How can you make notice to suppliers that they must attached the local purchase order their receipt?

To effectively communicate this requirement to suppliers, you should take the following steps:

1. Provide Clear Instructions on Purchase Orders:

- Ensure that all purchase orders issued to suppliers clearly state that they must attach a copy of the local purchase order to their receipts.

- Specify that the attachment of the local purchase order is mandatory for accurate processing of payments.

2. Update Terms and Conditions:

- Revise the terms and conditions of your business to include the requirement of attaching the local purchase order to receipts.

- Ensure that suppliers are aware of the updated terms and conditions before placing orders.

3. Communicate through Email:

- Send a formal email to all suppliers highlighting the new policy and the importance of attaching local purchase orders to receipts.

- Request them to acknowledge receipt of the email and ensure compliance with the new requirement.

4. Phone Call Reminders:

- Contact key suppliers over the phone to personally inform them about the updated requirement.

- Confirm their understanding and answer any questions or concerns they may have.

5. Follow-Up and Monitoring:

- Regularly check incoming receipts to ensure that suppliers are complying with the new policy.

- Promptly address any instances of non-compliance through friendly reminders and discussions.

6. Implement Incentives or Penalties:

- Consider offering incentives or discounts for suppliers who consistently attach local purchase orders without delay.

- Conversely, you could impose penalties or delayed payments for non-compliance.

7. Provide Training and Support:

- Offer training sessions or provide guidance materials to suppliers on how to properly attach the local purchase order to their receipts.

- Ensure that they understand the importance of adhering to this requirement.

8. Regularly Communicate Updates:

- Inform suppliers about any changes or updates to the policy in a timely manner.

- Keep communication channels open to address any questions or concerns that may arise.

By implementing these steps and maintaining consistent communication with suppliers, you can ensure that they attach the local purchase order to their receipts, streamlining the payment process and enhancing efficiency in your business dealings.