The “Y” Report Management Process

Purpose

The Dispatch by Supplier Report (referred to as the "Y" Report) process outlines the systematic handling of shipment notifications from suppliers and the subsequent tracking and monitoring of purchase order lines. The primary purpose of this process is to ensure efficient management of incoming goods, recording delivery information, and timely receipting of orders into stock. Additionally, it aims to facilitate communication between various stakeholders to address any overdue or outstanding order lines promptly, ultimately enhancing customer service and operational efficiency.

Scope

It outlines the correct process for updating delivery notifications in the system and monitoring overdue order lines for receipting, clarifying responsibilities to ensure the timely receipt of orders in the system, as well as identifying delivery discrepancy issues.

Procedure

Upon receiving notification from a supplier about the shipment of a purchase order line, the Purchasing Officer will update the system in JDE by:

1. Updating the Promised Delivery Date against the purchase order line to the expected date of arrival at the Branch/DC.

2. Inputting “Y” into the Reporting Code 3 field (Dispatch by Supplier) to indicate that the item is on the way or delivered.

3. Attaching any provided tracking information within the line attachment of the purchase order (if available). Please refer to FAQ - JDE - Attachments Functionality accessible via IT Helpdesk for more information on the PO line attachment functionality.

Purchase order lines marked with "Y" are available on a Retail Branch Dashboard for each Branch/DC. The Retail Branch Dashboard should be actively monitored by the Branch/DC teams to identify any overdue dispatched order lines.

To assist with information availability to the team members without access to the Retail Branch Dashboard, the agent can be set up to automatically send reports weekly to designated recipients for each Branch/DC (AIHD-23955 PO lines Delivered as advised by Supplier).

Purchase order lines that are overdue for receiving will be highlighted in red on the report, indicating an urgent action requirement.

The Branch/DC teams are responsible for reviewing overdue lines for receiving on a weekly basis by:

1. Conducting physical checks for goods in the receiving area/warehouse.
2. Checking the purchase order line attachment for tracking details. For guidance on working with line attachments, please refer to FAQ - JDE - Attachments Functionality accessible via IT Helpdesk.
3. Accessing POD information on Machship if the carrier is managed by ARB or an intercompany supplier (List provided below).
   

   Vendor Names

   KINGSLEY ENTERPRISES PTY LTD

   REDARC

   RHINO RACK PTY LTD

   SMARTBAR

   GoActive Outdoors

   Rubbertree

   Toyota Motor Corporation Australia Ltd

   2 Zero Group

   ARB Ideal Seat

   GLB

   Horizon Graphics

   Nissan National Distribution Centre

   Rayleen Hargreves

   Nice Products PTY LTD

4. Requesting POD from the Purchasing team if necessary.
5. If delivery discrepancy is identified, the Delivery Discrepancy process must be followed.

Ongoing Monitoring and Performance

Branch/DC Managers will receive a weekly overview email detailing total overdue purchase order lines for receiving by branch location. Regular monitoring of dispatched but outstanding order lines is critical for the early identification and resolution of delivery issues and discrepancies.