Download - Mau so yeu ly lich
-
Manual for Internal Control Requirements
Part Purchasing
2012 6 22
-
B150-30 , B150-40 Business Processes Chart (NCC Project) B150-30, B150-40 A150-30 , A150-40 Business Processes Chart (TNC Project) A150-30 , A150-40 Rules to make a Comparison Table in selecting a sub-contractor or a supplier. Rules for circulation of Comparison Table in selecting a sub-contractor or a supplier Rules for Registration on System Rules to prepare a Sub-Contract or Purchase Order Agreement Internal Control Checklist
-
Terms and Definitions
The Maximum Amount of Foreign Currency Can Be Approved by Each Official Position
Internal Control Check-List(for Sub-Contract Agreement or Purchase Order)
Internal Control Check-List(for Sub-Contract Agreement or Purchase Order)
-
English B150-30 A150-30
Process Number B150-30 NCC Project A150-30 TNC Project Rules to make a Comparison Table in selecting a sub-contractor or a supplier. Required Documents Comparison Table needs to be prepared based on The Authorization Amount Set by Internal Control when we select the sub-contractor or supplier.
It is very important to keep the negotiation documents of sub-contractors
or suppliers when preparing of Comparison Table.
All sub-contractors quotation should be attached for the approval of Comparison Table.
All negotiation documents of Finalized Subcontractor or Supplier
needs to be kept as Supporting Documents of Negotiation Process.
-
NET
Comparison Table and the Subcontractors Quotation as basis of the said Comparison Table should be consistent.
The amount listed on Comparison Table should be matched with the Subcontractors Quotation amount. Also, Quotation from Subcontractor or Supplier amended by engineer in NCC shall be acceptable.
The Details of Comparison Table should be attached with Comparison Table when we use the unit price from the quotation for making Comparison Table. It is necessary to record the reasons and submit evidences to International Headquarters when only select from one sub-contractor or select from not cheapest sub-contractor.
It is necessary to record the reasons and submit evidences to International Headquarters when the amount on Comparison Table has exceeded budget.
-
()
NET
Rules for circulation of Comparison Table in selecting a sub-contractor or a supplier Requirements for Comparison Table Circulation Memo of internal control or Internal Control check- list (for Comparison Table) shall be attached when apply for approval of Comparison Table.
Above a circulation memo shall contain sign columns for authorization approvers. It is necessary to confirm the approval from Branch Office or International Headquarters or Tokyo Headquarters for the authorization amount set by internal control when preparing Comparison Table.
See Attached It is necessary to have approval from GMI for Request for
Subcontract/Material Order Contract when the amount on Comparison Table has exceeded budget. But it is not necessary to have approval from GMI when the amount on Comparison Table is within the Authorization Amount of Project manager.
-
Copy
The Request for Subcontract Agreement/Material Order Contract should be attached together with Comparison Table when it is necessary to have approval from Branch Office or International Headquarters or Tokyo Headquarters.
It is necessary to have approval from Branch Office or International Headquarters or Tokyo Headquarters for Request for Subcontract/Material Order Contract based on the authorized amount set by Internal Control.
Request for Subcontract / Material Order Approval Submission to International Headquarters It is necessary to send the copy /data of Internal Control check- list (for
Comparison Table) to International Headquarters when get approval for Request for Subcontract/Material Order Approval.
After submission of Request for Subcontract / Material Order Approval
to International Headquarters, we shall check the approval status with Person-in-Charge on a timely basis.
We cannot keep in file before have an approval for Request for
Subcontract/Material Order Approval from Branch Office or International Headquarters or Tokyo Headquarters.
-
()
Required Documents for Applying of Approval of Comparison Table Request for Subcontract / Material Order Approval
need to send Original Internal Control check- list(for Comparison Table) Comparison Table ( Details of Comparison Table) Quotation from Finalized Subcontractor or Supplier Quotation from Un- Finalized Subcontractor or Supplier Evidence
only select from one sub-contractor select from not cheapest sub-contractor over budget
Summary of Agreement of Sub-contract and Purchase Order Only for Building Project
Evaluation List for sub-contractor or supplier Draft of Sub-Contract Agreement or Purchase Order
Document kept in another File
Documents of Negotiation Process for Finalized Subcontractor or Supplier
(Documents of Negotiation Process for Un- Finalized Subcontractor or Supplier)
Send Copy or Scan Data to International Headquarters
-
RN-CP RN-CP
RN-CP
Pojjaman Pojjaman
MD Pojjaman
Rules for Registration on System For NCC Project(RN-CP) We can only register for the final Sub-contractor in RN-CP system after
approved Comparison Table. However, it is necessary to keep approved Comparison Table and related record and documents as original. And in RN-CP system, approved documents by paper need to be applied.
For TNC Project(Pojjaman) Comparison Table needs to be prepared by RN-CP system and
Comparison Table printed from RN-CP system needs to be circulated with other required documents. Also, both Comparison Table by paper and in RN-CP system need to be simultaneously circulated.
The Request for Subcontract Agreement/Material Order Contract should
be attached together with Comparison Table when it is necessary to have approval from International Headquarters or Tokyo Headquarters. And after approved by International Headquarters, MD can approve Comparison Table in Pojjaman system.
-
2009/05/122010/11/15
B150:
B:
30:
100:
/
AB
[B110-80 ] [B140-50 ]
/
RN-CP
B150-30 - 1
661016201120122012
-
2009/05/122010/11/15
B150:
B:
30:
100:
/
B150-30-R1
A B
C D
Rv
Ck
Ap
Rv
Ck
Ap
C1
C3
C4
C5
C6
C7
B150-30 - 2
-
2009/05/122010/11/15
B150:
B:
30:
100:
/
B150-30-R3
[B150-40 ]
C
100
100
[B150-40]
500
1000
[B150-40 ]
500
1000
5000
5000
[B150-40 ]
D
Ap
Ap
C8
C9
C10
C11
Ap
Ap
B150-30-R1
10
104010
4080
80
4
B150-30 - 3
-
2009/05/122010/11/15
B150:
B:
30:
100:
B150-30-R5
[A160-20 ]
[]
RN-CP
[]
RN-CP
[B140-50 ]
RN-CP
C12
[]
RN-CP
E
5
G
7
RN-CP
[]
RN-CP
[]
RN-CP
[]
RN-CP
[]
RN-CP
[]
RN-CP
Si
[B140-30 ]P.3RN-CP
1 RN-CPRN-CP
B150-30 - 4
-
2009/05/122010/11/15
B150:
B:
30:
100:
/
B150-30-R6
[B150-40 ]
100
100
[B150-40 ]
500
500
10
104010
4080
80
4
[]
RN-CP
[]
RN-CP
4
F
E
6
RN-CP
C14ApRv
150-30-R5
C13
ApRv
C16 C15
B150-30 - 5
-
2009/05/122010/11/15
B150:
B:
30:
100:
B150-30-R7
1000
[B150-40 ]
1000
5000
5000
[B150-40 ]
C9
[]
RN-CP
[]
RN-CP
[]
RN-CP
500
5
F H
RN-CP
C17
150-30-R5
Si
ApRv
C19 C18
ApRv
C20C21
ApRv
C22C23
7
B150-30 - 6
-
2009/05/122010/11/15
B150:
B:
30:
100:
150-30-R5
B150-30-R8
[]
RN-CP
[]
RN-CP
[]
RN-CP
C1
[]
RN-CP
[]
RN-CP
6
4
H
RN-CP
G
RN-CP
Rv
B150-30 - 7
-
2009/05/122010/11/15
B150:
B:
30:
100:
1.00
JPY \300,000 \1,000,000 \5,000,000 \10,000,000 \50,000,000
US$ 91.44 3,000.00 10,000.00 50,000.00 100,000.00 100,000.00
HK$ 11.80 30,000.00 100,000.00 400,000.00 800,000.00 8,000,000.00
TB 2.74 120,000.00 400,000.00 2,000,000.00 4,000,000.00 4,000,000.00
S$ 65.46 5,000.00 15,000.00 75,000.00 150,000.00 150,000.00
P.P. 1.90 150,000.00 500,000.00 2,500,000.00 5,000,000.00 5,000,000.00
GBP 151.40 2,000.00 7,000.00 35,000.00 70,000.00 70,000.00
RM 26.52 12,000.00 40,000.00 200,000.00 400,000.00 400,000.00
EUR 135.60 2,000.00 7,000.00 35,000.00 70,000.00 70,000.00
RMB 13.25 20,000.00 70,000.00 350,000.00 700,000.00 700,000.00
NT$ 2.78 100,000.00 400,000.00 2,000,000.00 4,000,000.00 4,000,000.00
Rupee 1.92 150,000.00 500,000.00 2,500,000.00 5,000,000.00 5,000,000.00
Dong 5.07 60,000.00 200,000.00 1,000,000.00 2,000,000.00 2,000,000.00
DZD 1.24 250,000.00 800,000.00 4,000,000.00 8,000,000.00 8,000,000.00
Rupee 0.78 400,000.00 1,200,000.00 60,000,000.00 12,000,000.00 12,000,000.00
Somoni 24.28 12,000.00 40,000.00 200,000.00 400,000.00 400,000.00
Dong1,000
B150-30 - 8
-
Company Nishimatsu Construction Co.,Ltd Branch B:Overseas Construction Project (Stand Alone) Process Owner Audit Office Creater: Toda Isaku Renewed by: Yukio MasudaCreated 2007/05/12 Renew on:2009/11/15
Level 1 B150: Procurement Level 2 30: Subcontractor/Supplier Selection
B150-30 Contractor Selection-1
Project Office/Site Office
Guideline for quotation conditions
Quotation (Internal)
QS to prepare a guideline of conditions and breakdown for the quotation
QS to select a subcontractors to get quote.
PD/GM to confirm the conditions and breakdown for the quotation and select the suppliers/subcontractors to send a quotation request (at least 3 companies)
QS to request the quotation to suppliers/subcontractors
A
Manual for quotation breakdown
Internal quotation Operation budget Management budget
Supplier registration ledger
Guideline for quotation condition and breakdown
Material supplier Subcontractor
Quotation from subcontractors
Quotation from subcontractor
PD/GM to request the quotation to Japan after confirming the guideline
Quotation request Select Subcontractors
Quotation Instruction
Confirm the guideline for quotation Check the guideline for conditions and breakdown for the quotation to select the subcontractors to get quote
Request Quotation
B
Guideline for condition and breakdown of the quotation
Quotation request
In case of using Japanese supplier/Subcontractor
Operating Budget
The procedure from page1 to 3 is for the case that subcontractors/suppliers selection (Purchase Budget Make, Quotation Request, Quotation Comparison Sheet Make) has NOT been done by RN-CP
B110-80 Work Contract Registration
B140-50 Preparation of operating budget
Overseas Headquarters
Supplier/Subcontractor selection without RN-CP
661016201120122012
-
Company Nishimatsu Construction Co.,Ltd Branch B:Overseas Construction Project (Stand Alone) Process Owner Audit Office Creater: Toda Isaku Renewed by: Yukio MasudaCreated 2007/05/12 Renew on:2009/11/15
Level 1 B150: Procurement Level 2 30: Subcontractor/Supplier Selection
B150-30 Contractor Selection-2
QS to check the quotations and condition confirmation notes after receiving from subcontractors/ suppliers
QS to negotiate the quoted price and conditions with subcontractors/suppliers
PD/GM to select the material supplier/subcontractor to make a contract who offered the cheapest price.(Consider conditions as well)
QS to prepare the quotation comparison sheet
PD/GM to check the contents of quotation comparison sheet before the approval
Material supplier Subcontractor
Quotation comparison sheet
Quotation comparison sheet
There will be a risk of estimating expected final construction cost wrongly by altering a contract amount or conditions
Caution!! B
Resubmitted quotation from subcontractors
Quotation from Sub-contractor
CD
Documents which record negotiation history
Ap
CK
RV C1
C3
C4
Select subcontractor and amount
Approval of quotation comparison Approve quotation comparison sheet
Select subcontractor and amount
Overseas Headquarters
Receive quotation
Negotiate quoted price and condition
Receive Quotation
Negotiate quoted price and condition
Prepare quotation comparison sheet
Project Office/Site Office A
Prepare quotation comparison sheet
Using domestic subcontractors
B150-30-R1
Subcontractors resubmitted quotation
Quotations from Sub-contractors/Suppliers (Resubmitted)
Supplier/Subcontractor selection without RN-CP
-
Company Nishimatsu Construction Co.,Ltd Branch B:Overseas Construction Project (Stand Alone) Process Owner Audit Office Creater: Toda Isaku Renewed by: Yukio MasudaCreated 2007/05/12 Renew on:2009/11/15
Level 1 B150: Procurement Level 2 30: Subcontractor/Supplier Selection
B150-30 Contractor Selection-3
Overseas Office International Headquarters
Civil and building work over 1 million yen and settled by the authorized person (See the sheet attached)
Civil and building work under 15,000 SGD and settled by the authorized person (See the sheet attached)
PD/GM to submit the quotation comparison sheet to overseas sales office or international headquarter
GM to approve the quotation comparison sheet after checking the contents
Using Japanese subcontractors
CivilConstruction work over 150,000SGD or settled by the authorized person (Refer the sheet attached)
Caution!!
DC
Quotation comparison sheet
Ap C6
Approved quotation comparison sheet
Approve quotation comparison sheet
Approve quotation comparison sheet
Submit quotation comparison sheet
Confirm quotation comparison sheet
Civil Building work over 75,000SGD and settled by the authorized person ( Please refer the sheet attached)
Civil and building work under 75,000SGD and settled by the authorized person (See the sheet attached)
Civilbuilding work under 50 million yen or settled by the authorized person
Construction work over 750,000SGD
Please refer the attached sheet for the maximum amount of foreign currency can be approved by the official position for the quotation comparison sheet
Project Office/Site Office Civil Engineering & Business Headquarters
Same risk category as B150-R1
B150-40 Order/contract to supplier/subcontractors
B150-40 Order/contract to supplier/subcontractors
B150-40 Order/contract to supplier/subcontractor
B150-40 Order/Contract to subcontractors
Supplier/Subcontractor selection without RN-CP
-
Company Nishimatsu Construction Co.,Ltd Branch B:Overseas Construction Project (Stand Alone) Process Owner Audit Office Creater: Toda Isaku Renewed by: Yukio MasudaCreated 2007/05/12 Renew on:2009/11/15
Level 1 B150: Procurement Level 2 30: Subcontractor/Supplier Selection
B150-30 Contractor Selection-4
The procedure from page 3 to 7 is for the case that subcontractor selection (Purchase Budget, Quotation Request, Quotation Comparison Sheet Make) has been done by RN-CP
QS to make purchase budget
QS to select a subcontractors to get quote
Purchase Budget Make
Quotation Request Foam
QS to prepare quotation request form
Quotation Request Form
DENIAL RN-CP
RN-CP
RN-CP
B140-50 Management/ Operating budget make
B160-20 Purchase Planning
G
Go to page 7
QS to prepare a quotation comparison sheet
Quotation Comparison Sheet
QS to negotiate the price with subcontractors and prepare a purchase request
QS to select the subcontractor and contract amount
QS to draft purchase request
PD to request the quotation to international headquarter after checking the guideline for the quotation
Quotation Request Form
E
RN-CP
RN-CP
RN-CP
RN-CP
RN-CP
Send Quotation Request
Preparer Quotation Comparison Sheet
Preparer Quotation Comparison Sheet
Purchase Request Make
Purchase Request Make
Go to page 5
If only the result of supplier/subcontractor selection has been inputted after choosing one from quotation comparison sheet, sheet should be circulated The process of approval can be done with the manual The procedure for the case that subcontractor/Supplier selection have NOT been done with RN-CP
Quotation
Subcontractor/supplier
Send Request
Subcontractor/ supplier
SI C12Purchase Request B150 30 R-5
There will be a risk of estimating expected final cost wrongly by inputting incorrect order amount
Caution!!
Quotation Request Form
In case of using Japanese supplier
Reply
Negotiate
Purchase Request
Purchase Request
Reply
B140-30 Management/Operating Budget P3. ( In case of not using RN-CP) Quotation Comparison Sheet(1)
Quotation Request Make/ Edit
QS to send a quotation request form to subcontractors
Quotation Request Form
Quotation Request Make/ Edit
Project Office/Site Office
Supplier/Subcontractor selection with RN-CP
Purchase Budget Make/ Edit
-
Company Nishimatsu Construction Co.,Ltd Branch B:Overseas Construction Project (Stand Alone) Process Owner Audit Office Creater: Toda Isaku Renewed by: Yukio MasudaCreated 2007/05/12 Renew on:2009/11/15
Level 1 B150: Procurement Level 2 30: Subcontractor/Supplier Selection
B150-30 Contractor Selection-5
E
Project Office/Site Office Overseas Office
From page 4
PD/GM to approve the quotation request
C13Ap
GM to approve purchase request
Civil and building work under 5 million yen or settled by
Civil or building work over 5 million yen or settled by the authorized person (Refer the chart attached)
RN-CP
Approve Quotation Request RN-CP
Approve Purchase Request
FB150-40 Order/contract to subcontractor/Supplier (Include change in contract)
Go to Denial (Page1)
Quotation Comparison Sheet In case of denial
B150-40 Order/contract to subcontractor/Supplier (Include change in contract)
Civil and building work under 1 million yen or approved by project manager (Refer the chart attached)
B150 30 R-6
Caution!! Refer A 150-30-R5
Go to Denial (Page1)
In case of denial
Go to Page 6
Quotation Request Ap C15
Purchase Request
Civil and building work over 1 million yen or approved by sales office manager (Refer the chart attached)
Supplier/Subcontractor selection with RN-CP
-
Company Nishimatsu Construction Co.,Ltd Branch B:Overseas Construction Project (Stand Alone) Process Owner Audit Office Creater: Toda Isaku Renewed by: Yukio MasudaCreated 2007/05/12 Renew on:2009/11/15
Level 1 B150: Procurement Level 2 30: Subcontractor/Supplier Selection
B150-30 Contractor Selection-6
International Headquarters Civil Engineering & Business Headquarters
F H
Manager of civil engineering and building approve the purchase request
GM of civil engineering and building to approve the purchase request
Branch office manager approve purchase request
GM of civil engineering headquarter to approve the purchase request
Go to Denial (Page1)
Go to Deny (Page1)
Go to Denial (Page1)
B150-40 Order/contract to subcontractor/Supplier (Include change in contract)
B150-40 Order/contract to subcontractor/Supplier (Include change in contract)
Purchase Request Purchase Request
Purchase Request
From P-7 From P-5
B150 30 R-7
In case of denial
In case of denial
In case of the denial
Civil or building work over 5 million yen or settled by an authorized person
Using Japanese supplier/subcontractor
RN-CP
Approval of Purchase Request
Civil or building work over 10 million yen or settled by a person who has right to approve
RN-CP
Approval of Purchase Request
Purchase Request RN-CP
Approval of Purchase Request
Civil and building work under 50 million yen or settled by a person who has right to approve
Supplier/Subcontractor selection with RN-CP
-
Company Nishimatsu Construction Co.,Ltd Branch B:Overseas Construction Project (Stand Alone) Process Owner Audit Office Creater: Toda Isaku Renewed by: Yukio MasudaCreated 2007/05/12 Renew on:2009/11/15
Level 1 B150: Procurement Level 2 30: Subcontractor/Supplier Selection
B150-30 Contractor Selection-7
International Headquarters
G
PIC of procurement to select subcontractors/suppliers to get quote
Quotation Request Form
Quotation Comparison Sheet
Purchase Request
PIC of procurement send quotation request to supplier/subcontractors
Quotation Request Form
PIC of procurement to prepare quotation comparison sheet
PIC of procurement to negotiate the price and prepare purchase request
From P-4 In case of using domestic suppliers/subcontractors
Send
Answer
Answer
Negotiate
Manager of civil engineering or building or procurement department to select the subcontractor/supplier who offered the cheapest price (consider condition comparison as well)
PIC of procurement to draft a purchase request
Purchase Request
H
RN-CP
RN-CP
RN-CP
RN-CP
RN-CP
Purchase Request
Go to P6
Quotation Request Make/Edit
Quotation Request Send
Quotation Comparison Sheet Make
Purchase Request Make
Approval of quotation request
Sub-contractor
Sub-contractor
Supplier/Subcontractor selection with RN-CP
-
Company Nishimatsu Construction Co.,Ltd Branch B:Overseas Construction Project (Stand Alone) Process Owner Audit Office Creater: Toda Isaku Renewed by: Yukio MasudaCreated 2007/05/12 Renew on:2009/11/15
Level 1 B150: Procurement Level 2 30: Subcontractor/Supplier Selection
B150-30 Contractor Selection-0
Currency Reference Rate Unit: 1.00
JPY 300,000 1,000,000 5,000,000 10,000,000 50,000,000
General Payment Project Director General Manager Head office General Manager Executive officer of head office
US$ 91.44 3,000.00 10,000.00 50,000.00 100,000.00 500,000.00
HK$ 11.80 30,000.00 100,000.00 400,000.00 800,000.00 4,000,000.00
TB 2.74 120,000.00 400,000.00 2,000,000.00 4,000,000.00 20,000,000.00
S$ 65.46 5,000.00 15,000.00 75,000.00 150,000.00 750,000.00
P.P 1.90 150,000.00 500,000.00 2,500,000.00 5,000,000.00 25,000,000.00
GBP 151.40 2,000.00 7,000.00 35,000.00 70,000.00 350,000.00
RM 26.52 12,000.00 40,000.00 200,000.00 400,000.00 2,000,000.00
EUR 135.60 2,000.00 7,000.00 35,000.00 70,000.00 350,000.00
RMB 13.25 20,000.00 70,000.00 350,000.00 700,000.00 3,500,000.00
NT$ 2.78 100,000.00 400,000.00 2,000,000.00 4,000,000.00 20,000,000.00
Rupee 1.92 150,000.00 500,000.00 2,500,000.00 5,000,000.00 25,000,000.00
Dong 5.07 60,000.00 200,000.00 1,000,000.00 2,000,000.00 10,000,000.00
DZD 1.24 250,000.00 800,000.00 4,000,000.00 8,000,000.00 40,000,000.00
Somoni 24.28 12,000.00 40,000.00 200,000.00 400,000.00 2,000,000.00 Review will be required if there is a major change in exchange rate due to inflation etc, For Dong, Unit is 1,000
The maximum amount of foreign currency can be approved by each official position
-
2009/08/312010/09/01
A150:
A:
30:
300:
/
[A110-51 ] [A140-51 ]
PM3
PD/PA
A
A150-30 - 1
661016201120122012
-
2009/08/312010/09/01
A150:
A:
30:
300:
/
A150-30-R1
A
PM
PD/PA
B
C11
C12
Rv
[]
TNC Pojjaman
Comparison
Rv
[]
Excel
Excel
Comparison Sheet
CPojjaman
A150-30 - 2
-
2009/08/312010/09/01
A150:
A:
30:
300:
/
A150-30-R1
A150-30-R4
A150-30-R1
A150-30-R3
A150-30-R1
A150-30-R2
B
PM
PD/PA
GMC
MD
[A140-40 ]
C13
C14
C15
C16
C17
C18
Major Subcontractor
TB4 MD
Minor SubcontractorTB2TB4 MD
Works OrderMaterial Supplier
TB4 MD) TB2TB4 MDTB40TB2 MD)TB1TB40 PD
TB1 PM/PA
Ap
Ap
Ap
Ck
Rv
Ap
Ap
Ap
Excel
C19
C20
A150-30 - 3
-
2009/08/312010/09/01
A150:
A:
30:
300:
A150-30-R7
/
A150-30-R1
A150-30-R1
A150-30-R6
A150-30-R1
A150-30-R5
C
PM
PD/PA
C22
C23
C30
GMC
MD
[A140-40 ]
C32
C33
C35
Major Subcontractor
TB4 MD
Minor SubcontractorTB2TB4 MD
Works OrderMaterial Supplier
TB4 MD) TB2TB4 MDTB40TB2 MD)TB1TB40 PD
TB1 PM/PA
Rv
Ck
Ap
Pojjaman
[]
TNC Pojjaman
Comparison
Si
C29
C31SiCk
Si
Si
C27
C28
C34
SiCk
Ap
A150-30 - 4
-
B150-40 A150-40
Process Number B150-40 NCC Project A150-40 TNC Project Rules to prepare a Sub-Contract or Purchase Order Agreement Requirements for Sub-Contract or Purchase Order Agreement The contract amount/purchase amount of Sub-Contract/ Purchase Order shall be the same amount which be approved under Request for Subcontract/Material Order Approval.
The Report of changed Contract Amount must to be reported to
International Headquarters once the contract amount/purchase amount had to be reduced after Request for Subcontract/Material Order Approval be approved.
The Report of changed Contract Amount must to be circulated to same approvers once the contract amount/purchase amount had to be increased after Request for Subcontract/Material Order Approval be approved.
-
Drivee
The Sub-Contract /Purchase Order cannot be signed until Request for Subcontract/Material Order Approval be approved.
The subcontractor not be allowed to commence work before the Sub-Contract be signed.
The Circulation Memo for internal control or Internal Control Check- List (for Sub-Contract Agreement or Purchase Order) shall be prepared when apply for the approval of Sub-Contract or Purchase Order.
Above circulation list shall contain signature columns for authorized approvers.
Sub-Contract Agreement and Purchase Order Submission to International Headquarter We shall store the electronic data of Internal Control Check-List(for Sub-Contract Agreement or Purchase Order) and other required documents in International Headquarters server after contract be signed.
The email shall be sent to person in charge of International Headquarters after the contract be signed and necessary document be stored in International Headquarters server.
-
Drivee
Required Documents for Sending Sub-Contract or Purchase Order to International Headquarters + Internal Control Check-List
(for Sub-Contract Agreement or Purchase Order)
+Abstract of Sub Contract Agreement and Purchase Order After signed, all documents should be stored in Server in International
Headquarters.
-
Internal Control Checklist It can be used for circulation memo when request for the approval of
Comparison Table and Sub-Contract Agreement and Purchase Order. It is necessary to prepare Internal Control Check-List for local staffs to
understand. We can use the attached Internal Control Check-List or existing check
with the contents of attached Internal Control Check List. Local Staff from Purchasing shall remark with the check-mark on the Internal Control Check-List and request for the approval.
Once be approved, Internal Control Check-List and other required
documents need to be submitted to International Headquarters for the reviewing.
-
2009/05/122009/07/31
B150:
B:
40:
100:
/
B150-40-R1
[B150-30 ]
[B160-40 ][B135-50 ]
[B140-60 B140-61 B140-65 B140-66 ]
A
[B150-30 ]
B
Ap Ap
Ck
Ap
Ap
C1
C2 C3
C4
C5
C6
5
530
5 30
30
1005 5
CRN-CP
CP
Ck
CP
CP
B150-40 - 1
661016201120122012
-
2009/05/122009/07/31
B150:
B:
40:
100:
/
B150-40-R2
A
B
[B140-60 B140-61 ]
[B140-65 B140-66 ]
Rv
Rv Rv
C7 C8
C9 C10
3RN-CP
Ck
D
B150-30-R1
B150-40 - 2
-
2009/05/122009/07/31
B150:
B:
40:
100:
/
B150-30
[]
RN-CP
//
[]
RN-CP
B135-50
B140-90
B160-20
/
RN-CP
C 1
//
D2
B150-40 - 3
-
Company Nishimatsu Construction Co,.Ltd Branch B: Overseas Construction Project (Stand Alone) Process Owner Audit Office Creator: Toda Isaku Renewed by: Yukio Masuda Created 2007/05/12 Renew on:2009/07/31
Level 1 B150: Procurement Level 2 40: Order/Contract to Subcontractors/Suppliers
B150-40 Order/Contract to suppliers/subcontractors -1
QS to prepare a subcontract agreement, material order contract or purchasing order based on quotation comparison sheet
PD/GM to confirm the contents of subcontract agreement, material order contract or purchasing order
PD/GM to sign on the subcontract agreement or material order contract or purchasing order
QS to receive the subcontract agreement, material order contract, purchasing order and keep the duplicate.
Subcontract agreement
Material order contract
Purchasing order
GM to sign on the subcontract agreement, material ordercontract or purchasing order.
There will be a risk ofestimating final estimation cost wrongly by recording wrong contract sum.
Caution!!
A B
C
B-135-50 Material Inspection
In case that sales office manager in each office sign under the condition of approval authority
Subcontract agreement Material Order Contract Purchasing Order (Duplicate)
B60-40 Bill Payment
Ap C3
Sign on Subcontract Agreement
Confirm Subcontract Agreement and P/O
Approve purchasing order
Overseas Office International Headquarters
Prepare Subcontract Agreement and P/O
Sign Subcontract Agreement and P/O
Create purchasing order
Using domestic distributer
Keep Agreement Documents
B150-30 Subcontractor/Supplier Selection
B150-40-R1
Seal on purchasing order
Quotation comparison sheet Client register
Subcontract Agreement Material Order Contract Purchasing Order
Singapore Branch Office (Sign authority for
subcontract agreement/Letter of Award) If a contract sum is over 1 million SGD Below 15,000 SGD PD/GM Over 15,000 SGD GM (Singapore)
B-140-60 profit loss management for construction work (Civil International contract ) B140-61 (Civil Japanese client ) B140-65 Profit loss Management for construction work (Building International contract ) B140-66 (BuildingJapanese client)
Please start from page 3 if a sub-contractor /supplier has been selected with RN-CP,
Project Office/Site Office B150-30 Subcontractor/Supplier Selection
Procedure without RN-CP
661016201120122012
-
Company Nishimatsu Construction Co,.Ltd Branch B: Overseas Construction Project (Stand Alone) Process Owner Audit Office Creator: Toda Isaku Renewed by: Yukio Masuda Created 2007/05/12 Renew on:2009/07/31
Level 1 B150: Procurement Level 2 40: Order/Contract to Subcontractors/Suppliers
B150-40 Order/Contract to suppliers/subcontractors -2
0
QS to mail out a subcontract agreement, material order contract or P/O to supplier/subcontractor
QS to receive the signed subcontract agreement/material order contract or purchasing order
PD/GM to prepare a list of equipment/subcontract order status and check the contents
GM to confirm the contents of list of equipment/subcontract order status
Same risk category as R150-30-R1 (Distributer selection)
Caution!!
Supplier/Subcontractor
A
Subcontract agreement Material order contract Purchasing order (With distributers sign)
Subcontract agreement Material order contract Purchasing order Letter of acceptance Quotation comparison sheet
D Every Quarter
Overseas Office International Headquarters
B
Prepare list of equipment/subcontract order status
Confirm list of equipment/ subcontract order status
List of equipment order status and subcontract order status
B150-40-R2
Mail out subcontract agreementPurchasing order
Keep subcontract agreementP/O
Project Office/Site Office
Receive letter of acceptance
Confirm list of equipment and subcontract order status
Mail Out Subcontract AgreementP/O Subcontract Agreement
Letter of acceptance (Duplicate)
Subcontract agreement etc Building/Civil Work
B-140-60 Construction work profit loss Management (Civil International contract )B140-61 (Civil Japanese client )
B140-65 Profit and loss management for construction work (Building International contract)
If distributer has been chosen with RN-CP, go to page3
Confirm subcontract agreement
Procedure without RN-CP
-
Company Nishimatsu Construction Co,.Ltd Branch B: Overseas Construction Project (Stand Alone) Process Owner Audit Office Creator: Toda Isaku Renewed by: Yukio Masuda Created 2007/05/12 Renew on:2009/07/31
Level 1 B150: Procurement Level 2 40: Order/Contract to Subcontractors/Suppliers
B150-40 Order/Contract to suppliers/subcontractors -3 0
Project Office/Site Office Associated contractor
Order details are saved to server
B-135-50 Material Inspection
B-160-20 Account payable settlement
B-140-90 Monthly Report
From page 2
Purchasing Order
Letter of Acceptance
Detailed Contract agreement
RN-CP
Print out purchasing orderQS to print out the purchasing order
Member of purchasing department in branch office receive the letter of acceptance and key in a date to RN-CP
QS to put printed purchasing order on original purchasing order as a front cover
Letter of acceptanceRN-CP
Input purchasing order
Supplier Subcontracto
Go to Page 1
C
In case of using overseas supplier/subcontractor Purchasing Order/ Letter of Acceptance/detailed contract agreement
In case of using domestic supplier/subcontractor Purchasing Order/ Letter of Acceptance/ Detailed contract agreement
In case of using domestic supplier/subcontractor Letter of Acceptance (with subcontractors seal)
D
Seal on Purchasing Order Order Data
Keep Letter of Acceptance
Print out Purchasing Order
The procedure is for the case that subcontractor selection (Purchase Budget Make, Quotation Request, and Quotation Comparison Sheet Make) has been done by RN-CP
Procedure with RN-CP
-
2009/08/31200/09/013
A150:
A:
40:
300:
/
A150-40-R1
[A150-30 ]
PD/PA
PM
PD/PAPM
MD
GMC
A
C1
C4
C5
C6
Ap
Ap
Ck
Ap
Ap
Ap
C8
C9
[]
TNC Pojjaman
Purchase &Procurement
A150-40 - 1
661016201120122012
-
2009/08/31200/09/013
A150:
A:
40:
300:
/
A150-30-R1
A150-40-R2
A
[A135-50 ] [A140-66 ]
[A140-66 ]
Rv
C7
cMajor Subcontractor
TB4 MD
Minor SubcontractorTB2TB4 MD
Works OrderMaterial Supplier
TB4 MD) TB2TB4 MDTB40TB2 MD)TB1TB40 PD
TB1 PM/PA
A150-40 - 2
-
Terms and Definitions Circulation Memo Comparison Table(RN-CP) Material and Subletting Work Requisition(Pojjaman) Details of Comparison Table The Authorization Amount Set by Internal Control highest limitation amount prescribed by business process of
internal Control See Attached Supporting Documents of Final Quotation final quotation and relevant documents from Subcontractor or
Supplier which listed in the Comparison Table Supporting Documents of Negotiation Process Un-finalized quotation and relevant documents from
Subcontractor or Supplier in process of negotiations Request for Subcontract / Material Order Approval
-
Finalized Subcontractor or Supplier Un- Finalized Subcontractor or Supplier Sub-Contractor Interim Payment Certificate(HK) Domestic Sub-Contractor & Supplier Interim Payment(SIN) Payment Invoice for Work Accomplished(TNC) Sub-Contract Agreement Purchase Order Internal Control Check-List (for Comparison Table) See Attached Internal Control Check-List(for Sub-Contract Agreement or Purchase Order) See Attached Report of changed Contract Amount request for approval from International Headquarters if contract
amount need to be changed Summary of Sub-contract Agreement Summary of Purchase Order
-
GMCI General Manager of Civil Engineering Department, International Headquarters GMBI General Manager of Building Department, International Headquarters GMI General Manager of International Headquarters GMCH General Manager of Civil Engineering & Business Headquarters GMBH General Manager of Building Engineering & Business Headquarters
-
Internal Control Check-List For Comparison Table
Branch Office Project Office
General Manager Project Manager Civil / Building Admin Applicant
Applicant needs to check the following items
All negotiation documents of Finalized Subcontractor or Supplier needs to be kept as Supporting Documents of Negotiation Process.
All sub-contractors quotation should be attached for the approval of Comparison Table.
The amount listed on Comparison Table should be matched with the Subcontractors Quotation amount or amount on The Details of Comparison Table.
It is necessary to record the reasons and submit evidences to International Headquarters when
only select from one sub-contractor or select from not cheapest sub-contractor. It is necessary to record the reasons and submit evidences to International Headquarters when
the amount on Comparison Table has exceeded budget.
It is necessary to confirm the approval from Branch Office or International Headquarters or Tokyo Headquarters for the authorization amount set by internal control when preparing Comparison Table.
The Request for Subcontract Agreement/Material Order Contract should be attached together with Comparison Table when it is necessary to have approval from International Headquarters or Tokyo Headquarters.
Summary of Agreement of Sub-contract and Purchase Order should be attached together with Comparison Table.
Evaluation List for sub-contractor or supplier and Draft of Sub-Contract Agreement or
Purchase Order should be attached together with Comparison Table. (Only for Building Project)
Applicant
-
Internal Control Check-List For Sub-Contract or Purchase Order
Branch Office Project Office
General Manager Project Manager Civil / Building Admin Applicant
Applicant shall check the following items
The contract amount/purchase amount of Sub-Contract/ Purchase Order shall be the same amount which be approved under Request for Subcontract/Material Order Approval.
(In case of Different The Report of changed Contract Amount must to be reported to International Headquarters
once the contract amount/purchase amount had to be reduced after Request for Subcontract/Material Order Approval be approved.
(In case of Different The Report of changed Contract Amount must to be circulated to same approvers once the
contract amount/purchase amount had to be increased after Request for Subcontract/Material Order Approval be approved.
The Sub-Contract /Purchase Order cannot be signed until Request for Subcontract/Material Order Approval be approved.
We shall store the electronic data of Internal Control Check-List (for Sub-Contract Agreement or Purchase Order) and the abstract of Sub Contract Agreement and Purchase Order in International Headquarters server after contract be signed.
The email shall be sent to person in charge of International Headquarters after the contract be
signed and necessary document be stored in International Headquarters server. Civil Section: Mr. KITAMURA [email protected] Building Section: Mr. HORI [email protected]
Applicant
-
1.00
JPY 300,000 1,000,000 5,000,000 10,000,000 50,000,000
General Payment
Project Manager
General Manager BO
GMCI / GMBI
GMI
US$ 91.44 3,000.00 10,000.00 50,000.00 100,000.00 500,000.00
HK$ 11.80 30,000.00 100,000.00 500,000.00 1,000,000.00 5,000,000.00
TB 2.74 120,000.00 400,000.00 2,000,000.00 4,000,000.00 20,000,000.00
S$ 65.46 5,000.00 15,000.00 75,000.00 150,000.00 750,000.00
P.P. 1.90 150,000.00 500,000.00 2,500,000.00 5,000,000.00 25,000,000.00
GBP 151.40 2,000.00 7,000.00 35,000.00 70,000.00 350,000.00
RM 26.52 12,000.00 40,000.00 200,000.00 400,000.00 2,000,000.00
EUR 135.60 2,000.00 7,000.00 35,000.00 70,000.00 350,000.00
RMB 13.25 20,000.00 70,000.00 350,000.00 700,000.00 3,500,000.00
NT$ 2.78 100,000.00 400,000.00 2,000,000.00 4,000,000.00 20,000,000.00
Rupee 1.92 150,000.00 500,000.00 2,500,000.00 5,000,000.00 25,000,000.00
Dong 5.07 60,000.00 200,000.00 1,000,000.00 2,000,000.00 10,000,000.00
DZD 1.24 250,000.00 800,000.00 4,000,000.00 8,000,000.00 40,000,000.00
Rupee 0.78 400,000.00 1,200,000.00 60,000,000.00 12,000,000.00 60,000,000.00
Somoni 24.28 12,000.00 40,000.00 200,000.00 400,000.00 2,000,000.00
Dong1,000
Review will be required if there is a major change in exchange rate due to inflation etc,
The maximum amount of foreign cu rrency can be approved by each official position
B150-30 A150-30 B150-30 Sub-contractorSupplier SelectionB150-40 A150-40 150-40 Procurement1.pdf2011