Meeting place: Dinghui Company Conference Room
Meeting time: 9:40 am
Meeting participants:
General Manager He Yiyuan
Deputy General Manager Xiao Zhaoshan
Deputy Director of Finance Su Tiantian
Assistant to the General Manager Jiang Xiaoying
Yan Mingyue, Secretary to the General Manager
Business Manager Tang Yuening
Business Manager Cao Baochong
Purchasing Manager Wei Wangbao
Development Manager Wei Wangxing
Production Manager Tang Xinhe
Su Tiantian didn't expect that she had a meeting yesterday morning and had to attend another meeting this morning. Fortunately, because of the three-day holiday for May Day, almost all the supervisors and managers of various departments were at work this weekend.
The reason for the meeting was: whether the proofing fee of 4,630 yuan would be refunded.
The details of the incident are as follows: We received a proofing fee of RMB 4,630 from the customer. After handing over the sample to the customer, he said that it did not meet his requirements. The business department said that the customer requested a full refund of the sample fee, and this application was submitted to the finance department.
As the deputy financial director, Su Tiantian strictly implements the company's various refund regulations, but there is no provision for this situation. The amount of 4,630 yuan is not large, but will there be similar things in the future?
She asked the company's general manager for instructions on whether the sample fee should be refunded.
So He Yiyuan convened this impromptu meeting. This meeting had fewer participants than yesterday. Su Tiantian couldn't recognize some of them, but she could see the business cards.
Development Manager Wei Wangxing said: "It was clear before we started making samples that the technology was difficult. The product was purchased by the purchasing department and then processed according to the customer's process.
Purchasing Manager Wei Wangbao said: "The business department applied for sample production according to the process, and the finance department has received the sample production fee from the customer. The development department said that the technology is difficult and suggested outsourcing and then processing. I am following the company's process.
Production Manager Tang Xinhe said: "The development department is responsible for proofing, with the cooperation of the production department. I will be in charge of mass production.
Business Manager Cao Baochong said: "In fact, from the perspective of our business department, we also considered the future hopes of this customer before deciding to accept the proofing. We did not expect the result to be like this. Now the customer strongly demands a refund of the proofing fee."
Deputy General Manager Xiao Zhaoshan asked, "Does your sales department think this is reasonable? What was the original agreement with the customer? From the sales department's perspective, we certainly don't want to offend the customer, but who is responsible for the company's losses caused by this incident?"
General Manager He Yiyuan asked, "Deputy Director Su, do you think this proofing fee should be refunded?"
Deputy Director of Finance Su Tiantian said: "The samples were purchased by the purchasing department, and we have already paid for them and have already undergone some post-processing. In other words, the supplier will not accept returns from our company."
Business manager Tang Yuening said: "If we don't refund the proofing fee, how can we explain it to the customer? It will also affect our company's reputation. It's normal for customers not to want it if we don't meet their needs."
Deputy Director of Finance Su Tiantian asked, "Did you, Manager Tang, take this proof order back?"
Business Manager Tang Yuening said, "No, it was Manager Cao who answered the call."
Business manager Cao Baochong said sincerely: "It was my misjudgment that caused this loss. I am willing to take responsibility for this time. Refunding the sample fee is the simplest solution. I know it may not be reasonable, but this time the unreasonableness can only be rationalized."
Deputy Director of Finance Su Tiantian said, "I don't think the sales department's actions this time are completely against the company's interests. I've been involved in sales for a long time and understand the difficulties of doing business. Developing new customers inherently involves costs and risks."
General Manager He Yiyuan said: "Deputy Director Su, this 4,630 yuan proofing fee will be returned to the customer."
Deputy Director of Finance Su Tiantian said, "I understand, Mr. He, I'll arrange for the cashier to handle it tomorrow working day. I think the market is the largest, and the development costs cannot be reduced in order to retain customers, but I don't know how to do it specifically."
It’s not that we don’t understand, it’s just that this is not something the Finance Department should be concerned about.
Business Manager Cao Baochong's eyes lit up: "Thank you, Mr. He."
Deputy General Manager Xiao Zhaoshan said, "In the future, when the sales department receives sample orders, please review the contract carefully and evaluate the feasibility of the product with the development department. In fact, this incident also caused business losses. Sometimes others don't see the efforts of others."
General Manager He Yiyuan said, "We all have the company's interests at heart, just in different ways. However, to prevent similar incidents from happening again, the customer proofing process must be improved. Assistant Jiang, please communicate with the Sales Department, Purchasing Department, and Development Department to complete the customer proofing process and implement it as soon as possible."
Jiang Xiaoying, assistant to the general manager, said, "I understand, Mr. He."
General Manager He Yiyuan said seriously, "I hope that in the future, when there are similar issues that require communication between departments, we can actively communicate like we did today to resolve the problem as quickly as possible and ensure the company's greatest interests."
Purchasing Manager Wei Wangbao said, "Since everyone is here today, there's something I'd like to discuss with Mr. He and ask for a solution."
General Manager He Yiyuan said, "Manager Wei, please speak."
Purchasing Manager Wei Wangbao said: "Yesterday I received a call from a supplier saying that the warehouse manager refused to accept the materials and asked me to go and take a look. When I arrived at the warehouse, I found out that the supplier did not deliver the materials according to the purchase order.
The order was for 3,000 pieces of hardware, but they delivered 3,600. The warehouse manager refused to accept the excess and asked the supplier to take it back.
Deputy General Manager Xiao Zhaoshan said: "According to company regulations, if the amount exceeds 5% of the purchase order, it can be rejected. The warehouse manager's actions are not problematic."
Purchasing manager Wei Wangbao said: "But some parts are frequently used. If there are extra parts, we can save them and use them next time. We can just reduce the purchase quantity next time."
Deputy Director of Finance Su Tiantian said, "I don't agree with this statement. When checking the invoice for the extra parts, should we pay for them? If we pay, it will occupy the company's working capital. If we don't pay, the warehouse manager will have signed for them, and the supplier will have complaints."
Deputy General Manager Xiao Zhaoshan said: "There is another problem. These parts will take up space in the warehouse and increase the workload of warehouse managers."
Purchasing Manager Wei Wangbao said, "You can't say that. What if the price of this component increases next time we purchase it? If we purchase some in advance, won't that save us money?"
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