Article summary
An inquiry may contain a direct mobile, a company switchboard, and a shared department phone. Decide which one to screen for Zalo by tracing who supplied it and where the quote needs to go.
At nine in the morning, a sales team is about to send a revised quote to a buyer in Vietnam. The buyer's signature lists a company switchboard. The inquiry form lists a different number under “project contact.” The salesperson has reached purchasing through the switchboard before, so they put that number in the Zalo registration check. A colleague sees an unregistered result and gets ready to call. Only then does the team realize it never checked the mobile number the buyer supplied.
The mistake in this example is attaching a valid-looking result to the wrong contact record. If you need to know whether the person handling the quote has provided a number for Zalo, start with the mobile they confirmed. Keep the switchboard for transfers. If the buyer designates a shared department phone for quotes, that number takes priority over whatever you found in an old order or email signature.
Give each number a role on the inquiry
| Where it came from | What it does for this inquiry | Whether to include it in this check |
|---|---|---|
| The company's website or signature, sometimes followed by an extension | Reaches reception or a department | Keep it separately. Removing an extension leaves the main line and does not turn it into the buyer's mobile. |
| The buyer's mobile on the inquiry form | May be used to discuss the quote | Include it if the customer confirmed it for follow-up. Look for any more specific instructions about Zalo. |
| A shared mobile later designated by purchasing | Receives quotes or orders for a department | Check this number for the stated purpose. Record the department or duty role rather than assigning it to one employee. |
When two entries look different, compare the complete numbers in a consistent format. A spreadsheet cell may contain a company prefix, an extension, and a mobile number together. Keep the original entry and copy out the mobile only when you can identify it confidently. Put unclear rows aside for confirmation.
Route the quote after the result comes back
If the contact's confirmed number shows as registered, save the observation beside that number. Send the quote through the channel you agreed on. A buyer who asked to review the revision by email can still receive it on the original thread. The Zalo result will be available if a colleague has a reason to use that channel later.
If the result explicitly says unregistered, compare the number with the inquiry or the customer's latest message. When the two match, keep the quote moving by email or phone. If you need a Zalo channel later, ask which number the purchasing team wants you to use. If the switchboard is the only confirmed contact, ask reception for the responsible department.
If there is no matching result row, compare the actual TXT file with the export. Give a missing or exceptional row a “pending review” label. The next person will then know that the registration question is still open.
Two sheets are enough for a batch of inquiries
Keep the inquiry reference, number source, and purpose on the business sheet. Use only the mobile numbers you need to check in the submission sheet. AppShai's manual Zalo registration task takes a TXT file and exports the phone number and registration status in Excel.[1] Keep the department, quote reference, contact permission, and confirmation date in your own sheet. Match the results back on the full number before handing the list to the sales team.
A useful handover note reads “Purchasing confirmed this mobile for quotes by email on Tuesday. This check showed Zalo registration. Send the revision on the existing email thread.” It gives the next colleague the source, the observed result, and the actual next step.
Source
- AppShai Zalo registration check · Input, output fields, and file formats for the manual task.
