The purpose of this document is to define the policies and high-level processes that are in place to ensure the effective and efficient control over creditors. This document covers procurement of capex, hardware being sold to customers, and sundry items. It does not cover payments to staff members; this is covered by the HR policies and processes.
Policies and Process
Procurement of any items covered in this policy document is done ito the authority matrix which defines who has authority to procure what. UCS TS will not pay an invoice received from a supplier if it is not accompanied by a UCS TS purchase order number. Where any executive or senior manager has made a commitment to a supplier ito the authority matrix, they are required to complete an expense requisition, obtain the counter signatures required ito the authority matrix, and submit to the finance department so that they can create a purchase order. The purchase order is then submitted to the supplier with details of where the goods and service are to be delivered. It is the supplier’s responsibility to ensure that a POD is received back. The supplier then submits the invoice together with the POD to the finance department. Supplier reconciliations are performed monthly, and supplier payments made monthly. There is a central creditor’s function that supports the national setup centre, and the central service functions. The regions are also able to procure and pay creditors (primarily for independent customers). All creditor’s functions operate on the same principles.
Consideration for Broad Based Black Economic Empowerment
UCS Technology Services (Pty) Ltd recognises the guiding principles of the Broad-Based Black Economic Empowerment - Codes of Good Practice, and therefore resolves and commits to adhere to these principles.
Wherever possible, UCS Technology Services (Pty) Ltd prefers to procure goods and services through Vendors that:
Preferential Payment Terms
UCS Technology Services (Pty) Ltd has resolved to implement preferential payment terms to black owned, black empowered and black engendered SMMEs.
UCS Technology Services (Pty) Ltd will settle between Three (3) and Fifteen (15) days after date of invoice for Qualifying Small Enterprises (QSEs) and Exempted Micro Enterprises (EMEs) that are greater than 51% black owned.
UCS Technology Services is a leading service provider to retailers across South Africa. With over 25 years’ experience in developing and delivering retail technology solutions we support over 16 000 retail sites of various sizes. Our core focus is providing and supporting retail solutions that work. UCS TS is part of BCX, Africa’s largest provider of information and communications technology services.