po and goods received policy (pay by invoice format)

82-1 Jalan PPM4, Plaza Pandan Malim Business Park, 75250 Melaka Tel: 06-3373680/97 Fax: 06-3373681

Panda Supermarket Sdn Bhd (854073-K)

Date

Name of Company

Address1

Address2

Poscode City State

Tel: Fax:

Attn:

Dear Sir,

Re: Notice on New Purchase Order (PO) and Goods Receiving (GR) Policies

We write to inform that Panda Supermarket Sdn Bhd (hereinafter refer to as Panda) will be implementing the

following new Purchase Order (herein after refer to as PO) and Goods Receiving policies for all our outlets

effective XX/XX/XX.

1. Supplier’s Item Unit List Cost, Carton Listed Cost and Item Perpetual Trade Offer

You are required to provide us an updated Unit and Carton Listed Cost as well as Perpetual Trade Offer of

the items supplied by you 7 days prior to the abovementioned effective date for our HQ Merchandising

Department’s Approval. The PO issued by our company in the future will strictly follow the Listed Cost and

Trade Offer approved by our HQ Merchandising Department. Therefore, should there be any increase or

decrease of listed cost in the future, an official quotation to indicate the price change is required to submit

to our HQ Merchandising Department 14 days in advance for approval failure which we reserve the right to

issue the PO based on the lower cost.

2. Supplier’s Item Packing Size, Unit of Measurement, Carton Quantity & Valid Product’s Barcode

You are required to provide us the information on Item’s Packing Size, Unit of Measurement, Carton

Quantity and the valid Product’s Barcode of the items supplied by you in order for us to update into our

system 7 days prior to the abovementioned effective date. The PO issued by our company in the future

will strictly follow the above Item Information provided by you. Should there be any changes in the above

Item Information which include changes of Product’s Barcode, you are required to inform our HQ

Merchandising Department in writing at least 3 days prior to the delivery of goods in order for us to update

into our system. We reserve the right to reject the goods delivered if the Product’s Information especially

Product’s Barcode differ to the information maintained in our system as all the Item Products Barcode will

be scanned check thoroughly during the Goods Receiving process

3. PO Issuing Date, Delivery Date and Expiry Date

Our PO will clearly state the Date of Issuing, Date of Delivery and Date of Expiry. Please try to adhere to

the Date of Delivery failure which Panda reserves the right to reject the goods delivered. Goods delivered

without a valid PO or after the expiry date will be rejected by our receiving team

4. PO Item Quantity, Unit Cost and Total Amount

Our PO will clearly state the Item Quantity Ordered, Unit Cost and Total amount of the item. Should you

not agree to the Quantity or Unit Cost stated in our PO, kindly inform our merchandiser to amend the PO

or to re-issue a new PO to reflect the changes before delivery. Goods delivered without obtaining the

amended PO or a new PO would imply that you have agreed to accept the original PO quantity and price


5. PO Item Trade Offer

Our PO will clearly state the Item Trade Offer Quantity, if any. Should you not agree to the Trade Offer

stated in our PO, kindly inform our merchandiser to amend the PO or to re-issue a new PO to reflect the

changes before delivery. Goods delivered without obtaining the amended PO or a new PO would imply

that you have agreed to accept the original PO’s trade offer quantity and price. As such, Panda reserves

the right to reject the goods delivered or debit the variance between normal price and trade offer price

should you fail to comply with the trade offer quantity and price stated in the original PO

6. One PO is valid for One Delivery and One Invoice/DO to be issued to match the PO

Our PO is valid for one delivery only unless the term ‘Partial Delivery Is Allowed’ is stipulated in the PO.

The undelivered items in the PO will be automatically cancelled by the system and hence our receiving

team will not be allowed to receive in the second delivery anymore. The items stated in your Invoice/DO

are to match our PO item ordered. Another word, if we issue two PO to you, you are required to issue two

invoices to match our PO item ordered. We reserve the right to reject the goods delivered should your

Invoice/DO fail to match our PO item ordered.

7. Exact Matching of our PO line number and item sequence in your Invoice/Delivery Order

We reserve the right to reject the goods delivered should your Invoice/DO fail to match our PO line

number and item ordered. Another word, if we issue two POs to you with item 1-10 in each PO, you

should match our two POs by issuing two Invoices/DOs with the exact item sequence

8. Presentation of our PO upon delivery of goods

Your delivery team must bring along a copy of our PO during delivery of goods. Kindly ensure the PO

number printed on your Invoice/DO must match our PO number failure which we reserve the right to

reject the goods delivered

9. System Generated Goods Received Difference Advice - Quantity Variance without Item Cost

Should there be any variance found between the quantity stated in your Invoice/DO and actual quantity

received, a duly signed system-generated Goods Received Difference Advice (GRDA) with quantity

variance will be issued for your delivery team to verify and acknowledge. Your delivery team or appointed

delivery agent shall record his/her name, IC No, transport vehicle registration number on the GRDA before

signing-off to acknowledge acceptance of the variance quantity. A copy of the system generated GRDA

duly signed by both parties (our receiving team and your delivery team) will be given to you on the spot.

10. System Generated Goods Received Difference Advice - Quantity Variance with Item Cost and

Price Overcharged (if any)

Our EDP/Account Department will subsequently issue a system generated Goods Received Difference

Advice to indicate the total amount of variance as well as any Price Overcharged (variance between your

Invoice amount billed and our PO cost issued) to you and the amount will be deducted from the payment

to you.

11. Non Printing of Goods Received Difference Advice (GRDA) due to Unforeseen Circumstances

In the event that GRDA cannot be generated by store during delivery due to unforeseen circumstances

such as system’s breakdown, a manual GRDA will issued to you to indicate the variance between the

quantity stated in your Invoice/DO and actual quantity received by us. Subsequently, a duly signed

system generated GRDA will be issued and used to deduct from the payment to you.

We trust the above is in order. However, we may further enhance our Purchase Order and Goods Receiving

Policies and you will be duly informed in writing shall there be additional clauses to be added as and when we

deem necessary.

Should you require further clarification, please do not hesitate to contact the undersigned at xxx-xxxxxxx.


Kindly acknowledge receipt of this letter and acceptance of the abovementioned terms and conditions by

signing and returning to us the duplicate hereof.

Yours faithfully,

For Panda Supermarket Sdn Bhd

_____________________ Loo Chee Wee

I/We hereby acknowledge receipt

___________________________

Name: Designation: Company: Date:

I/We herby agree and accept Panda’s Purchase Order and Goods Receiving Policy

__________________________ Name:

Designation: Company: Date:

po and goods received policy (pay by invoice format)

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