Dialogue 1

A:  The financial department asked me to talk to you because it seems you have made a few mistakes in filing for your reimbursements.  I know you're new,  so you don't know the system.  You probably didn't have anybody to show you the ropes. . . . 

B:  Oh,  thank you! I have been so confued about the system for filing financial reports.  There are a ton of steps in the process. . . . 

A:  It is a little complicated.  Okay,  here to start with,  you need to get two copies of the expenditure form.  You can find them in the file cabinet next to the reception desk. 

B:  The brown one by the door? I looked there,  but I couldn't find the forms. . . . 

A:  The forms are kept in the second drawer.  I'll show you in a sec.  Now,  you need to fill out lines one through six on page one,  and complete the signatures on each page.  The rest of the form will be filled out by financial. 

B:  The signatures are what are really confusing to me. . . .  Before I can get my reimbursement,  I have to go around and get a bunch of signatures from different department heads. 

A:  Okay,  the signature part works like this. . . .  You have to do them in order.  First,  after you complete the form,  you need to take it to your immediate supervisor for his approval and signature.  Then you need to take it yourself to the department head, 

who will approve and sign.  And the last step is to have the financial secretary sign.  If you leave the form with the financial secretary,  she should be able to take it from there. 

B:  Okay,  I think I've got it.  Thanks for your help.  I'd better get busy,  I have so many signatures to gather!

Dialogue 2

A:  Can you tell me what is standard procedure for taking orders over the phone?

B:  When we receive phone orders,  the first thing we need to do is to input the customer's information into the computer system.  You can do that when you are talking to the client.  It's probably easier to do that way,  otherwise you might forget to ask them for some of the important information. 

A:  After you put it into the computer,  is it all automatic then?

B:  Unfortunately,  not.  As of now,  the computer system functions only as a databank for marketing studies. . .  after you get their information in the computer,  you still have to write out a manual order on the right form.  If the order is for the automotive department,  you use the blue form.  If they ordered something from electrical,  use the pink form. 

A:  There are only two kinds of forms,  right?

B:  Yes.  And once you get them filled out,  you make a copy to send to financial so they can make an invoice,  and you send the original to the right department. 

A:  Do I give it to just anybody? Or is there a sepcific person who is responsible to receive the order forms?

B:  Once you've finished all the other steps,  you can just give it to the department secretary.  She'll make sure it gets to the right place. 

A:  Okay,  thanks!