Contoh SOP

Procurement Section, Procurement & Contract Department

No.Dok

SOP/Q/BB42/99-011

Standard Operating Procedure (SOP)

Tgl

01 September 2011

PENERIMAAN MATERIAL LUAR NEGERI

Hal Rev.

1 dari 7 0

SOP/Q/BB42/99-011

PENERIMAAN MATERIAL LUAR NEGERI IMPORT ACCEPTANCE

Dokumen ini adalah dokumen Asli jika tulisan ini berwarna merah This document is authentic if this note written in red

PENGERTIAN DEFINITION


No.Dok

SOP/Q/BB42/99-011


Tgl

01 September 2011


Hal Rev.

2 dari 7 0

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

TUJUAN GOAL

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

PERUBAHAN REVISI REVISION CHANGING

RUANG LINGKUP SCOPE

-

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

TANGGUNGJAWAB

1.

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

RESPONSIBILITIES

a.

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

b.

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

c.

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

d.

Memberikan cap ‘Okay to Pay ’ untuk invoice yang sesuai Doing stamping 'Okay to Pay' for the corresponding invoice

e.

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

2.

Freight Forwarder Freight forwarder

a.

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

b.

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

c.

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

d.

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

3.

Operating Accounting & Control Department ( AOC Dept ) Operating accounting & control department (AOC Dept)

a.

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

b.

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

4.

Penyedia Barang / Vendor Vendor

a.

Mengirimkan barang pengadaan sesuai dengan isi perjanjian PO (spesifikasi, jumlah, waktu pengiriman, tempat pengiriman) Dokumen ini adalah dokumen Asli jika tulisan ini berwarna merah This document is authentic if this note written in red


No.Dok

SOP/Q/BB42/99-011


Tgl

01 September 2011


Hal Rev.

3 dari 7 0

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

b.

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

c.

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

d.

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

DOKUMEN TERKAIT

-

RELATED DOCUMENTS

ISTILAH dan SINGKATAN TERMINOLOGY and ABBREVIATION

ISTILAH: TERMINOLOGY:

AOC Dept: Accounting Operat ing & Control Department: merupakan salah satu departemen di PT Badak NGL yang berfungsi sebagai lembaga keuangan yang menangani segala keluar masuknya uang di PT Badak NGL AOC Dept: Accounting Operating & Control Department: one department at PT Badak NGL that serves as a financial institution that managing all entry and exit of money at PT Badak NGL

Daily Report Material Receipt : merupakan dokumen berisi laporan status penerimaan material luar negeri. Daily Report Material Receipt: a document that contains an import acceptance status report

DO: Delivery Order , adalah dokumen yang dibuat oleh Penyedia Barang yang berisi daftar jenis barang pengadaan, jumlah, dan waktu penyerahan. Dibuat tiga rangkap: pihak Penyedia, AOC Dept, dan Warehouse & Supply Chain DO: Delivery Order, the documents created by vendors that contains lists the types of procurement of goods, quantity, and delivery time. Created threefold: the Vendor, the AOC Dept., and Warehouse & Supply Chain

PO: Purchase Order , adalah dokumen perjanjian pembelian material antara PT Badak NGL dengan Penyedia Barang untuk jangka waktu/nilai tertentu berdasarkan hasil penawaran Penyedia Barang. PO dapat dikeluarkan berdasarkan satu atau beberapa RO/PR PO: Purchase Order, is to document the purchase agreement between PT Badak NGL items with vendors for a period of time / specific value based on the results of bidding Manufacturers. PO can be issued based on one or more RO / PR

SINGKATAN: ABBREVIATION :

AWB: Airway Bill BL: Bill of Landing



No.Dok

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Tgl

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Prosedur Penerimaan Barang Luar Negeri Import Acceptance Procedures

Prosedur

AOC Dept

Procedures

Penyedia barang Vendor

Freight Forwarder

Freight & Formality

Keterangan information

START

Mengirim barang 1.0

Deliver Goods

Mengecek kesesuaian isi DO dengan PO dan barang yang dikirimkan

Tidak no

Checking the appropriateness between PO and materials that sent

Menandatangani DO

2.0

Ya yes 3.0 3.0

Approve DO

Mengirim daily report material receipt

4.0

Send daily report mateial receipt

Memasukkan informasi penerimaan barang ke database

5.0

Input acceptance information into database

Membuat dan mengirimkan invoice 6.0

Issuing and deliver an invoice

Memverifikasi invoice dengan informasi di database

7.0

Verified invoice with information in database

Invoice sesuai?

Tidak

Is invoice appropriate?

No

7.1 Ya Yes

Pengecapan ‘Okay to Pay’ pada invoice 8.0

Stamping ‘Okay to Pay’ on invoice

Melakukan prosedur pembayaran invoice kepada vendor

9.0

Follow the invoice liquidate procedures for vendors FINISH

KETERANGAN

LEGEND

Proses/operasi

Menginput data

Proses mencetak dokumen

Menyimpan dokumen

Process/operation

Aliran informasi / proses satu arah

Keputusan Mulai / Selesai

Print document decision Start/finish


Input data Store document Information flow / one way process

PROSEDUR PROCEDURES


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Langkah

Prosedur

Penanggungjawab

Steps

Procedures

Accountability

1.0

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

Penyedia Barang Providers Of Goods

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

2.0

Freight Forwarder mengecek kebenaran material yang diterima dengan membandingkan DO yang dibawa vendor dengan PO yang dimiliki Freight Forwarder . Apabila DO dan material tidak sesuai (spesifikasi, jumlah, dll) dengan PO, maka Freight Forwarder berhak untuk menolak material dan vendor berkewajiban mengambil materialnya kembali untuk diganti dengan material yang sesuai dengan PO.

Freight Forwarder Freight Forwarder

Freight Forwarder check thevalidity of the goods received by comparing the DO who brought the vendor with the PO-owned freight forwarder. It also carried out checks of goods directly. If the DO and the goods are not suitable (specifications, quantity, etc.) with the PO, the Freight Forwarder is entitled to reject the goods and the vendor is obliged to take the goods back

3.0

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

4.0

5.0

Freight Forwarder mengirimkan Daily Report Material Receipt untuk laporan adanya penerimaan material, dan mengirim dokumen lain seperti Bill of Landing/Airway Bill, Copy DO, sertifikat (untuk keperluan pembebasan material impor) kepada PT Badak NGL. Pengiriman dokumen ini melalui email dan hard file

Freight & Formality memasukkan informasi penerimaan material oleh Freight Forwarder ke dalam database.

Freight & Formality

Vendor membuat invoice penagihan pembayaran (hard file) dan dikirimkan kepada Freight & Formality

Freight & Formality

Vendor Vendor

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

7.1

Freight Forwarder Freight Forwarder

Vendors make payments billing invoice (hard file) and sent to the Freight & Formality

7.0

Freight Forwarder

Freight Forwarder sends the Daily Report Material Receipt for reports of receipt of goods, and send other documents such as the Bill of Landing / Airway Bill, Copy of DO, a certificate (for the purposes of exemption of import materials) to PT Badak NGL. Delivery of these documents via email and hard files

Freight & Formality receipt of goods by entering information into the database Freight Forwarder.

6.0

Freight Forwarder

Freight & Formality Freight & Formality

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

8.0

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

9.0

AOC Dept melakukan prosedur pembayaran kepada vendor sesuai dengan prosedur yang berlaku Dokumen ini adalah dokumen Asli jika tulisan ini berwarna merah This document is authentic if this note written in red

Freight & Formality Freight & Formality

AOC Dept AOC Dept


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Tgl

01 September 2011


Hal Rev.

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

KEARSIPAN



FILLING SYSTEM 

Dokumen pendukung untuk pembebasan material impor (AWB/BL/DO/ Sertifikat) disimpan oleh Freight & Formality untuk proses pembebasan material. Invoice penagihan disimpan oleh pihak AOC Dept sebagai bukti pengiriman pembayaran kepada vendor

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

•



No.Dok

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Tgl

01 September 2011


Hal Rev.

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LEMBAR PERSETUJUAN APPROVAL SHEET Tanda Tangan/Sign Disiapkan dan diperiksa oleh: Prepared and Reviewed by

Suryono Freight&Formality Supervisor

Nurhidayat Purchasing Supervisor Capital Disetujui oleh: Approved by

Bambang Budi R. Procurement Manager


Tanggal/Date

Contoh SOP

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