Customer Information System
A. Introduction
The Customer Information System (CIS) contains the names and addresses of customers who obtain goods and services through Public Services and Procurement Canada (PSPC). Each name and address is linked to a five-character Customer Address Code (CAC).
Customer addresses are required by PSPC to conduct daily procurement business with other government departments and agencies. The customer addresses are used to ship and distribute goods as well as invoice these customers.
CIS is updated daily using information received from organizations in departments and agencies authorized to request new codes, changes or cancellations to existing CAC data.
Automated output from the CIS is provided to PSPC database systems that include departmental addresses.
The Procurement Operations Support Division (POSD) / Procurement Business Management Sector (PBMS) / Procurement Branch (PB) / PSPC, is responsible of the administration of the CIS.
B. Definitions
The following definitions pertain to customer addresses:
- Customer
- Any federal, or territorial government department, or agency, listed under the Financial Administration Act that is authorized to use the services of PSPC.
- Customer Code (CC)
- Unique one-character or two-character code assigned to a customer that uses PSPC's services. It could be one letter or two numbers or a combination of two alpha-numeric characters.
- Customer Address Code (CAC)
- A code assigned to a customer registered in the CIS containing the applicable address to which deliveries may be made. The code may be used as a consignee code, ordering office code, accounting office code.
- Accounting Code (AC)
- A customer department unit to which PSPC can refer for financial transactions. Active Customer Address CAC must either be designated as the relevant accounting code or another active CAC must be so designated.
- Approving Authority Officer (AAO)
- Designated office, and/or individual, within each customer organization, authorized to submit requests to POSD/PBMS/PB/PSPC for new codes, changes or cancellations to existing codes.
- Cross-reference code
- An active CAC to which an inactive or cancelled CAC is cross-referenced. All future business dealings must refer to the active CAC.
C. Procedures—Customers
Each customer obtaining goods and services through PSPC is required to have one or more CAC listed in the CIS. To be registered, customers must either be listed in the Financial Administration Act, or have negotiated a Memorandum of Understanding with the Director General, PBMS. Once approved, each customer is assigned a CC. Within CC, a range of CAC is reserved for organizations within that specific department. POSD assigns a CAC for each delivery or accounting address. Departments designate a responsible officer as the AAO. In some instances, more than one officer may be designated.
D. Procedures—Customer Address Code
Requests for registrations, changes or cancellations will only be accepted from the AAO for the CAC, or range of CACs, for which the AAO is responsible. Forward your request to your AAO for authorization. The AAO will then send it to POSD. Requests received by POSD without proper authorization will be sent to the AAO for approval. POSD will confirm with the AAO, that the action has been taken on the specified address code.
E. Customer information
Updated lists of active CAC and AC may be provided in Excel to the AAO, upon their request.
A CAC cancelled by the customer does not appear in any electronic listing (unless requested) but is retained in the CIS.
F. Customers' responsible offices
Your departmental materiel manager can identify the AAO. Note that, in some departments, approval for a CAC is required from the regional offices, before AAO approval and submission to POSD is done.
G. Enquiries
Direct enquiries concerning CAC to your AAO.
Direct enquiries regarding use of the CIS data to the user manager, POSD/PBMS/PB/PSPC by email: tpsgc.dgaprioritesdedefense-acqbdefencepriorities.pwgsc@tpsgc-pwgsc.gc.ca (PWGSC).
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