📨 Official Customer Workflow & Ordering Schedule

Subject: 📢 IMPORTANT: New Order & Stock Transfer Workflow (Including Backorders)

Dear Team,

To streamline our operations and ensure accurate inventory tracking at Nawajith Medical Trading, we are implementing a new standardized workflow for all internal branch orders, effective immediately.

Please review the process below carefully. Assistants, please pay special attention to Stages 1 and 4, as these require your direct action.

📦 The Standard Order Workflow

Stage 1: Order Placement (Action: Assistants)

Assistants must place all material orders directly through our website.

Once the order is submitted, you will automatically receive an Order Confirmation/Quotation via email.

Stage 2: Order Preparation (Action: Store Management)

Store Management will prepare the materials based on your order and current stock availability.

Note: If any items are out of stock, the Store will log them. Only currently available items will be processed for the initial shipment.

Stage 3: Dispatch & Shipping (Action: Store / Driver)

Once the initial order is ready for pickup, the available items will be shipped to your branch via our driver.

The driver will carry the physical Tax Invoice papers, which will accurately reflect only the items included in this delivery.

Stage 4: Verification & Sign-Off (Action: Assistants)

Upon delivery, the Assistant must carefully crosscheck the physical items and quantities received against the Tax Invoice.

Once verified, the Assistant must sign the invoice, write their full name, and note the date of receipt.

The signed invoice must then be immediately handed over to the Branch Accountant.

Stage 5: Branch Stamping (Action: Accountant)

The Accountant will review the signed Tax Invoice, apply the official Branch Stamp, and return the physical document back to the Store (via the driver).

Stage 6: System Stock Transfer (Action: Store / Zoho Team)

The Store will scan the signed and stamped Tax Invoice and send the PDF to the Zoho Help Team.

The Zoho Help Team will use this stamped PDF to finalize the official Stock Transfer in our system.

⏳ Out-of-Stock Items (Backorder Procedure)

We have a specific process to ensure you receive your complete order as soon as stock replenishes:

Store Initiates Order: When previously out-of-stock items become available, the Store will automatically create a new order for these pending items (Assistants do not need to re-order).

Standard Workflow Resumes: Once the Store creates this new order, the items will be dispatched, and Stages 3 through 6 will be repeated exactly as outlined above.

🔄 Returns & Replacements Policy

We will not accept return of any materials or instruments once they have been used.

Therefore, please make sure to confirm with the doctor before ordering.

Returns may be considered only if items are:

Unopened, unused, and in original packaging, and

Reported within 48 hours of delivery.

🌡 Storage & Handling Policy

Each material has specific storage temperature/conditions.

Clinics must store accordingly to avoid damage or expiry.

The store is not responsible for damages caused by improper storage at the clinic.                                Best regards,

Nawajith Medical Trading

Manesh +966553092246