AU & NZ Procurement Mailbox Management
- Actively monitor AU & NZ Procurement mailboxes – respond to all transactional procurement issues/requests from internal and external stakeholders. Where appropriate direct supplier-based queries to the appropriate category specialist and engage with Accounts Payable or the Business Lines accordingly. All Order Confirmations are to be checked if sent to requestor of PO and if not, look them up and forward the order confirmation on. If suppliers advise of different pricing on Order Confirmation, review to see if BPA’s need updating as well as ensuring the business knows they need to update the PO for the invoice to be paid when received.
- All emails received to be responded to within same day or within 24 hours of receipt on working days.
- All emails resolved and closed out within same day or 24 hours of receipt – subject to complexity and/or additional actions required.
Transactional Purchasing
- Reviews all non-catalogue procurement requisitions and converts each to Purchase Orders for release. Ensures compliance to procurement policy and appropriate supplier selection in consultation with category specialists and the requestors. The tracking sheet is to be updated each time this is actioned for sending to Procurement team for review. Incomplete Report to be run each day to ensure nothing is missed.
- Auto create PO generated within same day or 24 hours turnaround for all requisitions.
- Running the auto create reports twice within a day (1st report around 10.30am, 2nd report around 3.30pm)
- Send information to Procurement Team to review the suppliers with non-catalogue PO’s weekly.
- Requisitions must have an attached copy of a quotation of >$1K
Reviewing commercials for non-catalogue requisitions, supplier name, currency, items ordered, prices before approving for PO
- Reviewing quarterly the payment terms from Master Data are correct on all CPA’s, BPA’s and Open PO’s
- Actioning the Opening and Closing of Purchase Order requests
Internal Catalogue Maintenance
- Create new, add/remove items in the main store catalogue in consultation with the corresponding category specialist. Also work on creation of catalogues initiated by the category specialists and maintaining up to date description, currency, UOM and price information to ensure data integrity.
- Business Line requests must supply their request on the correct template and a copy of the quote. Requests are to be approved by Category Specialist or Procurement Manager prior to updating in Oracle.
- Updated in Oracle within 24 hours of receipt of request.
- Ensure Category Specialist engaged within 12 hours of receipt of request to ensure timely review and approval is received prior to completing updates in Oracle.
- Create, monitor, update and finalise Contract Purchase Agreements as approved by Category Specialists and approved in Oracle by Procurement Manager
New Supplier & Reactivation Request
- Review workflow gen requests and provide guidance to the Business Lines and Suppliers to ensure timely completion and compliance to the process
- Conduct procurement review in workflow gen within 48 hours of receipt, checking compliance of all supplier pre-assessment questionnaire requirements including required attachments.
- Download all documentation and save in Supplier Records files
Master Data Updates – Xerox Error Codes
- Maintain supplier master data through Xerox Error Code to identify updates required
- Understanding the requirements to update master data and request relevant information from supplier and request Business Line to raise a Workflow Gen for updates to be made
Xerox Cancelled Invoices
- Work from the Cancelled invoices report from AP and emails AP send back to suppliers for rejected invoices. Communicate with the business to have the invoices actioned and processed to ensure payment can be made.
- Provide feedback to the business about the PO process to ensure suppliers have PO’s on invoices
- Review why invoices are rejected and how we can work with the suppliers to resolve future issues and lower the rejection number.
Reporting
- Run Active Supplier List, format and load on Procurement SharePoint monthly
- Run Open PO Report and email to stakeholders to review and take action weekly
- Run Invoice before PO report monthly. Identify Top 10 suppliers and Top 10 Requestors and provide support to resolve on a weekly basis.
Projects to support Procurement
- As required, support will be required on projects.