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 expeditors 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
Expeditors duties start
When a P1 req. is submitted to Procurement
OR when Procurement awards a purchase order
Expeditors 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, 7th August 2010 From Kuwait, Hawalli