Scott Knowledge Base

Nespresso New Asset Placement

The purpose of this procedure is to ensure up-to-date information regarding machines and equipment placed off Scott’s premises by Nespresso’s B2B commercial team, across all channels.

Responsibilities:
Nespresso Sales executives
Nespresso Commercial Manager
Nespresso Director
Nespresso CRC
Logistics
Finance

Pre-Requisites:
  • Customer should be on the CRM.
  • In case of new customer, refer to New Customer Creation SOP
  • Mandatory site-visit has been completed for verification of customer profile fitting Nespresso's requirements and pre-requisites for machine installation.
  • Pictures of outlet has been uploaded in the customer's Account in CRM (In Files)
Conditions:
One deal should be raised for each contract (multi-brand and asset type)
  1. 1

    Sales Exec: Create New Deal

    Steps:
    1. Go to Fresh Sales
    2. Navigate to Account; e.g  Search Italian Garden or Long Beach Resort Limited.
    3. Go to Related Deal
    4. For a new customer, edit the auto-created Deal "New Business Nespresso" or for an existing customer, click on Add Deal
    5. Enter the following information:
    • Name of Deal: Machine model Placement/ Rental with/out accessories Account Name e.g. Takamaka_Gemini Rental with Accessories, Old Brothers_Zenius Placement
    • Related contacts: All contacts at account that will sign the contract or receive a copy.
    • Territory: Horeca, Retail or TWS
    • Deal Pipeline: Asset Tracking
    • Deal Stage: New
    • Asset Type: Nespresso
    • Deal Sub Type: Asset placement FOC or Asset Trial or Asset Rental or Subscription
    • Expected closed date of the deal
    • Product Category: Nespresso
    • Brand: Nes Pro or Classic
    • Deal Value: Expected revenue exclusive of VAT for the contract period e.g. 150 capsules x Rs 25 x 36 months or deposit + Rental fee
    • Agreement expiry date: Ending date of contract
    • Duration: Contract length in years
    • Venue: Exact location of machine e.g. Sapori Bar, room service etc.
    • Asset Quantity
    • Asset Model (Use "R" to designate relocated assets)
    • Asset Value: Price list price exclusive of VAT
    • Minimum monthly requirement
    • Agreed product selection for Subscription.
    • Placement Start Date (enter your expected placement date and update as required)
    • Placement End Date

    6. Upload picture of account, including expected location of machine.
  2. 2

    Sales Exec: Send Contract via Docusign and Update Deal Stage

    In the newly created Deal:
    1. Send contract 
      • Go to Docusign
      • Create New Envelope
      • Upload Contract
      • Add recipients: All contacts as account that will sign the agreement or receive a copy
      • Set Signing Order
      • Edit Advance Setting Fields: Reminder every 2 days, as from day 2. Envelope expires in 90 days, with notice to signatories 10 days prior to expiry date.
      • Edit and Add Recipients and set signing order: Commercial Manager, Director, Customer.
      • Edit and Add Recipients: Finance to receive a copy.
    2. Update Deal Stage to "Agreement & Signature". A task is automatically generated to the Commercial Manager for Asset request approval.
    3. Upload Standing Order documents in Files in case of Rental.
  3. 3

    Accessories Requirement

    Answers
  4. 4

    Sales Exec: Raise Task for Accessories Approval

    In the same created Deal:
    1. Go to activities
    2. Click Task > Add Task
    3. Enter title: Account Name_Accessories for (Machine model) Placement/ Rental
    4. Edit Description: Enter details of all accessories to be issued
    5. Add Task Type: "Accessories & Product Approval"
    6. Enter Due Date:  Due in 15 days (as approval will be pending contact signature)
    7. Add Collaborator: Nespresso B2B Commercial Manager
    8. Save



  5. 5

    Commercial Manager & Director: Sign Contract

  6. 6

    Commercial Manager: Asset and Accessories Approval

    Once Completed contract is received after customer's signature:
    1. Task outcome updated to Approved
    2. Task marked as completed
  7. 7

    Nespresso CRC: Processing of Invoice

    Once the Commercial Manager approves the Asset Placement Task, Nespresso CRC Agent receives a task to update within 24 hours:
    1. Asset Placement Invoice Number: BSS### or NCS_###
    2. Warehouse: BS or NC
    3. Asset Serial Number if machine issued from NC.

  8. 8

    Warehouse

    Answers
  9. 9

    Logistics: Update Asset Serial Number(s)

    Task is auto-generated to Storekeeper to:
    1. Update serial number in the corresponding deal field (for up to 5 machines) or upload Excel in 'Files' for more that 5 machines.
    2. Task marked as 'Done' and 'Complete'.
    Next step 11: Finance: Update Asset Registry and Asset details
  10. 10

    Nespresso CRC: Update Asset Serial Number (s)

    Task is auto-generated to CRC Agent
  11. 11

    Finance: Update Asset Registry and Asset details

    Task auto-generated to Accountant to update:
    1. Scott's Asset Registry
    2. CRM:
      • Useful Life Years
      • Depreciation End Date
      • Monthly Depreciation
      • Asset Number
  12. 12

    Sales Executive: Close Deal

    Once asset request has been processed, the sales exec should, within 5 working days:

    1. Verify asset placement on site as per agreement with customer.
    2. Conduct coffee and machine usage training.
    3. Take picture of asset in its designated location in broad frame and upload in 'Files' in the related deal.
    4. Update deal stage to 'Won'.
    5. Update "Closed Date".
    6. Mark "Close Deal" task as 'won'.
  13. 13

    Commercial Manager: Review Asset Profitability

    An automated task is generated 3 months forward from the closed date, for the Commercial Manager to verify profitability of asset placement.
    Commercial Manager should:
    - Provide brief information on the appraisal and mark task as "Done".
    - Raise "Follow Up" task to deal owner in case corrective actions are required.
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