Conducting Business at Canada Post
The following summarizes the Procurement process at Canada Post.
- Business to Business eProcurement system - allows our users to purchase authorized goods and services on-line from predefined suppliers.
- Electronic communication with suppliers (in the form of purchase order and invoices) - to facilitate the purchasing process.
- Electronic funds transfer - to streamline the accounts payable process.
eProcurement: Authorized Canada Post employees have access to a Web-based eProcurement system. For employees, this represents a single portal for the acquisition of goods and services.
Electronic Purchase Orders: Purchase Orders are sent to the supplier in electronic format (to either an e-mail address or facsimile number).
Electronic Invoicing: Canada Post's preferred method of receiving invoices from suppliers is via electronic means, either in an .xml or .txt format (specifications available on request).
Elimination of Invoicing: Specific circumstances allow payments to be generated to suppliers upon Canada Post employees acknowledging the receipt of a good or service without an invoice.
Electronic Payment: Where possible, Canada Post will send payment via Electronic Funds Transfer (EFT).
As a supplier for Canada Post, you need to be capable of handling electronic procurement related transactions. After reviewing the information outlined below, you may want to contact your Canada Post Sourcing Management representative to discuss the scope of the existing or potential business relationship.
As a supplier meeting Canada Post’s criteria for catalogue placement you are required to play a leading role in creating and maintaining catalogue content.
You are required to:
- Assign a single point of contact for all eProcurement activity with Canada Post; someone with a detailed knowledge of your product portfolio, including familiarity with manufacturer part numbers, pricing, photographs and aliases (ie, alternative product names to enable the catalogue search function).
- Provide product information in a specified format for placement on Canada Post eProcurement catalogue.
- Integrate XML purchase orders into your order entry system (if applicable).
Please note that supplier specific catalogues or supplier order generating platforms (WEB based) are only considered under circumstances determined by Canada Post.
Electronic Purchase Orders
Purchase orders are sent to the supplier in an electronic format to either an email address or facsimile number.
Where the required communications network does not exist or the use of such technology is not feasible, such as in rural or remote areas, the traditional means of purchase order delivery continue to be used.
For those suppliers who are using a full functionality business connect solution where electronic orders are directly transferred into the supplier's order entry, fulfillment, and inventory system, Canada Post's environment can in most cases accommodate this functionality.
Canada Post's preferred method of receiving invoices from suppliers is via electronic means.
Exact details of the invoice layout (field size, descriptions, etc.) and txt or XML requirements are available on request. It is imperative that the supplier invoices comply with the agreed to file format, layout requirements and include reference to a valid Canada Post Purchase Order Number. Non-compliant invoices will be returned for correction prior to processing for payment.
Service Entry Sheet
For services received by Canada Post, an entry must be posted in the Canada Post ERP system in order to signify delivery and acceptance of the services. Depending upon the nature of the services and the supplier's business relationship with Canada Post, the supplier may be requested to enter the Service Entry Sheet posting on Canada Post's behalf.
Canada Post will provide a short training session (less than 1 day) on how to complete a Service Entry Sheet posting, if such training is required. In cases where training is needed, the supplier is responsible for providing the necessary resources and internet access to support this requirement.
Evaluated Receipt Settlement
There is the possibility to eliminate the need for supplier invoicing in order to receive payment. This feature is called Evaluated Receipt Settlement (ERS). ERS functionality is triggered when the goods and/or services are acknowledged electronically (see Service Entry Sheet). Acknowledgement of receipt generates payment to the supplier, without the need for invoicing.
When invoked, ERS must apply to all of a supplier's Purchase Orders and cannot be applied selectively to only some orders. ERS is not applicable to all situations. Please discuss your particular business arrangement with your Canada Post Sourcing Management representative.
As a supplier of Canada Post, you are required (where possible) to accept payment via Electronic Funds Transfer (EFT). As part of the EFT payment process confirmation of payment (paper remittance notice) is mailed to you following each payment. As part of any contract negotiated with Canada Post, suppliers are required to provide all necessary banking information to permit payment via EFT.