Purchase Order for Services Introduction CP is implementing the Purchase Order for Services program PO4S in order to streamline invoice payments and the overall purchasing process The process will improve coordination between CP and suppliers ID: 1010694
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1. Suppliers without a ContractPurchase Order for Services
2. IntroductionCP is implementing the Purchase Order for Services program (PO4S) in order to streamline invoice payments and the overall purchasing process. The process will improve coordination between CP and suppliers. The process is designed to enable service suppliers to receive payment in a timelier manner. If an Invoice aligns with approved weekly Work Completion Reports (WCR), it will be paid promptly and without dispute. In addition, CP field managers will be encouraged to use your services over those suppliers who have not adopted the PO4S process.
3. Purchase Order for ServicesPOWCRServiceApprovalInvoice
4. Purchase Order for ServicesPOReceive Purchase OrderA Purchase Order (PO) will be issued in advance of any work, specifying a spend limit for the work requested.The PO will cover the scope of work provided by you the supplier and approved the CP manager who requested the services. The PO is subject to the terms and conditions found on the CP website (a link is on the PO).Once you have received a PO, it will act as an authorization for your company to perform the work specified.
5. Purchase Order for ServicesPOExample Purchase Order
6. Purchase Order for ServicesServicePerform ServiceIn addition to receiving your first PO you will receive detailed instructions on how to comply to the PO process including appropriate contact information.Upon receiving the PO you will be able to begin work.
7. Purchase Order for ServicesWCRPerform Service & Submit WCRAfter receiving a PO and beginning the work, you, the supplier, will be required to complete a weekly, formatted Work Completion Report (WCR).This document will detail any work completed by you, from the previous 7-day period and must reference the PO#. WCRs must be submitted electronically to both the CP field manager and the identified CP Works officer prior to invoicing.
8. Purchase Order for ServicesWCRWCR’s Should IncludePO number Start date of work included in WCR End date of work included in WCRA detailed description of the service rendered, quantity of units, units of measure (UoM) and prices.
9. Purchase Order for ServicesWCRSample WCR Form
10. Purchase Order for ServicesApprovalReceive ApprovalAfter submitting your WCR you will receive email notification of an Approval, or Denial (request for clarification and/or resubmission)Any work exceeding PO spend limits will have to first be approved by the field manager and then authorized with a revised PO. The updated PO will be sent to you confirming the changes and allowing the invoice to be sent to CP Accounts Payable.
11. Purchase Order for ServicesInvoiceSubmit InvoiceAfter receiving a PO and receiving approval notification of your WCRs, email your invoice directly to CP Accounts Payable using one of the below listed email addresses. Please format your subject line in one of the following two ways:WITH payment term discount: DISCOUNT-CompanyName-Invoice#WITHOUT payment term discount: CompanyName-Invoice#AP_A-KUtilitiesSvcePO's@cpr.ca – Canada (and DM&E) Companies A-K AP_L-ZUtilitiesSvcePO's@cpr.ca – Canada (and DM&E) Companies L-ZUS_AccountsPayable@cpr.ca – US Invoices (SOO and D&H)Select one of the above based on Vendor name &/or location.
12. Purchase Order for ServicesInvoiceSubmit InvoiceInvoices must cover one or more whole periods covered by the WCR. Invoices must show the start date and end date of the period being invoiced. e.g. if a WCR is for the week of November 29th - December 5th and you invoice on a monthly basis, CP urges you to either:Submit an invoice ending December 5th, or;Create two WCRs - one for November 29th- 30th, and the second for December 1st - 5th, therefore allowing you to invoice for November - excluding any December work completed.We advise waiting 2 working days after receiving approval from the last WCR before sending the invoice. This will ensure that the WCR has been entered into CP’s system and allow for the Invoice to be processed without delayAll Invoices must reference a PO number.
13. Frequently Asked QuestionsWhat happens if the work activities exceed the initial PO?Any changes or additions to the initial PO must first be approved by the CP field manager. Once approval is received, a revised PO will be created and sent to you, the service provider.
14. Frequently Asked QuestionsWhat happens if the invoice does not match the WCR?Accounts Payable will reject the invoice and the service provider must address the discrepancy with the CP field manager.
15. QuestionsIf you have any immediate questions about this process, please contact your CP Sourcing Specialist.Further questions can be directed to your Sourcing Specialist or the contact listed on your POs.