SayPro Monthly January SCMR-5 SayPro Monthly Classified Software Selection: Choose and install a classified ads Software (e.g., WP Classifieds, Classifieds WP) by SayPro Classified Office under SayPro Marketing Royalty SCMR
Purpose: The Vendor Communication Log template is designed to track all interactions with software vendors, documenting critical information such as pricing, terms, technical details, and other relevant data. This helps ensure that all communication is organized, and decision-making is transparent. This template is particularly useful for the “SayPro Monthly January SCMR-5” classified software selection process.
SayPro Vendor Communication Log Template
Log Overview
This section provides the essential framework for the log’s purpose and explains what kind of information each entry should include.
1. Vendor Details
This section identifies the vendor being communicated with.
- Vendor Name:
- Contact Person:
- Position/Role:
- Vendor Contact Information (Phone/Email):
- Vendor Website:
- Vendor Address:
- Date of Communication:
2. Communication Date and Time
- Date:
- Time:
- Medium of Communication (Email, Phone Call, Video Conference, etc.):
3. Subject of Communication
- Software Name (e.g., WP Classifieds, Classifieds WP):
- Version/Edition of Software:
- Purpose of Communication (e.g., inquiry about features, pricing, technical support):
4. Detailed Communication Notes
This section captures detailed notes from each interaction, including what was discussed, what issues were addressed, and any commitments made by the vendor.
- Summary of Discussion:
- Questions Asked:
- Vendor Responses/Commitments:
- Additional Notes (e.g., any follow-up actions, deadlines, etc.):
5. Pricing and Payment Terms
Document any pricing information discussed, including software licensing, installation fees, maintenance costs, and terms of payment.
- Initial Pricing:
- Discounts (if any):
- Total Cost (if available):
- Payment Terms (e.g., net 30, installment payments, upfront payments, etc.):
- Price Validity Period:
6. Technical and Feature Details
In this section, note all technical details, capabilities, and features discussed during the communication.
- Software Features:
- Customization Options:
- Integration Capabilities:
- System Requirements:
- Licensing Model (e.g., per user, site-wide license, perpetual license, etc.):
- Support and Maintenance Terms:
7. Legal Terms and Conditions
Capture key legal details, such as warranty, service level agreements (SLAs), and compliance with data privacy laws.
- Warranty Terms:
- Service Level Agreement:
- Privacy Policy Compliance (e.g., GDPR, CCPA):
- Termination/Exit Clause:
8. Follow-Up Actions
Include any action items that need to be completed following the communication. This could involve further discussions, document review, or clarifications.
- Follow-Up Action Required:
- Responsible Person:
- Deadline:
- Status of Follow-Up (Completed, Pending, In Progress, etc.):
9. Vendor Rating (Optional)
- Vendor’s Responsiveness:
- Clarity of Communication:
- Professionalism:
- Overall Impression:
- Would you consider this vendor for selection? (Yes/No)
- Rating Scale (1-5):
Example Entry for the Vendor Communication Log:
1. Vendor Details
- Vendor Name: WP Classifieds Solutions
- Contact Person: John Doe
- Position/Role: Sales Manager
- Vendor Contact Information: john.doe@wpclassifieds.com, +1-555-123-4567
- Vendor Website: www.wpclassifieds.com
- Vendor Address: 123 Software Avenue, Tech City, CA 94000
- Date of Communication: January 5, 2025
2. Communication Date and Time
- Date: January 5, 2025
- Time: 10:00 AM
- Medium of Communication: Phone Call
3. Subject of Communication
- Software Name: WP Classifieds
- Version/Edition: Professional Edition
- Purpose of Communication: Inquiry about pricing, customization options, and integration with existing CRM
4. Detailed Communication Notes
- Summary of Discussion: Discussed the availability of WP Classifieds’ Professional Edition, which supports multi-category listings and advanced filtering. The vendor clarified that it supports seamless integration with Salesforce CRM.
- Questions Asked:
- “Does WP Classifieds support multi-location listing?”
- “Can the software integrate with third-party payment systems?”
- Vendor Responses/Commitments:
- Yes, the software supports multi-location functionality and integrates with most payment gateways like PayPal, Stripe, etc.
- Additional Notes: Follow-up requested on the possibility of a trial version.
5. Pricing and Payment Terms
- Initial Pricing: $3000 per year
- Discounts (if any): 10% discount if paid upfront for 2 years
- Total Cost: $5400 for two years
- Payment Terms: 50% upfront, balance within 30 days of installation
- Price Validity Period: Valid through February 28, 2025
6. Technical and Feature Details
- Software Features: Multi-category listings, bulk ad upload, advanced search filters
- Customization Options: Can customize the front-end layout and add additional payment methods
- Integration Capabilities: Fully integrates with Salesforce CRM, Stripe, PayPal
- System Requirements: PHP 7.0 or higher, MySQL 5.7+, WordPress 5.0+
- Licensing Model: Site-wide license
- Support and Maintenance Terms: 24/7 technical support, regular software updates
7. Legal Terms and Conditions
- Warranty Terms: 90-day warranty on software functionality
- Service Level Agreement: 99% uptime guaranteed
- Privacy Policy Compliance: Fully compliant with GDPR
- Termination/Exit Clause: No penalties if terminated within the first 30 days
8. Follow-Up Actions
- Follow-Up Action Required: Request trial version and confirmation of feature details
- Responsible Person: John Doe (Sales Manager)
- Deadline: January 7, 2025
- Status of Follow-Up: Pending
9. Vendor Rating
- Vendor’s Responsiveness: 5
- Clarity of Communication: 4
- Professionalism: 5
- Overall Impression: 4.5
- Would you consider this vendor for selection?: Yes
- Rating Scale (1-5): 4.5
Final Notes:
The Vendor Communication Log is a valuable tool for managing all vendor interactions during the software selection process. It ensures that all communication is documented clearly and can be referenced at any stage of the decision-making process.
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