Supplier Relationships with CrossCountry

Here at CrossCountry, we encourage the formation of strong working relationships with our suppliers, as well as our customers and our employees. We grow our business by listening and supporting the businesses we work with. This information is here as part of that commitment to improving relationships and will help you to get an accurate idea of how CrossCountry operate as well as our vision for the future.

Purchase Orders (POs)

The use of Purchase Orders for supplying goods and services to CrossCountry is an integral part of our business process. In addition to being a legal document it also provides clarity to both parties concerned. Therefore, CrossCountry does not accept any liabilities for work undertaken without the express authority given through the issue of a PO. A supplier should receive a 6-digit Purchase Order number, starting with the digit "3", before work commences or goods are delivered.

When a PO has been received by a supplier it should be checked to ensure it represents the goods or services that have been agreed with the price and terms expected. Any missing or incorrect details should be immediately notified to the CrossCountry contact so that a revised PO can be issued and the goods or services supplied.

You can assist your CrossCountry customer by clearly stating what description to use on the PO, including any codes, product numbers, job references, and any breakdown by line items; particularly if there is going to be multiple invoices against a single PO.

Invoices and Accounts Payable (AP)

All invoices are date stamped on receipt and loaded to our designated P2P system, Oracle, on arrival. However, if there is a discrepancy then the invoice, along with a cover note explaining the problem, will be sent immediately back to the supplier. You will then need to correct the details on the invoice, send a Credit Note or contact the originator to amend the PO itself before returning the invoice for payment.

Our Accounts Payable (AP) team work with a large volume of invoices. If you do need to correct details then you are asked to contact the named individual on the PO or your CrossCountry customer for assistance before you contact AP.

AP will return any incorrect invoices to the contact details on the invoice. If you would like these sent to an alternative contact then please make sure this is highlighted on the invoice.

Please make sure all invoices are addressed to 'XC Trains Ltd' and not CrossCountry Trains Ltd.

Common problems that can be avoided include:

• The PO number quoted is fully billed and therefore there is no longer valid
• The invoice does not balance with the value on the Purchase Order
• The invoice does not balance with the quantity ordered on the Purchase Order
• The company name and address is incorrect; is not addressed to XC Trains Ltd.
• The VAT has been incorrectly calculated

Plans for the year ahead

In order for us to work effectively together, you will need to recognise and understand the targets that CrossCountry has set itself for the year ahead. These strategic procurement objectives have been applied to encourage development within our company which will also positively impact our suppliers.

For more information, please read our 2015 purchasing strategy.

Continuous improvement challenge

How can we improve, what procedures can benefit you or our customers? If you have any examples or ideas then we are keen to discuss ways to make this happen. Please send any suggestion you may have to [email protected].