Vendor Interaction Guideline. Group Sourcing - PT Indosat Tbk October 2017

Transcription

1 Vendor Interaction Guideline Group Sourcing - PT Indosat Tbk October 2017

2 Vendor Journey 3 Sign Contract & Receive Purchase Order 5 Work Acceptance 1 Registration 2 4 Work Execution 6 7 Receive Payment Invited to participate in Indosat Sourcing Process Invoicing 1

3 Vendor Registration Vendor registration process: Vendor registers through Indosat s e-procurement homepage Indosat receives and verifies the submitted data and supporting documents Indosat send notification through Vendor can register online at - Fill required information - Upload the valid and correct supporting documents Required supporting documents are listed in registration website Registered Vendor will have access to modify information or documents in the system (by annually or whenever there is update on information or documents) If Vendor doesn t update information annually or before document expiry, Vendor will be automatically blocked by system One entity (i.e. one NPWP, address) is only allowed to register as one Vendor 2

4 Sourcing Process Request Sourcing Process Indosat Response Invited Vendor Upon registration, selected Vendor may receive invitation from Indosat Once Vendor invited, Indosat will provide guideline to access procurement system Procurement system used as communication media between Vendor and Indosat for receiving instructions, proposal submission The invited Vendor(s) should allow sufficient time in submitting all documents and files into procurement system (especially if the file size is large) and ensure all files and documents are uploaded and submitted properly. The invited Vendor have to submit the Quotation/Proposal by the stipulated time and date. Quotation/Proposal which submitted later than the stipulated time and date will be rejected. Vendor should follow Indosat s rules and instructions during sourcing process. 3

5 Contracting and Ordering Indosat has standard template of Contract or Terms & Conditions which applied to all goods and/or services procured by Indosat. Indosat Contract shall be governed by and construed in accordance with the laws of the Republic of Indonesia. Breach of certain contract terms, which result in significant losses to Indosat may cause the vendor to be blacklisted/blocked from list of Indosat s vendor. Purchase Orders (PO) is the only approved methods for ordering and delivering goods and/or services (except otherwise agreed in the contract with Indosat). Vendor should confirm PO acceptance in SAP system (max in 5 days). Indosat has No PO No Payment Policy. 4

6 Work Execution and Work Acceptance Work Execution Vendor shall execute, deliver and complete work and/or services according to Purchase Order and Contract or Terms and Conditions. Work Acceptance Goods/Service Receipt Certificate When Vendor has completed the work and/or services, Indosat will issue relevant Certificate to be signed by respective authorized representation of Indosat and Vendor. Any title or right of ownership of work (including Intellectual Property Right, if any) shall be transferred to Indosat as per conditions on the PO After Certificate is signed, Indosat will execute Goods Receipt (GR) or Services Receipt (SR) in the system Vendor should attach the signed Certificate and printout GR or SR for invoicing 5

7 Invoicing (1) Indosat make payment to Vendor based on terms of payment as specified in the Commercial Document in the relevant of Scope of Supply/Service (SOS)/Statement of Work (SOW) of the Contract. Vendor invoice will not be accepted without a direct link to a corresponding Purchase Order ( No PO No Payment Policy ) Required Documents Invoice should be addressed to: Divisi Expenses Accounting, PT Indosat Tbk, delivered with complete and correct, including the required documents, comprising as follows, but not limited to: a. Original invoice with PO number mentioned on the Invoice; b. Copy of PO; c. Copy of Contract and amendment (if any) related to Terms of Payment; d. Complete and correct original Tax Invoice in accordance to the prevailing rules and regulation, in 1 (one) set; e. Original of the relevant Certificate(s) issued and signed by the authorized representatives of the First Party and the Second Party, as evidence required for each payment stage; f. Goods Receipt (GR) or Services Receipt (SR); g. Original of the relevant bond (if required). 6

8 Invoicing (2) All payments will be made by Indosat to Vendor through bank transfer to vendor s account as registered in Indosat s vendor registration system. Tax- Related Rules Any taxes, levies and duties whatsoever imposed by the Indonesia government which are payable as a consequence of or in relation to the preparation and implementation of the Contract, shall be borne and paid by Indosat. Any taxes, levies and duties whatsoever imposed by the foreign Vendor's government which are payable as a consequence of or in relation to the preparation and implementation of the Contract, shall be borne and paid by the Vendor. The Services Fee and any other payments are expressed to be exclusive of value added tax, stamp duty or any other taxes, except amounts of tax which is required by law to deduct or withhold (i.e. withholding tax) from sums payable to under the Agreement. In order to claim relief under any applicable double taxation (tax treaty) or similar agreement from time to time in force, foreign Vendor must complete and submit a specific document issued by the Indonesian Tax Office in lieu of a Certificate of Domicile (CoD)/ Certificate of Tax Residency and form DGT-1 or Form DGT-2. 7

9 Code of Conduct for Vendor and Vendor Personnel (1) The relationship between Indosat Group and its vendor is an important component to achieving high performance in our business. This sets forth the standards and practices that Indosat Group vendor are required to uphold. Indosat Group is committed to helping its vendor comply with these standards. In turn, Indosat Group expects its vendor to apply these standards to their vendor. Indosat vendors are conscious of their impact on the environment and strive to minimize their negative impacts to preserve our natural resources for future generations. At a minimum, Indosat vendor shall comply with all applicable environmental laws and regulations such as waste management and recycling. Indosat vendor attract and develop the best talent for their business regardless of individual characteristics. Indosat vendor provide value for money and continually seek to improve their products and services. o Deliver quality and comply with terms and conditions of Indosat Group contracts o Submit accurate proposals and invoices to Indosat Indosat Group vendor mobilize the power of teaming across organizational and geographical boundaries to deliver consistently exceptional products and services. vendor understand and comply with laws and regulations that apply to their business. 8

10 Code of Conduct for Vendor and Vendor Personnel (2) Indosat vendor protect personal privacy and comply with applicable privacy laws as well as secure Indosat Group data against unauthorized access or use in accordance with Indosat Group provided standards. Indosat vendor value diversity, ensure an interesting and inclusive environment and treat people with respect and dignity. o Indosat vendor do not use forced, bonded, compulsory, indentured or involuntary labor. People must be free to terminate their employment with reasonable period. o Indosat Group vendor do not use child labor. Many countries have a minimum age for employment or work Indosat Group vendor understand and respect those requirements. o Indosat vendor comply with all applicable wage and hour laws and regulations. o Indosat vendor are committed to the health and safety of their people and of visitors to their work locations. Indosat vendor understand and comply with all applicable laws. Vendor inspire trust by taking responsibility, acting ethically and encouraging honest and open debate. o Indosat vendor do not provide gifts to any Indosat employee or client to obtain or retain business or to influence a decision. 9

11 Code of Conduct for Vendor and Vendor Personnel (3) o o Indosat Group is committed to conducting its business free from extortion, bribery and all unlawful, unethical or fraudulent activity. In connection with doing business with Indosat, vendor do not offer, promise, authorize, give, demand or accept any gift, loan, fee, reward or other advantage to or from any person as an inducement; to do something which is dishonest, illegal or a breach of trust; to obtain, retain or direct business; or to secure any other improper advantage. vendor shall implement adequate procedures for vendor employees to comply with applicable anticorruption laws and these standards. Violation of Our Vendor Standards of Conduct Failure to comply with these standards or with applicable laws and regulations may result in termination as an Indosat vendor and referral of the matter to local authorities. 10

12 FAQ Frequently Asked Question

13 FAQ Frequently asked questions about Indosat EProcurement 1. What is Indosat E-Procurement? Indosat E-Procurement is online electronic transaction which is used by Indosat for sourcing activities. 2. What is the address of the portal? Please visit 3. How can I register as a vendor to Indosat? You can fill in the Vendor Registration form and upload the valid and correct supporting documents at the portal. please ensure that your document is: Scanned from original document (not from copy). Valid, and not expired. Readable using normal eye. Formatted as PDF file (not RAR or ZIP). Complete and not only the first / cover page. Max per uploaded file 1 MB, document can be slice into multiple pdf document.

14 FAQ Frequently asked questions about Indosat EProcurement 4. How do I login to the portal? Please use your account (6 digit number) which is given by team Pendaftaran Vendor via pendaftaranvendor@indosatooredoo.com after registration process finish. 5. How do I change my profile? Please find the menu in the portal to update or change your profile. 6. If I have not logged on to the portal in last few days, how do I know if there are any activities to be done by me? System will notify you through . Please ensure your account is valid and mail quota is not exceeded.

15 FAQ Frequently asked questions about Indosat EProcurement 7. What are the minimum requirements to access the portal? Hardware (Standard Indosat): Processor: Core I5 Processor Speed : 2,5 Ghz Memory : 4 GB Connection : Connected to the Internet Software (Standard Indosat): Operating System : Windows XP Windows 7 Mac OS Web Browser : MS Internet Explorer 7 up to 8 Safari Others : MS Office 2007 or higher Adobe Acrobat Reader 10 or higher Java Applet 1.7 or higher (User Internal)

16 FAQ Frequently asked questions about Indosat EProcurement 8. What is the Indosat s procedure and policy for password? Minimum 8 characters, complex password with minimum 4 combinations (capital, lower case, number, special character). Password will be expired every 30 days. Please update the password before expired by using Internet browser: Internet Explorer version 7 and 8 only. 9. How can I change the password? Choose and click Change Password menu after login to portal.

17 Guidance for Vendor 10. If I have question or problem who should I contact to? Regarding vendor registration process or upon changes of company profile via portal, please contact: pendaftaranvendor@indosatooredoo.com. Regarding the changes, only when approved by Indosat, the company data will then be changed. Regarding problem to access portal or request to reset password, please contact Enterprise Helpdesk, enterprise.helpdesk@indosatooredoo.com or call (021) When requesting reset password, please provide valid registered address by informing the Vendor ID. Notes: When a valid registered address is not provided, Vendor shall contact helpdesk.procurement@indosatooredoo.com to request assistance for reset password action.

18 Vendor Self Registration Guideline

19 Registration portal The URL for vendor registration is available in the registration portal. The URL to directly register :

20 Steps to Self Register for New Vendors (1/5) Step 1 Vendor clicking on the URL of Indosat Vendor self-registration. NOTE: Company Name format need to follow Indosat s policy. Indosat standard format is the name of company followed with the company s form in the end, names in ALL CAPS. For example: PT Kesejahteraan Abadi, need to be filled as KESEJAHTERAAN ABADI, PT. This also applicable for foreign company (eg. ERICSSON, INC.).

21 Steps to Self Register for New Vendors (2/5) Step The form consist of 4 parts: 1. Before Bank Details 2. Bank Details 3. After Bank Details including attachment 4. Data Privacy Statement Please fill-in in the following order Form continued in the next slide Then click After reaching this point, go to Point 3 2 After finished this point, go to Point 4

22 Steps to Self Register for New Vendors (3/5) Step 3 3 Continued form from previous slide Registration confirmation will pop up after all fields are completed. Automated will be generated as a questionnaire to ensure the registered is valid After reaching this point, go back to Point 2 (Bank Details) 4

23 Steps to Self Register for New Vendors (4/5) Step 4 Check , and then click the link provided.

24 Steps to Self Register for New Vendors (5/5) Step 5 The link will bring the vendor to this questionnaire. By ticking this box, vendors state their acceptance and then need to click button Send questionnaire

25 Steps to Change Vendor s Data (1/2) Once the registration is complete, new vendors are able to anytime change their data directly from the website. For companies who are already listed as Indosat s vendors and have ID can directly follow these steps without registering again. Step 1 Go to Manage Company Data tab to modify your data

26 Steps to Change Vendor s Data (2/2) Step 2 Fill up and change all respective field that require to be updated, all supporting files should be uploaded (Indonesian Vendor : 6 documents, Foreign Vendor : 4 documents) After click Submit, inform via to helpdesk.procurement@indosatooredoo.com and ask for approval of data changes/validation.

27 Verification steps from Indosat Indosat will verify every registration data / company data changes. Vendor will be responded with a Confidentiality Statement (CS) prior to acceptance or data changes.

28 PO Self Confirmation Guideline

29 PO Confirmation This feature will help vendors to provide acceptance for their Purchase Orders (PO). PO Preview and softcopy is available via . Vendors is required to give confirmation through system instead of wet signature on the Purchase Order.

30 Notification to Vendor

31 Steps to confirm PO (1/6) Step 1 Vendor can logon and see the PO in the portal (in addition they would also have the PO sent to them via ): Click the menu, you will see the list of PO that has been sent to you.

32 Steps to confirm PO (2/6) Step 2 The internal number from system. PO number You will communicate with Indosat based on this number. To open the PO click on the document number.

33 Steps to confirm PO (3/6) Step 3 The header where you will see the PO number PO which not yet confirmed will have status : NEW Clicking on the item number will open up the item detail.

34 Steps to confirm PO (4/6)

35 Steps to confirm PO (5/6) Click send to submit your confirmation to our system Click this button to confirm you PO

36 Steps to confirm PO (6/6) Step 6 The status of the PO is changed into Confirmed

37 This is the end of Vendor Guideline We thank you for taking time to understand this guideline material