Purchasing procedures are:
- A purchase requisition is initiated by a department requiring products or services and sent to the purchasing office.
- A buyer determines complete and accurate specifications in collaboration with the user department.
- Good business practices are followed to determine the best offer for goods and services.
- A purchase order number is assigned when placing orders.
- A packing slip with a purchase order number must accompany all incoming orders.
- Central Stores is responsible for all purchases received from suppliers and the distribution of these goods to the appropriate hospital department.
- Receipt of an invoice with a reference purchase order number is necessary before payment can be made.
Pricing and other communication
Only purchasing personnel are authorized to obtain information about price. Any communication regarding price should be directed to the appropriate buyer and not the user department. Suppliers should always specify terms that affect prices, such as shipping and discount terms. Competitive pricing information may be shared with the requesting department before an order is placed. In these instances, the pricing information is considered confidential.
All correspondence involving purchase orders should be channeled through the Purchasing Department so that a complete record of the transaction is maintained. All communications, whether invoice, credit, letter, shipping instructions, facsimile, electronic mail, or personal communication, should refer to a purchase order number.
Equipment on loan
All equipment brought into the Hospital on loan for evaluation or approval, is arranged through the Purchasing Department by means of a proper purchase requisition and subsequent assignment of a purchase order number. The Purchasing Department also arranges the return of items.
Products provided for loan in no way obligates the Hospital to purchase these specific items from the provider.
Grand River Hospital is engaged in electronic data interchange (EDI) with major suppliers. If your company is EDI capable, or if you would like to inquire on what is involved in electronic commerce with the Hospital, contact the purchasing manager.
Suppliers are asked to pay special attention to packaging, shipping instructions and delivery dates. Unless instructed by purchasing, deliveries are to be F.O.B. destination. The goods are to be shipped in the most economical manner to meet the stipulated delivery date.
Destination is defined as the Grand River Hospital, as specified as:
- Kitchener-Waterloo Campus
- Freeport Campus
- Other locations as instructed
Deliveries are accepted between 7 am and 4:30 pm Monday through Friday. Only supplies with an outstanding purchase order are accepted. When goods are received, the vendor’s packing slip is signed by central stores.
The purchasing department processes the return of goods by means of a shipping memorandum. The vendor is contacted for an authorization number as per their return policy.
To ensure prompt payment, mail all invoices to the accounts payable department, Grand River Hospital, PO Box 9056, Kitchener, ON, N2G 1G3.
Ensure the following information is included on all invoices:
- Sold to: Grand River Hospital
- Shipped to address (Kitchener-Waterloo Campus or Freeport Campus)
- Purchase order number
- Remit to: name and address
- Invoice number
- Invoice date
- Delivery date
- Description of item
- Product or catalogue number (if applicable)
- Quantity shipped
- Quantity back ordered (if applicable)
- For each line item: gross price, discount (if applicable), net price
- GST (goods and services tax) itemized for each line
- GST for freight (if applicable)
- Supplier’s accounts receivable department telephone number
Each invoice is to contain information from only one purchase order. The information on the invoice must agree with the information on the purchase document (i.e. description of items, unit of measure, unit price). Discrepancies must be settled before the invoice is paid.
For payment inquiries, contact accounts payable at 519-749-4300, ext. 3845 or fax 519-749-4287.