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Suppliers Process Handbook ​

Suppliers Process Handbook

[Document subtitle]

Supplier registration ​

Supervisor fills in google form “New supplier registration request” form which is approved by The projects team.

Note: Trades can also fill in this form from our website, cross reference on Supplier Registration Form (Responses) in google drive and New registration request forms in suppliers@ethosbuilding.com.au inbox.

  1. Upon the projects teams approval, a form will sent from the suppliers@ethosbuilidng.com.au
  2. Send an email to the trade with the requesting supervisor CC’d in from supplier email. Subcontractor Registration & Period Subcontract

Registration Email Template ​

Subject line: __New supplier registration – [insert trade name] __

A request from within our company has been made to register your business on our system, so that we can engage you on future jobs.

As part of our onboarding process, we ask our trades/suppliers to complete an online registration form that allows us to collect various pieces of information required to satisfy our OH&S obligations. It also allows us to confirm payment terms and general expectations.

If you could then please complete your online registration utilising the following link it would be greatly appreciated.

https://ethosbuilding.snapforms.com.au/form/subcontractor-registration-period-subcontract-agreement.

· Please note that all trades/suppliers need to be registered in our system in order for Ethos Building to raise a Purchase Order with you.

· Invoices cannot be paid without a reference/inclusion of an Ethos Purchase Order Number.

· Invoices must only be issued after an job has been completed, and will be paid within our trading terms (details outlined as part of or registration process).

· Invoices are to be sent to accountspayable@ethosbuilding.com.au

Please do not hesitate to contact me if you require any further information.

  1. Trade will respond with a Snapform form attachment that will include all answers to questions on our form. If this is from a trade that has filled in the form from our website, gain approval from the projects team that we are to register the trade.

  2. In Prime, create a new contact from the new tab on the top right side;

  3. Contact type is always subcontractor, even if they are a supply only trade;

  4. Fill in all the__ __details tab from the New Supplier Registration form in __Contact __section of Prime.

  5. In the details box include the date, the person who requested trade, secondary contact details and rates.

Note: this section is also used for correspondence notes to trades.

  1. In the __Tags __section, if the trade has advised they can do make safes or is a sole trader, list it here;

Also list if it is a QLD or VIC trade, both can be selected if national trade.

  1. In __Trade Types __section, include all the types of work in form or as directed by the projects team;

  2. In the Finance Details section, fill in as below for all subcontractors;

  3. In the Business Details section, check the ABN number on ABN look up website: https://abr.business.gov.au/ ensure the registered business name is listed correctly and matches Public Liability and WorkCover Certificates. Also fill in the bank details and service area’s.

  4. To add in Documents, go to the Compliance section and click on Create Compliance. Note: You will need to make a compliance record for each document you are adding;

  5. Fill in the below sections, ignoring Start Date, Notes and Requirements sections;

  6. Upload & Link New Document, drag it in or upload it from a file;

  7. Click on Add Document to Upload Queue;

  8. Save Document Type as *Subcontractor Compliance Certificates and SAVE.

  9. Save Period Sub-contract agreement as a compliance record. Enter in Entity name from form into Prime section__ Finance Ref__

  10. Save licences as compliance records

  11. From the supplier email, send the trade a welcome email as below, and CC in person who has requested this trade, as well as BCC All Staff, fill in the Service Area and Trade Types; Subject line: Ethos New Supplier Confirmation – [insert trade name]

Confirmation Email Template ​

Thank you for completing our paperwork and agreeing to our trading terms.

You have now been set up in our system, ready for orders to be placed when we have the right jobs available for you.

Please send any invoices through (after the job is completed) in PDF format to this address and not direct to the supervisor:  accountspayable@ethosbuilding.com.au

Please ensure that no works are completed on site unless a purchase order number has been provided and please also ensure that this number is quoted on your submitted invoices to ensure payment is made. You have been set up on our system on 30 days from EOM payment terms, calculated from the date of submission of a valid tax invoice.

As part of our general Ethos Building & Restoration invoicing process, we wish advise you of our requirements when submitting invoices:

  1. Ethos purchase order number must be clearly displayed on your tax invoices, EXAMPLE: J001234-12345
  2. If you were issued a purchase order with a value or authorised quotation, ensure your tax invoice is issued with that stipulated amount.
  3. If your purchase order was not issued with a value or authorised quotation, we expect a detailed breakdown of the scope of works completed, including a full breakdown split of labour and material costs, dates of works performed and names of attending workers.

We have implemented a digital invoice scanning process to provide a faster and more effective way of processing all our supplier tax invoices and as such, if certain criteria are not visible or non-existent, it will cause the auto-process of those invoices to be sent back to you for revision.

Therefore to save time and delays, please begin to ensure your systems can cater and implement the above to avoid any delays in processing and as such, payments being made.

Compliance Certificates ​

Every Tuesday two automated reports will be sent to the suppliers@ethosbuilding.com.au email from Prime outlining the nearing expiry and expired compliance records.

__Expired __

  1. Download the excel spreadsheet and save a copy to the shared drive.
  2. Filter out which type of compliance record you are following up on eg, Public Liability, Workcover, Trade licence ect
  3. Send trades a bulk email from the suppliers@ethosbuilding.com.au email, BCC trade email addresses, advising that certificate is expired and they will be marked as inactive in our system.

Compliance Email Template ​

Our records indicate that the following certificate have expired:

Unfortunately, your business has been temporarily archived in our system and we are unable to issue you any further purchase orders until your updated certificate is received.

• Public Liability

Please kindly provide an updated copy of this certificate as soon as possible so our system can be updated with those details and you will be reactivated immediately.

Thank you for your co-operation.

  1. In Prime, make a note in the details section that the trade has been emailed advising their certificate is expired and mark the trade as inactive.
  2. Send email to all staff with a list of trades that have been marked as inactive.
  3. When the trade emails their updated certificate, upload to Prime replacing the existing and change status back to active.
  4. File email away into completed certificates folder in suppliers inbox.

Nearing Expiry ​

  1. Download the excel spreadsheet and save a copy to the shared drive.
  2. Delete the details column and filter the headings row.
  3. Filter out which type of compliance record you are following up on eg, Public Liability, Workcover, Trade licence ect
  4. Send trades a bulk email advising that certificate is expiring in 7 days. BBC trade email addresses from suppliers email.
  5. Make a note in details section of Prime.