document no: mk/mm/03 issue no.- 01 controlled issued …

DOCUMENT NO: MK/MM/03

ISSUE NO.- 01 ISSUE DATE: - 01/10/2010

CONTROLLED ISSUED BY: GM I/c (Marketing)

NATIONAL FERTILIZERS LIMITED

CORPORATE OFFICE & CENTRAL MARKETING OFFICE A-11, Sector 24, NOIDA 201301

District - Gautam Budh Nagar (U.P.) Ph: 2412445 FAX: 2412397

Email [email protected]

Marketing Division

PROCEDURES

CONTROLLED INDUSTRIAL PRODUCTS

(MARKETING) (PART-2 )

Deptt. / Section MK / IP Document No. MK/MM/03 Issue No./Date 1.0 / 1.10.2010Revision No. /Date Page 1 of 1

Prepared by Chief Manager (IP) Signature Approved by General Manager –I/c (Mktg.) Signature

DOC. NO. TITLE

PART – I PROCEDURES

IP-RP-01 CUSTOMER REGISTRATION

IP-PP-01

IDENTIFICATION OF CUSTOMER REQUIREMENTS

IP-IP-01 CUSTOMER COMMUNICATION

IP-CP-01 HANDLING OF CUSTOMER COMPLAINT

PART – II ANNEXURES / FORMATS

ANNEXURE -I LIST OF INDUSTRIAL PRODUCTS

ANNEXURE-II GENERAL TERMS & CONDITIONS

ANNEXURE-III STATUTORY REQUIREMENTS FOR VARIOUS INDUSTRIAL PRODUCTS

IP-RF-01 PARTY CODE REGISTER

IP-PF-01 PERFORMA FOR BANK GUARANTEE

IP-PF-02 IOM TO IPD FOR PAYMENT DETAILS (FAX/E-MAIL)

IP-PF-03 IOM TO F&A (CMO) FOR DEPOSIT

IP-PF-04 IOM TO UNITS INDICATING CRV NOS.

IP-PF-05 IOM INDICATING REBATES & CLAIMS

IP-PF-06 DAILY REPORT BY D&Cs

IP-PF-07 IOM FOR CHANDED PRICE, TERMS & CONDITIONS

IP-CF-01 COMPLAINT REGISTER

IP-CF-02 IOM FOR COMPLAINT TO UNITS

IP-CF-03 QUARTERLY STATUS OF COMPLAINT TO MR

Corporate Office

& Marketing

PROCEDURES

CONTROLLED PROCEDURES

MANUAL(INDUSTRIAL PRODUCTS)

INTRODUCTION

Deptt. / Section MS / MR Document No. MR/CM/01 Issue No./Date 1.0 / 01.10.2010

Revision No./Date Page 1 of 2

Prepared by Chief Manager (IP) Signature Approved by General Manager-I/c (Marketing) Signature

1.0 INTRODUCTION

The Procedures Manual (Industrial Products) is based on the requirement of

ISO-9001:2008 for effective implementation and maintenance of the

Procedures for Industrial Products for NFL Corporate Office and for the

Marketing Division.

2.0 SCOPE

This Procedure Manual (Industrial Products) shall apply to all documents and

activities related to Procedures for Industrial Products under Quality System.

3.0 ACCESSABILITY / DISTRIBUTION:

This manual and any further revision shall be approved and issued by Head of

Industrial Products Division and would be uploaded on the Intranet website of

NFL, Corporate Office ( www.nfl.co.in ) in a read only PDF format. The same

shall be accessible to the users through login id / password. A Master

‘Controlled’ copy shall be maintained each by Industrial Products Head and

MR. One copy of this Manual can be printed by D&C Cells of various Units

which shall be an ‘Uncontrolled’ one. Industrial Products Head shall update

the document under his custody as per details given in the documents and

data control procedure. Amendments shall be made by replacing the pages in

question and shall be identified by putting revision number and date of

amendment on each such page at appropriate place. If 20 pages of this

manual has been amended and changed, then issue number shall be

changed.

The controlled copy of this manual shall be strictly confidential document.

http://www.nfl.co.in/

Marketing Division

PROCEDURES

CONTROLLED CUSTOMER

REGISTRATION

Deptt. / Section MK / IP Document No. IP/RP/01 Issue No./Date 1.0 / 1.10.2010Revision No. /Date Page 1 of 3

Prepared by Chief Manager (IP) Signature Approved by General Manager-I/c (Mktg.) Signature

1.0 PURPOSE

Registration of parties for purchase of Industrial Products being manufactured & marketed by NFL. .

2.0 SCOPE

All Industrial Products as per list given at Annexure I

3.0 REFERENCE Nil 4.0 DEFINITION ECC Excise Control Code LST: Local Sales Tax CST: Central Sales Tax CO: Corporate Office CMO: Central Marketing Office CM: Chief Manager D&C Dispatch & Coordination Cell F&A: Finance & Accounts IPD: Industrial Product Division 5.0 RESPONSIBILITY

As per procedure given below: 6.0 PROCEDURES 6.1 All those parties interested in purchasing Industrial Products from NFL have to

get them registered with NFL by depositing security (registration) of Rs. 25,000/- for the purchase of all the products except Carbon Slurry for which the security (registration) amount is Rs. 10,000/-. The security amount is to be paid through Demand Draft, favoring National Fertilizers Limited, payable at Delhi/ N.Delhi. The security deposit is refundable on termination of business with National Fertilizers Limited; however it shall not attract any interest on the security amount. The security deposit for purchase of Nitric Acid to the States of M.P.,

Marketing Division

PROCEDURES

CONTROLLED CUSTOMER

REGISTRATION



Gujrat, Bihar, Jharkhand, W.B., Orissa, Chhattisgarh shall be Rs. 1.00 Lakh (Rupees One Lakh only).

6.2 The security (registration) amount mentioned above is existing as on date which

may be change in future as per requirement and after taking due approval of competent authority. At the time of Registration, Buyer shall submit the following documents to NFL

a) Copy of Memorandum of Association in case of limited company/Photocopy of partnership deed duly notarized/Notarized Affidavit for sole proprietor.

b) Photo copies of E.C.C. No., LST, CST, advance ‘C’ form (Blank)

c) Bankers Name with address, Account No., Type of account, Name/s of signatories preferably on banks letterhead pad.

d) The documents required as a statutory requirement as per Annexure-3.

6.3 Before Registration Process, the Buyer shall be informed the General Terms and

Conditions (given at Annexure 2) for purchase of Industrial Products from NFL. 6.4 All the parties shall be registered in a controlled sequence Number with the

starting alphabet to that of Party’s Name’s starting alphabet followed by a numeric number of 9000 series which shall be issued in sequence for each alphabet.

6.5 The registration details of the Party shall be noted down in party code register

having Format No.IP/RF/01 and a letter shall be issued to the Party informing them the Party Code. The copies of this letter shall be sent to

a) I/C (F&A), CMO, Noida enclosing the Registration amount to be deposited in

Party’s Registration head. b) Computer Services, CO, Noida for entering the Party details in the IPD’s

computerized dealer directory.

c) D&C concerned with all the relevant information required at the time of Dispatch.

6.6 The Party on registration is again informed verbally and in writing all the General

Terms and Conditions as given at Annexure -2.

Marketing Division

PROCEDURES

CONTROLLED CUSTOMER

REGISTRATION



7.0 ENCLOSURES

Annexure 1 - List of Industrial Products

Annexure 2 - General Terms and conditions Annexure 3 - Statutory requirements for various Industrial Products Format No.IP/RF/01 Party Code register Format

Marketing Division

PROCEDURES

CONTROLLED IDENTIFICATION OF

CUSTOMER REQUIREMENTS FOR

INDUSTRIAL PRODUCTS

Deptt. / Section MK / IP Document No. IP/PP/01 Issue No./Date 1.0 / 1.10.2010Revision No. /Date Page 1 of 4

Prepared b Chief Manager (IP) Signature Approved by General Manager-I/c (Mktg.) Signature

1.0 PURPOSE

Determination and Review of Customer Requirements related to the Industrial

Products.

2.0 SCOPE

All Industrial Products as per list given at Annexure 1.

3.0 REFERENCE

Registration Procedure No: IP/RP/01

4.0 DEFINITION

IPD - Industrial Product Division

DD- Demand Draft

D&C- Dispatch and Coordination Cell.

PO – Purchase Order

IPs - Industrial Products

BG – Bank Guarantee

PBG – Performance BG

LC – Letter of Credit

CRV – Cash Receipt Voucher

5,0 RESPONSIBILITY

As per procedure given below:

6.0 PROCEDURE

6.1 NFL shall market the Industrial Products only through those parties who get themselves registered with NFL as per procedure No.IP/RP/01.

6.2 On receipt of the Purchase Order from the registered party for any Industrial

Products, Purchase Order (PO) will be checked by the concerned official of IPD for the following:

Marketing Division

PROCEDURES



INDUSTRIAL PRODUCTS



a) The specification indicated in the P.O. for the product are acceptable to NFL and the party has indicated the NFL Unit from where the product is to be lifted.

b) Delivery Term indicated is acceptable to NFL. c) Whether advance payment has been made by the party or the party has

asked for credit purchase (secured). In the event of above conditions being acceptable, the following shall be examined further:

i) Advance payments shall be in the form of DD/Pay Order/Bankers

Cheque favoring NFL payable at either Noida/New Delhi/Delhi or Chandigarh or respective D&Cs as the case may be. Local cheques or “any where banking” cheques are also acceptable but material shall only be supplied after their clearance.

ii) In case of secured credit, security in form of either BG/LC or fixed

deposits in favour of NFL has been made available (with the exemption to the Public/Central/State Govt. companies).

iii) In case of payments against secured credit, the parties will submit

BG in the format (No IP/PF/01) from any nationalized and scheduled bank. Concerned Finance shall vet these bank guarantees before IPD start dispatching material against the same. The Bank Guarantees shall also be accepted of reputed scheduled Banks after due approval from competent authority.

iv) This payment procedure shall be overlapped by procedure

mentioned in any contract or agreement separately entered into by NFL.

6.3 The last date of supply of the material against BG, in case of Credit sale, shall

be arrived at by deducting the credit period from the validity of BG. 6.4 IPD at Noida and Zonal Marketing Office Chandigarh shall deposit all the

payments received by 4.00 P.M. on the same day. Marketing Department Chandigarh shall convey the payments through fax to IPD Noida by 4.15 P.M on the same day in the Format IP/PF/02.

6.5 The D&C Cells of respective units shall accept these payments payable at unit

and shall issue delivery order accordingly. The detailed statement of payments received by D&C shall be sent to IPD & F&A, CMO on monthly basis.

Marketing Division

PROCEDURES



INDUSTRIAL PRODUCTS



6.6 Officer concerned of IPD shall deposit the payment received from the party with the finance department in the Format No. IP/PF/03 The concerned finance will issue a CRV numbers for each payment. After receipt of CRV number, IPD official shall intimate the payments to the concerned unit in the Format No: IP/PF/04.

6.7 Details of consignee, if any, shall be intimated separately. In order to avoid

confusion, the consignee details as given by the parties shall be faxed to D&C concerned.

6.8 IPD shall forward all the rebate claims and reconciliation cases within 5

working days from the date of receipt of the said documents in IPD’s office in the Format No IP/PF/05. The time period is for those cases whose document are complete in all respect. For those incomplete rebate documents, the party shall be informed on telephone followed by a letter for complying to complete the rebate documents.

6.9 Any change in conditions of P.O. due to change in terms of sale, shall be

conveyed by the party in the form of amended P.O.. The original P.O. and amended P.O. shall be sent to the unit concerned for their reference & records.

6.10 Any change in price, terms and conditions of Industrial Products shall be

intimated to concerned D&C through FAX from the date, the decision is taken mentioning therein clearly the changed terms along with the effective change date as per Format No.IP/PF/07.This shall be followed with photocopy of approval to all the concerned.

6.11 Industrial products mainly Methanol, Nitric Acid, Sod. Nitrate, Sod. Nitrite,

Ammonium Nitrate(M), Argon, Liquid Oxygen, Liquid Nitrogen etc. dispatched from any of the NFL’s Unit shall carry with them the actual lab analysis of the product being loaded in the truck or being filled in the Tanker.

6.12 All D&C Cells shall convey the daily report in the Format No IP/PF/06 on

each working day to IPD’s CMO office by 10.00 A.M which will indicate the completion of PO. The daily report shall be conveyed by D&C through Fax/Phone/E-Mail.

7.0 ENCLOSURES

Annexure 1 - List of Industrial Products Annexure 2 - General Terms and conditions

Format No.IP/PF/01 Performa for Bank Guarantee Format No.IP/PF/02 IOM to IPD for Payment Details (FAX/E-mail) Format No.IP/PF/03 IOM to F&A, CMO for Deposit Format No.IP/PF/04 IOM to Units indicating CRV Nos.

Marketing Division

PROCEDURES



INDUSTRIAL PRODUCTS



Format No.IP/PF/05 IOM indicating Rebates & Claims Format No.IP/PF/06 Daily Report by D&C’s Format No.IP/PF/07 IOM for changed price, terms & conditions

Marketing Division

PROCEDURES

CONTROLLED CUSTOMER

COMMUNICATION

Deptt. / Section MK / IP Document No. IP/IP/01 Issue No./Date 3.0 / 1.9.2006

Revision No. /Date 1.0 / 1.9.2006 Page 1 of 3

Prepared by Senior Manager (IP) Signature Approved by General Manager (Mktg.) Signature

1.0 PURPOSE

To determine & implement effective communication with customers in relation to :-

a) Product Information,

b) Enquiries, Contracts, Purchase Orders, including amendments, and

c) Customer Feedback, including Customers Complaints

2.0 SCOPE

Covers all Industrial Products as per list given at Annexure -1

3.0 REFERENCE

Nil

4.0 DEFINITION

AIIGMA- All India Industrial Gases Manufacturer Association

5.0 RESPONSIBILITY

As given below in the procedure.

6.0 PROCEDURE

6.1 Information about the product is given to the expected / regular customers by

following means:

a) Through Company website - Product details are given on website of NFL

(www.nationalfertilizers.com) along with the product specifications. This

website is regularly updated, whenever necessary based on any modifications in

the specifications or any new product being added by any of the NFL’s Plants.

b) Technical Brochures - are also supplied to prospective buyers.

c) Through media - Data published in the database of Chemical weekly or other

related data magazines.

http://www.nationalfertilizers.com/

Marketing Division

PROCEDURES

CONTROLLED CUSTOMER

COMMUNICATION




d) Through Advertisements - Advertisement of the products especially Industrial

Gases are published in AIIGMA magazine.

e) Verbal, through FAX, E-Mail, letter - The queries received from the Parties

requesting in respect of product details shall be compiled with by giving product

specifications in the List of Industrial Products given at Annexure 1 and

General Terms and Conditions for doing business with the NFL as per

Annexure 2.

6.2 Depending upon availability, NIT of certain industrial products is floated in leading

National News Papers.

a) Copy of NIT published in leading News papers is sent to all those parties who

are registered with us for that particular product whose NIT is issued and to any

other party for which Product Manager has information.

b) The Tender documents shall be issued either by hand or through registered post

/ Private Courier/Speed Post.

c) All the information relating to tender like price bid opening, discussion date etc.

shall be communicated to the party in writing at the correspondence address

given by the party in their Tender.

6.3 The communication regarding Purchase Order and supply of Industrial Products

against it, the same has been spelt out in Procedure No.IP/PP/01. The subsequent

amendment by the customer is also covered in this Procedure.

6.4 The Customer Feed-back and the Customer complaint are covered in Procedure

No.IP/CP/01.

7.0 ENCLOSURES

Annexure 1 - List of Industrial Products,

Marketing Division

PROCEDURES

CONTROLLED CUSTOMER

COMMUNICATION




Annexure 2 - General Terms and conditions for Industrial products, Annexure 3 - Copy of Tender documents for Industrial products,

Marketing Division

PROCEDURES

CONTROLLED PPROCEDURE FOR

HANDLING CUSTOMER COMPLAINT

Deptt. / Section MK / IP Document No. IP/CP/01 Issue No./Date 1.0 / 1.10.2010 Revision No. /Date Page 1 of 3


1.0 PURPOSE

To establish and maintain procedure for receipt and redressal of customer Complaints /

Grievances related to Industrial products

2.0 SCOPE

This procedure covers all Industrial Products being manufactured & marketed by NFL.

3.0 REFERENCE

Procedure Manual of Nangal Unit for ISO-9001-2008

PP-IP-02 PN-OP-04

PP-IP-03 PS-OP-04

PM-1P-01 PM-OP-05

PM-0P-04 PM-OP-06

PM-OP-13 PC-1P-02

PN-IP-01 PC-OP-02

PN-IP-02

Procedure Manual of Panipat, Bathinda & Vijaipur units for ISO-9001(2008) covering

Industrial products

4.0 DEFINITION

None

5.0 RESPONSIBILITY

As indicated in the procedure below and Procedure Manual Bhatinda, Panipat &

Vijaipur Units for ISO-9001-2008 covering Industrial Products

6.0 PROCEDURE

a. Customer complaint may be verbal or through telephone/letter/e-mail. On receipt

of the customer complaint, the concerned officer will record/send the complaint to

IPD Group at NOIDA.

Marketing Division

PROCEDURES





b. At IPD NOIDA, each complaint shall be recorded in the Complaint register having

Format No. IP/CF/01 by the concerned Official of the IPD.

c. Complaints related to any problem pertaining to Unit shall be communicated to the

Unit concerned in the format No.IP/CF/02 with a copy to D&C Cell for follow up

with the Unit for corrective & preventive action.

d. All the problems related to the Transportation shall be conveyed to the

Incharge(Transportation) of the unit concerned along with a copy to Incharge

D&C Cell for follow up / expeditious corrective & preventive action.

e. Concerned Officer of the IPD will ensure that necessary reply based on the

response from the Unit is sent to the complainant within a reasonable period and in

any case not beyond 45 days from the receipt of the complaint. In case corrective /

preventive action to be communicated to the complainant requires more than 45

days, an interim reply shall be sent.

f. All the dispatches of IPD shall conform to the minimum Specifications as

mentioned in the List of Industrial Products being manufactured and marketed by

NFL given at Annexure 1. Any complaint by the customer regarding quality shall

be referred to the concerned unit for analysis. After obtaining the feedback from

the Unit, a suitable reply shall be sent to the customer and the IPD.

g. If Party/ IPD is not satisfied with the unit’s reply for the complaint, to ensure better

satisfaction, party shall be given the option to get the quality of the product in

question analyzed from any reputed third party after obtaining consent from NFL.

Marketing Division

PROCEDURES





h. A Team comprising of representative of the concerned Unit and IPD shall collect

any such sample sent for third party inspection. For the solid products, the sample

so collected shall be from the sealed bag of NFL.

i. In case of liquid products, the test analysis of Plant Analyzer shall be taken into

consideration. In case of dispute, the test analysis of tankers filled before and after

the disputed tanker shall be taken for arriving at any conclusion.

j. On Quarterly basis, status of complaints will be communicated to the Management

Representative (MR) as per format No.IP/CF/03. MR if required, will include these

in the Management Review Meeting Agenda.

k. The complaint reddressal procedure No.PP.IP-02 of Nangal Unit as per unit ISO

shall also be referred for handling the complaints of the Customer.

7.0 ENCLOSURES Annexure 1 - List of Industrial Products

Format No.IP/CF/01 - Complaint Register Format Format No.IP/CF/02 - Format for Complaint Communication to Unit Format No.IP/CF/03 - Format for Complaint Communication to MR

Marketing

Division

List of Industrial Products being manufactured and marketed by NFL

Annexure 1 Page 1 of 3

Product/ Chemical

Formula Specifications Used for/Industry Packaging/supply

Methanol Minimum 99.8 wt% Specific gravity Max.0.7928 at 20oC

* Formaldehyde Supplied in Road Tankers * Automotive antifreeze

* Chemical Synthesis * Aviation Fuel * Rocket fuel * Dehydrator for natural gas

Nitric Acid Dilute (HNO3) HNO3 by wt. 54% and 60% concentration. Balance water

* Organic Synthesis Road Tankers * Photo engraving * Medicine * Preparation of Nitro * Compounds Oxidizer in liquid rocket Propellants * Refining of Silver

Ammonium Nitrate (NH4NO3)

Flakes * Explosives, Pyrotechnics

Flakes in Polethene HDPE Bags

95% concentration Balance water

* Herbicides & Insecticides

* Nitrous Oxide Melt * Absorbent for Nitrogen

Oxides

Concen 82-84% * Ingredient for freezing Balance water mixtures * Oxidizer in solid rocket Melt in Stainless

Steel road tankers.

properties * Nutrient for Antibiotics

&

Yeast * Catalyst

Sulphur (S) 99.5% purity * Sulphuric Acid Loose Moisture 0.5% * Sugar Industry * Rubber & Tyre

Industry Industrial Grade Urea (NH2CONH2)

Nitrogen 46.6% * Animal Feed 50Kgs. HDPE Bags. Moisture 0.4%-0.5% * Synthetic resins Melting Point 131oC * Textile finishes Biuret Less than 1.0% * Melamine Resins * Paints & Dyes * Drugs &

Pharmaceuticals. Liquid Oxygen(O2) 97-98% purity * Steel Manufacturing Road Tankers

Marketing

Division



Product/ Chemical


Inerts 2-3% * Copper Manufacturing * Welding & Cutting * Medical purposes.

Liquid Nitrogen (N2) 99.99% purity * Animal Husbandry for Semen

Cryogenic bottles for small quantity; bulk in road tankers. 0-10 PPm Oxygen Preservation

* Electronic Industry Carbon Slurry[ C ] Carbon on dry basis by

wt. – 98%, Ash etc. – 2%

* Rubber industry Loose

* Ink making industry

Carbon dioxide Gas (CO2)

CO2 (97-98%) purity * Aerated Water Through pipe line Inert gases – 2 to 3% Methanol by wt. 500 PPm (Max)

* Dry Ice

Anhydrous Ammonia (NH3)

H2S – 1 PPm (Max 99.5% purity (mm)

* Nitric Acid production Road Tankers * Urea Production * Hydrazine * Nitriding of Steel * Refrigerant Solvent * Yeast Nutrient * Rocket Fuel * Reducing Agent for Ores

Sodium Nitrite (NaNO2) 97.00% purity by wt. * Organic synthesis 50 Kg HDPE Bags NaNO3 – 1% by wt. * Rubber additives Moisture and Volatile matter 1.0%

* Chemical reagent

* Pharmaceuticals * Photographic regent * Pickling meat * Medicines * Dyeing & Printing of

Fabrics * Rust Proofing etc

Sodium Nitrate (NaNO3) 99% purity by wt. * Oxidizing agent 50 Kg HDPE bags Na NO2 – 0.20% * Oxidizer in solid rocket Moisture – 0.50% Propellants * Fertilizers * Glass Manufacturing * Chemical Reagent * Dynamites/matches * Military Explosives * Refrigerant/Medicines

Marketing

Division



Product/ Chemical


Liquid Argon (Ar) 99.999% purity * Arc Welding Road Tankers Oxygen 0.5PP * Plasma cutting Nitrogen 0.2PPm * Lamp industries Maximum impurity 10 PPm

* Aircraft & Missile industry

H20 0.1 PPm * Cryogenics & Refrigeration

* Gas Chromatography & Gas

analysis * Copper refining; * S.S.Production * Metal Refining.

Lliquid CO2 (CO2) Purity: 99.93% * Aerated water Road Tankers CO : <5 PPm * Dry Ice O2 : < 10 PPm Oil : NT Methanol : NT H2S : NT

Off Grade Methanol (CH3OH)

Water : 20-30% Higher alcohol :5-10% Water :20-30%

Road Tankers

D.M. Water(D.M.W) Physical characteristicsClear-Color less

1. For Industrial water used in Process

2. Battery water

Road Tankers / Carbouys

Sio2 Less than 0.015 mg/kg, Ph value at 250C 6.5-7.2 Hardness - Nil Conductivity at 200C - 0.2 micro mho/cum Total Iron as Fe –Less than 0.015 mg/kg Total Copper as Cu – Less than 0.003 mg/kg Total CO2 - Nil

Marketing

Division

GENRAL TERMS AND CONDITONS FOR SALE OF INDUSTRIAL

PRODUCTS

Annexure-II Page 1 of 1

1. Supplies are on Ex-works basis, statutory levies such as Excise Duty, Sales Tax, etc. as

applicable shall be charged extra. 2. Since the supplies are on Ex-works basis, the BUYER shall arrange transportation and

transit insurance and no claim for damage or loss during transit shall be entertained. NFL’s responsibility ceases the moment material leaves factory premises. However, wherever feasible, National Fertilizers Limited shall arrange truck/tankers requisitioned from Transport Operators Union, the only transport agency available at Nangal, on customers behalf.

3. Our being a continuous process the quality as per specifications is monitored on regular intervals. In case of any controversy on quality control National Fertilizers Limited record shall be taken as final.

4. Payment terms are against advance payment in the form of draft or pay order. 5. The prices quoted are subject to change, prices ruling on the date and despatch shall be

applicable. 6. The buyer will have to meet all statutory requirements needed for purchase of the

product, as regards storage and handling permits from the statutory bodies. 7. Buyer will have to deposit security equivalent to Rs. 25,000/- for the purchase of all the

products except Carbon Slurry for which the registration amount is Rs. 10,000/-. The security amount is to be paid through Demand Draft, favoring National Fertilizers Limited, payable at Delhi/N.Delhi. The security deposit is refundable on termination of business with National Fertilizers Limited, however it shall not attract any interest on the security amount. The security deposit for purchase of Nitric Acid to the States of M.P., Gujrat, Bihar, Jharkhand, W.B., Orissa, Chhattisgarh shall be Rs. 1.00 Lakh (Rupees One Lakh only).

8. Responsibility of loading of Sulphur, Carbon Slurry, etc. lies with the BUYER. 9. Damage, if any, to National Fertilizers Limited’s property or personnel by the

truck/tankers of the BUYER, shall be to the account of BUYER. 10. Buyer will have to ensure coverage of Public Liability (Third Party) in their insurance

policy for transportation of Products through Road/Rail/Tankers/other Vehicles. 11. In case of any dispute in relation to these terms and conditions will be deemed to have

arisen within the jurisdiction of N.Delhi courts. 12. Buyer shall have to submit following documents before getting registered with NFL

a) Copy of Memorandum of Association in case of limited company/Photocopy of partnership deed duly notarized/Affidavit for sole proprietor.

b) Photo copies of E.C.C. No., LST, CST , advance ‘C’ form (Blank) c) Bankers Name with address, A/c No., Type of account, Name/s of

signatories preferably on banks letter head pad. NOTE: The terms and conditions as mentioned in agreement shall overlap the terms mentioned here, wherever applicable.

Marketing

Division

STATUTORY

REQUIREMENTS

Annexure-III

Page 1 of 2

PRODUCT SOURCE STATUTORY REQUIREMENT

To be checked by IPD

To be checked by unit/D&C

Methanol Nangal Valid Storage and Handling License Class A, from Deptt. of Explosives.

Explosive license for transport tankers, Training certificate to transporter by State Govt.Transport Emergency Card spark arrester, Fire Extinguisher, Hazard Chemical number by State Govt, Shut Off valve, First Aid Kits

Nitric Acid Nangal

Kits, Rubber gloves, boots, Apron & face mask kept in tankers for emergency while in transit, *Hazardous Chemical Sign.

Ammonium Nitrate (lumps) Nangal Party's registration certificate depicts A.N.(L) as raw material

Ammonium Nitrate (Melt) Nangal Party's registration cerficate depicts A.N.(L) as raw material

Valid license for transportation of explosive from Department of Explosives- Not required

Sulphur Nangal/ Bathinda/Panipat

Industrial Grade Urea Nangal Clearance from Ministry for sale

Vijaipur Liquid Oxygen Nangal/

Bathinda/Panipat *Valid Hydraulic test certificate for

transportation, *License from Deptt. of Explosives (CCE) for handling

Gases,*Hazardous Chem Sign. Liquid Nitrogen Nangal/

Bathinda/Panipat *Valid Hydraulic test certificate for


Gases,*Haz Chem Sign. Carbon Slurry Nangal/

Bathinda/Panipat

Pollution clearance for lifting, storage and handling of material,

Carbon Di-oxide Gas Bathinda/Panipat Various certificates/ license were taken from parties at the time of

inception of plant.

Marketing

Division

STATUTORY

REQUIREMENTS

Annexure-III

Page 2 of 2

PRODUCT SOURCE STATUTORY REQUIREMENT

To be checked by IPD

To be checked by unit/D&C

Ammonia Nangal Valid Storage and Handling License Class A, from Deptt. of Explosives.

Explosive license for transport tankers,

Vijaipur *Hazardous Chemical Sign Sodium Nitrite Nangal Sodium Nitrate Nangal Liquid Argon Panipat *Valid Hydraulic test certificate for


Liquid CO2 Panipat *Valid Hydraulic test certificate for transportation, *License from Deptt. of Explosives (CCE) for handling

Off Grade Methanol Nangal Valid Storage and Handling License Class A, from Deptt. of Explosives.

Explosive license for transport tankers, Training certificate to transporter by State Govt. Transport Emergency Card spark arrester, fire extinguisher, Hazard Chemical number by State Govt. Shut Off valve, First Aid Kits

Marketing

Division

PARTY CODE REGISTER

FORMAT NO. IP/RF/01

Party Code (New/Old)

Party Code Allotted

Party Name Address Office/Works

Phone No. Office/works/Res./M

Regtn, D.D. No. Date/Value

Products to be Purchased

Date of Cancellation

Details of Refund DD No./Date/Value

Marketing

Division

PERFORMA FOR BANK GUARANTEE

FORMAT NO. IP/PF/01

Whereas (Name of the BUYER and address) __________________________________ ________________________ Hereinafter called the BUYER has/have entered into an agreement with NATIONAL FERTILIZERS LIMITED, having its Central Marketing Office at A-11, Sector –24, Noida, Gautam Budh Nagar (U.P.), hereinafter called the ‘Company’, for the purchase of (Name of the product) ________________________. And whereas in terms of the said agreement, the company will supply _________ to the BUYER against payment by Demand Draft/Letter of Credit, subject to the condition that the BUYER will furnish a Bank Guarantee from any Nationalized Bank or scheduled Bank for faithful performance of the contract. 1. Therefore we (Name of the Bank) _______________ (hereinafter called the Bank)

Bankers of the said BUYER irrevocably guarantee to pay to the company merely on demand the amount or part, thereof and not exceeding a sum of Rs. _________ (Rupees ______________ only) unconditionally, without demur and without any reference whatsoever to the BUYER, as soon as the Bank receives a Notice from the company asking for payment under the terms of agreement. Any such demand made on the Bank shall be conclusive as regards the amount due and payable by the Bank under this guarantee.

2. The Bank agrees that the company’s decision whether a violation and/or breach of the

terms and conditions of the agreement has occurred or not, shall be final and conclusive and the Bank will not be entitled to ask whether payment is being lawfully or not.

The Bank further agrees that the BUYER and the company shall have the fullest liberty without any consent and without affecting in any manner or obligation thereunder to vary any of the terms and conditions of the said agreement and to forebear or enforce any of the terms and conditions relating to the said agreement and the Bank shall not be relieved from its liability by reason of any variation or extension being granted to the BUYER or for any forbearance act or omission on the party of the company of any indulgence by the company to the said BUYER or any such matter or thing whatsoever, which under the law relating to sureties would, but for the provision have affected of so relieving us.

3. The Bank also agrees that this guarantee shall remain in force for one year from the

date hereof provide all claims under this guarantee are preferred on the Bank not later than 90 days from the date of expiry.

4. This guarantee shall be in addition to any other guarantee or security whatsoever that the ‘Company’ may now or any time any where have relation to the BUYER’S obligation/liabilities under the said agreement and the company shall have full

Marketing

Division

PERFORMA FOR BANK GUARANTEE

FORMAT NO. IP/PF/01

authority to take recourse to or to reinforce this security, which the company may have or obtains and no forbearance on the part of the company in enforcing or requiring enforcement of any security shall have to effect of releasing the Bank from it full liability thereunder.

5. This guarantee shall not determined or effected by the liquidation or winding up

dissolution or change of constitution or insolvency of the BUYER’S, but shall in all respects and for all purposes be binding and operative until expiry date.

6. The Bank hereby waives all rights at any time inconsistency with the terms hereof

and the obligations of the Bank shall not be in any way effected or suspended by reasons, if any dispute or disputes having been raised by the BUYER’S (whether or not dispute before arbitrators office tribunal or court) or any denial of the liabilities by the BUYER stopping or preventing or purporting to stop or prevent any payment by the Bank to the company in terms hereof.

7. Notwithstanding what is stated in the foregoing paragraph it is agreed that (i)

maximum liability of the Bank under this guarantee is limited to Rs. ____________ only. (ii) This guarantee is valid for a period of ______________ year only from the date hereof and the question of renewing the guarantee for any further term/terms shall be in the Bank’s absolute discretion and subject to such conditions as it may impose, and (iii) all claims under this guarantee should be made before the expiry of 90 days from the dated of expiry of the period of the guarantee, failing which all rights of the company thereunder shall be and stand extinguished and the Bank will be discharge all liabilities.

I) The Bank also agrees that this guarantee shall not be affected by any change

in constitution of the Bank or the SELLER. II) The Bank further agrees that the expression ‘Bank’ and company herein

before used shall be unless such interpretation be repugnant to the context, include their respective successors and assigns.

III) Than Bank undertakes not to revoke this guarantee during it currency except with the previous consent of National Fertilizers Limited in writing.

IV) The person (agent or Manager as the case may be) signing this guarantee on behalf of the Bank is duly authorized to commit the Bank as per authority No: __________ dated ________ and we the Bankers agrees to be fully bound by the said guarantee.

Date this the ____________ date of ____________ at ___________________ for _____________. (Bank Name)

Marketing

Division

INTER OFFICE MEMO FAX / E-mail

FORMAT NO. IP/PF/02

From:_________________________________________ To:_____________________________ Ref: _____________________________________________ Date: __________________________ Sub: Payment for Industrial Product Enclosed is the detail of the payments deposited at ________________ for Purchase of Industrial Products. Covering letter received from the Party/parties is sent herewith through courier

S.No Name Of Party (M/s) Party Code

DD NO. & Date

Amount (Rs.) CRV No./ Date

Product

01

02

03

04

05

06

07

(Name & Designation) Encl. : As above

Marketing

Division

INTER OFFICE MEMO

FORMAT NO. IP/PF/03

From:___________________________________________ To:_______________________________ Ref:____________________________________________ Date:_____________________________ Sub: Payment for Industrial Product Enclosed please find herewith Demand Drafts as detailed below being the payment received towards supply of Industrial Products. Photocopy of the covering letter received from the Party/parties is enclosed for reference and records: S.No

Name Of Party (M/s) Party Code

DD NO. & Date

Drawn on

Amount (Rs.) Product

01

02

03

04

05

06

07

You are requested to deposit the above said Demand Draft/s and intimate the CRV Number.

(Name & Designation) Encl. : As above

Marketing

Division

INTER OFFICE MEMO

FORMAT NO. IP/PF/04

FROM : . TO : . Ref. No : Date : Sub : Payment Details and Dispatch instructions for____________ Following parties have deposited payment for purchase of Industrial Products as detailed below S.No. Party Name (M/s) DDNo./Date Value(Rs.) CRV/Date Product

(Name & Designation)

Marketing

Division

NOTING

FORMAT NO. IP/PF/05

Ref. No: Dated_____________ Sub : Quantity /Distant rebate claim of Industrial Products. The quantity/distant rebate claim of the parties as detailed below has been verified from Nangal Monthly report

S.No. Party Name(M/s) Month Quantity Product

Kindly pass the rebate claims of the above parties and credit note be sent to the party with a copy of the same forwarded to this office. Submitted Please.

(Designation & Name)

HOD

Marketing

Division

DAILY REPORT

FORMAT NO. IP/PF/06

Report for _____(Date) Date

Nangal Prod Despatch Stock Tankers

inside Tankers

Despatched Amm-I Amm-II NA(100%) 59% 60% AN(L) AN(M) LOX LN2 NaNO2 NaNO3 Sulphur C.Slurry Methanol Off-Gade Methanol Bathinda Ammonia Sulphur Carbon Slurry Liq. Oxygen Liq. Nitrogen Carbon Dioxide Methanol Panipat Ammonia Sulphur Carbon Slurry Liq. Oxygen Liq. Nitrogen Carbon Dioxide Liquid Argon Liq. Co2 Methanol

(_________________) __________________

Designation & Name

Format No.: IP/PF/07

INTER OFFICE MEMO

Fax/E-mail

FROM : TO : REF No: NFL: IPD: DATE : Sub : Revision in selling price, terms and conditions of _______________ Product : ___________________ Effective date of Change : ________________________ Revised Price, Terms and conditions B.Price:- _________________________ Payment Terms ___________________ Cash Discount ______________ Quantity Rebate Distant Rebate Any Other Details

( ) Name and Designation

Marketing

Division

COMPLAINT REGISTER

FORMAT NO. IP/CF/01

S.No

Complaint No.

Product

Date

Party Name

Letter No/Phone

UnitInvolved

Brief Descriptionof Complaint

Forwarded to

Vide letter No.

Reply No(recd. from

Unit)

Action taken

Reply sent to the Party

Signature

Marketing

Division

INTER OFFICE MEMO Customer Complaint

FORMAT NO. IP/CF/02

FROM: In Charge, IPD, CMO, NOIDA. TO: In Charge (Transportation / Production / Finance),

NANGAL / PANIPAT / BATHINDA / VIJAIPUR

Ref. No: NFL:IPD: Date: Sub: Complaint Received from the IP Party Complaint Number ______________________ Party Name ______________________ Product Lifted ______________________ Invoice Date ______________________ Complaint Pertains to ______________________ Party’s letter No. dated ______________________ With reference to the above, please find enclosed letter received from the party. You are requested to look in to the matter and reply to this office within 15 days so that party be replied accordingly.

(Name & Designation) C.C. 1. Respective D&C Cells

Marketing

Division

QUARTERLY STATUS FOR MANAGEMENT REPRESENTATIVE (CUSTOMER COMPLAINT)

FORMAT NO. IP/CF/03

S.No

Complaint No.

Product

Date

Party Name

UnitInvolved

Brief Descriptionof Complaint

Action taken

Reply sent to the Party

document no: mk/mm/03 issue no.- 01 controlled issued …

Documents