I. Purchase Order Receipt and Acceptance A. Method of Receipt: Fax E-mail (as a scanned document) E-mail (as an attachment) E-mail (as a direct request without a form) Must contain standard requirements EDI (electronic data interchange) Hard copy (snail mail) B. Required information: 1. Complete Bill To address 2. Complete Ship To address. 3. Ship To contact name and phone number 4. Purchase Order number 5. Database ID# for existing Networks (Softswitch ORDERS) 6. Payment Terms as approved by finance 7. Freight forwarder and shipping methods (OR Verso’s default will be used) 8. Sales representative 9. Correct part number from price list (Please make sure parts are released and on the price list) 10. Quantity requested per item 11. Voltage (Softswitch orders only) 12. OHMS (Softswitch orders only) 13. Protocol (Softswitch orders only) 14. Corporate finance approved discount % 15. Price (If other than standard, with approvals) 16. Complete address of the end destination 17. CARE (if applicable) 18. Any special notes or information that are necessary to ship order (CI requirements, quarterly billing, etc) 19. Signatures – customer and appropriate Verso approval cycle 20. Order Type (Evaluation, Beta, etc) 1. Complete Bill To address: a. Can also be called “Corporate Address” b. If PO does not specify bill to address, use the corporate address c. Must be already established in the system i. See New Account set up procedure 2. Complete Ship To address a. Not necessarily the end destination address b. Must have zip or postal code c. May be a freight forwarder i. See notes on end destination d. May enter order without ship to address i. Must be provided by shipment release date 3. Ship To Contact Name and Phone Number a. Must be provided for every order b. Required by all freight forwarders and shippers 4. Purchase Order Number a. If not provided on the customer PO, enter CSO and date 5. Data Base ID for existing networks (softswitch orders) a. See section on DBID/password manager (PSWDMGR) 6. Payment Terms as approved by finance a. Not necessarily as specified on PO b. Great Plains system payment terms as primary record i. May be amended with approval of finance and customer c. See special instructions in Letter of Credit section (LOC) d. See special hold instructions section 7. Freight forwarder and shipping methods (or default will be used) a. Complete freight forwarder information must be provided i. Company name, address, contact name and telephone number b. All forwarders require a ship to contact name and phone number c. Forwarder information may be provided after receipt of purchase order i. This is often true when the freight forwarder is the shipping address. d. See INCOTERMS this section e. See special instructions in LOC section 8. Sales representative a. Unless otherwise noted, the salesperson of record in the computer system will default 9. Correct Part number from price list a. Make sure parts are released and on the price list b. See section on ECO process c. Montreal is responsible for the NetPerformer price list d. Littleton is responsible for the Softswitch price list e. See section on troubleshooting pricing 10. Quantity requested per item a. A specified quantity must be provided for each line item i. Special attention should be noted for orders with several different delivery addresses within the same PO 11. Voltage (Softswitch orders only) a. Only choices are: 110v or 220v 12. OHMS (Softswitch orders only) a. Only choices are: 75 or 120 13. Protocol (Softswitch orders only) a. See configuration guideline page 14. Corporate finance approved discount % a. All discounts must be approved by the VP of Sales b. All discounts must be approved by Credit manager i. A pre-approved list of customers and discounts may be substituted for individual approvals 15. Price a. Approvals are required if other than standard list price and discount 16. Complete address of the end destination a. End destination may be a location other than the ship to address i. This information is required on international commercial invoices (CI) 17. CARE a. See section on CARE b. This is not a required purchase 18. Any special notes or information necessary to process order a. Proforma Invoice requirements b. Commercial Invoice requirements c. Special billing requirements d. Special inspections or packaging i. Import/Export inspection (SGS) ii. Pressure treated wood pallets e. Other information and requirements i. As stated per Customer’s request 19. Signatures a. Customer signatures are required on all POs unless: i. Electronic signature provided ii. P.O. submitted under email cover from appropriate purchasing contact iii. P.O. submitted by EDI (Electronic Data Interchange) b. Verso approvals: i. Finance ii. Special approvals: 1. VP of Finance 2. VP of Sales iii. Special programs may require additional approvals 20. Order Type a. All orders must be processed by correct order type: i. Standard order ii. Evaluation iii. Beta iv. RMA • Standard • Evaluation v. CARE Renewal vi. Internal