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Procurement Section, Procurement & Contract Department No.Dok SOP/Q/BB42/99-011

Standard Operating Procedure (SOP)

PENERIMAAN MATERIAL LUAR NEGERI

Tgl 01 September 2011

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Dokumen ini adalah dokumen Asli jika tulisan ini berwarna merah

This document is authentic if this note written in red

SOP/Q/BB42/99-011

PENERIMAAN MATERIAL LUAR NEGERI IMPORT ACCEPTANCE





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PENGERTIAN DEFINITION

Penerimaan Material Luar Negeri (Import Acceptance) adalah prosedur yang dilakukan di Procurement Section, khususnya Freight & Formality untuk penerimaan material luar negeri mulai material diserahkan di Freight Forwarder hingga pembayaran invoice penagihan kepada vendor. Import Acceptance is a procedures in Procurement Section, especially in Freight & Formality for accepting imports from vendor in Freight Forwarder until the invoice payment occurs.

TUJUAN GOAL

SOP ini bertujuan untuk mendeskripsikan prosedur dan aturan dalam pelaksanaan penerimaan material luar negeri yang diterapkan di PT Badak NGL. SOP aims to describe the procedures and rules in the implementation imports that are applied at PT Badak NGL.

PERUBAHAN REVISI REVISION CHANGING

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RUANG LINGKUP SCOPE

SOP ini berlaku di Procurement Section, Procurement & Contract Department PT Badak NGL untuk aktivitas penerimaan material luar negeri PT Badak NGL di Singapura atau tempat Freight Forwarder lain yang ditentukan oleh PT badak NGL This SOP applies in the Procurement Section, Procurement & Contract Department of PT Badak NGL for import activities of PT Badak NGL in Singapore or other places defined Freight Forwarder by PT Badak NGL

TANGGUNGJAWAB RESPONSIBILITIES

1. Freight & Formality, Procurement Section Freight & formality, procurement section

a. Berkoordinasi dengan Freight Forwarder untuk menanyakan status penerimaan material Coordinate with the Freight Forwarder to ask about the status of receipt of goods

b. Memasukkan informasi penerimaan material dari Freight Forwarder ke dalam database enter information material from the Freight Forwarder's acceptance into the database

c. Melakukan verifikasi invoice yang dikirimkan oleh vendor. Verifying invoices submitted by vendors.

d. Memberikan cap Okay to Pay untuk invoice yang sesuai Doing stamping 'Okay to Pay' for the corresponding invoice

e. Menyerahkan invoice yang telah diverifikasi kepada AOC Dept Submit invoices have been verified to the AOC's Dept.

2. Freight Forwarder

Freight forwarder

a. Bertanggungjawab atas penerimaan material luar negeri dan pengecekan DO serta dokumen-dokumen lainnya Responsible for the import acceptance and checking of DO as well as other documents

b. Mengesahkan DO yang telah sesuai dengan PO DO certify that in accordance with the PO

c. mengirimkan informasi penerimaan dan pengiriman material berupa Daily Report Material Receipt kepada pihak PT Badak NGL via email transmit information in the form of goods receipts and delivery of the Daily Receipt of Materials Report to the PT Badak NGL via email

d. mengirimkan dokumen-dokumen untuk pembebasan material impor; baik soft file via email, maupun berkas asli (hard file) submit documents for custom clearance; both soft files via email, as well as the original file (hard file)

3. Operating Accounting & Control Department (AOC Dept)

Operating accounting & control department (AOC Dept)

a. Melakukan pembayaran kepada vendor sesuai dengan invoice yang telah diverifikasi oleh Freight & Formality Make payments to vendors in accordance with the invoices that have been verified by the Freight & Formality

b. Menyerahkan invoice yang belum diverifikasi (dicap Okay to Pay) kepada Freight & Formality Submit invoices that have not been verified (stamped 'Okay to Pay') to the Freight & Formality

4. Penyedia Barang / Vendor Vendor

a. Mengirimkan barang pengadaan sesuai dengan isi perjanjian PO (spesifikasi, jumlah, waktu pengiriman, tempat pengiriman)





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Submitting procurement of goods in accordance with the agreement PO (specifications, quantity, delivery time, place of delivery)

b. Meminta pengesahan DO kepada Freight Forwarder sebagai dasar untuk penerbitan invoice DO ask for approval to the Freight Forwarder as a basis for invoice publishing

c. Mengirim invoice penagihan kepada PT Badak NGL yang dialamatkan kepada Freight & Formality Send the invoice billing to PT Badak NGL addressed to the Freight & Formality

d. Bertanggungjawab untuk merevisi invoice apabila terjadi kesalahan dalam invoice. Responsible for revising the invoice in case of error in the invoice.

DOKUMEN TERKAIT RELATED DOCUMENTS

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ISTILAH dan SINGKATAN TERMINOLOGY and ABBREVIATION

ISTILAH: TERMINOLOGY:

AOC Dept: Accounting Operating & Control Department: merupakan salah satu departemen di PT Badak NGL yang berfungsi sebagai lembaga keuangan yang menangani segala keluar masuknya uang di PT Badak NGL

AOC Dept: Accounting Operating & Control Department: one department at PT Badak NGL that serves as a financial institution that managing all entry and exit of money at PT Badak NGL

Daily Report Material Receipt : merupakan dokumen berisi laporan status penerimaan material luar negeri.

Daily Report Material Receipt: a document that contains an import acceptance status report

DO: Delivery Order, adalah dokumen yang dibuat oleh Penyedia Barang yang berisi daftar jenis barang pengadaan, jumlah, dan waktu penyerahan. Dibuat tiga rangkap: pihak Penyedia, AOC Dept, dan Warehouse & Supply Chain

DO: Delivery Order, the documents created by vendors that contains lists the types of procurement of goods, quantity, and delivery time. Created threefold: the Vendor, the AOC Dept., and Warehouse & Supply Chain

PO: Purchase Order, adalah dokumen perjanjian pembelian material antara PT Badak NGL dengan Penyedia Barang untuk jangka waktu/nilai tertentu berdasarkan hasil penawaran Penyedia Barang. PO dapat dikeluarkan berdasarkan satu atau beberapa RO/PR

PO: Purchase Order, is to document the purchase agreement between PT Badak NGL items with vendors for a period of time / specific value based on the results of bidding Manufacturers. PO can be issued based on one or more RO / PR

SINGKATAN: ABBREVIATION :

AWB: Airway Bill BL: Bill of Landing





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Prosedur Penerimaan Barang Luar Negeri

Import Acceptance Procedures

ProsedurProcedures

AOC DeptFreight &

Formality

Penyedia barang

VendorFreight Forwarder

Keterangan

information

START

8.0

Ya

Yes

1.0

7.1Tidak

No

Mengecek kesesuaian isi DO dengan PO

dan barang yang dikirimkan

Checking the appropriateness between PO and

materials that sent

Menandatangani DO

Approve DO

Mengirim daily report material receipt

Send daily report mateial receipt

Memasukkan informasi penerimaan

barang ke database

Input acceptance information into database

Membuat dan mengirimkan invoice

Issuing and deliver an invoice

Pengecapan Okay to Pay pada invoice

Stamping Okay to Pay on invoice

Melakukan prosedur pembayaran

invoice kepada vendor

Follow the invoice liquidate procedures for vendors

Invoice sesuai?

Is invoice appropriate?

9.0

Mengirim barang

Deliver Goods

Ya

yes

Tidak

no2.0

6.0

5.0

FINISH

4.0

Memverifikasi invoice dengan informasi

di database

Verified invoice with information in database

7.0

Proses/operasi

KETERANGAN

Proses mencetak dokumen

Keputusan

Menginput data

Mulai / Selesai

Aliran informasi / proses satu arah

Menyimpan dokumen

3.03.0

Process/operation

LEGEND

Print document

decision

Input data

Start/finish

Information flow / one way process

Store document





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PROSEDUR PROCEDURES

Langkah Steps

Prosedur Procedures

Penanggungjawab Accountability

1.0 Penyedia Barang / vendor mengirimkan barang pengadaan sesuai dengan isi perjanjian (PO) ke perusahaan ekspeditur untuk PT Badak NGL (Freight Forwarder) yang ada di Singapura Vendor harus membawa DO dan dokumen lainnya untuk kebutuhan

penagihan invoice nantinya. Partner / vendor sends the procurement of goods in accordance with the contents of the agreement (PO) to the forwarding company to PT Badak NGL (Freight Forwarder) in Singapore

Penyedia Barang

Providers Of Goods

2.0 Freight Forwarder mengecek kebenaran material yang diterima dengan membandingkan DO yang dibawa vendor dengan PO yang dimiliki Freight Forwarder. Apabila DO dan material tidak sesuai (spesifikasi, jumlah, dll) dengan PO, maka Freight Forwarder berhak untuk menolak material dan vendor berkewajiban mengambil materialnya kembali untuk diganti dengan material yang sesuai dengan PO. Freight Forwarder check thevalidity of the goods received by comparing the DO who brought the vendor with the PO-owned freight forwarder. It also carried out checks of goods directly. If the DO and the goods are not suitable (specifications, quantity, etc.) with the PO, the Freight Forwarder is entitled to reject the goods and the vendor is obliged to take the goods back

Freight Forwarder

Freight Forwarder

3.0 Apabila dokumen sesuai maka Freight Forwarder menandatangani DO (dan dokumen lain yang diperlukan) DO dan dokumen lain diserahkan kembali kepada vendor. If the document according to the Freight Forwarder sign the DO (and other documents required)

and other documents be returned to the vendor.

Freight Forwarder

Freight Forwarder

4.0 Freight Forwarder mengirimkan Daily Report Material Receipt untuk laporan adanya penerimaan material, dan mengirim dokumen lain seperti Bill of Landing/Airway Bill, Copy DO, sertifikat (untuk keperluan pembebasan material impor) kepada PT Badak NGL. Pengiriman dokumen ini melalui email dan hard file Freight Forwarder sends the Daily Report Material Receipt for reports of receipt of goods, and send other documents such as the Bill of Landing / Airway Bill, Copy of DO, a certificate (for the purposes of exemption of import materials) to PT Badak NGL. Delivery of these documents via email and hard files

Freight Forwarder

Freight Forwarder

5.0 Freight & Formality memasukkan informasi penerimaan material oleh Freight Forwarder ke dalam database. Freight & Formality receipt of goods by entering information into the database Freight Forwarder.

Freight & Formality

Freight & Formality

6.0 Vendor membuat invoice penagihan pembayaran (hard file) dan dikirimkan kepada Freight & Formality Vendors make payments billing invoice (hard file) and sent to the Freight & Formality

Vendor Vendor

7.0 Freight & Formality memverifikasi invoice dengan status penerimaan material di database. Verifikasi yang dilakukan antara lain pemeriksaan jumlah dan spesifikasi material yang dicantumkan dalam invoice, pemeriksaan harga material, dan lain-lain. Freight & Formality verifies invoices with the status of receipt of goods in the database. Verification is carried out such examination number and specification of goods included in the invoice, inspection of goods prices, and others.

Freight & Formality

Freight & Formality

7.1 Apabila invoice tidak sesuai dengan status material di database, maka invoice akan ditahan dan diinformasikan kepada vendor terkait If the invoice does not correspond to the status of items in the database, then the invoice will be arrested and informed of the relevant vendors

8.0 Freight & Formality memberikan stamp Okay To Pay pada invoice yang sesuai dengan informasi di database. Kemudian Invoice diserahkan kepada AOC Dept. Freight & Formality pulled stamp 'Okay To Pay' on the invoice according to the information in the database. Then the invoice submitted to the AOC Dept.

Freight & Formality

Freight & Formality

9.0 AOC Dept melakukan prosedur pembayaran kepada vendor sesuai dengan prosedur yang berlaku

AOC Dept AOC Dept





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AOC Dept. performs the procedure of payment to the vendor in accordance with applicable procedures

KEARSIPAN FILLING SYSTEM

Dokumen pendukung untuk pembebasan material impor (AWB/BL/DO/ Sertifikat) disimpan oleh Freight & Formality untuk proses pembebasan material.

Invoice penagihan disimpan oleh pihak AOC Dept sebagai bukti pengiriman pembayaran kepada vendor

Supporting documents for the release of imported materials (AWB / BL / DO / certificates) are stored by the Freight & Formality for the material clearance billing invoices are stored by the AOC's Dept. as proof of payment to the vendor's delivery





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LEMBAR PERSETUJUAN APPROVAL SHEET

Tanda Tangan/Sign Tanggal/Date

Disiapkan dan diperiksa oleh: Prepared and Reviewed by

Suryono

Freight&Formality Supervisor

Nurhidayat

Purchasing Supervisor Capital

Disetujui oleh: Approved by

Bambang Budi R.

Procurement Manager

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