Panda Supermarket Sdn Bhd

(854073-K)
Date

Name of Company
Address1
Address2
Poscode City State
Tel: Fax:
Attn:
Dear Sir,
Re: Notice on New Purchase Order (PO) and Goods Receiving (GR) Policies
We write to inform that Panda Supermarket Sdn Bhd (hereinafter refer to as Panda) will be implementing the
following new Purchase Order (herein after refer to as PO) and Goods Receiving policies for all our outlets
effective XX/XX/XX.
1.

Suppliers Item Unit List Cost, Carton Listed Cost and Item Perpetual Trade Offer
You are required to provide us an updated Unit and Carton Listed Cost as well as Perpetual Trade Offer of
the items supplied by you 7 days prior to the abovementioned effective date for our HQ Merchandising
Departments Approval. The PO issued by our company in the future will strictly follow the Listed Cost and
Trade Offer approved by our HQ Merchandising Department. Therefore, should there be any increase or
decrease of listed cost in the future, an official quotation to indicate the price change is required to submit
to our HQ Merchandising Department 14 days in advance for approval failure which we reserve the right to
issue the PO based on the lower cost.

2.

Suppliers Item Packing Size, Unit of Measurement, Carton Quantity & Valid Products Barcode
You are required to provide us the information on Items Packing Size, Unit of Measurement, Carton
Quantity and the valid Products Barcode of the items supplied by you in order for us to update into our
system 7 days prior to the abovementioned effective date. The PO issued by our company in the future
will strictly follow the above Item Information provided by you. Should there be any changes in the above
Item Information which include changes of Products Barcode, you are required to inform our HQ
Merchandising Department in writing at least 3 days prior to the delivery of goods in order for us to update
into our system. We reserve the right to reject the goods delivered if the Products Information especially
Products Barcode differ to the information maintained in our system as all the Item Products Barcode will
be scanned check thoroughly during the Goods Receiving process

3.

PO Issuing Date, Delivery Date and Expiry Date

Our PO will clearly state the Date of Issuing, Date of Delivery and Date of Expiry. Please try to adhere to
the Date of Delivery failure which Panda reserves the right to reject the goods delivered. Goods delivered
without a valid PO or after the expiry date will be rejected by our receiving team

4.

PO Item Quantity, Unit Cost and Total Amount

Our PO will clearly state the Item Quantity Ordered, Unit Cost and Total amount of the item. Should you
not agree to the Quantity or Unit Cost stated in our PO, kindly inform our merchandiser to amend the PO
or to re-issue a new PO to reflect the changes before delivery.

Goods delivered without obtaining the

amended PO or a new PO would imply that you have agreed to accept the original PO quantity and price

82-1 Jalan PPM4, Plaza Pandan Malim Business Park, 75250 Melaka Tel: 06-3373680/97 Fax: 06-3373681

5.

PO Item Trade Offer

Our PO will clearly state the Item Trade Offer Quantity, if any. Should you not agree to the Trade Offer
stated in our PO, kindly inform our merchandiser to amend the PO or to re-issue a new PO to reflect the
changes before delivery. Goods delivered without obtaining the amended PO or a new PO would imply
that you have agreed to accept the original POs trade offer quantity and price. As such, Panda reserves
the right to reject the goods delivered or debit the variance between normal price and trade offer price
should you fail to comply with the trade offer quantity and price stated in the original PO

6.

One PO is valid for One Delivery and One Invoice/DO to be issued to match the PO
Our PO is valid for one delivery only unless the term Partial Delivery Is Allowed is stipulated in the PO.
The undelivered items in the PO will be automatically cancelled by the system and hence our receiving
team will not be allowed to receive in the second delivery anymore. The items stated in your Invoice/DO
are to match our PO item ordered. Another word, if we issue two PO to you, you are required to issue two
invoices to match our PO item ordered. We reserve the right to reject the goods delivered should your
Invoice/DO fail to match our PO item ordered.

7.

Exact Matching of our PO line number and item sequence in your Invoice/Delivery Order
We reserve the right to reject the goods delivered should your Invoice/DO fail to match our PO line
number and item ordered.

Another word, if we issue two POs to you with item 1-10 in each PO, you

should match our two POs by issuing two Invoices/DOs with the exact item sequence
8.

Presentation of our PO upon delivery of goods

Your delivery team must bring along a copy of our PO during delivery of goods. Kindly ensure the PO
number printed on your Invoice/DO must match our PO number failure which we reserve the right to
reject the goods delivered

9.

System Generated Goods Received Difference Advice - Quantity Variance without Item Cost
Should there be any variance found between the quantity stated in your Invoice/DO and actual quantity
received, a duly signed system-generated Goods Received Difference Advice (GRDA) with quantity
variance will be issued for your delivery team to verify and acknowledge. Your delivery team or appointed
delivery agent shall record his/her name, IC No, transport vehicle registration number on the GRDA before
signing-off to acknowledge acceptance of the variance quantity. A copy of the system generated GRDA
duly signed by both parties (our receiving team and your delivery team) will be given to you on the spot.

10. System Generated Goods Received Difference Advice - Quantity Variance with Item Cost and
Price Overcharged (if any)
Our EDP/Account Department will subsequently issue a system generated Goods Received Difference
Advice to indicate the total amount of variance as well as any Price Overcharged (variance between your
Invoice amount billed and our PO cost issued) to you and the amount will be deducted from the payment
to you.
11. Non Printing of Goods Received Difference Advice (GRDA) due to Unforeseen Circumstances
In the event that GRDA cannot be generated by store during delivery due to unforeseen circumstances
such as systems breakdown, a manual GRDA will issued to you to indicate the variance between the
quantity stated in your Invoice/DO and actual quantity received by us.

Subsequently, a duly signed

system generated GRDA will be issued and used to deduct from the payment to you.
We trust the above is in order. However, we may further enhance our Purchase Order and Goods Receiving
Policies and you will be duly informed in writing shall there be additional clauses to be added as and when we
deem necessary.
Should you require further clarification, please do not hesitate to contact the undersigned at xxx-xxxxxxx.

82-1 Jalan PPM4, Plaza Pandan Malim Business Park, 75250 Melaka Tel: 06-3373680/97 Fax: 06-3373681

Kindly acknowledge receipt of this letter and acceptance of the abovementioned terms and conditions by
signing and returning to us the duplicate hereof.

Yours faithfully,
For Panda Supermarket Sdn Bhd

_____________________
Loo Chee Wee

I/We hereby acknowledge receipt

___________________________
Name:
Designation:
Company:
Date:

I/We herby agree and accept Pandas Purchase Order and Goods Receiving Policy

__________________________
Name:
Designation:
Company:
Date:

82-1 Jalan PPM4, Plaza Pandan Malim Business Park, 75250 Melaka Tel: 06-3373680/97 Fax: 06-3373681