Material Request & Approval Form

MITRA QUALITY SAFETY HEALTH ENVIRONMENT MANAGEMENT SYSTEM

FORMULIR
PERMINTAAN PEMBELIAN BARANG/JASA (PURCHASE REQUISITION FORM)
Nomor/Number (Automaticaly)
Departemen / Department
Tempat-Tanggal / Place -Date
Deck/ Engine/Galley/Crane/Other: …
• To have a better communication between
Alasan Penggantiaan:
Jelaskan kenapa melakukan pembelian. Contoh: valve bocor, suhu melebihi standart,korosi akibat air laut,Pipa bocor dikarenakan seal tidak bagus, oli berubah warna karena tercampur air
Reason for Replacement:
user and the Manager related on behalf of
Explain why need to making Purchase. Example : Leaked Valve, Over Heat, Corrotion, The Valve is leaking because the seal is not good, the oil changes color because it is mixed with water
the material request prior the approval
process
No. Material No. Pabrik Keterangan Barang/Jasa

Contoh / Exam: Spesifikasi Detail, Serial Number, Model,

Satuan/ Jumlah
Measurement Permintaan/
Jumlah yang
di setujui/
Tanggal
Terakhir
Tanggal
Terakhir
Permintaan
Request Purpose

Initial
Manager/
Budget

Initial
Manager/
Expectation
Estimasi lokasi
Pengiriman
berikutnya
Additional Information
• To have the same standard of ordering the
material request across all the department
Material Number Manufacture Number Attachment/ Permintaan Ulang (Duplicate Request)/ IMPA dikirim / Status Status Delivery date /Expectation
Unit Req.Qty Aprv Qty. Paraf Paraf
Number, Dimensi (ukuran) dan Foto barang /Last Supply Last Delivery Next
Manager Manager
Request Location

Regular Budget
Emergency Not Budget

A practical tools to practice the user to be

Regular Budget

•
Emergency Not Budget

Regular Budget

more detail regarding the material request

Emergency Not Budget

Regular Budget
Emergency Not Budget

Regular Budget
Emergency Not Budget

• Tools to generate the significant review

Regular Budget
Emergency Not Budget

Regular Budget

based on the item category where the user

Emergency Not Budget

Regular Budget
Emergency Not Budget

Regular
Emergency
Budget
Not Budget has been requested, and the action taken
for each remarks will be more informative
Regular Budget
Emergency Not Budget

and specific
Regular Budget
Emergency Not Budget

Regular Budget
Emergency Not Budget

Regular Budget
Emergency Not Budget

Regular
Emergency
Budget
Not Budget
• Facilitates the accuracy and completeness
for better downstream processing and
Regular Budget
Emergency Not Budget

Regular Budget

procuring
Emergency Not Budget

Regular Budget
Emergency Not Budget

Diverifikasi oleh / Disetujui oleh / Approved by Site

Diminta oleh / Requested by
Verified Rep/ Manager/GM

Nama/ Name: Nama/ Name: Nama/ Name:

Jabatan/Position : Jabatan/Position : Jabatan/Position :

1
User Behaviour Model – Material Request
User:
1. Must complete all the requirement in request
form
2. User need to fill up the white column
(manufacture number, material description,
unit of measure, quantity, request purpose,
expectation delivery date, expectation
delivery next location)
3. Provide justification on why they need to
purchase material (e.g. attach proof)
4. Check one of the option of the request
purpose, regular: for the item/material that
has been planned, and for the emergency:
for the material need urgently within 24
hours, and has to be order immediately
because it will effect the operational
significantly
5. Discuss to get approval with Port
Engineer/Port Captain and Manager before
submit the form to creator/planner
6. Plan ahead on request delivery date and
delivery location (site and vessel) ~ To
provide enough time for SCM to order and
deliver part on time.
7. All the signature required to completed
before submit the material request form to
PIC.
Port engineer/Port Captain:
1. Review with user on the reason they need to
purchase the material (e.g. reason of repair)
2. Review with user on the quantity of material
request
3. Review with user on the quality of material
(e.g. any equivalent material, specs, brand,
serial number)
4. To review the requested material whether
the stock is under stock inventory or Vendor
Held Stock or direct purchase
5. Review with user on the material request
form completion (form must be completely
filled correctly)
6. Review with user on the request delivery
date and location
7. Review the criticality of request
8. Review with user on last supply/historical
data
9. Review the inventory on-board
10. Fill up the yellow column and do final check
before send the form to the site manager
Manager/Site Manager/General
Manager
1. Review with Port engineer/Port Captain on
the reason they need to purchase the
material (e.g. reason of repair)
2. Review whether the material request is
within the budget or not
3. Review the quantity and quality of material
request
4. Review the criticality of request (regular or
emergency)
5. Review the request delivery date and location
6. Review with Port engineer/Port Captain on
last supply/historical data
7. Approval required after all the above has
been done, and the Manager need to be
aware also involve to follow up on that
8. Final check all the data and the signature
required before send the form to the admin
MR for SAP data input.
SAP Administrator
1. Checking the complete approval signature
and scan the material request along with the
purchase requisition and the attach proof
2. Input the requisition into SAP system and
attach all the hard copy document
2
User Behaviour Model – Set Email Expectation
Buyer Lead Buyer/Supervisor User:

1. Review the purchase request
2. Develop the email to notify user and
logistic that PR has been received and
will be processed include: PR-PO lead
time (5 working days), subject to part
availability and delivery time from
vendor to MBSS as well as the logistic
delivery time to site/vessel
3. Inform user and logistic if there is any
delay/pre-order occur, Buyer will
initiatively contact user.
4. Follow-up vendor before estimated
delivery time which agreed with
vendor
5. For the emergency category buyer
need to follow up and take action
within 24 hours once the material
request received from the user
6. For the emergency, buyer can bypass
the process, such as: bidding and
buyer can choose single vendor with
Purchasing General Manager approval
1. Short interval control for PR-PO lead
time for all buyers
2. Ensure all request has been informed
to all stakeholder
3. Monitor all incoming PR has been
processed
4. Action plan required for the material
which has been delay
1. Receive information from buyer
regarding the status of PR-PO
2. Must update buyer on any change of
delivery date and delivery location ~
due to buyer will only refer to PR
3. If there is any delay occur, re-prioritize
the PR and inform buyer
Logistic:
1. Receive information from buyer
regarding the status of PR-PO
2. Initiate to plan the logistic route and
estimated price
3. Develop schedule with user to check
the incoming material based on
estimated delivery date

3
User Behaviour Model – Invoice Process
Buyer Finance Vendor:

1. Inform all vendors that there is a
updated general information via email
along with the Purchase Order
2. Request vendor to confirm the updated
term and condition via email back to
us.
3. Inform all vendors all incomplete
invoice will be rejected and vendor will
have all the accountability to ensure
the completion of invoice.
4. Inform all vendors that invoice will be
submitted directly to finance dept.
5. Inform all vendors that MBSS will
provide a list of requirement
complete invoice pack
1. Review all incoming invoices based 1. Vendor required to submit the
on front-page checklist complete invoice based on MBSS
2. All incomplete invoice will be rejected requirement
and vendor will have all the 2. Incomplete invoice can not be
accountability to ensure the proceed
completion of invoice. 3. The lead time of payment will started
3. Incomplete invoice will be informed count once the MBSS received the
to respective vendor including which complete invoice from vendor other
requirement need to be completed wise the payment will be on hold
before MBSS can process the invoice
4. Vendor accountable to retrieve the
rejected invoice
to

4
User Behaviour Model – Vendor Pre-Qualification
Vendor Pre-Qualification
Vendor
1. Fill out the Master vendor Form
2. Vendor need to support MBSS
Requirement
3. Vendor need to supply
material/service based on Purchase
Order (PO) in MBSS
Buyer
1. Check all requirement vendor
document
2. Provide scoring for vendor assessment
3. Working with finance and technical for
justification vendor document
4. For the emergency buyer need to
follow up within 24 hours
PR-PO Status Update in Share-drive
Buyer
1. Update the status of PR-PO in share-
drive
2. Inform stakeholder the status of PR-
PO status can be found in share-drive
3. Update any delay during process PR
to PO
Logistic
1. Update estimated delivery time
based on the status
2. Update confirmed delivery time
based on the status
Supervisor
1. Monitor all Incoming PR
2. Make sure every PR has to be
processed
3. Update all information about PR to
PO
Review Vendor Performance KPIs
Buyer
1. Review the purchase price variance
2. Review the OTIF based on the shipment
record
3. Record the OTIF of each shipment ~
including delivery, quantity, quality
4. Record vendor notification 24hours prior to
shipment
5. Justify improvement needed for each vendor
– action log
6. Review delivery accuracy, quality of good,
competitive Price, availability of good, speed
of response, term of Payment, good
Cooperation dan agreement
7. Ensure to all the department get good quality
material from vendor
8. Provide feedback to vendor prior to working
violation
Manager
1. Do adjustment to vendor qualification based
on Vendor Performance ~ performed vendor
will be upgraded and unperformed vendor
will be downgraded