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| 01.PR002 Quarterly Management Meetings |
4.1 Cash Position
Review current cash position report |
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4.2 Management Accounts
Review management accounts report. |
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4.3 Supply Chain Review
Discuss supply chain performance and agree what, if any, action needs to be taken. Priority suppliers will be discussed at every meeting. Non priority suppliers will be reviewed in accordance with the appropriate review schedule. |
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8.3 Insurance
Discuss any renewals in insurance or similar coverage required |
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| 04.PR001 Client Approval |
1.5 Approval - Finance Director
Review the completed form and review company financial statements available from companies house. Depending on the level of information available and/or it's contents, it may be necessary to obtain a credit check report.
If happy to approve, sign the form and return to the requester. |
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1.11 Customer Rejected
If the customer is deamed to be unsuitable, the Business Development Manager should be advised of the decision and the reasons for the decision immediately.
File the completed Customer Request Approval Form in the filing system |
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| 04.PR008 Invoicing and Closing Out |
1.5 Evaluate and communicate project Costings
Assess project budget vs actual spend and collate engineering man hours against each project for evaluation and discuss with the operations manager upon completion. |
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1.7 Communicate the results
Communicate the results of the project costings to management and notify all staff of project completion and any feedback received from clients. |
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| 07.PR005 Supplier Invoices (with/without Purchase Order |
1.6 Pay invoice
When all requirements have been met, payment to the supplier can be released as per the agreed payment terms. |
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| 07.PR010 Payments |
1.3 Review
Review each amount due alongside the supplier's payment terms and collate a proposed payments list for the following day.
Consider:
Days credit
Payment method
Direct Debits
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2.1 Weekly Payments Meeting
If deemed necessary, discuss the proposed payments list prior to processing the weekly payment run.
Follow 2.3 to make a BACS payment
Follow 2.4 to pay by Card
Follow 2.5 to pay by Paypal
Follow 2.6 to pay via Petty Cash
Follow 2.7 to pay Foreign Currency Invoices |
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2.2 BACS
Make a payment for goods via our online banking system |
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2.3 Card Payments
Make a payment for goods using the company debit or credit card |
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2.4 Paypal Payments
Make a payment using our Paypal Account |
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2.5 Petty Cash Payments
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2.6 Foreign Currency Payments
Foreign exchange payments, which are not paid via Paypal, should be paid using, either, the international payment option via our business bank, or our dedicated Amex FX online trading account.
Check the offered exchange rates with both before processing payment.
Consider:
Is this a one-off payment?
Urgency of payment (Amex is instant)
Are we expecting to make frequent large FX transactions? If so, consider cost savings of purchasing currency in bulk. |
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| 07.PR011 New Supplier Setup |
1.1 Check if existing supplier
Check that the supplier is not already set up on the accounting package.
REMEMBER to check inactive suppliers by de-selecting the inactive check box.
If the supplier is already setup and has been set to inactive, seek guidance from the Finance Manager.
If a new supplier is required, continue with process.
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| 07.PR016 Annual Accounts |
1.1 Arrange Preparations of Accounts with Accountants
Set out a plan for the tax return. Assign responsibilities and actions required as advised by the accountant. |
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1.2 Submit Prepare Accounts and Tax Returns
Submit tax return with accountants assistance by the government deadline. |
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1.3 Storing Tax Return
Store a copy of the tax return in the finance folder and in the company accounts system. |
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| 07.PR017 Bank Reconciliation |
1.2 Assign Statement Items
Go through each item on the statement and assign to a supplier invoice or customer invoice in the company accounts package. All transactions must be accounted for. Any outstanding or unverified transactions must be raised with finance manager immediately.
Upfront payments made to suppliers will not have an invoice. You must check the amount credited from the company account alongside the purchase requisition and PO approved values. If the values match list the payment in Sage as "on account".
If the payment does not match revert to finance manager for investigation. |
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| 07.PR018 Credit Card Management |
1.4 Reconcile Credit Card Statement
Reconcile credit card statement with accounting system.
Issues should be discussed with Finance Manager. |
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1.5 Issue Payment
Log payment for outstanding credit balance to be made from company bank. Issue payment by deadline and update company accounting system (SAGE). Deduct minimum payment from amount issued from general bank.
Minimum payment amount and date will be detailed on the statement. |
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| 07.PR031 Supply Chain Management |
1.2 Set up meeting with Finance Manager
Arrange meeting with the Finance Manager to review selected suppliers.
The frequency will be dependent on the number of suppliers requiring review but typically, a review will consist of several suppliers, rather than a separate meeting for each supplier.
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1.3 Review documentation and performance
If required, prior to the review, discuss the performance of any suppliers with the Procurement Administrator and Operations Coordinator.
Any non-conformances will be logged within the NC/IO register. This should also be checked to determine if there are any issues with suppliers that need to be taken into consideration. Discuss any issues with the QA Manager
The QHSE reports and IMS Management review minutes can also be used as inputs.
On the Memo Tab on the accounting package look for the stored copy of the Supplier Evaluation Form and associated documentation (if applicable.
If the dates on the documentation (ISO certifications, insurance etc.) have lapsed, or if there is no Supplier Evaluation Form stored, issue a new Supplier Evaluation Form to the suppliers.
A risk based approach is recommended (i.e. a more thorough review of suppliers critical to business performance is more valuable than low volume commodity suppliers). In, addition, Metron has a broad supply chain and our clients rely on us for fast delivery and so delivery times and responsiveness of suppliers should be taken into consideration.
Additional criteria to take into consideration;
-Delivery times
-Price
-Quality of products/services
-Relevant certifications/permits etc. |
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| 13.PR016 New Subcontractor and Key Supplier Evaluation |
1.1 Need Identified
Prior to ordering any items a check is to be completed of the Approved Sub-Contractor and Supplier Register to ascertain whether the supplier is already approved
When the need for a new sub-contractor or supplier is identified 13.DC010 - New Sub-Contractor - Supplier Request is to be completed by the requester and sent to the QHSE Manager immediately for process
If no supplier evaluation is required, proceed to step 1.5. |
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1.2
The Sub-contractors and Suppliers form is not a prerequisite for urgent orders. Any orders deemed urgent are to be discussed with senior management. Authority to proceed will only be granted after back ground checks and appropriate due diligence checks have been completed. In this instance the purchase requisition should be authorised by senior management. |
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1.3 Identify Requirement
On receipt of 13.DC010 the QHSE manager after discussion with the Finance Manager and other relevant management will decide which evaluation form is to be sent to the supplier. The default document for new Suppliers is 13.DC011 unless the supplier is deemed a level 2 supplier, in this case 13.DC012 will be utilised. This decision will be based on the size of the supplier to be utilised, the nature of the order and if the goods concerned are safety critical components or have the potential to effect service quality.
Due to nature of our operations in terms of the maintenance of obsolete or discontinued equipment and spares Level 2 suppliers are likely to be smaller operations who are not likely to hold ISO/OHSAS certification, professional body subscriptions or relevant safety/quality/environmental statistics etc. The use of these suppliers is only to be utilised as a last resort or when no other suppliers are available.
All Sub Contractors will be subject to 13.DC011- Sub Contractors and Key suppliers Questionnaire.
Once the decision is made on which evaluation form is to be utilised the QHSE manager will prepare the necessary questionnaire and certificate of conformance and forward to the new sub-contractor/supplier along with a covering letter explaining why the information is being requested and what documents need to be supplied to GTS Metron Limited for review |
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1.5 Review
The completed questionnaire and supporting documentation received from the new sub-contractor/supplier is then to be reviewed by QHSE, Finance managers, legal/contracts assessor and CEO
Once each departmental review has taken place and if approved Form 13.DC010 is to be updated and signed by the relevant management representative.
Sub-contractors and key suppliers will be subject to a pre-qualification check of their safety performance by review of their safety programs, safety training documents and safety statistics. The following information will also be a consideration for approval
ISO 9001, ISO 14001, ISO 45001 or OHSAS certification
Visit feedback from any management visits
QHSE performance
Results from any QHSE audits
When reviewing all new sub-contractors and supplier questionnaires, the relevant Manager in addition to the information provided within the relevant questionnaire, should be also be considering the following:
Are there any legal implications of using the supplier (international trade restrictions etc.)?
Are there any HSE reasons for not using the supplier?
Does the Sub-contractor/supplier hold the required insurances?
Does the supplier's credit rating etc. present an acceptable level of risk?
Are there any ethical reasons for not using the supplier?
Are there any HSE reasons for not using the supplier?
If deemed necessary, the Finance manager is to check over the companies accounts with Companies House. |
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