The buyer is responsible for placing purchase orders with suppliers to maintain consistent in stock levels at the assigned branch locations. Daily review of the assigned suppliers using the Heritage Landscape Supply Group (HLSG) ERP system to determine which items require purchase. The buyer is expected to maintain inventory levels within the current buying guidelines as defined by the purchasing manager.

The buyer's basic daily commitment is to action all backordered items and complete all expedite requests each day. Action is a buyer's conscious choice to change or not to change the current status of the backorder or expedite request.

Buyers complete the purchase order management process from creation to close of the purchase order. The buyer will create and send purchase orders (PO) for daily replenishment based upon the HLSG standardized PO entry process.

• PO follow up activities for buyers include supplier acknowledgement of PO receipt, costing confirmation, updating order shipping, and expected receipt dates, etc.
• Contacting suppliers to inquire about open line items that have aged past expected dates, making PO notations and future updates until the PO is completely received and closed.
• Buyer assist the location managers and accounts payables teammates with closing the PO for payment
  • includes contact suppliers, location managers, correcting item costing, adding additional costs like freight or handling to assist in the PO closure process.

Buyers develop relationships with branch managers and sales teammates through positive communication about item or supplier information requests. Assist with collecting new item creation or activation information from the branch or sales teammates. Provide supplier contact information as needed by the branch or sales teammates.

Develop relationships with suppliers and maintain contact records within the ERP for both inside customer service representatives and outside sales representatives for each supplier assigned. Collect and submit all supplier price change notifications, promotional or special programs, buying opportunities, etc. to supervisor to review.

During the daily item review for purchase, the buyer will perform proactive item maintenance of usage rates, fixed reorder points, reorder point calculation methods, unusual lead times, etc. Create cost update records for all supplier items assigned to the buyer. Manually correct individual item costs in Agility based upon supplier cost updates received from supplier. Prepare costing files for upload in Agility and send to the pricing team to validate and upload.

Review SLOB report (slow moving and obsolete inventory) weekly to evaluate inventory that is eligible for transfer or return to supplier to help maintain healthy inventory at the assigned locations for assigned suppliers.

A typical buyer's day would be like the tasks in this outline.

Upon arrival check all e-mails from HLSG teammates and suppliers and action as necessary Complete PO confirmations from previous day's ordering by the expected ship dates, expected receipt dates (header & line level), PO label, Freight terms and notations or tracking numbers in the PO description field. Run SPO's complete the daily ordering

Back orders and critical items first then stocking orders and item maintenance

Utilize the PSO (potential stock out/empty shelf) report to expedite any item that is already on order but has the potential to stock out prior to the products arrival by placing orders with secondary supply or branch transfer

Follow up with vendors on all POs that have not been acknowledged within 3 days of placing the orders. Run open PO reports and follow up with vendors on all open / backordered items beyond the expected receipt date. Adjust shipping information by editing new shipping/receipt dates on the PO and add notes as needed. Contact branches with backorder information if S/O are tied to the items. Review APPO exceptions as provided by your APPO person Check e-mail regularly (at least once every 15 minutes) for item activates, new part number help and any other field requests about items in the system All entered expedite orders are completed as they are entered all expedites are complete before 4PM the same day Compile and submit supplier price changes to Heritage Pricing for upload Review SLOB report to identify transfer opportunities or supplier returns Work on supervisor assigned projects, large buys, etc.

• Purchasing Promise
  • A-Z procurement
    • Manage all supplier POs
  • All EBORF requests processed same day
  • All negative items actioned = Actioned is purchased or communicated why not purchased to branch
  • Empty shelf items actioned = Empty shelf items expedited

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