Material Controller

The procedure is written by myself, as i had done this job back some years..Hope this will help, who are involve in Procurement section in any company/organisation.

Expediting Department is required to expedite materials as the following.
Interface with the end user and the Vendor and perform expediting functions to better deliveries and resolve material discrepancies. Reviews purchase orders for expediting requirements, seeks solutions to technical problems, reviews reports to clarify misunderstandings, monitors client changes, informs superiors of delivery status. Organizes and attends meetings with suppliers to resolve issues for better performance also generates monthly vendor performance reports.
Role of Expediting
• Expediting is the facilitation of the timely processing and shipment of material, equipment, and supplies ordered by company for its clients.
• The expeditor becomes involved directly after a purchase order is awarded. They also expedite priority reqs when instructed by management.
• The expeditor’s role ends when the material is physically received and accepted at final destination site according to set procedures.
General Duties of Expeditors
• Ensure timely delivery of equipment, materials and documentation in order to meet critical project milestones
• Liaison with Purchasing, Engineering, Inspection. Accounting & Finance, Warehouse, and Logistics
• Act as single point of contact for all delivery related communications
• Comment on supplier performance capabilities and ability to meet quoted delivery requirements with all necessary documentation
• Maintain healthy, open relationships with the Suppliers.
• Apply the principles of good supply chain management in their dealings with all Suppliers
• Monitor / Resolve all Report of Discrepancies (ROD), and Overage, Shortage and Damage (OS & D)
• Initiate contact and maintain contact with the Supplier until final receipt of material at site
• Confirm all material deliveries are achieved in accordance with establish schedules
• Monitor delays and access impact on delivery schedule.
• Provide document support to the Procurement Department
• Provide data for input into status reports
• Maintain or provide data for all tracking and delivery logs
• Ensure all expediting documentation and communication is included in the procurement file
• Update the end user on status of their purchase orders
• Assist the warehouse with shipments without packing lists
• Expedite and coordinate with buyer on air freight for urgent shipment
• Expedite and track material on special projects for upper management
• Expedite and track material, leased equipment on subcontracts for the end user
• Advise the responsible buyer when the vendor attempt to change any part of the agreement (example – material, specifications
• Request verification of delivery times from suppliers
• Follow-up with supplier on material not delivered on time
• Notify PSM and appropriate people of any slippage resulting in negative floats due to delivery delay
• Works with warehouse, buyers and suppliers to correct deficiencies, shortages, unacceptable substitutions and other problems
• Maintains Priority on P1 requisitions
• Expeditors work the material until received. It is the warehouse responsibility after the material is received
• Provide procurement copies of critical communications
• Monitor expediting reports on a regular basis for delivery date slippage
• Communicate with supplier on status of delivery
• Provide end users with status as requested
• Address any change in prioritization as necessary
• Monitor / resolve any issues with:
– Local: Overage, Shortage and Damages (OS&D – local)
– Transfer: Report of Discrepancy (ROD) - transfer MR purchased at regional procurement
• Follow-up on delivery date per purchase order terms and conditions
• Notify Project Manager and any involved persons (such as end user, Buyer or SCA) of any delay that can:
– Substantive impact the float time on the delivery date
– incur contractual changes to the project
Expeditor’s duties start
When a P1 req. is submitted to Procurement
OR when Procurement awards a purchase order

Expeditor’s duties end
When procurement receives a valid complete Material Receiving Report (MRR) from the warehouse at final destination; i.e. when the warehouse receives and accepts the ordered material according to set procedures. (Final destination may be a remote site and involve more than one material receiving point (location)

Thanks & Rgds,

From Kuwait, Hawalli
Wonder how the expeditors to put effort to accelarate the delivery(-ies).Especially when the delivery has been delayed. the funny story is seems that the performance of the expediting in my project is only transfering information from the supplier to the client. No action plan required to the supplier to shorten the delivery or causes analysis to make action plans.
From Namibia, Windhoek
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