OVERVIEW:
Use this document if your customer wants to pay via PO or by sending a check.
RESTRICTION:
PO is available only to orders with a minimum of $2,000 subtotal
If the customer is ordering less than the minimum requirement, and there is a sales executive associated with the account, inform the customer that you will coordinate with their sales executive.
If there is a sales rep involved, send an email with the order details explaining that the customer is requesting to pay via PO and it is less than the minimum required amount. The sales rep should be able to advise on how to proceed or they may take over.
If there is no sales person associated with the account, order total will need to meet the minimum requirement, or if the customer has PO history, will have to be approved by billing department
NOTE:
Make sure to add discounts as amount instead of percentage to avoid inaccurate total. Adding percentage to discounts will result in a few dollars or even cents difference between the PO and quote/draft total.
Send W9 form
Can be sent together with the quote (in your initial email)
Inform the customer to send the Purchase Order directly to you, and not through customer service, to avoid duplicate orders being processed
If there is a sales executive associated with the account, make sure they are aware of the order.
Send PO to the senior client success manager if you need help auditing or send directly to Laura Schofield for processing
Make sure that the order has met the required minimum purchase amount ($2k) or the customer has PO history with Medify Air
If the total amount does not meet the minimum requirement, suggest credit card or installment through Affirm or ShopPay
If the order total is less than $2k and customer has PO history, we will need to get the PO payment method approved by billing department first
Email template sample:
*Please make sure that you edit the template and personalize depending on your discussion with the customer
Hello (CUSTOMER NAME)
Thank you for confirming your payment method.
Attached is the W9 and the quote for your order. Please make sure to send me the Purchase Order directly and not to our customer service team to avoid duplicate orders being processed.
Do let me know if you need anything else.
Thank you,
(YOUR NAME)
Hello (CUSTOMER NAME)
This is to acknowledge receipt of your PO, thank you for sending it over.
I will be forwarding this to our billing department for approval and will let you know as soon as I get an update.
Thank you,
(YOUR NAME)
Draft Number:
Shipping method: UPS or Freight required
Customer Name:
Company Name:
PO Number: (attach the PO)
Repeat or New Customer
If new, and tax exempt, include tax exemption certificate
If 2-packs of filters/units acceptable (for customers buying bulk orders, ask if they're ok to receive 2packs for their order, just in case single packs are out of stock in our warehouse near their location)
-- ADDITIONAL INFO FOR FREIGHT SHIPMENTS--
Delivery Days/Hours Available
Require a Liftgate?
Require Inside Delivery?
If inside Delivery is required, where will products be brought?
Pallet Breakdown required?
Warehouse contact name and phone number
Ask the customer to reference the draft order number in the check
This means they will write the draft order number at the back of the check
Provide the amount to be paid if the customer has no email
Provide the Medify Air Accounts Payable address
refer to CSM Matrix for the updated address
Add a note in the draft's timeline that the customer is paying via check.
If possible, add a note when the check was sent.
If possible, add the tracking number
Email template:
*Please make sure that you edit the template and personalize depending on your discussion with the customer
Hello (CUSTOMER),
Thank you for confirming your payment method. For payment via check, kindly follow instructions below and let me know if you have any questions and/or clarifications:
1. Take note of the quote number XXX in your check (this is how we can pull up the quote, and process the order once the check has been received).
2. Send check to:
Medify Air Accounts Payable
Shipping Address:
<check CSM Matrix for the updated address>
3. If possible (and available), please send me a copy of the tracking number so I may monitor it as well. Or at least let me know once sent so I can follow up with our Accounting department.
For your reference, your order will be processed once we receive the physical check — more or less, in a week or two. You will then be sent an order confirmation email for your reference.
Regards,
**We no longer offer B2B Manual FC