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COMPANY INFO
Shipping Address
Ames: 615 Bell Avenue, Ames, IA 50010
Vancouver: 199 West 6th Avenue, Vancouver, BC, V5Y 1K3, Canada
Business information
Ames: Miraterra Inc.
EIN: 37-2136178
Vancouver:Miraterra Technologies Corporation
Canada Business Tax Number: 712667005
BC Incorporation Number: BC1372197
SHIPPING ACCOUNTS
Ames
Please notify David Snyder before providing Miraterra's shipping accounts to vendors or suppliers
FedEx
Acct #: 207233347
Account manager: Sieara Anderson-Boyer
Email: sieara.anderson-boyer.osv@fedex.com
Tel: 866-504-9748
UPS
Acct #: 021C47
Tel: 1-800-377-4877
Vancouver
FedEx
Import: 221610913
Account manager: Jakob Lemieux
Email: jakob.lemieux@fedex.com / Tel: 416-400-4191
DHL
Export: 972041414
Import: 953708150
For packages above 50KG, we have to ask for a quote and Daniel will give us a promo code. Every business account has shipment value insurance 3.25% of declared value. If we have -different insurance, this should be turned off.
Please notify Rita and David Snyder prior to asking a vendor/supplier to use Miraterra's shipping account and verify who will be using the account and what item(s) are being shipped.
Account manager: Rothi Truong
Email: R.Truong@dhl.com / Tel: 778-327-5942
UPS
Shipping & Brokerage account: C89646
UPS contact: Hugh Maceachern
Email: hmaceachern@ups.com / Tel: (506) 447-3624
Novex
Account: 202552
To place order, call 604-278-1935 or online at www.novex.ca
PURCHASING
We have a great solution for purchasing: Float Cards. These are pre-set debit cards assigned to departments or individuals, and often to a department for a specific vendor. They're accepted like credit cards, and come in both digital and physical version, as requested.
You can still make purchases with a regular card and expense them when it's absolutely necessary (see below).
One-time purchase under $1000 on a Float Card
Got a float card with room on it? Make your purchase.
Got a float card that doesn't have room? Ask your department head to ask Kent for a special card or to top up existing card, then make your purchase.
No card? Ask your manager or department head to make the purchase.
One-time purchase over $1000, with invoice AFTER product ships (preferred)
Purchaser: Submit request in Procurement Express.
If it's not approved by the budget owners, make a new plan; if it is, continue below.
Purchaser: Place order (continue with shipping).
Set invoices to go to accounts.payable@miraterrasoil.com.
Finance: Receive invoice and upload to Procurement Express.
If purchaser receives invoice instead, upload it to Procurement Express.
Purchaser: Receive product.
Purchaser: Mark product received in Procurement Express.
Finance: Pay supplier invoice at next payment cycle, and mark invoice paid in Procurement Express.
One-time purchase over $1000, with invoice BEFORE product ships (if required by vendor)
Purchaser: Submit request in Procurement Express.
If it's not approved by the budget owners, make a new plan; if it is, continue below.
Purchaser: Upload invoice to Procurement Express.
Purchaser: Email accounts.payable@miraterrasoil.com to let them know you need a prepayment.
Finance: Pay supplier invoice at next payment cycle, and mark invoice paid in Procurement Express.
Purchaser: Place order (continue with shipping).
If pre-payment is less than 100%, set further invoice(s) to go to accounts.payable@miraterrasoil.com.
If pre-payment was 100%, you are complete.
If pre-payment was partial, continue here
Finance: Receive invoice and upload to Procurement Express.
If purchaser receives invoice instead, upload it to Procurement Express.
Purchaser: Receive product.
Purchaser: Mark product received in Procurement Express.
Finance: Pay supplier invoice at next payment cycle, and mark invoice paid in Procurement Express.
Recurring purchase on a Float Card (preferred)
Follow contract process until you have a signed contract.
Ask Kent for a Float card for this purpose.
Place order using that Float card (then continue with shipping down below).
Attach invoice to Float.
If the invoice goes to the purchaser, upload it to Float.
If the invoice goes to finance, they'll forward it to the purchaser for the above.
Float card will be debited, then refilled monthly automatically.
Recurring purchase by invoice (if required by vendor)
If appropriate, follow contract process until you have a signed contract.
Purchaser: Submit request in Procurement Express.
If it's not approved by the budget owners, make a new plan; if it is, continue below.
Purchaser: Place order (continue with shipping).
Set invoices to go to accounts.payable@miraterrasoil.com.
Finance: Receive invoice and upload to Procurement Express.
If purchaser receives invoice instead, upload it to Procurement Express.
Purchaser: Receive product.
Purchaser: Mark product received in Procurement Express.
Finance: Pay supplier invoice at next payment cycle, and mark invoice paid in Procurement Express.
Repeat steps 4-7 until contract completes.
Set up an account with a vendor, including a credit check
Since we're a new company, we don't have a lot of credit to rely on yet, so please use one of the methods above if possible. If not, write to accounts.payable@miraterrasoil.com and ask for their support in getting the account setup.
Request reimbursement for a purchase
Please use all the methods above when possible, because they're well controlled and simple for our finance team. When necessary, you can make a copy of the the expense reimbursement form, fill it out, and email it to accounts.payable@miraterrasoil.com.
SHIPPING
Choose a shipment method
Is this a very heavy/big/expensive item? If not, skip to #2 below.
If so, ask the supplier to request quotes for FedEx and DHL using our account info, and choose the one that's less expensive.
Can we provide the supplier with our account information?
Choose DHL if available.
If not, choose FedEx.
If not, choose UPS.
If we can't bill shipping to our account,
Choose DHL if available.
If not, choose FedEx.
If not, choose UPS.
If none of those are available, can you pay for brokerage as part of the purchase? If not, we're going to have an issue receiving the package - look for another way to purchase. Contact Rita for assistance.
Is it a local shipment? If yes, choose Novex.
Receive your package (You need to arrange this yourself!)
If you've shipped through DHL, FedEx, or UPS, they're all able to be our broker to receive the package through customs.
If they contact us asking for our broker, remind them that they are contracted to be the broker for packages they're carrying.
The duties should be auto-paid through Float cards; if they request payment, contact Rita or Bonnie and we'll get it sorted.
Unlike Terramera, we do not have a contract with Preferred Express.
Once the package is cleared through customs, make sure you'll be in the office at a spot where you can hear the doorbell when it arrives.
If you won't be there, arrange for someone else to answer the door.
If you have any questions or concerns, email bonnie.chan@miraterrasoil.com
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