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Dear Business Partner,

 

Helix Pharma is proud to have you as our valued distributor and being a part of our strong distribution channel. We also admire and value your esteemed support to strengthen our product availability and network accoross your area.

 

In addition, we would like to share the SOP and of the distribution claim of Helix Pahrma.

Claims by the Distributor:

Claims by the distributor could be of various types and nature. This document serves as the basis for settling all different type of claims. Following are the types of claims a distributor can send to the company for settlement:

·         Product Expiry Claims

·         Product Discount / Bonus Claims

·         Short Packaging and Empty packs Claim

·         Breakage and leakage Claim

 

Product Expiry Claims:

This document comprise of two parts:

Policy Document for the Distributor:

Helix Pharma practices the following expiry claim policy for its distributors and it is mandatory for all the distributors to understand the policy and ensure that it is practiced. In case of any deviation Helix Pharma will not be responsible for losses whatsoever.

1.       All distributors will send intimation of short expiry products at least 6months in advance to:

a.       The company on the web portal provided for this purpose. (Annex B)

b.      Distributor will also inform through email to the local field force email with a copy to the relevant MM (IT will make report format for intimation).

 

2.       The remaining pre intimated stock left unconsumed (after Expiry) shall be sent by the distributor to the factory to the attention of WH manager. Before dispatch this stock shall be verified physically either by the SM or the relevant team RFM. (Annex A)

3.       At the time of dispatching distributor must mark CLAIMED on the web portal and it must be made sure by SM or relevant team RFM.

4.       Physical stocks will only be sent to the factory to the attention of the WH manager when accompanying documents are available. (Annex C)

5.       The claim of expiry will be entertained only if the goods are returned to the company in a good condition and stock must be dispatched through courier service and return charges will be paid by distributor and that will be unclaimed.

6.       Helix will not entertain claims less than Rs5000 and in complete SKU’S. This is to avoid un-necessary traffic of documents which only delays other larger claims.

 

 

 

Product Discount / Bonus Claims:

 

1.       All distributors will be provided 5% service charges on providing assistance in stock building, stamping and passing the discount/ bonus to our approved customer.

2.       Distributor will follow the policy guidelines to pass on the discounts/ bonus which is provided below;

a.      All discount / bonus stock must be stamped properly with Dr Code / initials.

b.      Do confirm discounted order via telephone or etc.

c.       Distributor will dispatch the invoices / original order pad and signed RFM / SM to HO at start of every month for timely processing of settlements.

d.      All such discount / bonus claim will be settled within 45 to 60 days after receiving of distributor claim along with original Dr Pad.

 

3.       Bonus claim will be adjusted through FOC order and all discount claims will be adjusted through credit note adjustment in the ledgers.

 

 

Product Short Packaging and Empty packs Claim

All claims having above mention issue will be accepted if it has been lodged with in 7days of the receipt of goods. All the claims mentioned below have to be uploaded through the web portal. Procedure of claims sending remains same as mentioned above except that for each type of claims distributor will have to click the relevant tabs. 

a.       In case of any shortage due to damage / opened / re-taped stocks received from the courier, distributor will provide the remarks copy of courier receiving sheet for claim settlement.

b.      In case of sealed stocks (no damages or re-tapping) short packaging, intimation by the distributor through web portal will be sent to the SD department. Helix reserves the right to settle or reject the claim after investigation.

c.       In case of empty packs, distributor must intimate through web portal and return the physical pack to the attention of warehouse manager through courier services and courier chargers are not claimable.

 

Breakage and leakage Claim

Breakage and leakage claim will be accepted if distributor will provide courier sheet within 2 days of stocks received. Comments / remarks of leakage / breakage or damage stocks should be clearly mentioned on the courier receiving sheet.

 

It is suggested to please review the above policy thoroughly, so that you can send your claims aligned as per Helix Policy.

 

Best Regards,

 

Aamir Hassan                                                                                     Faisal Rizvi

Distribution Manager                                                                                         Manager Marketing Service