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,theemployeeonprobationcanrequesttheadvancewiththemaxlimitationuptoaccumulativeRMB2,500yuan.

i.Inprinciple,theadvancemustbeappliedforbusinessreason.Anyapplicationforpersonalreason,suchasadvanceforsalary,mustbeapprovedbytheGeneralManagerofALHZ.

j.Alltheadvancesmustbeclearedbeforeeachyear-endclosing.

4.1.2TemporaryAdvance

a.Employeescanrequesttemporaryadvanceanytimewhennecessary.

b.Fortemporaryadvances,theAdvanceRequestneedstobefilled（RefertoC-FRM-24-0-1）bytheemployeeandapprovedbytheauthorizedManager.

c.Thetemporaryadvancemustbecleared（returnedoroffset）within2months.

4.1.3MissionAdvance

FollowprocedureC-AP-0-5-10<>.

4.1.4YearlyPermanentAdvance

a.Forthoseemployeeswhoneedadvancefrequently,toavoidwastingworkinghoursonrequestingadvancefrequently,theycanapplyforyearlypermanentadvance.

b.Foryearlypermanentadvances,theAdvanceRequestneedstobefilled（RefertoC-FRM-24-0-1）bytheemployeeandapprovedbytheauthorizedmanager.Itmustbemarkedas“YearlyPermanentAdvance”.

c.Theyearlypermanentadvancewillnotberequiredtobeclearedduringthewholeyearuntilyear-end.Anyspecialrequirementforkeepingthisadvanceovercrossingtheyear-end,mustbeapprovedbyboththeborrower’sdepartmentmangerandtheAFmanager.

4.1.5GoodPractices

a.Usingcreditlineofemployees’privatecreditcardorCorpcreditcardwillgetmorebenefitandbemoreconvenientthanusingcash.Advancesshouldbebetterrequestedwhenreallynecessary.

b.ForALHZemployee,ifpossible,tousecreditcardofUnionPayischeaperthantousethecreditcardofVisaorMaster.

4.2Reimbursement

4.2.1GeneralRules

a.AnyreimbursementpaymentmustbejustifiedbyapaperC-FRM-24-0-3<>,whichisvalidatedandsignedbyauthorizedmanagerasperC-AP-0-0-4<>.

b.ReimbursementsheetmustbesubmittedtoAFwith2monthsuponexpenditureoccurrence.

c.Paymentdate

∙Thepaymentfallsonevery8thand23rd.Thedeadlineforcross-checkisevery1stand16th.TherequestshandedovertoAFbefore1stwillbepaidon8th.TherequestshandedovertoAFbefore16thwillbepaidon23rd.Postponedatholidays.

∙Employeesorhis（her）delegateeshallregistertherequestinatablepreparedbyaccountingteamwhentheyhandovertherequeststoAF.Thepurposeistoavoidtheriskoflossandtheregistrationdateisusedtodeterminethepaymentdate.

d.TheAP-EmployeeAccountantwillauditthereimbursementsheetandreturnthoseunqualifiedrequeststothepeoplewhohandoverthem.

4.2.2RulesofReimbursement

a.Thereimbursementisapplicableforrefundingtheexpenditurethattheemployeeshavealreadypaidbyusingtheirownmoney.Forexample,thetravelexpenses,small-amountprocurementinoralcontract,etc.

b.Thereimbursementclaimingshouldbebasingonthefilledandsignedreimbursementsheet.

c.Ifthereimbursementincludesforeigncurrency,anditneedstobeconvertedtoRMB,itwillbecalculatedaccordingtothebankintermediateexchangerateoftheaccountingdate.

d.AllthereimbursementshallbepaidbyRMBforChineseemployee.Butforforeignexpatriates,thereimbursementcouldbepaidbyforeigncurrencytogetherwithhis（her）salaryattheendofmonth.

e.Originalevidencesofreimbursementsheet:

∙AnydomesticexpendituremustbejustifiedbyFapiao.

∙Inprinciple,anyexpenditureabroadmustbejustifiedbyinvoiceorreceipt.

∙Fapiaoofgiftstocustomer,orofmealstohostcustomer,mustcontaintheindicationofthecustomers’oragencies’name.AllthegiftsorhostswhichareofferedtocustomersoragenciesmustcomplywiththeAirLiquideGroupBluebook<>.

∙Ingeneral,manualFapiaoisalwaysthecopypageofcarbonpaper,itmustbeduplicated.AnyFapiaowhichiswrittendirectlybypenisnull.

∙Alltheevidentdocuments,includingFapiao,invoices,etc.mustbepastedonthebackofreimbursementsheet,cannotusestapler.

f.Determiningthepaymentamount

∙Ifnolimitation,theamountequalsthesumofalltheFapiaoorinvoices.

∙Ifthereisalimitation,AFwillpaythelesseramountofFapiaoorinvoicesandtheamountoflimitation

g.Meansofpayment

∙Inprinciple,thereimbursementsheetshouldbepaidbybankremittance.SpecialcasewithspecialapprovalfromAFISDirectorcanbepaidbypettycash.

∙Forsomeintra-citydirectpayment,chequecouldbeusedasapaymentmethod.

h.Toavoidtheinefficiencyofapprovalworkload,thereimbursementrequestshallbetwicepermonthinmaximum.Inprinciple,thethresholdofreimbursementsheetshallbeRMB200atleast.

4.2.3Typeofreimbursement

a.GeneralReimbursement

ForGeneralreimbursement,theExpenseReimbursem