GP and Purchase Order Processes
Georgia-Pacific Consumer Products Group (CPG) is beginning a digital initiative that will transform our procurement processes.
Starting in June 2019, GP CPG will launch new processes and technology upgrades that allow us to:
- Modernize and standardize operations across all locations
- Capitalize on continuous improvements by our software suppliers
- Take advantage of emerging technologies like IOT, AI, and block chain
We expect this transformation to yield significant benefits for suppliers as well as our operations. While current suppliers may experience some changes in the way we work together, we believe the efficiencies gained will decrease the time it takes to pay invoices. These changes will also complement upgrades to invoice processing across all Georgia‐Pacific.
New Purchase Order Requirements
As of June 1, 2019, CPG is changing how we issue and process Purchase Orders.
The following summarizes how these changes affect our transactional operations:
- PURCHASE ORDERS WILL BE REQUIRED
- WHAT'S NEW: GP is expanding the use of Purchase Orders (PO). Once GP transitions to the new software system, POs will be required prior to payment of invoices
- WHEN: June 1, 2019
- SUPPLIER ACTION: POs must be received and acknowledged by your organization in advance of any work performed or material shipped
- PURCHASE ORDERS WILL BE SENT VIA EMAIL
- WHAT’S NEW: We are moving away from fax and US mail for POs and will now email all POs. This will increase efficiency for all parties and support greater visibility of POs
- ARIBA-ENABLED SUPPLIERS: You will continue to receive POs through the Ariba network
- WHEN: June 1, 2019
- SUPPLIER ACTION: If you are currently receiving POs via US mail or fax, it is critical that you provide your Buyer a valid email address and primary contact no later than May 17, 2019 in order to receive POs after June 1 without interruption during our period of transition
- POs MUST BE ACKNOWLEDGED*
- WHAT'S NEW: Because POs are important for timely invoice payment, we are asking you to acknowledge receipt of your PO by sending an email to your Buyer
- ARIBA-ENABLED SUPPLIERS: Ariba-enabled suppliers must use the Ariba network to confirm
- WHEN: Starting now, suppliers must acknowledge POs and include a valid estimated delivery date (EDD) via email or the Ariba network
- SUPPLIER ACTION: Confirm your PO has been received via email or the Ariba network. Acknowledgements should include a valid EDD, and, confirmation of pricing and quantity. Fax acknowledgements will no longer be accepted
- Within 2 business days of receipt of a PO from GP, the supplier must acknowledge receipt of the PO and either (i) accept the PO or (ii) notify GP of any reason(s) why the supplier cannot fulfill the PO as issued. POs not confirmed in a timely manner will be assumed to be accepted by supplier without modification and/or subject to cancellation by GP.
- The supplier must confirm the correct unit price of the item. GP will work with the supplier to resolve any discrepancies as quickly as possible.
- Any discrepancy between the price set forth in the supplier’s invoice and the price set forth in the PO will result in payment of the price set forth in the PO.
- Note: Any exceptions to this policy must be approved by the corresponding GP Purchasing or Sourcing contact.
The change includes the following:
- CHANGES TO ANY EXISTING POs REQUIRE REVISED POs
- WHAT’S NEW: During the period of our transition from our old system to the new, POs that have been revised after issuance will be re-issued. The revised PO will have the same PO number with details of what has changed and any action(s) needed. You will receive your revised PO either by email or through the Ariba network. In addition, POs that cannot be fulfilled as written will require a revised PO to match what will be sent. Failure to follow these guidelines could affect the invoice process
- WHEN: June 1, 2019
- SUPPLIER ACTION: Confirm your re-issued PO has been received via email or the Ariba network
This website will be updated regularly with information on future GP system and process changes impacting our suppliers. If you have any questions, please reach out to your primary sourcing or procurement contact.