfers, filter out the ones for FOC, make a separate excel and sent to Finance.
The format is attached. If any FOC is ordered locally, or any POSM for that matter ordered locally, please
add another sheet called Purchases and mention the details. Communicate it with Finance. They need to
ensure things are recorded and we don’t pay the vendor twice.

During the leave period:

 If anyone needs to apply items, need to provide application form/shop list, as per situation.
 System update is not done as of now. Only excel is maintained.
 At month end, I collect the record from Raja – Each item taken by whom/which area, so that I can
apply that cost specific to that area for the monthly report.
 DN is made to different warehouses. I have attached the files prepared. Follow same format as
when the need arises for transfer.
 Any transfer from DIP to any warehouse, I make form and send to logistics directly. All UAE
transfers between warehouses, assisted by Waqas. Materials from China and Freezone
warehouse, assisted by Shahan.
 Any transfer from JECL, make DN and pass it to Shruthi. All JECL and COMTEL and FZ transfers
through Shruthi from business department. She will coordinate with logistics.
  Any material from China to UAE, or from FZ warehouse, DN format is little different. Usually we
have to add the unit price in AED with each item (Sometimes AED, sometimes USD, just check
with them which they need)
 Send all DNs before 4pm. Especially from FZ warehouse, they need time to release.
Communicate with logistics and you can know it.

Just need to co-ordinate with Raja and logistics team for this part. Just maintain records of which
goods are coming, what is the unit price if any new goods. Raja’s distribution data at month end will
be enough for costing. Shop lists can be used to update system later. It’s more of a on-the-spot
discussion with logistics and marketing team for the POSM part.

PAYMENTS
Kindly refer the PAYMENTS 2020 Data sheet. All items that have been in payment application is
mentioned in this sheet. It is up to date.

During the leave period:

 If any agencies are sending the invoices, please make sure:

o the word tax invoice is written
o TRN of both parties are there
o VAT per item is there
o Total is matching with your PO. PO and tax invoice amount much match
o Finance dept. does not considered quotation as tax invoice. Ask them to send a tax
invoice even if the amount is same.
o Address for VIVO is DXG Address. (DXG Electronics Trading L.L.C.,
Office No: 01-107, The Business Centre, Dubai, UAE, Phone: +971506023882
Email: cathy.qin@me.vivo.com, TRN: 100597719200003)

 For old agencies like CK, Treasure, RND – They know the invoice formats, it’s approved by
finance and we have paid them before. To make any application, just go their specific folder
under Invoices, and you can find the word template of the previous application made. All bank
details are there, just need to edit.

 For new agencies, better to show them a format first, and when they send the tax invoice, first get
it checked from finance if all details are okay. Then we can get on faster.

 Make sure if there are any WEIWO tax invoices, make separate application. Don’t mix DXG and
WEIWO together. Under CK, 4 invoices are pending to pay, and they are under DXG account
only. Inv. 307, 364, 461, 495 – Did not include in payment application due to lack of completion
report.

 The process is, along with each tax invoice, PO is there. You will get a document from the vendor
showing completion of work proof. Some pictures or can get it confirmed if it has arrived at
warehouse. Like these options. Try to attach some proof of completion when submitting the
application.

 As you can see, under a specific folder, for example Payment_CK – 20200805, I attach:
o Each Invoice in each folder.
 o When you open each folder, you can see the invoice, the PO, the completion report as
well as if there is any quotation.
o Make the application form in word and save as pdf also. Send both in same email.
o In the form, there is space to write details of payment. Usually I write the invoice numbers
if it’s a monthly payment. If there are too many to write, better to make an excel and
attach because finance will check one by one.

 For advances, in the main excel, refer sheet 2. I have put a formula, it’s self-explanatory. Usually
we pay 40% advance for signboards and special installations. Calculation is like this; for example,
PO subtotal is AED 10. Add VAT 5% = 10*5% = 0.5. PO Net Total = 10+0.5 = 10.5 (This 10,5 is
what we ought to pay the vendor upon successful completion of work. Advance means before
starting the work, we are agreeing to pay 40% of the total how much we owe them.) 40% of 10.5
= 4.2. Hence, make the payment advance application for 4.2. The remaining amount 6.3, follow
the payment process and pay it. Please attach mockup or proof of what item we are paying
advance for. Add it to the main payment sheet as well, so you will know when the remaining
amount is invoiced. I have added Conditional formatting to invoice number and PO number to
identify duplicate values. If it is in pink, mostly it is an advance paid item, please check.

 The process for payment followed is:

o I make the application with supporting documents and send it to Cathy for approval.
Kindly mark Shuaib too in the email.
o Cathy will approve the email and it will be forwarded to Simon for approval. Adding the
CC, finance department – Tina, Kamraan and Liyang
o Once Simon approves, finance is already in loop. So, they will process the amount.
o Tina will respond will a receipt showing proof of payment.
o Save the receipt under each payment folder you have made. Record the date of payment
and receipt number in the excel.
o Check if the amounts are same. Communicate it to respective agencies.
o It is better to add the excel if many invoices are paid together. Share it with them. CK
usually sends us Statement of Accounts (SOA for Weiwo and DXG) – But do not rely on
that completely. Sometimes they can record an invoice unpaid which we have paid.
Keeping our excel is better.

Just need to record excel properly. Do the first step, i.e. the application process correctly. Then the
work is done. After approval, it will go to finance and get paid. Follow the excel formulas to calculate
advance.

PRINTING
Printing Materials requirement comes from Cathy or GTM. Get it approved. Designs are all sent to CK,
designer Vithu. Once designs and quantity is approved, place the order. Check CK Pricelist for unit price.
When we come across new items, just ask Asif regarding the prices. Distribution is done now by Kacem
and Salar. I have attached example of X50 Materials division. Make sure each item is put in the division
excel and they are informed what quantity needs to be divided. In Printing 2020 Data excel, I record each
item and split the quantity according to the areas, so that we can use during monthly costing.

During the leave period:

  If any printing requirements are there, or any new model is coming, make sure the requirement
file information is complete. My suggestion is please fix quantity and division; same time give for
designing.

 If the instructions regarding design is clear, they can get it done fast.
 Once the PO is sent, quantity is clear, give the division also. So, Asif can pack according to that.
It’s easy for Raja to divide and send courier.

 Kindly request Raja to inform timely if any printing materials are remaining to GTM team.

For Printing materials, usually bulk order when a new model or promotion time in market. Only
issue we face is we need to give CK at least 1-week time to produce and deliver. So, prior to that
we need to get the designs approved. For X50, our process and timeline were good. For the Eid
one, we got the requirement late. The main issue is division, if division is clear, Raja’s part is
easy. Asif will separate according to area and send. When they are applying for the items, let
them send the division also. Anyway, first they need to divide per region, then only they can add
up to the total quantity. So, if we get the division in the beginning, can do easily and fast.

BRANDING
Refer Branding 2020 Data. All accounted and invoiced branding details are mentioned. Mockups received
are also stored for further sharing. The application or changeover comes from GTM. Designs are given to
CK, and mockup is prepared. As of now, CK is handling. In AUH, we are trying with new agency, but no
concrete LPO or Quotations or completion records exchanged between both parties.

Only the ones that are invoiced and in completion report, we can say branding is done. Otherwise, please
do not count that shop as branding completed, just because mockup evidence is there.

Quotation is sent by CK, we need to make PO and check everything. Abu Dhabi part still under
discussion.

Do not record any new lightbox or installation item in PO or excel, please pass on to Shuaib to make it
easy during costing.

When GTM sending application send it to Asif the same day if possible.