Creating Suppliers

POLICY OBJECTIVE (S)

THE HIGH LEVEL DESIRED OUTCOME (S) RESULTING FROM THE IMPLEMENTATION OF THE POLICY AND / OR THE REASONS WHY THIS OUTCOME (S) IS NECESSARY.

Only the approved suppliers, as defined by the Supply Chain Department are to be loaded for the brand.

POLICY

THE ACTION (S) THAT NEEDS TO TAKE PLACE AND / OR THE STANDARD THAT NEEDS TO BE ACHIEVED IN ORDER TO ACHIEVE THE POLICY OBJECTIVES.

The procedure for loading needs to be followed rigorously and completely in order that we keep our supplier base up to date and fully compliant with the product strategy of the brand.

PERSON RESPONSIBLE (ACCOUNTABILITY)

Bold = Responsible Person (s)

Store Manager	Supervisor	Cashier
Forecourt Attendant	Shop Assistant	Kitchen Assistant
Site Administration	Site Finance	Product Administrator (MSO)
Dealer / Franchisee	Regional Business Manager (MSO)	Country Manager (MSO)
Supply Chain Manager

FREQUENCY OF POLICY IMPLEMENTATION

Bold = Frequency (s)

Daily	Weekly	Monthly
Start Up / Once Off	Ad Hoc	Recurring

ABBREVIATIONS & DEFINITIONS

POS	Point of Sale
APPROVED SUPPLIER	A supplier that has a documented and signed agreement with Retsol.

POLICY IMPLEMENTATION

PROCEDURES / ACTIVITIES / STEPS THAT NEED TO BE COMPLETED SEQUENTIALLY TO ACHIEVE THE POLICY OBJECTIVES.
THE POLICY IMPLEMENTATION FORMS THE BASIS FOR BUSINESS REVIEWS.

1. Checking for Duplicates.  Before beginning the process of adding a new item, various checks need to be done to ensure that the supplier does not already exist on Polaris.
   1. ​​​​​​​On the top left of the screen click on the magnifying glass.  Input the word ‘supplier’ and select SUPPLIERS.
   2. Have a look in the NAME field to confirm that the supplier does not already exist.
   3. If you are certain that the product does not exist, then continue.
2. If you need to add the supplier, click on NEW
3. Your screen is divided into 2 halves.  In the top half of the screen:
   1. An ID number will be auto-generated by the system.  This will be the supplier number allocated to the new supplier.​
   2. Enter the name of the supplier in the NAME field given to you by the Supply Chain Department.
4. In the lower half of the screen you will see 4 tabs:
   1. On the ORDERING tab, under the ORDER TYPE field, select the MANUAL option from the dropdown.
   2. On the ADDRESS tab
      1. In the ADDRESS TYPE field enter STREET ADDRESS
      2. Populate the street address of the supplier as well as the PHONE NUMBER, EMAIL address and the CONTACT NAME of the person we need to deal with for that supplier.
   3. You will note that the PRODUCTS field will be blank, but as products get loaded against this supplier, this is where they will appear.

TOOLS

JOB AIDS / CHECKLISTS / USER GUIDES / DEVICES / SIGNAGE THAT ARE NEEDED TO IMPLEMENT THE POLICY.