Order Processing and Billing Information

Procedure

1. Manufacturing Plants will submit Purchase Orders to Suppliers.
2. Suppliers must acknowledge receipt of Purchase Orders by fax or phone to the ordering plant as soon as they are received.
3. The certificate of Analysis MUST accompany delivery.
4. If an order is received with a price that is not correct, please contact your Corporate Sourcing Contact to review the discrepancy.

Contacts

If orders are changed, please contact the Manufacturing Plant and your Corporate Sourcing Contact.

Billing

Your invoice should be mailed as directed on each purchase order.

Shipping Descrepancies

Invoice adjustments will be taken for quantity variances caused by shipment/picking error, shortages, and damaged merchandise assuming the entire load isn’t rejected.

Other Deductions

Safeway reserves the right to deduct from outstanding supplier payables for allowances, bill backs, returns, post audits, coupon redemption bill backs, and other receivables. Safeway also reserves the right to demand payment by check on balances past due.

"Remit-To" Address Changes

"Remit To" address changes must be communicated in writing with a copy of supplier’s invoice reflecting the new "remit to" address. No changes can be made to Safeway’s data file until written notification has been received. Failure to provide this information may result in delayed payments.

If ownership of your company changes and the new owner is not an approved Safeway supplier, your company will be treated as a new supplier. This means that your company will be required to complete the new supplier and item set-up process, and obtain Safeway approval, to retain its "approved-supplier" status. Please refer to the section entitled "How to Become a New Safeway Supplier" in this guide for instructions.

The Continuing Commodity Guaranty and Indemnity Agreement ("CCG"), Certificate of Liability Insurance ("COI") and Broad Form Vendor’s Endorsement (ISO Form CG 2015 or industry equivalent) are mandatory for new suppliers. The CCG should have the "original" signature; copies will not be accepted.

Important Note: Delay in providing the required documentation for new suppliers may cause payments to be delayed.
"Remit-To" address changes are also mentioned in the Notification of Suppliers Changes Section.

Rebate and other program checks

All Consumer Brands and Safeway Supply Operations rebate or other program checks should be sent to the Lockbox address listed below. These checks should NOT be hand delivered or mailed to the Sourcing Group. Please include sufficient backup with the check to clearly indicate the type of disbursement (e.g. volume rebate, retroactive pricing adjustment, etc.). In addition, please include details as to how the amount was calculated (e.g. on a volume rebate, include period covered, item number, item description, amount per unit and number of units).

LOCKBOX ADDRESS INFORMATION
Safeway
4757 Collections Center Dr.
Chicago, IL 60693

Important Note: Once you have sent your check or rebate, please either fax a copy of the check and supporting documents or email the check number, check amount and supporting documents to your Corporate Sourcing Contact.

Supplier Inquiries and Correspondence

Supplier inquiries regarding Accounts Payable transactions, balances, and discrepancies should be directed to the manufacturing plant.

Supplier correspondence on open invoices should be initiated within six months of the initial invoice date and should reference the relevant invoice(s) by number.

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