Registration conflict review procedure

Internal: Keelson channel team 2 registrations to review 1 conflict found Average review 1 day

How the Keelson channel team checks a project registration for conflicts and decides it within one business day, so a reseller never hears about another reseller and never gets a price Keelson cannot honour. Owned by Benedict Oyelaran, commercial operations manager, who decides registrations and extensions. Tobias Wren, channel manager, decides disagreements and marketing funds. Nathaniel Cruz, key account manager, keeps the key account list.

Sample template: the firm, people, clients and figures are fictional.

The desk today

The registrations the reseller has sent in the last 90 days are the volume this desk works through. Ridgeline alone sent five.

Live example from the Dashboards app, shown with Ridgeline Industrial Supply's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.

The review in five checks

flowchart TD
  A[Registration received] --> B{Complete?}
  B -->|No| Q[Ask one question; the registration waits]
  Q --> B
  B -->|Yes| C{Key account?}
  C -->|Yes| N1[Not approved: served by Keelson directly]
  C -->|No| D{Held by another reseller?}
  D -->|Yes, approved and protected| N2[Not approved: already registered]
  D -->|No| E{Quoted by Keelson sales?}
  E -->|Yes| N3[Not approved: Keelson is already quoting]
  E -->|No| OK[Approve: 90 days protected]

A question is the right answer whenever a fact is missing. Two registrations this year named the plant but not the pump models, so the parts and the price band could not be checked. A registration needs the pump models and quantities before review starts.

Deciding a conflict

The Lindqvist Chemical case on the desk today shows the rule at work.

Case: Lindqvist Chemical, Baton Creek plant

• Earlier registration: Mesa Fluid Systems, wear ring sets for the same plant, $44,000, submitted Sep 9, approved Sep 10, protected until Dec 9.
• New registration: Ridgeline Industrial Supply, wear ring sets for eight process pumps at the same plant, $41,000, submitted Oct 2 by Diego Farrow.
• Check: same plant, same parts, same reliability engineer named on both. One project, not two.
• Recommendation: not approved; Mesa holds the project until Dec 9. If Mesa's protection ends without an order, Ridgeline may register again.
• Decision: Benedict Oyelaran, by Oct 6.

Key accounts and the price already given

Tarrow Pump Systems is a Keelson key account on a blanket order, managed by Nathaniel Cruz. Ridgeline registered Tarrow on Sep 21 after giving Tarrow a price, and the registration was not approved on Sep 22 with the reason "This company is already in Keelson's own sales pipeline." Tobias decided resellers register before they give a price, and Carmen Delgado made it a rule for Ridgeline's outside sales team.

Extensions

Grant one extension of 30 days when the customer confirms a new decision date in writing and the request arrives before the end date. Kessler Pulp & Board got one on Jun 9 after the mill moved its outage by four weeks, and Bayline Pump & Seal got one for Gulfport Refining on Aug 25 when the refinery turnaround moved by three weeks. Both projects were won inside the extended protection.

The Port Avery request meets both conditions: the authority moved its board vote to next month and confirmed the new date in writing, and Ridgeline asked on Oct 2 with the protection ending on Oct 15.

Live example from the Dashboards app, shown with Ridgeline Industrial Supply's demo data.

Service level

The last ten reviewed registrations were decided in one day on average, against a target of one business day. Questions are not counted against the target, because the registration waits for the reseller.

A fast no with a clear reason keeps a reseller registering. A slow yes teaches them to quote first and register later.

Owners and dates

• Decide the Lindqvist Chemical registration. Owner: Benedict Oyelaran, Oct 6
• Approve Alder Run Water District for Thornfield Industrial. Owner: Benedict Oyelaran, Oct 5
• Decide the Port Avery extension. Owner: Benedict Oyelaran, before Oct 15
• Review the key account list. Owner: Nathaniel Cruz, Nov 2
• Ask Ridgeline for the Crestline Brewing pump models. Owner: Benedict Oyelaran, Sep 30

How to use this template

Keep one procedure for the whole program and one desk table per week. Record every decision with its reason the day it is made; the reason is what the reseller reads.

Variable	Meaning	Required
{{registration.plant}}	The plant and project registered	Required
{{registration.reseller}}	The reseller that submitted it	Required
{{conflict.earlier_registration}}	The approved registration that holds the same project, if any	Conditional
{{conflict.key_account}}	Whether the plant or its parent is a key account	Required
{{decision.reason}}	One sentence the reseller sees, naming nobody	Required
{{decision.owner}}	Who decided and when	Required
{{extension.evidence}}	The customer's written confirmation of a new date	Conditional

If a required value is missing, show Needs review and leave the registration undecided; never approve a registration whose conflict check could not run. If the key account list cannot be read, show Unavailable and hold every decision.

The live Dashboards blocks on this page show the Ridgeline Industrial Supply demo profile. Point each block at your own client's profile, or remove it, before you share the page.