PURCHASE ORDER EXPEDITION
The process for purchase order
expedition includes:
Follow up of an order
from the time it is placed up to the time of site delivery and final
installation. Acknowledgement by the vendor, who will mail US invoices at the
date of shipment.
A copy of a freight bill of loading
must be attached to the invoice. The bill of loading will indicate the method
of shipment, the estimated delivery date and the way bill number. This being
used by the transit carriage to determine the exact location of the shipment
and to control the delivery date.
On going follow-up of orders placed
Purchase orders are valid only when the
vendor accepts the terms and conditions stated on the P.O, acknowledges it
and returns it to the purchaser. The purchase order file which is then opened
is systematically checked to insure on an on-going basis the status of all
orders
RECEIVING
The P.O indicates the
job site, the consolidation warehouse or a secondary vendor
Merchandise received is done in three
ways:
1. Written receiving report. A copy of
the P.O on file at destination is returned to the purchaser upon receipt of
the items
2. Verbal receiving report, backed-up
by verification of delivery of goods
3. Secondary vendor reports. Required
in writing to inform of date of shipment of goods and date when they have
been received
PROGRESS SCHEDULE
- A progress schedule, periodically updated
is prepared for the owners
- Progress of the construction schedule is
provided to the purchaser by the owners
- Periodic reviews and co-ordination of both
schedules insures timely delivery
FREIGHT "FOB FACTORY" AND "FOB JOB SITE"
- Payment of freight to the carrier is based
on freight bills produced
- Standard freight cost are about 5% of the
total cost of goods or as negotiated with the carrier
- Consolidation of shipment is advisable when
goods originate from the same area
- Claims will be filed for merchandise
damaged during freight
INVENTORY LISTING
- An ongoing reporting system is established.
It indicates item description, quantities to be purchased, the unit cost
and the total cost of the purchase.
- When possible, for certain equipment, the
serial number is indicated on the reporting system.
WAREHOUSING
- Warehousing of goods is recommended to
secure goods delivered or when job sites lack storage space
- It allows for optimal documentation and
insures timely delivery while facilitating the installation process
- It provides better control of damaged or
missing goods. Updated reports are maintained. Claims are processed in a
timely and efficient manner
- Timely delivery to the warehouse is
advisable
INSTALLATION
- The installation contractor is responsible
for the warehousing, for the receiving of the goods, for maintaining
reports of goods received, damaged or missing
- The installer also prepares the claim
documents
- The installer co-ordinates and supervises
the complete installation of all furnishings, equipment and furniture up
to the installation of artwork and sometimes the directional signage
within the property
- The selection of this contractor is based
on the price quoted to do the installation, references and previous work
experience. The installers are responsible for their labour costs.
- Payments are made to the installer on the
basis-approved contract. The installer provides insurance coverage for
his area of responsibility and for the warehousing of goods. The amount
of the coverage is determined by the scope of the merchandise
PURCHASE INFORMATION FILES
- All specifications are presented in a book
format and issued by the designer. All the P.O, all the invoices and the
cost runs are all retained and filed by project
- Warranty information and fire
certifications are included
- The maintenance of all the above listed
information is a service provided by Alabaska inc. and is necessary for
the operator to have as the property ages and replacements are required
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