Page 41 - Red Book Rev 7.2_Neat

How to process an Oakfield lease order

1) Enquiry and customer details sent to Oakfield. Andy will contact the customer to discuss the application criteria and lease
figures.

2) Oakfield will send you an email response keeping you updated with the stages of the process with the customer.

3) Once the deal is agreed, Oakfield will send out the documentation to the customer. This must then be signed by the
customer and returned to Oakfield.

4) Once the signed documentation is received back Oakfield will then send you an email requesting the order/invoice is now
raised. They will provide you with the leasing brokers details which the sales order must be invoiced under.

5) You must deduct the invoice value against the original quote amount. This will calculate the commission that has been added
on to the lease. This amount must be added on to one of the product/s on the order so that the invoice is the value that
Oakfield have requested in their email. You must also add a free text item on to the order saying ‘CKW’ and enter the
commission value in to the ‘in price’ (bottom box). This prevents the order from looking like extra profit has been gained. The
profit value should always match the original quote profit value.
6) Remember to change the delivery address – we don’t want the equipment turning up at the finance company!!
7) Once saved & generated you will need to write ‘LEASE – BUSINESS NAME’ in the customer document box.
8) The order will then be processed in the same procedure as all sales orders – acknowledge, send P/O’s, despatch, invoice.
9) A credit note needs to be raised against the lease commission, you need to raise a credit on ACC ref: LEA898 (Lease
commission account) Add a free text item ‘Lease commission against sales order number’ the value of the commission goes in
the bottom box – credit note looks to be zero value. Company gains the extra profit back. The sales person is Caterkwik Admin
and the carrier is Lease Commission.
10) You must write the sales order number and finance company name in the customer’s account memos for reference.
11) Locate the lease order on the finance company account in Click and then you need to ‘Set end customer’ as per below
screenshot. You must be 100% sure it is the correct customer before linking them up. This helps with customer queries in the
future such as service calls.
12) Once all the above procedures have been followed you need to add your leasing information on to the leasing spreadsheet.
This can be found in Server ‘M’.
13) You must enter the following information: Sales person’s name, date of invoice, the leasing invoice company, the customers
business name, the value of commission Oakfield added, the sales order number, formula then calculates the lease commission
by 10% – this is the amount that you will be paid. The spreadsheet will then be dated & highlighted pink once you have been
paid the invoice.

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Red Book Revision 7 12 November 2019