Guidelines for Buyers

General
Control all supplier incoming calls and rep visits. You specify when the reps call in and how long they spend here. They can be a major time waster.

Product range updates are to be done monthly. You are not doing your job properly unless you are continually changing your range to match customer demand.

A record of all deals with suppliers must be kept in the red “COD and Special Deals “ book in the office. Alterations to these deals must be noted and dated.

No staff are to ever participate in a so called customer loyalty schemes which benefit staff directly, Management sees these as bribes to encourage staff to make buying decisions contrary to the interests of BAG and our customers. Staff are not to take advantage of any supplier handouts in excess of $50. BAG policy is to just let them go, we are interested in getting best quality product at the best price for our customers at all times. A rebate paid to BAG is more appropriate.
All handouts or gifts from suppliers are to recorded in back of the red “COD and Special Deals “ book in the office by the office manager. Definitely do not accept cash handouts at any time.

You should keep an address book or computer list of all current and potential suppliers. You never know when you may have to look for alternatives. Specify what each supplier specialises in.

It is critical that all incoming stock is handled very quickly, immediately most of the time. The areas we have available are limited, and keeping them clear will reduce congestion and improve safety.

It is very important that no staff are to ever participate in so called customer loyalty schemes which benefit staff directly, or any other arrangement with suppliers which directly benefits staff.
Staff, particularly the less experienced, need to realise that there are some pretty effective operators / salespeople out there. Occasionally a supplier is going to pop up who is going to work their way around you with low key offers and gradually up the ante, you can get into a position which is increasingly hard to back out off.
Management sees these as bribes to encourage staff to make buying decisions contrary to the interests of BAAG and our customers. Staff are not to take advantage of any supplier handouts in excess of $100. Our policy is to just let them go, we are interested in getting the best quality product at the best price for our customers at all times.
Given that a bottle of wine at Christmas can be considered OK, but all handouts from suppliers are to recorded in the back of the hardcover book with office manager. It is your role to be totally focussed on negotiating deals for BAAG, it is your role as a buyer for BAAG

Customer orders

As a buyer it is your responsibility to maintain the customer order requests. One of the major problems that we have had in the past has been due to the inconsistency of pick-up points. Staff and customers alike don’t know where the item has been left. The following areas are designated pick up areas.

R4 counter – Smaller Hardware and giftwares
Gallery store – Gallery items
Pot (seedling) reserve – Larger hardware, pot and giftware orders
Plant reserve – All plant orders

Environmental Policy and Buyers
Under Bulleen Art & Garden’s environmental policy, buyers in all departments must consider the environmental impacts and implications of the products they purchase. They must aim to minimize the purchase of goods that are environmentally unfriendly (eg. Toxic, from unrenewable resources, at the expense of other communities, environmentally unsustainable) and where possible provide environmentally friendly alternatives. Some products should not be stocked. Buyers are encouraged where possible to provide a range of environmentally friendly products and have these merchandised in such a way as to encourage their purchase.
It would be useful if buyers could keep a record of environmentally influenced decisions made in their sections.

See also the Green Purchasing Guidelines in the policies section of the job descriptions folder.

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