Core Business Workflows

Understanding the key end-to-end business processes will help stakeholders appreciate how ALPHA components work together.

Workflow 1: Inventory Acquisition & Agent Assignment

Overview

This workflow describes how new inventory is purchased, recorded in the system, and distributed to field agents.

Process Steps

1. Purchase Decision: Management decides new inventory is needed based on sales pipeline and agent demand.

2. Supplier Procurement: Goods are ordered from suppliers (already configured in Stock > Supplies).

3. Batch Creation: Stock manager creates a new batch in the system, specifying category, manufacturer, models, quantities, and prices. Supporting documents (invoices, delivery notes) are attached.

4. Batch Approval: Operations manager reviews supporting documents and either approves or rejects the batch.

5. Random Agent Assignment: Once approved, the system automatically assigns individual units to agents within the target branch, randomly distributing inventory for fairness.

6. Serial Number Assignment: Each unit receives a unique serial number for tracking through the entire sales lifecycle.

7. Agent Notification: Agents are informed of newly assigned inventory and can begin selling.

Note

Serial numbers are permanent identifiers and are used throughout the entire sales lifecycle for tracking, transfers, and commission calculation.

Workflow 2: Loan Application & Approval (Agent to Disbursement)

Overview

This is the core value-add workflow where an agent finds a customer, collects information, submits it via WhatsApp, and the system processes it through approval and disbursement.

Process Steps

1. Customer Discovery: Agent identifies a potential customer (typically a civil servant with stable income) who is interested in purchasing on credit.

2. Product Selection: Agent shows customer the product options and pricing available through ALPHA (via the chatbot pricing display or product catalog).

3. WhatsApp Application: Agent opens WhatsApp chatbot, navigates through branch/partner/currency/product selection, and submits customer details. Chatbot returns an application reference number.

4. Automated Validation: System validates customer data for completeness and format. If errors are detected, agent is prompted to resubmit corrected information.

5. Sales Team Review: Application enters Approval Queue. Sales team reviews submitted details against supporting documentation (ID copies, employment letters, proof of address).

6. Approval Decision: Application is approved or rejected. If approved, application moves to Disbursement Queue. If rejected, agent is notified of required corrections.

7. Disbursement Processing: Finance team batches approved applications and processes disbursement through the partner bank. Funds are transferred to customer’s bank account, deducting the partner’s commission.

8. Completion: Loan record moves to Completed Loans. Customer receives funds and begins installment payments.

Tip

Applications spend time in the Approval Queue for document verification. To expedite approvals, ensure customers provide all supporting documents (ID, employment verification) promptly.

Caution

Applications with incomplete or incorrect information will be rejected and must be resubmitted with corrections. This can delay customer fund access.

Workflow 3: Commission Tracking & Agent Performance

Overview

Agents are compensated based on sales volume and successful loan closures. The system tracks these metrics to calculate commissions and identify top performers.

Key Metrics

• Units Sold: Number of items sold (tracked via serial numbers and transfer records)
• Successful Applications: Number of approved loans attributed to the agent
• Commission Rate: Percentage of loan value earned by agent
• Total Commission: Sum of all commissions earned in a period

Accessing Agent Performance

Stock managers and administrators can view agent performance data by navigating to Stock > Agents and selecting an agent to view their assignment, sales, and commission summary.

Note

Commission calculations depend on accurate tracking of serial numbers through sales and transfers. Ensure all stock transfers are recorded in the system to maintain commission accuracy.