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 checklist (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 checklist (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 checklist(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

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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




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


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)





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


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





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


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


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!!


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 Make/ Edit


Supplier/Subcontractor selection with RN-CP

Purchase Budget Make/ Edit




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


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)





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 Deny (Page1)




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


Purchase Request RN-CP


Civil and building work under 50 million yen or settled by a person who has right to approve





International Headquarters

G

PIC of procurement to select subcontractors/suppliers to get quote


Quotation Comparison Sheet

Purchase Request

PIC of procurement send quotation request to supplier/subcontractors


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


Approval of quotation request

Sub-contractor

Sub-contractor





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:

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[A110-51 ] [A140-51 ]

PM3

PD/PA

A

A150-30 - 1

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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:

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/

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:

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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




TB1 PM/PA

Rv

Ck

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Pojjaman

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TNC Pojjaman

Comparison

Si

C29

C31SiCk

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Si

C27

C28

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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

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B150:

B:

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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


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



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


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


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



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




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 takahiro_kitamura@nishimatsu.co.jp Building Section: Mr. HORI seijirou_hori@nishimatsu.co.jp

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

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