Here are details on staying connected to our e-Procurement system, and other ways to work effectively with our supply team.
1. Receiving Orders
When ordering goods or services, CBC/Radio-Canada creates and transmits a Purchase Order (PO) and / or a Contract with a unique reference number to the supplier. The supplier should be in receipt of a valid PO or Contract reference number before providing the goods or services.
In cases where a supplier has been provided with a reference number only and may want to confirm the authenticity of the order, the supplier may email firstname.lastname@example.org
, and provide the reference number for verification. CBC/Radio-Canada will respond Monday to Friday during normal business hours.
CBC/Radio-Canada offers different invoice and payment options, as well as supplier support should a delay in payment occur.
CBC/Radio-Canada offers two paperless invoice options:
- Submission by email: email@example.com
- Submission via the CBC/Radio-Canada Vendors’ Self-Service Portal: Upload your invoice
The benefits to your company include:
- Reduced paper, postage and handling costs;
- No lost invoices;
- Timelier invoice processing and payments; and
- An environmentally friendly choice.
Submitting compliant invoices will help ensure delays are avoided. Therefore, supplier invoices should always reference a valid Purchase Order, Contract number or the name of your CBC/Radio-Canada contact.
Additional information that should be referenced on each invoice includes:
- CBC/Radio-Canada’s central billing address Please note: A department or programme title is not sufficient
- Supplier name and address
- Invoice number
- Invoice date
- Value and currency
- Description of goods and services supplied
- CBC/Radio-Canada PO or Contract number (if applicable)
- Contact details of CBC/Radio-Canada representative (if no PO number provided by CBC/Radio-Canada)
Please Note: Any invoice that does not comply will be returned to the supplier for resubmission with the correct information. This could lead to a delay in payment.
You can review CBC/Radio-Canada’s invoicing standard, as well as a sample invoice here.
2.2 Invoicing options e-Invoicing (For High Volume Suppliers)
To help improve the efficiency of our invoicing process, CBC/Radio-Canada has adopted electronic invoice receipt for non-Purchase Order invoices. This enables linkage between our suppliers' systems and our Account Payable e-hub system. Advantages include faster processing, reduced postage and printing costs, and reduced quantity of lost or misplaced invoices.
You are a CBC/Radio-Canada high volume supplier if you:
- Send more than 40 invoices per month;
- Already have electronic invoicing set up; or
- Can provide documentation of your e-Invoice data structure (file specs).
For more information, please contact us at our dedicated e-Invoicing email account: firstname.lastname@example.org.
2.3 Avoiding payment delays
To avoid possible payment delays,please be aware of the following when submitting an invoice:
- It must be compliant
- If related to a PO, it must include the PO number, and the quantity and price as per the PO.
- Any increase in price or quantity must be pre-agreed with the originator of the order before providing the additional goods or services and an amended PO will be provided if agreed.
- For a NON-PO purchase, the name of the CBC/Radio-Canada representative who requested the good or the service must be provided.
If these conditions are not met, the approval process will not be possible and the invoice will be returned to the supplier for resubmission with the correct information.
CBC/Radio-Canada’s preferred method of payment is by direct deposit (Electronic Funds Transfer), which is the fastest way to get to your money. It is also reliable, secure, convenient and reduces costs. Additional benefits include:
- EFT and ACH (Automated Clearing House) are the most efficient and secure payment methods and cannot be lost, stolen or otherwise delayed by postal service;
- There is no cost to our vendors;
- Payment details are automatically provided by email; and
- Electronic payments are also an environmentally friendly choice, eliminating paper waste.
Please note that CBC/Radio-Canada conducts three electronic payment transfers (EFT) per week compared to only one for cheques.
CBC/Radio-Canada's policy is that all sums due to our suppliers will become due for payment on the 45th day following the date of the invoice. However, where clauses agreed by both parties in a written agreement varies the default CBC/Radio-Canada terms of payment, these will be honoured.
We expect our suppliers to refund any sums due to CBC/Radio-Canada promptly and within a period not exceeding the Corporation’s 45 day default payment term.
3. Supplier Self-Service Portal
Using the CBC/Radio-Canada Supplier self-service portal, suppliers can:
Check the status of payments;
Contact CBC/Radio-Canada Account Payable ;
Upload invoices; and
Enroll in Electronic payment (Direct Deposit).
Find out more about Supplier Self-Service
Quick Supplier Self-Service Status reference guide:
Waiting for approval = Please communicate with your CBC/Radio Canada contact only if your invoice is older than 45 days from invoice date.
Posted / To be paid upon due date = Invoice will be paid upon due date; the invoice is approved/confirmed by requester.
Under revision by your requestor = Good received or Service entry reception is not confirmed by your requester. Please communicate with your CBC/Radio-Canada contact/requester.
Approved for payment = Will be processed shortly and payment made upon due date.
In progress = Approval work flow in progress.
Information missing on the invoice = No contact name or CBC/Radio-Canada PO number on the invoice. Contact us through the Supplier Self Service portal with the missing information, referencing your vendor name and your invoice reference number.
CBC/Radio-Canada’s ePLAZA is a virtual shopping mall providing staff members a comprehensive tool for their day-to-day work purchases. ePLAZA is part of an initiative to streamline the procurement process at the Corporation.
Please note: The following information is for suppliers with catalogue(s) integrated to our ePLAZA. If you don’t already have a catalogue on our ePLAZA site, please click here.
Key requirements for managing and maintaining a catalogue on ePLAZA:
The supplier is responsible for managing and maintaining an updated Catalogue Interchange Format (CIF) or Punchout catalogue (new, discontinued and/or current product offerings) for the duration of their Agreement.
The supplier must designate a single point of contact (SPOC) for catalogue integration with CBC/Radio-Canada’s requirements.
The supplier’s CIF or Punchout catalogue must contain all mandatory information fields. To request a form to assist with this process, please email email@example.com.
The Supplier must deliver and load their bilingual CIF or Punchout catalogue into the Ariba Network™ with 100% accuracy. If the catalogue is rejected due to errors, the supplier is responsible to make the necessary corrections and reload the corrected catalogue into the system, error free. New pricing will only take effect, when CBC/Radio-Canada has confirmed to the Supplier via e-mail the successful upload of their catalogue.
The supplier must update their catalogue within 24 hours of any change to Stock Keeping Units (SKU) included in their catalogue.
Suppliers must use the latest version of UNSPSC (United Nations Standard Products and Services Code®), available here for download.
For help loading your catalogues in the Ariba system, please email us at firstname.lastname@example.org.