Sodexo has established a list of purchasing categories for which either a purchase order and/or a cost center is required. With reference to this list of purchasing categories, each supplier has been flagged into the system with a specific criteria :
- PO supplier : a purchase order is always required to submit an electronic invoice to the portal
- No PO supplier : no purchase order is required, but a cost center is required to submit an electronic invoice to the portal
You can find this information in the awareness email sent by Sodexo to inform you of the new financial process and platform.
PO number or cost center are provided by Sodexo. If you don’t have a PO number or a cost center, please liaise with your Sodexo point of contact.
If you work with Click and Buy take the following considerations:
-
Do not interpret the quantity orders:
If the site requests 1 unit (jar, can, pza, etc), but the minimum unit of sale is 1 box you should call the site and ask them to cancel the order and place a new one with the corrected quantity. -
Do not invoice products that are not included in the Catalogue:
If the site asks you for an item not included in the Catalogue, you must contact Purchasing Department so that, if it's considered appropriate, it can be included in the Catalogue. -
Check the prices mentioned on the purchase order you've received:
If on receipts of the purchase order the price is not correct advise the Purchasing Department to clarify the situation.
If the price is incorrect, C & B will be able to modify it so that the rest of the orders are not affected. -
Do not take orders by telephone:
All orders must be created on C & B so no telephone orders should be accepted. This includes adding products. If the site forgets to include a product in the order, a new order must be generated for this item.
If you don't work with Click and Buy or your service is not included take the following considerations:
- The invoice must include the order number and cost center given to you by the Purchasing Department
- The invoice must state the period/month your are invoicing
- Do not send future-dated invoices
- If you need to invoice any extra cost you must have a Click & Buy order for it on a separate invoice.