Supplier Request Form PT Bis Industries

CREATE NEW OR CHANGE / DE-ACTIVATE / RE-ACTIVATE EXISTING SUPPLIER NO:____________________________ (Circle / highlight as required)
Instructions on the use of this form: For creation of new Suppliers or changes, re-activations or de-activationsof existing Suppliers within JDE,the Requestor is to complete this form along
with the supporting documentation as set out on page 2 andemail to your relevant Finance Manager(FM) for their review and email authorisation.
All completed and FM email authorised requests must be emailed directly to Procurement.Mailbox@bisindustries.comand yogesh.rajput@bisindustries.comfor review and approval. The
approved request will then be forwarded by Procurementto NHO personnel for action, or returned to the Requestor for further information. The Requestor will receive emailed
confirmation upon completion/setup in JDE.
Part A: Originator/Requestor to complete
Requestor: Lina Handayani NHO PERSONNEL USE ONLY:
Site: Balikpapan - Indonesia Business Unit: GL Class Code:
Phone No: 0542-7571184 VATcode:
Supplier trading PT.ALTRAK1978 Tax rate [VAT
name: default]:
Supplier legal entity PT. ALTRAK1978 Supplier (0542) 761978
name (as per TAX ID): phone:
Supplier JL.JEND SUDIRMAN NO.21 BALIKPAPAN 76114 Supplier (0542) 761977
postaladdress: fax:
Supplier Sales eka.yw@bpp.altrak1978.co.id Supplier AR Fin.mining@bpp.altrak1978.co.id
email: aulia.jk@bpp.altrak1978.co.id email: finance@bpp.altrak1978.co.id
Goods/Services Mining & Constraction Account Tax Tax Payt Type
provided: Code (MAP): Code (KJS):
TAX ID 01.302.787.5-092.000 VAT Tax 10 Luxury Tax Withholding Tax Payment
Number: Rate % % Rate % Rate %(3) Method(1) EFT

Cat 1: Cat 2: Cat 3: Payment Estimated spend

Onsite Services Currency: USD currency per annum:
Copy of Tax Invoice / Vendor
PAYMENT TERMS ‘One Time Vendor’ YES / NO
letterattached(2)
Existing Suppliers considered - Standard 60Days EOM(5) No
/ why unsuitable: - Subcontractor Immediate terms: 30 Days EOM
Replacing Vendor No. : Specify agreed
[If applicable]
- Contractual terms (4)
terms:
De-activation Safety [Y/N]: Specify agreed
- Other approved terms
reason: terms:
Performance [Y/N]: - Employee Prompt terms:
Other [Details]:

Part B: NHO Sydney Accounts Payable to complete

Create new No Bank Account
conflicts? :
De-activate 4 Do open orders exist? : Do open receipted orders Do open payments exist? :
exist? :
Portfolio Category [Code 11]: Spend Category [Code 12]:
Part A checked and entered into JDE by [name]: Date:
Date banking details entered: Date emailed Requestor and Procurement:

Part C: NHO Sydney Accounts Payable Manager to complete

JDE Payee Control checked and Sign: Date:
approved by [name]:
Notes:
1. Preferred payment method is EFT
2. An authorised Tax Invoiceand/or Vendor letter must accompany this request form as confirmation of the above details and the
International Banking details
3. Finance Manager to check and verify Withholding Tax and Withholding Tax Rate is valid and correct.
4. Attach details of Contract (where required)
5. General Manager approval required by email for any non-standard / non-contractual terms requested [attach email]
6. Part B: If any of the above Part B questions are answered ‘Yes’, the Vendor cannot be closed or de-activated

Notes for successfully completing this form

STEPS FOR ORIGINATOR / REQUESTOR:

1. Complete Part A of the form fully for the action requested

2. For all ‘Create New’ Vendor requests research and attach a copy of the following current supplier’s information to your request:

 Suppliers full Bank Account details on the Supplier’s letterhead.

 Copy of commercial invoice and Indonesian tax invoice known as “Faktur Pajak”
 Pengusaha Kena Pajak (PKP) – Entity’s tax registration and tax identification known as “NPWP “
 For construction work request for a copy of qualifications from Constructions and Services Board of Indonesia known as “LPJK”
 Surat Keterangan Bebas (SKB) – Tax exemption certificate or Surat Keterangan Tarif (SKT) – Tax relief certificate, as applicable
 Certificate of Domicile (Form - DGT 1) for non-Indonesian entities – Entities that are not incorporated in Indonesia and are regarded as
resident in Indonesia will need to provide Form DGT 1 to show their tax domicile status,if they are to obtain relief from withholding tax
 Request supplier for withholding tax rate on email. Also provide contact details of the suppliers finance team member to verify rate
 If the above forms are not available, obtain a copy of the last tax return lodged with the tax office

3. Arrangefor the form to be approved by the Finance Manager. Until the Indonesian finance manager is on board, Ben Grigg or Russel Gattto
authorise supplierrequest forms.

4. Email the above approved forms and documents to procurement Procurement.Mailbox@bisindustries.comfor approval and Yogesh
Rajput yogesh.rajput@bisindustries.com for withholding tax rate verification until the Indonesian finance team is on board.

5. Procurement and Yogesh Rajput to verify and provide approval to NHO vendor master file set up personnel (Heidi O’Donnell/ Trish Eggins)

6. NHO personnel complete the vendor masterfile setup based upon approvals at Step 5.

7. On an ongoing basis, ensure all new Suppliers are advised of the PT Bis Industries Business Rules including:

 All tax invoices must be addressed to the Company name displayed on the Purchase Order and an original copy sent to the postal
address or emailed to admin.jakarta@ptbisindustries.com:
PT Bis Industries Ltd
Level 6, Cyber Building
Jalan Kuningan Barat No. 8
Jakarta 12710 Indonesia

 All tax invoices must display the relevant PT Bis Industries PO number and match the details of the PO [including any amended PO]
 No Purchase Order means no supply of Goods or provision of Services. All spend must be PT Bis Industries pre-approved.
 Our standard payment terms are 60 days end of month from date of invoice. Payments are made thereafter typically on the first or third
Friday of each calendar month.

STEPS FOR FINANCE MANAGER:

 Reviews the Requestor received request form and supporting documentation

 Confirm the Withholding Tax. Until the Indonesian finance team is on board, withholding tax is being verified by Yogesh Rajput
 Contacts the Requestor and resolves any queries

STEPS FOR PROCUREMENT:

 ReviewsFinance Manager email approved request forms and supporting documentation

 Provide details of alternative Suppliers / Contracts that may already exist
 Group Manager, Procurement to approve.
 Forwards approved requests to Finance Manager Corporate and NHO personnel for action, or reject to Originator/Requestor with advice

STEPS FOR NHO PERSONNEL AND ACCOUNTS PAYABLE:

 Actions approved setup and/or changes in JDE address book

 Accounts Payable Manager to review setup accuracy and approve in JDE
 Advise Originator/Requestor and Procurement new and changed details when complete