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DELIVERY INSTRUCTIONS (250320) Flipbook PDF
DELIVERY INSTRUCTIONS (250320)
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TABLE OF CONTENTS 1.0
DELIVERY INSTRUCTIONS
2
2.0
DIAGRAM 1: GOODS INVOICE PROCESS FLOW
6
3.0
SAMPLE 1: SAMPLE FORMAT COMMERCIAL INVOICE & PACKING LIST (CIPL)
7
4.0
DIAGRAM 2: SERVICES INVOICE PROCESS FLOW
8
5.0
SAMPLE 2: SAMPLE FORMAT SERVICE COMPLETION CERTIFICATE (SCC)
9
TERMS AND CONDITIONS APPENDIX 1: DELIVERY INSTRUCTIONS
1.0
DELIVERY INSTRUCTIONS
1.1
Delivery Address: A) ASIAN SUPPLY BASE (ASB) VELESTO DRILLING SDN BHD ASIAN SUPPLY BASE RANCHA-RANCHA INDUSTRIAL ESTATE 87010 LABUAN F.T TEL: 087-413 822 (Office), 016-801 7294, 012-311 6450 RECEIVING SCHEDULE: MONDAY-THURSDAY: 9:00 AM TO 11:30 PM 1:00 PM TO 4:00 PM FRIDAY: 9:00 AM TO 11:30 AM 2.30PM TO 4.00 PM B) KEMAMAN SUPPLY BASE (KSB) * VELESTO DRILLING SDN BHD C/O VELESTO WORKOVER SDN BHD WAREHOUSE NO. 44, DOOR 13-16, PHASE 2B, KEMAMAN SUPPLY BASE, 24007 KEMAMAN, TERENGGANU TEL: 013-208 3234 or 019-280 2067 RECEIVING SCHEDULE: SUNDAY-THURSDAY: 9:00 AM TO 11:30 AM 1:00 PM TO 4:00 PM * Delivery of materials to Kemaman Supply Base have to go through KSB Customs. C) SINGAPORE SUPPLY BASE VELESTO DRILLING SDN BHD C/O BOLLORE LOGISTICS SINGAPORE PTE LTD 1 BUROH CRESCENT, #05-01 SINGAPORE 627545 TEL: +65 6452 7147 RECEIVING SCHEDULE: MONDAY-FRIDAY: 9:00 AM TO 12:00 PM 1:30 PM TO 4:00 PM
1.2
Delivery according to base operating hours: Delivery out of the receiving schedule will not be entertained unless requested by Company. Vendor is required to contact and make arrangement with Company’s supply base prior to delivery.
This document is a property of Velesto Energy Berhad who will safeguard its right according to the civil and penal provisions of the law.
Page 2 of 9
TERMS AND CONDITIONS APPENDIX 1: DELIVERY INSTRUCTIONS
2.0
DELIVERY OF GOODS
2.1
Adherence to the Delivery Date: Vendor shall adhere to delivery date stated in the Purchase Order (PO) (on or before delivery date). Liquidated damages shall be imposed on Vendor for late delivery. Vendor shall produce a letter from Principal/Manufacturer if the delay is caused by Principal/Manufacturer.
2.2
Delivery of goods shall be accompanied by: a) Copy of this PO b) Vendor’s DO (3 copies) – 1 copy for Supply Base / 1 copy for Vendor / 1 copy for invoicing purposes c) Valid certificates (where applicable): i. Test Certificates (Mill Cert, Hydrostatic Test, Load Test, etc.) ii. Chemical Safety Data Sheet (CSDS) & Material Safety Data Sheet (MSDS). iii. Warranty Certificate with Vendor’s stamp and date. iv. Inspection Certificate. v. Release Certificate. (Vendor shall ensure that the heat number tallies with the certificates submitted.)
2.3
Imported Goods (KSB/ASB): For imported goods (KSB/ASB), delivery of goods shall be accompanied by: a) Commercial Invoice & Packing List (CIPL) (Refer Appendix I(A) for sample format) or Consignment of Goods (COG) b) DO or Bill of Lading or Air Way Bill c) Final Customs Form, i.e. K1/K3/K8/K9 Form (for goods consigned to the Company) d) Certificate of Origin (if applicable) e) Import Permit or License (if applicable) f) Certificate of Quantity (if applicable) Note: For CIPL, Vendor shall provide all the information required as in the sample format at the minimum.
2.4
Specific Instructions: a) For Dangerous Goods (DG) (Liquid/Chemical/Explosive): i. Copy of CSDS/MSDS: In dual language (Bahasa Malaysia and English) for chemicals classified as hazardous; or in English only for chemicals not classified as hazardous. ii. Labelling of chemicals shall be in accordance to CLASS Regulation 2013 (Classification, Labelling and Safety Data Sheet of Hazardous Chemicals) iii. Chemicals and lubricants in drums shall be palletized with wing pallets and strapped with steel strapping band. b) For valve: i. Mill Test Certification from manufacturer. ii. Hydrostatic Test Certification by a third party, and witnessed and assessed by Company’s representative, if required. c) For pipe, plate, beam, etc.: Mill Test Certificate. d) For chain/sling: Certificate of Conformity (COC), Inspection Report (both COC and Inspection Report’s date shall be less than 2 weeks prior to delivery), Load Test Report, Mill Cert, Load Test Certificate. e) For Safety Equipment (life raft, life buoy, fire extinguisher, etc.): Any related certificates. (Test certificates date shall be less than 3 months prior to delivery).
This document is a property of Velesto Energy Berhad who will safeguard its right according to the civil and penal provisions of the law.
Page 3 of 9
TERMS AND CONDITIONS APPENDIX 1: DELIVERY INSTRUCTIONS
Note: Documents listed above are mandatory. Failure to produce complete set of documents will result in goods being rejected. 3.0
DISCLAIMER Vendor is reminded that it is Vendor’s responsibility to inform Company of any deficiency, omission, contradiction, mistake and ambiguity in the PO. Goods whose descriptions differ from the PO shall be rejected by Company. Vendor shall issue a Supporting Letter (or COC) from Principal/OEM if there is any deviation on item Part Number/Model due to original item being obsolete/replaced by a newer version.
4.0
PURCHASED GOODS For purchased goods, Vendor shall ensure every item is tagged (waterproof) with the following information printed in permanent ink: • RIG OR HWU NAME • PURCHASE ORDER NO. • ITEM NO. • ITEM DESCRIPTION • PART NO. • QUANTITY • FOR IMPORTED GOODS – COMMERCIAL INVOICE & PACKING LIST (CIPL) Tag size: 60 mm X 100 mm (minimum) Tag Color: White Tag Lettering Color: Black (no hand writing allowed) Position Affixed: Facing outward (visible without further handling of the item) Note: Failure to comply may result in the goods being rejected.
5.0
RENTED GOODS For rented goods, Vendor shall ensure every item is marked, so that the rented goods /items / equipment are identifiable. For example: CONTAINER, CYLINDER, CYLINDER RACK, SLING, DRILL PIPE, DRILL COLLAR, MACHINERY, GENERATOR, ETC.
5.1
Markings (where appropriate): a) Information required: PO number, Vendor name, on-hire date, serial number. b) Method: Colour coding, metal tagging, marking on pipe body (for pipe), etc. Note: Failure to comply to may result in unidentifiable goods.
6.0
PACKAGING
6.1
For packaging, Vendor shall: a) Ensure that the package is splash-proof and strong enough to withstand rough handling. b) Ensure that the supporting documents (Copy of PO/DO/CIPL for imported goods, etc.) are securely attached ON the package. Vendor shall insert an additional set INSIDE the package to avoid missing document when handling. c) Ensure items are packed according to PO. Do not combine items from various PO’s into one packaging. d) Ensure appropriate cargo marking(s) is clearly printed on the package. Examples of cargo markings: This document is a property of Velesto Energy Berhad who will safeguard its right according to the civil and penal provisions of the law.
Page 4 of 9
TERMS AND CONDITIONS APPENDIX 1: DELIVERY INSTRUCTIONS
7.0
INVOICING
7.1
For invoicing, Vendor shall: a) Adhere to Company’s Invoice Process Flow attached. Refer to Diagram 1 & Sample 1 for GOODS and Diagram 2 & Sample 2 for SERVICES. b) Submit the original invoice c/w related supporting documents to address below (based on Contract/PO-issuing entity): NO
CONTRACT / PO-ISSUING ENTITY
1
VELESTO DRILLING SDN BHD LEVEL 18, BLOCK 3A, PLAZA SENTRAL, JALAN STESEN SENTRAL 5, 50470 KUALA LUMPUR ATTN: INVOICE ADMIN (VED), FINANCE
2
VELESTO RIG ASSET (L) LTD LEVEL 18, BLOCK 3A, PLAZA SENTRAL, JALAN STESEN SENTRAL 5, 50470 KUALA LUMPUR ATTN: INVOICE ADMIN (VED), FINANCE
3
4
5
6
VELESTO DRILLING “X” (L) LTD LEVEL 18, BLOCK 3A, PLAZA SENTRAL, JALAN STESEN SENTRAL 5, 50470 KUALA LUMPUR ATTN: INVOICE ADMIN (VED), FINANCE Note: “X” indicates a number according to Company’s respective rig. VELESTO ENERGY BERHAD SUITE 3A, LEVEL 18, BLOCK 3A, PLAZA SENTRAL, JALAN STESEN SENTRAL 5, 50470 KUALA LUMPUR ATTN: INVOICE ADMIN (VEB), FINANCE VELESTO WORKOVER SDN BHD LEVEL 18, BLOCK 3A, PLAZA SENTRAL, JALAN STESEN SENTRAL 5, 50470 KUALA LUMPUR ATTN: INVOICE ADMIN (VWO), FINANCE VELESTO DRILLING ACADEMY SDN BHD LEVEL 18, BLOCK 3A, PLAZA SENTRAL, JALAN STESEN SENTRAL 5, 50470 KUALA LUMPUR ATTN: INVOICE ADMIN (VDA), FINANCE
REMARKS MALAYSIA-REGISTERED VENDORS • Submit hardcopy of the original invoice and related supporting documents to the respective Contract/PO-issuing Entity. • Email PDF softcopy of the original invoice and related supporting documents to [email protected]. SINGAPORE-REGISTERED VENDORS • Submit hardcopy of the original invoice and related supporting documents to Singapore Transit Supply Base (refer to Page 2). OTHER OVERSEAS-REGISTERED VENDORS • Email PDF softcopy of the original invoice and related supporting documents to [email protected]. MALAYSIA-REGISTERED VENDORS • Submit hardcopy of the original invoice and related supporting documents to the respective Contract/PO-issuing Entity. • Email PDF softcopy of the original invoice and related supporting documents to [email protected]. SINGAPORE-REGISTERED VENDORS • Submit hardcopy of the original invoice and related supporting documents to Singapore Transit Supply Base (refer to Page 2). OTHER OVERSEAS-REGISTERED VENDORS • Email PDF softcopy of the original invoice and related supporting documents to address [email protected].
c) Submit invoice with line items as per PO. Invoice line items that not match with PO would result delayed payment. d) Ensure invoice and supporting documents contain our reference no (PO number, IO number or Contract number). Invoice without reference number will be rejected. This document is a property of Velesto Energy Berhad who will safeguard its right according to the civil and penal provisions of the law.
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TERMS AND CONDITIONS APPENDIX 1: DELIVERY INSTRUCTIONS
DIAGRAM 1 GOODS INVOICE PROCESS FLOW Start
Company (Buyer) to issue PO/IO to Vendor
Vendor to return acknowledgment of PO/IO to Company
Vendor to collect / replace goods
Vendor to deliver goods to Company’s Supply Base as per PO (c/w supporting documents)
Accepted? YES Supply Base to endorse DO Vendor to resubmit a new/revised invoice
REWORK NO Supply Base to create GRN
Vendor to submit final invoice & endorsed DO with supporting documents to Company (Refer to Page 5)
Finance to reject & notify Vendor
NO
Accepted? YES Finance to process payment *
Action by Company Action by Vendor
END
*Agreed payment term starts at this stage. This document is a property of Velesto Energy Berhad who will safeguard its right according to the civil and penal provisions of the law.
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TERMS AND CONDITIONS APPENDIX 1: DELIVERY INSTRUCTIONS
[VENDOR LETTERHEAD] SAMPLE 1 – SAMPLE FORMAT COMMERCIAL INVOICE & PACKING LIST (CIPL) Rig name: Purchased Order No: Invoice No: XXX Date: XXX Consignor: (Vendor)
No 1 2 3
Ship To: Velesto Drilling Sdn Bhd Asian Supply Base Ranca Ranca Industrial Estate 870717 WP Labuan Attn: Nathaniel / 016-8017294
Description Plate, Mild steel, 3/8” Thk X 4 FT X (SBDC) Line, Pipe 1” x 20 Ft, SCH 80, (SBDC) PIPE, LINE, 1-1/2” X 20FT, SCH 80 (SBDC)
Qty
UOM
Dimension MM
Weight (kg)
Total Weight (kg)
Price (MYR)
2
SHT
9MM x 1219 x 2438
210
420
1740.00
10
LGT
25mm x 6000mm
19.38
193.8
1500.00
10
LGT
38mm x 6000mm
32.41
324.1
2200.00
Subtotal
5,440.00
Tax (0.00%) Total
ISSUED BY (Vendor)
RECEIVED BY (Company)
NAME
:
NAME
:
SIGNATURE
:
SIGNATURE
:
DATE
:
DATE
:
COMPANY STAMP
:
COMPANY STAMP
:
This document is a property of Velesto Energy Berhad who will safeguard its right according to the civil and penal provisions of the law.
Page 7 of 9
5,440.00
TERMS AND CONDITIONS APPENDIX 1: DELIVERY INSTRUCTIONS
DIAGRAM 2 SERVICES INVOICE PROCESS FLOW Start
Company (Buyer/User) to issue PO/IO to Vendor
Vendor to return acknowledgement of PO/IO to Company
Vendor to complete the scope of work as per confirmation of order
Vendor to submit Service Completion Cert (SCC) & supporting documents to Company (End User) for endorsement
End User to notify Vendor of dispute
NO
Accepted? YES
Vendor to check document completeness without discrepancy
These services are exempted from SCC: • Rental equipment • Catering/manpower • License/subscription (initial/renewal) • Logistics (movement of crew/goods, travelling, work permit) • Training • Administrative expenses (e.g. phone bills, medical fees, legal fees, work permit fees, etc.) • Control items disposal by authorities
Vendor to email& Company to revise PO/IO if mismatched against invoice: • For PO: [email protected] • For IO: Email to respective User
YES PO revise? NO
Finance to reject and notify Vendor
Service Completion Certificate (SCC): • Signed by Rig Manager/End User (office-based) for services done ONSHORE (e.g. repair in OEM’s warehouse, etc.) (SCC document coordination by Base personnel) • Signed by OIM / Superintendant (offshore-based) for services done OFFSHORE
Vendor to ensure document completeness without discrepancy
Buyer/User to issue revised PO/IO to Vendor
Vendor to submit final undisputed invoice & endorsed Service Completion Cert & supporting documents to Company (Refer to Page 5)
NO
Accepted?
YES
Company to Create GRN
Finance to process payment*
Action by Company Action by Vendor
End
&Include
Purchase Order / Instruction Order, Proforma Invoice, Service Completion Certificate (SCC), Supporting Documents. *Agreed payment term starts at this stage. This document is a property of Velesto Energy Berhad who will safeguard its right according to the civil and penal provisions of the law.
Page 8 of 9
TERMS AND CONDITIONS APPENDIX 1: DELIVERY INSTRUCTIONS
[VENDOR LETTERHEAD] SAMPLE 2 – SAMPLE FORMAT SERVICE COMPLETION CERTIFICATE (SCC) SERVICE COMPLETION CERTIFICATE (SCC) Purchase Order (PO) / Instruction Order (IO) No
:
Scope of Work:
___________________________________
% Completion:
Submitted Document (Approved/Signed Document)
Applicable (√)
1
Purchase Order (PO) / Instruction Order (IO)
Compulsory
2
Service / Test / Technical report, signed by OIM
3
Certificate (Surveyor/Class)
4
Timesheet
5
Custom duty documents
6
Original copy of K1 / K9 Forms, acknowledged by Customs Office
7
Copy of Certificate of Residence (COR) (for non-resident Company)
8
Personnel on board (POB) (where applicable)
9
Others (please specify) : Delivery Order / Proof of Delivery
No
Not Applicable (√)
We shall endeavor to resolve any discrepancy in the documentation prior to its submission to Company (Finance – Invoice Administrator) and shall abide by the Company’s Invoice Process Flow stated in the Delivery Instructions. PREPARED BY: (VENDOR) Name:
Signature:
Company:
Date:
APPROVED BY COMPANY: (END USER) Name:
Signature:
Position:
Date:
Remarks:
This document is a property of Velesto Energy Berhad who will safeguard its right according to the civil and penal provisions of the law.
Page 9 of 9