Win Store
Complete Communication System
Company Communication Policy — v2.1 | Updated: May 2026 | Win Central Co., Ltd.
1. Internal Staff Communication
All internal communication must use official company channels only. Personal apps are not permitted for work-related matters.
| INTERNAL STAFF CHANNELS | ||
| 📧 | Microsoft 365 Email | • Formal communication, official documents, approvals, HR matters • Use your company email: @winstores.com • All formal decisions must be confirmed via email |
| 📢 | Yammer / Viva Engage | • MD announcements, company news, policy updates • All-staff notices and company-wide communications • Read announcements within 24 hours |
| 💬 | Slack + Claude AI | • Daily purchasing tasks, vendor follow-ups, quick team coordination • Claude AI bot for instant help with templates, SOPs, and data • NOT for formal approvals — use Email for decisions |
2. Email-Based Approval Workflows
The following formal approval processes must all be submitted and approved via official company email. Using company email creates a proper audit trail, ensures accountability, and protects both staff and management.
⚠ Critical Email Rules — Read Before Submitting Any Approval
→ You must send from YOUR OWN company email — @winstores.com only
→ Do NOT send from another person's email on their behalf
→ Do NOT use personal email (Gmail, Yahoo, Hotmail, etc.) for any work approval
→ If your email is not working, report to IT — do not use a colleague's account
→ All approvals sent from a personal or wrong email are considered INVALID
| Approval Type | Who Submits | Sent To / Notes |
|---|---|---|
| Discount Approval | Sales staff — from own @winstores.com email | Submit to Sales Manager with product, customer, amount, and reason |
| Purchase Approval | Purchasing staff — from own @winstores.com email | Submit to Purchasing Manager or MD with PO details and supplier quote attached |
| Customer Payment Received (Document to Accounts) | Sales / cashier — from own @winstores.com email | Email accounts team with payment receipt, invoice copy, and bank ref. No document = not processed |
| Vendor Payment Request Approval | Purchasing staff — from own @winstores.com email | Submit to Finance Manager. Include vendor invoice + PO ref + bank details. SLA: respond within 1 business day |
| Customer Credit Approval | Sales Manager — from own @winstores.com email | Submit to MD / Finance Manager with customer history, credit amount, and repayment plan |
| Pay Slip Distribution | HR — from own @winstores.com email | Send to each employee's @winstores.com email individually. Never send to personal email or group |
✅ Email Submission Rules Summary
→ Discount Approval: Sales → Manager via email. Include product + customer + discount %.
→ Purchase Approval: Purchasing → Manager via email. Attach supplier quote and PO.
→ Customer Payment: Sales/Cashier → Accounts via email. Attach receipt + invoice.
→ Vendor Payment Request: Purchasing → Finance via email. SLA: 1 business day response.
→ Customer Credit Approval: Sales Manager → MD/Finance via email. Include repayment plan.
→ Pay Slip: HR → each staff member's own @winstores.com email only.
→ ALL emails must come from YOUR OWN @winstores.com company email.
3. External Communication — All Routes into Zendesk
All external messages — from customers, vendors, and partners — must flow into Zendesk. This is the single control center for all external communication.
| EXTERNAL CHANNELS — ALL CREATE ZENDESK TICKETS | ||
| 🏪 | Vendor Portal vendor.winstores.com | • ALL vendor communication — local and overseas suppliers • Vendor submits message → Zendesk ticket created automatically • Staff replies via Zendesk ticket — vendor receives portal email link • NO direct email to vendor — always via Zendesk ticket link |
| 📧 | Email to Zendesk | • Customer inquiries and vendor emails • Auto-creates Zendesk ticket on receipt • All replies sent through Zendesk — not direct email |
| 📱 | Facebook Messenger | • Customer and vendor messages via Facebook page • Zendesk ticket created automatically • Manage all replies from Zendesk dashboard |
📌 Critical Rule — Zendesk Replies via Portal Email Link ONLY
→ When replying to any vendor or customer, staff must reply through the Zendesk ticket.
→ Zendesk sends the vendor/customer a portal email link — they click to view and reply.
→ NEVER send a direct personal email to a vendor outside of Zendesk.
→ This ensures full audit trail, accountability, and manager visibility.
→ If a vendor sends you a WhatsApp or personal message, ask them to use the Vendor Portal.
4. Vendor Portal Signup — Verification Before Approval
Every new vendor who applies to join the Vendor Portal must be verified before approval. Do NOT approve automatically.
Vendor Verification Checklist
- Check vendor business name — search on DICA / MyCO Myanmar business registry
- Verify contact person name and phone number
- Confirm the products or brands they claim to supply
- Check if they are already an existing vendor in Zendesk or Airtable
- Ask for business license or registration document if unsure
- Check email domain — personal Gmail/Yahoo accounts are suspicious for B2B vendors
⚠ Red Flags — Do NOT approve these vendors without management review
→ No business name — only a personal name
→ Email is Gmail / Yahoo / Hotmail with no company domain
→ No traceable phone number or address
→ Claims to supply high-value brands with no verifiable history
→ Duplicate application from same vendor with different details
✅ Approval Process
Step 1: Vendor submits signup form on vendor.winstores.com
Step 2: Zendesk ticket created — assigned to Purchasing team
Step 3: Purchasing staff runs verification checklist above
Step 4: If verified → approve in portal and send welcome message via Zendesk
Step 5: If suspicious → escalate to Manager before approving
Step 6: Rejected vendors → record reason in Zendesk ticket and close
5. Accessing Zendesk When Computer is Sleeping or Off-Site
Staff do not need to be at their desk to respond to Zendesk tickets. Zendesk is accessible via mobile — through Email or Slack notifications.
Mobile Access Options
| HOW TO ACCESS ZENDESK REMOTELY | ||
| 📧 | Via Email | • Zendesk sends ticket notifications to your @winstores.com email • You can reply directly from your phone email app • Reply is logged in Zendesk automatically • Works even when your computer is sleeping |
| 💬 | Via Slack | • Zendesk Slack notifications appear in your #support channel • View ticket details and respond from Slack on mobile • Install Slack on your phone for remote access • Claude AI in Slack can help draft quick replies |
| 📱 | Zendesk Mobile App | • Download Zendesk app on iPhone or Android • Log in with zendesk@winstores.com credentials • View, assign, and reply to tickets directly • Full ticket management from phone |
🌙 When Your Computer is Sleeping or Shut Down
→ Open your phone and check your @winstores.com email for Zendesk notifications.
→ Or open Slack on your phone — check the #support or #purchasing channel.
→ Reply from email or Slack — your response will be recorded in Zendesk.
→ You do not need to wake your computer for urgent replies.
→ For complex tasks requiring computer access, notify your supervisor.
6. Company SOPs — Available via Zendesk SOP Portal
All company Standard Operating Procedures (SOPs) are documented and available in the Win Central SOP Knowledge Base on Zendesk.
How to Access SOPs
- Open your browser and go to the Win Central SOP portal (Zendesk Help Center)
- Search for the SOP by name, category, or keyword
- SOPs are organized by department: Purchasing, Sales, Warehouse, Finance, HR, IT
- All SOPs are version-controlled — always use the latest version
- If you cannot find an SOP, submit a request via the SOP Support form in the portal
| SOP Category | Examples |
|---|---|
| Purchasing & Procurement | Vendor onboarding, PO process, price negotiation |
| Sales & Customer Service | Order processing, customer complaints, returns |
| Warehouse & Inventory | Receiving goods, stock count, write-off process |
| Finance & Accounting | Payment processing, expense claims, invoicing |
| HR & Staff Management | Leave policy, attendance, performance review |
| IT & Systems | Zendesk setup, Shopify, password management |
7. Personal Channels — NOT Permitted for Work
| PERSONAL CHANNELS — STRICTLY NOT FOR WORK | ||
| 📵 | • Personal use ONLY • NEVER for orders, vendor communication, or payments • No order confirmations, no pricing discussions • If a vendor sends orders via WhatsApp — redirect to Vendor Portal | |
| 📵 | Viber | • Personal use ONLY • Not permitted for any business transaction • Viber messages have no audit trail |
| 📵 | Facebook Personal | • Personal Facebook — never use for work • Only the official Facebook Page is used for business • Facebook Messenger from Page feeds into Zendesk automatically |
8. Key Principles — Why This System Works
| One Control Center — Everything External Flows into Zendesk | |
| ✅ Staff leave → zero disruption | All ticket history stays in Zendesk. No lost conversations. |
| ✅ Vendor dispute → full proof | Complete written record in every Zendesk ticket. |
| ✅ Manager oversight | See every communication in one dashboard. |
| ✅ Claude AI assistance | Staff get instant reply help without waiting. |
| ✅ No direct vendor email | Company always in control. No side deals. |
| ✅ Vendor verification | Only real, verified vendors enter our portal. |
| ✅ Mobile access | Staff can respond from phone via Email or Slack. |
| ✅ SOP always available | Zendesk SOP portal accessible anytime, anywhere. |
| ✅ Email approvals on record | All discount, purchase, payment, and credit approvals traceable via company email. |
9. App Structure & Usage Rules
Win Central uses multiple apps, each with a specific purpose. Do not use one app for everything — use each app for its correct role.
📌 Main Rule: Use Each App for Its Correct Purpose
→ Zendesk: SOP, customer/vendor support tickets, knowledge base, warranty claims
→ Slack: Internal daily operations, sales updates, warehouse, purchasing, regional ops
→ Airtable: Inventory data, vendor prices, dashboards, approvals, payroll tracking
→ Zoho: Finance, HR records, recruitment, payroll, expense approval, accounting
→ Shopify: Online product listing, pricing, metafields, e-commerce only
→ WhatsApp: Emergency / quick field communication ONLY — not for approvals or SOP storage
→ Yammer / Viva Engage: HR announcements, company culture, staff engagement
| App | Main Purpose | Do NOT Use For |
|---|---|---|
| Zendesk | SOP, customer support, vendor/customer tickets, knowledge base, warranty claims | Daily internal team chat |
| Slack | Internal daily operations, sales updates, warehouse, marketing, regional ops | Sensitive HR/payroll documents |
| Airtable | Inventory, vendor prices, dashboards, approvals, payroll tracking | Customer-facing communication |
| Zoho | Finance, HR records, recruitment, payroll, expense approval, accounting | Daily operational chat |
| Shopify | Online product listing, pricing, metafields, e-commerce operations | Internal tracking or HR |
| Emergency / quick field communication only | Official approvals or SOP storage | |
| Yammer | HR announcements, company culture, staff engagement | Daily operational management |
End-to-End System Flow
Customer/Vendor Issue → Zendesk Ticket → Internal Discussion in Slack → Data Tracking in Airtable / Zoho → SOP Reference in Zendesk Guide
အက်ပ် သုံးနည်း အကျဉ်း (Myanmar Quick Reference)
Zendesk: SOP နှင့် Customer/Vendor Ticket
Slack: Internal Team Daily Work
Airtable: Data Tracking (ကုန်ပစ္စည်း၊ ဈေးနှုန်း)
Zoho: Finance, HR, Expense
Shopify: Online Sale
WhatsApp: Emergency Quick Chat သာ
Yammer: Company Announcement / Staff Engagement
10. Policy Compliance
- All staff must read and follow this communication policy.
- Using personal channels (WhatsApp, Viber, personal Facebook) for work orders or vendor communication is a policy violation.
- Approving vendors without completing the verification checklist is a policy violation.
- Direct emailing vendors outside of Zendesk is not permitted.
- Submitting any approval (discount, purchase, payment, credit, pay slip) from a personal email or another person's email is a policy violation — the approval will be rejected.
- Using another person's company email to submit approvals is not permitted — every submission must come from the submitter's own @winstores.com account.
- Managers are responsible for monitoring email compliance and Zendesk compliance within their team.
Policy violations must be reported to HR and the relevant department manager.
Win Central Co., Ltd. | Est. 1989 | Leadership · Strategy · Growth
This document is confidential and for internal use only. | v2.1 — Updated May 2026
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