Irene Tolentino

SUBJECT PROCEDURES FOR DELIVERY OF CLOSED PROJECTS ACTIVITY RELEASE DATE CLOSED CONTRACTS TO DELIVERY OF ITEMS JANUARY 07, 2012 DEPARTMENT AFFECTED REPLACES ISSUE DATED ALL DEPARTMENTS NONE I. SCOPE This procedure covers the process from Closed Projects Transactions to the actual delivery of the items to the site. II. PURPOSE Generally, this procedure aims to ensure that all requirements have been satisfied before actual delivery. Specifically, it aims to: 1. Ensure that at least 50% of the down payment has been made before delivery; 2. Ensure that the site is secured before delivery; and 3. Allow the company to have enough time for preparation of materials, labor and other support requirements. III. RESPONSIBILITY A. The Customer Services Department is responsible for informing all Departments of all Closed Contracts and ensuring complete delivery of the systems for each closed project A1. The Marketing and Sales Group is responsible for informing all Departments of all Closed Contracts to allow the departments to update the Consolidated Operation Report in order to make necessary preparations for the Closed Project A1.1. All Farm Management Specialists / Area Supervisors are responsible for closing the sales and submitting the following requirements for all closed Contracts: a. Signed Contract (Confirmed by the Customer) b. Deed of Conditional Sale (Confirmed by the Customer and FMS) c. CUSTOMER INFORMATION SHEET (CIS) d. Proof of at least 50% down payment received by the Billing and Collection Staff in the form of any of the following: - Actual cash payment; - Dated Check (Confirmation date); - Domestic Letter of Credit (LC); - Bank deposit slip (Online deposit) or - Bank Guarantee with Deed of Assignment He is also responsible for preparing and submitting the Deed of Absolute Sale to the Customer after completion of payment and project turnover. A1.2 The Marketing Assistant is responsible for: 1. Receiving the copy of all closed contracts together with the requirements stated above and 2. Submitting the Closed Contracts with complete set of requirements to the Billing and Collection Staff A2. The Field Services Group is responsible for ensuring that the site is ready prior to delivery A2.1. The NSIS Head is responsible for ensuring that the building is 90% ready before finalizing the delivery schedule. 1 SUBJECT PROCEDURES FOR DELIVERY OF CLOSED PROJECTS ACTIVITY RELEASE DATE CLOSED CONTRACTS TO DELIVERY OF ITEMS JANUARY 07, 2012 DEPARTMENT AFFECTED REPLACES ISSUE DATED ALL DEPARTMENTS NONE A2.2.The Project Planner is responsible for: 1. Receiving copy of the Closed Contract with the Initial Bill of Materials, House and Panel layout for updating the list of Incoming Projects from the Technical Support Assistant; 2. Monitoring the building status prior to delivery based on the PIIC submitted by the Project Engineers; 3. Ensuring that delivery will be within eight to ten (8-10) weeks after the Customer has placed the down payment; 4. Coordinating with the Project Contractors regarding the Project requirements and 5. Coordinating with other departments regarding the delivery schedule at least two weeks prior to delivery. A2.3 The Project Engineers are responsible for: 1. Monitoring the building construction status thru field visits and submitting the Pre-Installation Inspection Checklist to the Project Planner and Technical Support Assistant; 2. Finalizing the Bill of Materials based on the pre-installation visits conducted; 3. Ensuring that all the materials delivered are in good condition and are all accounted for by performing actual counting with the Farm Owner / Representative and 4. Transferring the accountability of the equipment delivered to the farm owner by allowing the Customer to sign in the Delivery Receipt after completing actual counting if the items delivered. B. The Finance and Administration (Fin/Ad) Department is responsible for ensuring that all Incoming Projects monitored are covered with at least 50% down payment. B1. The Fin/Ad Department Head is responsible for approving the delivery schedule by signing the Pre-Installation Inspection Checklist (PIIC) based on the agreed terms of payment stated in the Contract. B2. The Billing, Credit and Collection Unit Staff (BCCU Staff) is responsible for: 1. Receiving payments and ensuring that at least 50% down payment has been received prior to delivery; 2. Assigning a unique Project number and folder for closed projects with complete set of requirements; 3. Depositing the payments made; 4. Preparing the Billing Statement for remaining balances and late payments and 5. Ensuring that payments are accounted for in the books of the Annual Sales Report C. The Technical Support Department (TSD) is responsible for ensuring that all materials are available before the date of delivery. 2 SUBJECT PROCEDURES FOR DELIVERY OF CLOSED PROJECTS ACTIVITY RELEASE DATE CLOSED CONTRACTS TO DELIVERY OF ITEMS JANUARY 07, 2012 DEPARTMENT AFFECTED REPLACES ISSUE DATED ALL DEPARTMENTS NONE C1. The TSD Department Head is responsible for approving the delivery schedule by signing the Pre-Installation Inspection Checklist (PIIC) based on the building status and completion of the Final Bill of Materials and Panel Layout. C2. The Foreign Logistics Assistant is responsible for ensuring that all materials ordered abroad for Incoming Projects are available on the date of delivery C3. The Local Logistics Assistant is responsible for ensuring that all materials ordered locally for Incoming Projects are available on the date of delivery. C4. The Technical Support Assistant is responsible for: 1. Submitting a copy of the Closed Contract to the Project Planner with the Initial Bill of Materials, Sales Order and House and Panel layout; 2. Preparing the complete house and panel layout for the project; 3. Preparing the Sales Order for the Incoming Projects thru the Bizbox and 4. Receiving the Project Folder from the Billing Staff for routing within TSD C5. The Warehouse Inventory Controller is responsible for: 1. Preparing the materials (including Delivery Receipt thru Bizbox) to be delivered and 2. Coordinating with the trucker regarding the delivery requirements. IV. FORM & REFERENCE USED AND RECORD MAINTAINED A. Form Used CUSTOMER INFORMATION SHEET (CIS) is a document filled-out by the Farm Management Specialists and attached together with the Closed Contract submitted to the Marketing Assistant upon issuance of the down payment to the Fin/Ad Department. This contains useful and sufficient Customer Profile and Information necessary to maintain Customer satisfaction. PRE-INSTALLATION INSPECTION CHECKLIST (PIIC) is a document prepared by the Project Engineer used to record the building status prior to delivery. This also includes the details of the visits which is necessary to ensure that the materials to be delivered are complete and applicable to the building. The TSD and Fin/Ad Department Heads will sign in this document to signify that they agree to proceed with the delivery schedule. B. Reference Used CLOSED CONTRACT is a reference used by all Departments to determine the actual products purchased by the Customer. This is also a legal document which signifies that the Customer conforms to the terms and conditions stated in the Contract. This must be signed by the Customer and the Company’s official signatory. This is submitted to the Marketing Assistant on a weekly basis. DEED OF CONDITIONAL SALE is a document signed by the Customer and Bitrade then notarized by Bitrade. This Deed states that the equipment to be delivered is still owned by Bitrade until such time that the project has been fully paid by the Customer. This is submitted to the BCCU for notarization upon issuance of the down payment. 3 SUBJECT PROCEDURES FOR DELIVERY OF CLOSED PROJECTS ACTIVITY RELEASE DATE CLOSED CONTRACTS TO DELIVERY OF ITEMS JANUARY 07, 2012 DEPARTMENT AFFECTED REPLACES ISSUE DATED ALL DEPARTMENTS NONE DEED OF ABSOLUTE SALE is a document prepared by the FMS upon issuance of the remaining balance, then signed by the Customer and Bitrade. This Deed states that the equipment delivered is owned by the Customer. This is submitted to the BCCU for notarization upon issuance of the remaining balance. C. Record Maintained The ONLINE CUSTOMER DATABASE contains the basic details of the installed systems necessary for future reference. V. PROCEDURE 1. The Farm Management Specialist will submit the following items to the Marketing Assistant upon the Customer’s issuance of the down payment to confirm the Project: a. Signed Contract (Confirmed by the Customer) b. Deed of Conditional Sale(2 copies) c. CUSTOMER INFORMATION SHEET (CIS) 2. These documents will be submitted by the Marketing Assistant to the BCCU Staff upon his receipt of the Proof of at least 50% down payment directly from the Customer or thru the FMS in the form of any of the following: - Actual cash payment; - Dated Check (Confirmation date); - Bank deposit slip (Online deposit); - Bank Guarantee or - Letter of Credit (LC) 3. The BCCU Staff will submit the two copies of the Deed of Conditional Sale to the legal counsel for notarization. 4. One copy will be given by the BCCU Staff to the FMS for submission to the Customer. 5. The BCCU Staff will assign a Project number to the newly closed project. The assigned project number will be indicated in the Project folder to be prepared by the BCCU Staff. The Project folder should include all of the items below: d. Project Number e. Signed Contract (Confirmed by the Customer) f. Notarized Deed of Conditional Sale g. Customer Information Sheet (CIS) h. Proof of at least 50% down payment 6. The BCCU Staff will transmit the Project folder to the Technical Support Assistant. The Technical Support Assistant will attach the following documents in the Project folder: a. Initial Bill of Materials (Foreign and Local) b. Complete House Layout c. Panel layout/Schematic Diagram d. Fan Settings 7. The Technical Support Assistant will photocopy and transmit the following to the Project Planner: 4 SUBJECT PROCEDURES FOR DELIVERY OF CLOSED PROJECTS ACTIVITY RELEASE DATE CLOSED CONTRACTS TO DELIVERY OF ITEMS JANUARY 07, 2012 DEPARTMENT AFFECTED REPLACES ISSUE DATED ALL DEPARTMENTS NONE a. Signed Contract (Confirmed by the Customer) b. Notarized Deed of Conditional Sale c. Customer Information Sheet (CIS) d. Proof of 50% down payment e. Initial Bill of Materials (Foreign and Local) and Sales Order f. Complete House Layout g. Panel Layout/Schematic Diagram h. Fan Settings 8. The Project Planner will immediately prepare two (2) copies of the project details by attaching the documents submitted by the Technical Support Assistant together with the documents enumerated below: • Gantt Chart • Four (4) blank forms of the Pre-Installation Checklist • Travel Order of Workers/Project Contractors He shall also indicate the Project No. in the department’s own Project folder. All documents pertaining to this project should always include the Project number. One copy will be FSD’s Project folder and the other will be the Project Planner’s own monitoring folder. 9. The Project Planner shall inform the Field Services Department by adding the newly closed project in the List of Incoming Projects. 10. The Project Planner will transmit FSD’s Project folder to the Project Supervisor assigned in the area. 11. The Project Engineer will conduct at most four (4) field visits to verify the readiness of the building and if the construction conforms to the specifications provided. 12. Based on the Gantt Chart, the following Staff should be present during the first field visit to agree on the farm specifications and immediately adjust for changes if necessary: • Project Engineer • Contractor • Farm Management Specialist/Area Supervisor • Farm Owner • Farm Manager • Integrator’s Veterinary Representative • Building Contractor During this visit, the security of the site during delivery must be discussed. For each field visit, the Project Supervisor must accomplish three (3) copies of the PRE-INSTALLATION INSPECTION CHECKLIST (PIIC). The items are copies of the following and must be submitted by the Supervisor during the same Saturday of the week when the visit has been conducted: a. 1 copy – This must be attached in FSD’s Project folder 5 SUBJECT PROCEDURES FOR DELIVERY OF CLOSED PROJECTS ACTIVITY RELEASE DATE CLOSED CONTRACTS TO DELIVERY OF ITEMS JANUARY 07, 2012 DEPARTMENT AFFECTED REPLACES ISSUE DATED ALL DEPARTMENTS NONE b. 1 copy – This must be submitted to the Project Planner to be attached to his Project Monitoring folder c. 1 copy – This must be submitted to the Foreign Logistics Assistant 13. The Project Supervisor shall submit the final and corrected Bill of Materials and Specifications to the Project Planner at most six (6) weeks from the date that the initial down payment has been issued. 14. The Project Planner shall make a copy of the final Bill of Materials (BOM) and revised layout and transmit to the Technical Support Assistant. 15. The Project Planner can now coordinate with the Project Contractor at most six weeks after closed contract regarding the arrangements/requirements of the Project. 16. The Technical Support Assistant shall attach the final BOM and layout in the Project folder and route to all the members of the Technical Support Department (including the Warehouse Controller) for inventory purposes. 17. The Local and Foreign Logistics Assistants will allocate the items intended for the incoming project based on the final BOM. 18. The Technical Support Assistant will prepare the Sales Order thru Bizbox based on the final BOM. 19. The Project Engineer will trigger delivery upon confirmation that the building has been 90% ready based on the PRE-INSTALLATION INSPECTION CHECKLIST and upon approval of the NSIS Head. 20. The Project Planner will inform the other Departments regarding the delivery schedule at least two (2) weeks prior to delivery. The agreed terms of payment must be verified by the Project Planner before finalizing the delivery schedule. 21. The BCCU Staff will prepare the Billing Statement for the remaining balance at most ten (10) days before delivery. All released Billing Statements must be signed by the Customer and a copy must be returned by the FMS to the BCCU Staff at most one (1) week after release. 22. The TSD and Fin/Ad Heads must sign in the Pre-Installation and Inspection Checklist to signify their approval in the projected delivery schedule. 23. The Warehouse Controller will prepare the materials at most three (3) days prior to delivery. He will then coordinate with the trucker regarding the delivery schedule and estimated time of arrival of the materials to the farm. 24. The Warehouse Controller will prepare the Delivery Receipt (DR) thru Bizbox. 25. Upon loading of the materials, the trucker together with the Warehouse Controller will check the quantity of the listed items indicated in the DR. 26. The Warehouse Controller will give the pink copy of the DR to the trucker as proof of the actual items loaded. 27. The Warehouse Controller will place the white, blue and green copies of the DR together with the truck door key in a sealed envelope. 28. The sealed envelope will be handed over to the trucker and be forwarded to the Project Engineer upon the trucker’s arrival at the site. 29. The Project Engineer will receive the sealed envelope from the trucker and sign the pink copy of the DR to signify that the items were delivered on time. He 6 SUBJECT PROCEDURES FOR DELIVERY OF CLOSED PROJECTS ACTIVITY RELEASE DATE CLOSED CONTRACTS TO DELIVERY OF ITEMS JANUARY 07, 2012 DEPARTMENT AFFECTED REPLACES ISSUE DATED ALL DEPARTMENTS NONE must make a note on the DR if the expected time of arrival was met by the trucker or not. 30. The Project Engineer, Farm Owner/Representative and Project Contractor must jointly perform the actual counting to confirm that no parts were lost during freight. 31. The DR copies in the sealed envelope must be signed by the Farm Owner/Representative to signify that all the items in the DR were received in the site. Custody of the equipment shall be at the responsibility of the Farm Owner after acknowledgement of the DR. 32. The white copy of the DR will be given by the Project Supervisor to the Farm Owner/Representative. 33. The Project Engineer must return the blue and green copies of the DR together with the key and padlock to the office at most Saturday of the same week. This will ensure that the items delivered were received in the farm and lost of any of the items will be at the expense of the Owner. The copies to returned are as follows: a. Green copy – this will be given to the Project Planner of FSD b. Blue copy – this will be given to the Foreign Logistics Staff of TSD 34. After completion of payment and project turnover, the FMS is responsible for preparing and issuing the two (2) copies of the Deed of Absolute Sale to the Customer. 35. The Deed of Absolute Sale will be submitted by the Billing and Collection Staff to the legal counsel for notarization. 36. One copy of the Deed of Absolute Sale will be filed in the Admin’s Project folder while another copy will be submitted by the FMS to the Customer. VI. PROVISIONS A. The earliest delivery schedule shall be at least one (1) week from placement of the proof of least 50% down payment and ensuring that the building is 90% ready. This will provide enough preparation for ensuring readiness of the site, finalizing materials to be delivered, materials preparation and coordination with the Project Contractors. B. For Projects with special terms of payment, the FMS should inform the office at least two (2) weeks prior to the projected delivery schedule. This shall be done by providing the Office with the copy of the Contract (with the FMS’s remarks of the projected delivery and payment date) to allow enough preparation for ensuring readiness of the site, finalizing materials to be delivered, materials preparation and coordination with the Project Contractors. C. For deliveries outside Luzon, the same schedule applies for return of the Delivery Receipt (every Saturday of the same week). A copy of the signed DR must be returned to TSD either thru fax or e-mail. D. Exception to the standards must be approved by the Executive Committee. 7 SUBJECT PROCEDURES FOR DELIVERY OF CLOSED PROJECTS ACTIVITY RELEASE DATE CLOSED CONTRACTS TO DELIVERY OF ITEMS JANUARY 07, 2012 DEPARTMENT AFFECTED REPLACES ISSUE DATED ALL DEPARTMENTS NONE VII. DEFINITION 1. Incoming Projects are Closed Contracts with complete set of requirements submitted to the Finance and Administration (Fin/Ad) Department. The Fin/Ad Department will issue a unique Project number to each Closed Contract. Prepared by: Endorsed by: ENGR. IRENE G. LAGUERTA Systems Analyst Technical Support Department ENGR. JOHN BARTOLOME JR. Officer-in-charge Customer Services Department (CSD) Approved by: ERNESTO L. RODRIGUEZ Managing Director Bitrade 8