MEM Policy – Field Quick Guide
Scope: All marketing equipment (coolers, post‑mix machines, spares). This page summarizes the approved MEM Policy for fast daily reference—always defer to the full policy for details and exceptions.
At a Glance
- Asset Loan Letter: Always sign before placement; includes serial numbers, care and return conditions.
- Gate Pass: Required for every movement (issue, return, scrap), stamped by Security; keep two copies.
- ERP Only: All requests and approvals must be initiated and approved in ERP. Email approvals are not accepted.
- Scrap threshold: BER when repair cost >40% of replacement; require dual validation and Finance approval.
- Monthly stock count: Conduct physical count; variances must be approved and posted to ERP.
- Recovery: Reclaim equipment upon account closure, payment default, relocation or misuse, using the Asset Loan Letter.
Roles & Responsibilities
- Sales Team: Raise placement/replacement requests and obtain commercial approvals.
- MEM Manager: Provide technical approval, manage ERP updates, oversee repairs and scrap decisions.
- Technicians: Diagnose, repair, replace and document; obtain customer signatures on job reports.
- Storekeeper & Security: Issue equipment and spares, prepare Gate Passes, verify serial numbers, maintain records.
- Finance: Review budgets, approve scrap sales, record entries and variances.
Key Approvals & Matrix
- New placement / Replacement: Requestor → MEM Manager (technical) → Area Sales Manager (commercial) → Sales Director (final).
- Spare PR/PO: Store Executive → MEM Manager → Procurement Manager → Finance Manager.
- Scrap: Technician → MEM Manager → Finance Manager.
Controls & Documentation
- Always create a Service Request and Job Report; obtain customer signatures.
- Maintain a signed Asset Loan Letter for each cooler/post‑mix unit with serial and customer details.
- Gate Pass (two copies) is mandatory for issuing or returning equipment or spares.
- Retain all documents (Service Requests, Job Reports, Gate Passes, Asset Loan Letters, etc.) for at least 5 years.
Recovery & Legal
- Triggers: account closure, non‑payment, transfer of business or misuse of equipment.
- Recover assets using the Asset Loan Letter; involve Legal if equipment is inside landlord premises or subject to auction.
KPIs & Monitoring
- Track MTTR, preventive maintenance completion rate, recovery rate of coolers/post‑mix, stock variance rate and scrap ratio.
- Review reports monthly and take corrective actions.
This guide summarizes the approved MEM Policy. For full definitions, matrices and exceptions, refer to the full policy page.