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Merchandise Vendor Payment Update
2
Background
• This document outlines
1. The key vendor requirements to ensure timely payment
2. Details our Commercial Document requirements and process
• Timing of document submission
• Document requirements
3
Contents
1. Vendor Payment Process
2. Commercial Document Requirements
4
How the process works today..
Supplier Delivers Goods
Supplier Submits docs to DHL &
pays Origin Fees
DHL Issue Forwarders Cargo
Receipt (FCR)
Check Invoice v PO
Key Invoice into SAP
Pass?
Pass?
Payment ‘Clock’ Starts here
Y
N
Y
N
Vendor Query Report
Pass?
Y
N
Non compliant Vendor report
Payment Run to Supplier
Blocked Invoice Report
Pass?
Y
N
Supplier Receives Payment
Buyer / Coles Group Asia
Supplier
DHL
Intl VendorPayment Team
Payment ‘Clock’ Stops here
5
When is my Payment Due
Create Invoice and Packing List
Deliver Goods to DHL Port
DHL cut Draft FCR
Confirm FCR Details
DHL Create Final FCR
Officeworks Process Payment
Process Steps
Example Timeline
Invoice Date1st September
Goods Delivered3rd September
Draft FCR5th September
Final FCR6th September
Payment Due13th September
Su
pp
lie
rO
ffic
ew
ork
sD
HL
8th Sept Payment is NOT due 7 days from invoice date
6
How do I know if there is a problem?
If you have not submitted documents
If there is an issue with the commercial documents you have submitted
If there is a price or quantity discrepancy holding up your payment
You will be contacted by the Freight Forwarder
You will be contacted by the Vendor payment team directly, requesting an updated set
You will be contacted by your merchant or buyer in the event of a query with your payment. The Vendor payment team issue a daily exception report highlighting any price, quantity or banking detail issues to resolve
7
Contents
1. Vendor Payment Process
2. Commercial Document Requirements
8
Commercial Document Requirements
The following documentation is required by Coles Group in order to process each shipment…
When Required Document If Not Submitted
Freight Forwarder Booking
• DHL Booking Form (Shipping Order)
CFS Goods Receipt
• Commercial Invoice from Supplier to Coles Group
• Packing List• All other documents as per the
Document Check List
Within 48 hrs of CY Container Delivery to Yard
• Commercial Invoice from Supplier to Coles Group
• Packing List• All other documents as per the
Document Check List
• Booking will be rejected and container not released
• Goods may be rejected or not shipped.
• Payment to supplier will be delayed until correct documents are delivered
• Payment to supplier will be delayed until correct documents are received
9
Document Checklist for Suppliers
The following document checklist may be helpful to ensure you understand our document requirements
DOCUMENT REQUIRED WHEN REQUIRED & COMMENTSSupplier Check
& Date
Freight Forwarder Check
& Date
Copy of DHL Shipping Order Always
Commercial InvoiceAlways. Supplier invoice must be provided, not manufacturers invoice.
Packing and Weight List Always
Packing DeclarationAlways (except where AQIS approved annual is in place)
Factory Load Declaration For CY containers only.
Fumigation Certificate If required for natural materials.
Manufacturer Declaration / Age Certificate (for CGLG if required)
If required for certain materials (refer to Supplier Manual).
Cargo Release Confirmation (CRC)
When Coles Group Asia is buying agent.
Other Certificates/Permits as required
Eg. Certificate of origin, Photosanitary Certificate, Dangerous Goods Certificate
10
Where do I Deliver my Commercial Documentation?
All Origins (DHL) Deliver commercial documents to the Forwarder (DHL Supply Chain), who will forward
these on to our Vendor Payment team (scanned copy).
Refer to the Supplier SOP for specific details as to documentation required
11
Warning!Freight forwarders will not accept goods
without suppliers invoice and packing list. No documentation, no receipt of goods!
The following process steps have been developed to ensure that all the required documentation is sent to the Supply Chain Team correctly so as to avoid any delays in payment for Suppliers.
Area What action/s do You need to take? What is the FULL pack You need to send to our FF?
Dispatch Documents All original documentation is to be delivered with the goods to the freight forwarder or sent via fax/email prior to delivery. In subject of e-mail include Supplier Name, Brand
One copy of:
Your commercial invoice Certificate of Origin Packing List Packing DeclarationFactory Load Plan Fumigation Certificate (where required) Photosanitary Certificate (where required) Permits (where required) Whiskeys require “Age” certificate (where required)
All Origins – Details of Document Receiving Process
* New Zealand Suppliers - Express Bill of Lading is used in place of the usual Ocean Bill of Lading.
12
All Origins - Where You need to send the required documentation…
The following email address’s are to be used as follows;
Email – Commercial Documents
As per the contact list in the Supplier Manual (or delivered with goods)
Email – Accounts / Payments Queries
OW International Accounts – owinternationalaccounts@officeworks.com.au
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