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The objective of procurement in Qantas is to maximise shareholder value from all significant supplier relationships. This is achieved through a disciplined, systematic and ongoing process for achieving reliable and ethical supply of externally purchased goods and services, whilst reducing the total costs and maintaining or improving levels of quality, service and technology.
The Qantas Group procures significant quantities of goods and services ranging from stationery to aircraft. The diversity of the products, markets and regulatory systems associated with these purchases can potentially expose the Group to legal, financial, operational and commercial risks. As more than 60% of our revenue is spent with suppliers, rigour in our procurement processes, practices and dealings with suppliers is essential for strong sustainable business results and relationships with our key suppliers.
Qantas' Procurement Policy aims to ensure that in all procurement activities:
- Qantas obtains goods and services that meet specification and are delivered on time at internationally competitive prices from financially stable suppliers.
- Qantas obtains best value for money on a total cost basis.
- Consistent procurement processes are followed in accordance with Qantas policies.
- Commercial, financial, legal, sustainability and operational risks are reduced.
Supplier Relationship Management is effective, collaborative and focussed on win-win outcomes.
The Qantas Procurement document sets out Qantas' position in the following key areas:
- Supplier / Qantas Relationships
- The Way We Buy
- The Approval Process
- Our Ethics
- Paying Suppliers
- Supplier Endorsement
- Supplier Requirements and Supplier Code of Conduct
- Interest in becoming a Supplier to Qantas
Suppliers are required to comply with these Supplier Requirements.
Under Workplace Health and Safety (WHS) legislation in all jurisdictions, Qantas has an obligation to ensure, as far as reasonably practicable, the health and safety of all persons working in and present at Qantas premises or other workplaces controlled by Qantas (Qantas Sites).
Suppliers are responsible for ensuring the health and safety of their officers, employees, agents and contractors (and their employees or contractors) as well as the health and safety of others, including Qantas employees, customers, visitors and other contractors and suppliers, when present at Qantas Sites.
Qantas has developed WHS Requirements to provide Suppliers with an overview of their responsibilities in relation to occupational health and safety while present on Qantas Sites.
In relation to WHS, all Qantas Suppliers and their Personnel must as a minimum comply with:
- Applicable occupational health and safety legislation, regulations, Codes of Practice and Australian Standards
- The WHS Requirements component of the Supplier Requirements, when present at Qantas Sites
Depending upon the nature of the goods or services being supplied in each case, Qantas may provide more specific WHS requirements relating to the provision of those particular goods or services.
Further, Qantas requires its Suppliers and their Personnel to comply with other requirements regarding Standards of Personal Behaviour, Equal Opportunity, Harassment and Bullying, Theft, Attempted Theft, Fraud, Attempted Fraud or Removal of Property, in particular circumstances. These requirements are also set out in the Supplier Requirements.
There has been a recent change to the Supplier Requirements. This was necessary due to the newly regulated requirements of the Australian Air Navigation Regulations for random drug and alcohol testing.
The Qantas Group is committed to ensuring that its procurement practices are transparent, fair and responsible and uphold high standards of integrity and honesty. With a multi-billion dollar annual procurement spend and thousands of suppliers, we are a major purchaser of a wide range of goods and services and recognise that our responsibility extends to the focussed and professional management of our supply chain.
The Qantas Group Supplier Code of Conduct establishes our expectations of suppliers, and their supply chain, in providing goods and services to the Qantas Group.
The Qantas Group is proud of our support of Australian small businesses. We recognise that prompt, reliable payment times can help small suppliers remain viable and even expand and create jobs, so we’ve signed up to the new Australian Supplier Payment Code.
The code, developed by the Business Council of Australia, is a voluntary, industry-led initiative which commits signatory companies to pay eligible Australian Small Business Suppliers within 30 days of receipt of a correct invoice or receipt of a correct product from the supplier (whichever is the later).
To be an eligible small business, suppliers must:
• have an Australian ABN, and;
• have revenue of no more than AU$10 million in the last year (excluding businesses that are part of a consolidated group of companies).
If you believe that you are an eligible Australian small business supplier, we would like to invite you to self-identify by completing the online registration form.
During the online registration, you will be asked to provide the following:
- A copy of audited accounts with evidence of total revenues less than AU$10 million in the last year; or
- A statement of total revenues from an independent accounting firm. This statement must be on company letterhead signed by a member of one of the following professional accounting bodies:
- Institute of Public Accountants
- CPA Australia
- Chartered Accountants Australia and New Zealand.
The statement must include the member’s name, title, company and professional membership number.
In addition, we also request you submit a copy of your current Qantas contract or purchase order.
Once your registration form is assessed, you will receive a notification advising you of the outcome. If you are deemed eligible, your payment terms will be updated to 30 days from date of invoice received.
If your business has multiple payment sites, only payment sites with terms greater than 30 days of receipt of a correct invoice will be changed.
Learn more about the Business Council of Australia’s Australian Supplier Payment Code here.
Qantas will always endeavour to pay suppliers on-time for goods and services we purchase. To help with the timely settlement of supplier invoices, it is important to follow the invoicing instructions detailed below.
Suppliers must ensure the following items must be typed on your invoice:
|Invoice item||Do you have a purchase order number?|
|Qantas purchase order number||Yes||N/A|
|Qantas Site ID number||N/A||Yes|
|Purchase order line details i.e. item description, quantity, unit price and delivery address||Yes||N/A|
|Qantas business contact name||Yes||Yes|
|Supplier name and contact||Yes||Yes|
If you don't receive a Purchase Order number you must include a Qantas Site ID and Qantas Business Contact name on your invoice.
If you don't know your Purchase Order number or Qantas Site ID, please contact your Qantas Business Contact or the supplier helpdesk.
Your invoice should be emailed directly to one of the following addresses (depending on the nature of the business)
|Business Area||Address for Invoices to be sent to:|
iProcurement PURCHASE ORDER starting with 11XXXXX
|PORS PURCHASE ORDERS with one alpha and nine numeric OR two alpha with eight numeric (SXXXXXXXXX or RSXXXXXXXX)||firstname.lastname@example.org|
iProcurement PURCHASE ORDER starting with 51XXXXXXX)
|QAD PURCHASE ORDERS starting with 5XXXXX – which is Food related email@example.com|
Additional tips to ensure your invoice is processed accurately:
- Invoices must be sent in pdf format.
- Please ensure only one invoice is attached per email.
- If the invoice has any supporting documentation, please have the invoice and the supporting documentation saved as two separate PDF files, and attach both files to one email.
- The invoice should always be the first attachment in an email.
- Do not combine more than one invoice into one PDF file, and do not combine an invoice and its supporting documentation into one PDF file.
Where to seek support and assistance
- Email: firstname.lastname@example.org
- Phone: +61 2 9424 8899
Read our supplier invoicing guide for more information.
We would like to invite suppliers to join our iSupplier Portal.
It's an easy to use, secure, online self-service tool which will give you the ability to directly access information about the status of your invoice, along with updating your company or bank details.
With our iSupplier Portal, you will be able to:
- See when your invoices are scheduled to be paid
- Create invoices for purchase orders you receive from Qantas
- Create work confirmations for complex purchase orders, to indicate work has been completed and further triggering payment to be made.
- Change or update company contact details and bank account information.
How do suppliers register?
To register for the iSupplier Portal email email@example.com with the following details:
- Confirmation of your remittance email address (please note each person who requires access to this system must be set up on iSupplier, otherwise they will not be able to register or receive a remittance email).
- Job title(s)
- Direct phone number(s)
Please read the iSupplier Portal terms and conditions prior to use.