NSD OVP Guidelines

Order Verification Process

RIGHT Customer
RIGHT Deliverables
RIGHT
Expectations

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Order Verification Process
Every sale must either be cleared by issuing Work Order or Proforma needs to be
cancelled within 3 working days of sale login

Responsibilities:

 To call as per customer's convenience (between 10:00am to 6:00pm)

 To keep everyone updated on NOT OK cases by marking every such case to sales
team and by Daily Verification & Pending Report

 To mark CC to every RMs while giving cancellation warnings to the sales person

 OVP Call Pattern :- An overall of 5 calls will be made -3 attempts on Day 1 &
1 attempt each on Day 2 & 3 at different times, if the client is found non responsive
the Proforma Invoice will be cancelled & no re-login will be allowed

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Pre-call Check For Annual Mode
 Selection of SBL ( Short Listed Buy Leads )

 Visiting Card/Address Proof

 PAN

 GST/ TIN/ IEC/ Surrogate Doc such as:

 Bank statement of last 6 months (Current A/C)

 Duplicate STS: Must check for duplicate STS, especially for cases where STS is created
on the same day or 2-3 days before/ a Month ago. Agent must check it by manual
search and by using duplicate STS tab
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Pre-call Check for Monthly Mode
 Initial Amount Mode: Cheque (Monthly deduction will be done from same A/c)
Debit card / Credit card
 PAN
 Details should match with ERP
 Cancelled cheque of current A/c is mandatory if initial payment is done Online
 If NACH is not active for 60 days , different bank cheque must be brought
 NACH mandate: Address stamp is not allowed in NACH docs, but stamps with
Company Name + city can be accepted. Supplier has to make 2 signatures in NACH form
 Address Proof: TIN/ Visiting Card /Electricity Bill/ Rent Agreement/ Phone Bill etc
 CIN for Ltd or Pvt Ltd company
 Duplicate STS: must check for duplicate STS, especially for cases where STS is created on the
same day or 2-3 days before/ a Month ago. Agent must check it by manual search and by using
duplicate STS tab
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Things to check
 For monthly mode: GST/ TIN/ IEC is mandatory

 For Authorized Distributor: Distributorship certificate or NOC by parent company is

 There should be conformity in company name in the following things:

 NACH Docs
 Cheque
 Address Proof
 We can not accept a company with
only PAN in place of GST/TIN

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Background check
 If client is a PNS defaulter(Paid), and previously downloaded due to PNS default (i.e within last 12
months time period), we do not On-Board such clients

 If client is a PNS defaulter(FCP/ VFCP), need to educate the client and take in confirmation on the call
itself that he need to receive maximum Buyer calls

 If there is even a single bounce (External bounces referred to drawer/ insufficient funds/Payment
stopped by drawer) in monthly mode in last 12 months, Supplier is acceptable in annual mode only

 In case of monthly mode installment bounce and subsequent download case, if the client wants to
come on-board again , he has to come on annual mode along with the outstanding payment of his last
stint with IM

 If a Supplier has had a bounce and is now coming on-board with a different company name , he won’t
be allowed in monthly mode

 If Suppliers contact information has been changed in the last 30 days, please confirm with the Supplier
whether this has been done with his due permission or not 7
Client Profile Check
 Location Preference:
 Serves in at least Local + 250 kms
 Inform him that he would get Enquiries from all over India

 Internet Usage:
 Have a Laptop or PC at office & must be proficient in using internet

 Multiple Product Category:

 Language:
 Proficient to communicate in English or Hindi. We do not provide services in
local language

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Client Profile Check (Cont.)

 Negative Profile:

 Negative industry is not allowed

 Restricted Industry:

 A list of restricted industry is provided

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Client Profile Check (Cont.)
•
Cheque of few banks are not allowed on NACH mode, kindly refer NACH team
mails for updated list

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Other important things to check
 Details opted in other STS: There could be the following scenarios:

 If the phone number or email ID of the Supplier is already registered with some
other company on IM with different name, that Email ID or phone number is not acceptable
here and needs to be changed

 However in the same case, if the phone number or Email ID of the Supplier is already registered
with some other company on IM with same name , in that case sale will be transferred to that
GluserID only where there are more follow ups by the sales team and also whichever is the Old
a/c will be considered

 There should not be a duplicate STS, if there is, the new sale should be moved to that STS ;
new STS should not be created
 Proof required- If the client wants to change his primary contact no
 Rediff mail ID is not allowed
 PAN is mandatory in every case
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TAT
 Call attempts for OVP will follow the following conditions:
Day 1 - 3 Call Attempts
Day 2 - 1 Call Attempt
Day 3 - 1 Call Attempt

 The case will proceed for cancellation if the client does not answer any of the 5 OVP calls

 We will also initiate an SMS to the customer and the sales executive on 4th OVP attempt,
if the call is unanswered by the client

 Please update the customers that OVP call would be received from the number
08061856600

NOTE: Mark CC to respective RM’s, while floating cancellation warning to sales team

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Immediate Proforma Cancellation

Proforma will be immediately cancelled in the following cases:

 Personal Pan card is attached in Pvt Ltd/Ltd companies

 Payment is made via savings account & supportive documents not attached

 In Nach deal, if payment is made via saving account with cheque transaction code 31 and
10 & client saying it’s current account, a letter from his bank must be attached before OVP
update, otherwise proforma will be cancelled immediately

 For Direct cancellation cases (Pre-OVP & On Call), re-login is allowed after 3 months for
every case

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Immediate Proforma Cancellation
Direct Cancellation Scenarios:
 Absence/ Wrong Docs:
 NACH mandate
 Cancel cheque
 GST/ TIN
 Address proof
 Location images absent
 SBL not done
 Less than 6 Products
 Local BL in last 30 days is less than 10
 Client does not own a laptop/ desktop
 Client is not comfortable in either Hindi/ English
 Client wants to promote multiple categories
 Client does not agree to the following:
 6-months lock in period
 BL policy
 Rs 5000 setup charge
 NACH hit criteria 14
Restricted Industry

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Restricted Industry

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 Thank you

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