Vendor Interaction

Guideline

Group Sourcing - PT Indosat Tbk

October 2017

1

Vendor Journey

Registration

1

2

Invited to participate in

Indosat Sourcing Process

Sign Contract &

Receive

Purchase Order

3

Work

Execution

4

5 Work

Acceptance

Invoicing

6

Receive

Payment

7

2

Vendor Registration

Vendor registration process:

Vendor registers

through Indosat’s

e-procurement

homepage

Indosat receives

and verifies the

submitted data and

supporting

documents

Indosat send

notification through

e-mail

Vendor can register online at https://eproc.indosatooredoo.com/

- Fill required information

- Upload the valid and correct supporting documents

Required supporting documents are listed in registration website

Registered Vendor will have access to modify information or documents in the system

(by annually or whenever there is update on information or documents)

If Vendor doesn’t update information annually or before document expiry, Vendor will

be automatically blocked by system

One entity (i.e. one NPWP, email address) is only allowed to register as one Vendor

1 2 3

3

Sourcing Process

• The invited Vendor(s) should allow sufficient time in submitting all documents

and files into procurement system (especially if the file size is large) and

ensure all files and documents are uploaded and submitted properly.

• The invited Vendor have to submit the Quotation/Proposal by the stipulated

time and date. Quotation/Proposal which submitted later than the stipulated

time and date will be rejected.

Vendor should follow Indosat’s rules and instructions during sourcing process.

Indosat Invited Vendor

Sourcing

Process

Response

Request

Upon registration, selected Vendor may receive invitation from Indosat

Once Vendor invited, Indosat will provide guideline to access procurement system

Procurement system used as communication media between Vendor and Indosat

for receiving instructions, proposal submission

4

Contracting and Ordering

• Indosat has standard template of

Contract or Terms & Conditions which

applied to all goods and/or services

procured by Indosat.

• Indosat Contract shall be governed by

and construed in accordance with the

laws of the Republic of Indonesia.

• Breach of certain contract terms,

which result in significant losses to

Indosat may cause the vendor to be

blacklisted/blocked from list of

Indosat’s vendor.

• Purchase Orders (PO) is the only

approved methods for ordering and

delivering goods and/or services

(except otherwise agreed in the

contract with Indosat).

• Vendor should confirm PO

acceptance in SAP system (max in 5

days).

• Indosat has “No PO No Payment

Policy”.

5

Work Execution and Work Acceptance

Vendor shall execute, deliver and

complete work and/or services

according to Purchase Order and

Contract or Terms and Conditions.

Certificate

Goods/Service

Receipt

Work Execution

Work

Acceptance

• When Vendor has completed the work and/or services, Indosat will

issue relevant Certificate to be signed by respective authorized

representation of Indosat and Vendor.

• Any title or right of ownership of work (including Intellectual Property

Right, if any) shall be transferred to Indosat as per conditions on the

PO

• After Certificate is signed, Indosat will execute Goods Receipt (GR)

or Services Receipt (SR) in the system

• Vendor should attach the signed Certificate and printout GR or SR

for invoicing

6

Invoicing (1)

• Invoice should be addressed to: Divisi Expenses Accounting, PT

Indosat Tbk, delivered with complete and correct, including the

required documents, comprising as follows, but not limited to:

a. Original invoice with PO number mentioned on the Invoice;

b. Copy of PO;

c. Copy of Contract and amendment (if any) related to Terms of

Payment;

d. Complete and correct original Tax Invoice in accordance to the

prevailing rules and regulation, in 1 (one) set;

e. Original of the relevant Certificate(s) issued and signed by the

authorized representatives of the First Party and the Second Party,

as evidence required for each payment stage;

f. Goods Receipt (GR) or Services Receipt (SR);

g. Original of the relevant bond (if required).

• Indosat make payment to Vendor based on terms of payment as

specified in the Commercial Document in the relevant of Scope of

Supply/Service (SOS)/Statement of Work (SOW) of the Contract.

• Vendor invoice will not be accepted without a direct link to a

corresponding Purchase Order (“No PO No Payment Policy”)

Required

Documents

• Any taxes, levies and duties whatsoever imposed by the Indonesia

government which are payable as a consequence of or in relation to

the preparation and implementation of the Contract, shall be borne and

paid by Indosat. Any taxes, levies and duties whatsoever imposed by

the foreign Vendor's government which are payable as a consequence

of or in relation to the preparation and implementation of the Contract,

shall be borne and paid by the Vendor.

• The Services Fee and any other payments are expressed to be

exclusive of value added tax, stamp duty or any other taxes, except

amounts of tax which is required by law to deduct or withhold (i.e.

withholding tax) from sums payable to under the Agreement.

• In order to claim relief under any applicable double taxation (tax treaty)

or similar agreement from time to time in force, foreign Vendor must

complete and submit a specific document issued by the Indonesian Tax

Office in lieu of a Certificate of Domicile (CoD)/ Certificate of Tax

Residency and form DGT-1 or Form DGT-2 .

7

Invoicing (2)

• All payments will be made by Indosat to Vendor through bank transfer to vendor’s account

as registered in Indosat’s vendor registration system.

Tax- Related

Rules

8

Code of Conduct for Vendor and Vendor Personnel (1)

The relationship between Indosat Group and its vendor is an important component to

achieving high performance in our business. This sets forth the standards and practices

that Indosat Group vendor are required to uphold. Indosat Group is committed to helping

its vendor comply with these standards. In turn, Indosat Group expects its vendor to apply

these standards to their vendor.

• Indosat vendors are conscious of their impact on the environment and strive to

minimize their negative impacts to preserve our natural resources for future

generations. At a minimum, Indosat vendor shall comply with all applicable

environmental laws and regulations such as waste management and recycling.

• Indosat vendor attract and develop the best talent for their business regardless of

individual characteristics.

• Indosat vendor provide value for money and continually seek to improve their products

and services.

o Deliver quality and comply with terms and conditions of Indosat Group contracts

o Submit accurate proposals and invoices to Indosat

• Indosat Group vendor mobilize the power of teaming across organizational and

geographical boundaries to deliver consistently exceptional products and services.

vendor understand and comply with laws and regulations that apply to their business.

9

Code of Conduct for Vendor and Vendor Personnel (2)

• Indosat vendor protect personal privacy and comply with applicable privacy laws as

well as secure Indosat Group data against unauthorized access or use in accordance

with Indosat Group provided standards.

• Indosat vendor value diversity, ensure an interesting and inclusive environment and

treat people with respect and dignity.

o Indosat vendor do not use forced, bonded, compulsory, indentured or involuntary

labor. People must be free to terminate their employment with reasonable period.

o Indosat Group vendor do not use child labor. Many countries have a minimum

age for employment or work— Indosat Group vendor understand and respect

those requirements.

o Indosat vendor comply with all applicable wage and hour laws and regulations.

o Indosat vendor are committed to the health and safety of their people and of

visitors to their work locations.

• Indosat vendor understand and comply with all applicable laws. Vendor inspire trust by

taking responsibility, acting ethically and encouraging honest and open debate.

o Indosat vendor do not provide gifts to any Indosat employee or client to obtain or

retain business or to influence a decision.

10

Code of Conduct for Vendor and Vendor Personnel (3)

o Indosat Group is committed to conducting its business free from extortion, bribery

and all unlawful, unethical or fraudulent activity. In connection with doing

business with Indosat, vendor do not offer, promise, authorize, give, demand or

accept any gift, loan, fee, reward or other advantage to or from any person as an

inducement; to do something which is dishonest, illegal or a breach of trust; to

obtain, retain or direct business; or to secure any other improper advantage.

o vendor shall implement adequate procedures for vendor employees to comply

with applicable anticorruption laws and these standards.

Violation of Our Vendor Standards of Conduct

Failure to comply with these standards or with applicable laws and regulations may result

in termination as an Indosat vendor and referral of the matter to local authorities.

FAQFrequently Asked Question

FAQ

1. What is Indosat E-Procurement?

Indosat E-Procurement is online electronic transaction which is used by Indosat for sourcing

activities.

2. What is the address of the portal ?

Please visit https://eproc.indosatooredoo.com.

3. How can I register as a vendor to Indosat ?

You can fill in the Vendor Registration form and upload the valid and correct supporting

documents at the portal. please ensure that your document is:

• Scanned from original document (not from copy).

• Valid, and not expired.

• Readable using normal eye.

Frequently asked questions about Indosat EProcurement

• Formatted as PDF file (not RAR or ZIP).

• Complete and not only the first / cover page.

• Max per uploaded file 1 MB, document can be slice into

multiple pdf document.

FAQ

4. How do I login to the portal ?

Please use your account (6 digit number) which is given by team Pendaftaran Vendor via

email: pendaftaranvendor@indosatooredoo.com after registration process finish.

5. How do I change my profile?

Please find the menu in the portal to update or change your profile.

6. If I have not logged on to the portal in last few days, how do I know if there are any

activities to be done by me?

System will notify you through email. Please ensure your email account is valid and mail

quota is not exceeded.

Frequently asked questions about Indosat EProcurement

FAQ

7. What are the minimum requirements to access the portal ?

Software (Standard Indosat):

Operating System :

Windows XP – Windows 7

Mac OS

Web Browser :

MS Internet Explorer 7 up to 8

Safari

Others :

MS Office 2007 or higher

Adobe Acrobat Reader 10 or higher

Java Applet 1.7 or higher (User Internal)

Hardware (Standard Indosat):

Processor:

Core I5 Processor

Speed : 2,5 Ghz

Memory : 4 GB

Connection :

Connected to the Internet

Frequently asked questions about Indosat EProcurement

FAQ

8. What is the Indosat’s procedure and policy for password ?

Minimum 8 characters, complex password with minimum 4 combinations (capital, lower

case, number, special character). Password will be expired every 30 days. Please update

the password before expired by using Internet browser: Internet Explorer version 7 and 8

only.

9. How can I change the password ?

Choose and click Change Password menu after login to portal.

Frequently asked questions about Indosat EProcurement

Guidance for Vendor

10. If I have question or problem who should I contact to ?

• Regarding vendor registration process or upon changes of company profile via portal,

please contact: pendaftaranvendor@indosatooredoo.com. Regarding the changes, only

when approved by Indosat, the company data will then be changed.

• Regarding problem to access portal or request to reset password, please contact

Enterprise Helpdesk, email: enterprise.helpdesk@indosatooredoo.com or call (021) 3044

2000. When requesting reset password, please provide valid registered email address

by informing the Vendor ID.

Notes:

When a valid registered email address is not provided, Vendor shall contact

helpdesk.procurement@indosatooredoo.com to request assistance for reset password

action.

Vendor Self Registration

Guideline

Registration portal

The URL to directly register : https://eproc.indosatooredoo.com

The URL for vendor registration is available

in the registration portal.

Steps to Self Register for New Vendors (1/5)

Step 1

Vendor clicking on the URL of Indosat

Vendor self-registration.

NOTE: Company Name format need to follow Indosat’s policy. Indosat standard format is the name of company

followed with the company’s form in the end, names in ALL CAPS. For example: PT Kesejahteraan Abadi, need

to be filled as KESEJAHTERAAN ABADI, PT. This also applicable for foreign company (eg. ERICSSON, INC.).

Steps to Self Register for New Vendors (2/5)

Step 2

1 3

2

The form consist of 4 parts:

1. Before Bank Details

2. Bank Details

3. After Bank Details

including attachment

4. Data Privacy Statement

Please fill-in in the following

order

1 – 3 – 2 – 4

Then click

Fo

rm c

on

tinu

ed

in th

e n

ext s

lide

After reaching this point, go to Point 3

After finished this point, go to Point 4

Steps to Self Register for New Vendors (3/5)

Step 3

Con

tinu

ed fo

rm fro

m p

revio

us s

lide

Registration confirmation

will pop up after all fields

are completed.

Automated email will be

generated as a

questionnaire to ensure

the email registered is

valid

3

After reaching this point, go back to Point 2 (Bank Details)

4

Steps to Self Register for New Vendors (4/5)

Step 4

Check email,

and then click

the link

provided.

Steps to Self Register for New Vendors (5/5)

Step 5

The link will bring the vendor to this questionnaire.

By ticking this box, vendors state their acceptance

and then need to click button ‘Send questionnaire’

Steps to Change Vendor’s Data (1/2)

Step 1

Go to ‘Manage

Company Data’ tab to

modify your data

• Once the registration is complete, new vendors are able to anytime change their data directly from

the website.

• For companies who are already listed as Indosat’s vendors and have ID can directly follow these

steps without registering again.

Steps to Change Vendor’s Data (2/2)

Step 2 Fill up and change all respective field that require to be

updated, all supporting files should be uploaded (Indonesian

Vendor : 6 documents, Foreign Vendor : 4 documents)

After click Submit, inform via email to

helpdesk.procurement@indosatooredoo.com and ask for approval of data

changes/validation.

Verification steps from Indosat

• Indosat will verify every registration data / company data changes.

• Vendor will be responded with a Confidentiality Statement (CS) prior to acceptance or data changes.

PO Self Confirmation

Guideline

PO Confirmation

This feature will help vendors to provide acceptance for their

Purchase Orders (PO).

PO Preview and softcopy is available via email.

Vendors is required to give confirmation through system

instead of wet signature on the Purchase Order.

Notification to Vendor

Steps to confirm PO (1/6)

Step 1

Vendor can logon and see the

PO in the portal (in addition

they would also have the PO

sent to them via email):

Click the menu, you will see the

list of PO that has been sent to

you.

Steps to confirm PO (2/6)

Step 2 The internal number

from system.

PO number

You will communicate with Indosat based on this

number. To open the PO click on the document

number.

Steps to confirm PO (3/6)

The header where you will see

the PO number

Clicking on the item number

will open up the item detail.

Step 3

PO which not yet confirmed

will have status :

NEW

Steps to confirm PO (4/6)

Steps to confirm PO (5/6)

Click this button to

confirm you PO

Click send to submit

your confirmation to

our system

Steps to confirm PO (6/6)

The status of the PO is

changed into

‘Confirmed’

Step 6

This is the end of Vendor Guideline

We thank you

for taking time to understand

this guideline material