采购流程范本英文版.docx

采购流程范本英文版.docx

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采购流程范本英文版

1Introduction

1.1Scope

1.1.1Purpose

Thepurposeofthisprocedureistodefinethestepsandtoformalizetheprocessofnon-purchasepayment.

2

terminology

2.1Non-purchasepayment

Anycash-outfromALHZforbusinesses,shouldbeseparatedtopurchasepaymentandnon-purchasepayment.（PurchasepaymentwasdefinedinprocedureC-AP-24-0-4<>.）Non-purchasepaymentisthepaymentwhichisnotmandatorytobeunderlyingwithanexistingpurchaseorderissuedbythecompany.Thiskindofpaymentcouldbepaidbyonlybeingjustifiedbyinvoicesorotherqualifiedevidences.

Non-purchasepaymentincludestheadvanceorreimbursementtoemployeeandthedirectpaymenttosupplier.

2.2Reimbursement

ALHZemployeepayshimselfforexpensesrelatedtotheALHZbusinessoperation.AfteremployeeprovidestheoriginalevidencetoAFDept.（theevidencemustmeettherequirementoflawsandregulations）,theemployeecanaskALHZtorefundtheequalamounttotheemployee.

2.3DirectPayment

AnypaymentfromALHZtoathirdpartywithoutbasingonanexistingPurchaseOrder.

Normally,allthepaymentforbusinessreasonsshouldbebasingonapreparedpurchaseorder.Butforsomespecialcases,toprepareaPOorgothroughthesupplierqualificationisnotworthwhile,orunfeasible.Itcouldgothroughthedirectpaymentprocess.

Directpaymentcouldbeonlymadefollowinganexhaustivelist（C-FRM-24-0-29）.Allthepaymentsexcludedfromthatlistmustfollowthepurchasepaymentprocedure.

2.4Advance

MoneyborrowedbyemployeefromALHZ.

2.5Invoice

AkindofOfficialdocumentwhichisissuedbythesellertothebuyerforjustifyingthebusinessandrequestingthepayment.

2.6Receipt

Akindofdocumentwhichisissuedbythesellertothebuyerfordetailingthebusinesscontents.

2.7Fapiao

AspecialtypeofinvoicewhichismandatoryusedinChinesebusinesses.TheformattedFapiaoisprintedbyTaxBureau.CompaniesmustbuyblankFapiaofromtaxbureauandissueitfollowingthetaxlaws.TheconsumptionofFapiaoisstrictlymonitoredbythetaxbureau.AnditistheuniquejustificationofcertifyingtheauthenticityofthebusinessinChinesecommercialpractices..

IssuingFapiaoistax-payablemandatoryandobtainingFapiaoistax-deductible.AllthelegalFapiaoarestampedbyaredchopoftax-bureauwhichlookslikefollows.

2.8OfficialReceipt

AspecialreceiptwhichispopularlyusedinChinesebusinesses,whichisissuedbythereceivertothepayer,cancertifytheauthenticityofcashtransferring.Itisalsoapaymentnoticefromthereceivertothepayer.

OfficialReceiptisformattedandprintedandmonitoredbyrelativeauthorities.

Companiesmustbuyblanktaxreceiptsfromtaxbureauandsubjecttotheinspectionbythebureau.

OtherNon-for-profitorganizationsandgovernmentdepartmentsareusingofficialreceiptfortheirbusinessinsteadofFapiao.

3

flowchartofALHZpayment

4

Description

4.1AdvancefromCompany

4.1.1GeneralRules

a.TheadvancefromALHZisapplicableforthosecaseswhichneedtobepaidurgentbeforethecompanygettheoriginalevidences,suchasFapiaoorinvoices.

b.EmployeerequestingadvanceneedstofilltheAdvancerequest.TheAdvancerequestshouldbevalidatedandsignedbytheauthorizedmanagersaccordingtoC-AP-0-0-4<>.

c.Inprinciple,thepaymentshallbemadebybankremittanceexceptsomeurgentrequests.Thepaymentmadebypettycashmustbebelowacertainthreshold,whichareRMB1,000,orUSD500,orEUR500.AnyspecialcasewhichrequestspettycashabovethethresholdshouldbeapproveduptotheAFISDirector.

d.Thepaymentfallsonevery8thand23rd.AnyurgentrequestmustinformAFdept.inadvance.AFneedstimetopreparethecashandpaymentwiththebank.

∙UrgentRMBcanbepaidwithinmaximum2workingdaysafterAFwasinformed;

∙UrgentForeignCurrencycanbepaidwithinmaximum4workingdaysafterAFwasinformed;

f.Theadvancemustbereturnedoroffsetwithinareasonableterm.AFaccountingteamisresponsibleforremindingtheborrowertoclearthebalancewhentheadvanceisdue.Underaconditionofthepreviousadvancebeingoverdueforalongtime,itispossibleforAFtorefuseitsborrowertoborrowagain.AnditisalsopossibleforAFtoinformHRDept.todeducttheresidualbalancefromtheborrower’ssalary.

g.Itistheborrower’sresponsibilitytowell-plantheadvances.Iftheborrowerreturnsmorethan40%ofhis（her）foreigncurrencyadvances,AFhastherighttoreimbursehim（her）basingonanunfavorableexchangerate.

h.TheadvanceborrowermustbeALHZemployeeswithofficialemploymentcontract.Anytemporaryemployee,rentalemployeecannotrequesttheadvanceasaborrower.Underspecialcaseswithdepartmentmanager’sapproval,theemployeeon