invoicing procedures and requirements · 2020. 7. 1. · bank account detail should be stated in...
TRANSCRIPT
INVOICING PROCEDURES AND REQUIREMENTS
1. Invoice/Billing Document
a. Invoice/billing document consistent with Purchase Order (PO)/Contract:
Name, address, and tax ID number must consistent with the data stated in PO/Contract.
Invoice number must be stated.
Invoice number should only be used once (if our system detects any duplication of invoice
number, then the invoice will be rejected).
Bank account detail should be stated in the invoice. If it is not stated, then a bank account
statement letter with stamp duty signed by the authorized person and stamped with the
vendor’s stamp is mandatory.
Stamp duty usage (only applicable for local vendor):
Rp. 0 – Rp. 250.000 (not required to use stamp duty)
Rp. 250.001 – Rp. 1.000.000 (required to use minimum Rp. 3.000 stamp duty)
Above Rp. 1.000.000 (required to use Rp. 6.000 stamp duty)
For the e-stamp duty usage, vendor should attach the request letter to the tax
authority for using it
Electronic signature or wet signature and vendor’s stamp are required in the invoice.
If you are using an e-invoice, then wet signature and vendor stamp are not required.
PO/Contract number should be stated in the invoice; one (1) invoice consists of (one) 1
PO/Contract number.
The invoice date should be consistent with the date of goods or service delivery.
For invoice submitted to bill several combined goods deliveries, the invoice date listed
must be the latest delivery date in the same month.
The invoice value should be detailed between the tax base and the value-added tax
amount.
For invoices related to goods and services, it is mandatory for the vendor to split the
respective tax base value of goods and services.
If there is a down payment in the respective invoice, then it is mandatory to insert
information on the total transaction value and the down payment submitted
(Attachment-1 Down Payment Invoice).
Invoice must be printed clearly and cannot be handwritten nor corrected by hand.
The details of the goods/services name, quantity unit of measure (UoM) stated in the
invoice should be the same with the details stated in PO. If the details are not the same,
then the vendor should attach a statement/letter explaining the discrepancy which should
be acknowledged by our Procurement.
b. Electronic Tax Invoice/Tax Invoice (only applicable for vendor as resident of the Republic of
Indonesia and taxable enterprise):
Send out two (2) copies of tax invoices (electronic tax invoices) which have QR
code/barcode and e-tax invoice series number (e-Nofa) as proof that they have been
validated.
If there is a substitute of tax invoice, then it is compulsory to provide the initial tax invoice
and latest substitute tax invoice during billing (2 copies).
The tax invoice date should be the same as the invoice date.
One (1) tax invoice for one (1) invoice.
For down payment transactions, the tax invoice date should be the date of goods being
delivered as stated in delivery order or payment received, whichever comes first.
Vendor’s name, address, and tax ID number must consistent with Taxable Entrepreneur
Confirmation Letter.
Name listed in the tax invoice must correspond with the given specimen.
Tax invoice issued date must not exceed the grace period determined by the applicable
tax regulation since the date of goods/service being delivered. If tax invoice issued date
is exceeding the grace period, then tax invoice is deemed as flawed and cannot be
creditable, hence VAT will not be paid. Vendor needs to submit a statement letter with
stamp duty that vendor is willing to be paid only for tax base value without VAT.
Tax invoice submission date must not exceed the grace period determined by the
applicable tax regulation. If tax invoice submission date is exceeding the grace period,
then tax invoice is deemed as flawed and cannot be creditable, hence VAT will not be
paid. Vendor needs to submit a statement letter with stamp duty that vendor is willing to
be paid only for tax base value without VAT.
c. Documents related to Tax Invoice Regulation (PER 24) (only applicable for vendor as resident
of Republic of Indonesia). Attach the following documents if there are any changes in the
documents submitted before:
Signature specimen
Proof or letter retrieval from tax office over the signature specimen
Taxable Entrepreneur Confirmation Letter
Tax ID number
Tax Registered Certificate
d. Certificate of Domicile of Non-Resident for Indonesia Withholding Tax (DGT Form page 1 & 2)
should be attached for all services’ invoice:
Page 1 and 2 of the DGT Form is valid for a year. Page 1 and page 2 of the DGT Form
attached for the first time should be the original one. For the next transaction, the form
could be submitted in the form of a copy. Form DGT must be filled in completely and
correctly.
DGT Form on part II of page 1 should be signed and stamped by the proficient tax authority
from the country of origin (exception made if there is an official certificate of resident from
the tax authority from the country of origin and should be valid for the maximum of a
year).
DGT Form on part VII of page 2 should be signed by vendor’s authorized and competent
representative.
Exception can be made for vendors who owned a valid e-SKD (electric domicile certificate).
e. Purchase Order (PO)/Contract
Copy of Purchase Order/Contract which has been signed by PT Sinar Mas Agro Resources
and Technology (PT SMART Tbk) should be attached (exception for all e-PO).
Contract which has been signed by both parties should be attached.
For PO manual of cooperative invoice, the original PO signed by PT SMART Tbk should be
attached.
f. Other supporting documents in accordance for below transaction type:
Purchase of Goods
Shipping via Land
Attach original delivery order signed by both sender and receiver, complete with
names and sender’s company stamp
Recap of delivery order (if delivery order is more than one (1)) in accordance with
the attached format (Attachment-2 Delivery Order Recapitulation) should be
attached
For the purchase of materials using weight bridge, the weight bridge ticket which has
been signed by both sender and receiver stated the complete names of both parties
and stamped, should be attached
Special document needed for fertilizer shipping: original weight bridge and delivery
recap which has been signed by unit should be attached
Shipping via Air or Sea
Attach copy of bill of lading/BL (sea freight) or airway bill/AWB (air freight) based on
the agreed incoterms
Attach packing list
Overseas vendors should attach certificate of domicile (CoD)
Service Completion
Certificate of Completion which has been signed by vendor and PT SMART Tbk should
be attached. The original document should state the clear names of both parties and
has been stamped by both parties
Land Transporter
Attach original Delivery Order from transporter Vendor, signed by sender and
receiver, complete with names and sender’s company stamp
Attach a copy of Delivery Order from transporter Vendor, signed by sender and
receiver, complete with names and sender’s company stamp, with copy of packing
list, copy of SPPB, copy of custom clearance approval certificate and import
declarations (if any)
Recap of delivery order (if delivery order is more than one (1)) in accordance with
the attached format (Attachment-2 Delivery Order Recapitulation) should be
attached, especially for shipment by land
VAT and Withholding tax rate charged for transportation service must consistent with
the applicable tax regulation and vendor must attach the related license documents
as proof and base of tax rate collection
Sea Transporter
Attach the fixture notes
Attach bill of lading and shipping manifesto
Attach time charter
g. Statement Letter for Bank Account Changes:
If there is any change for the previously registered bank account, then vendor is mandatory
to attach the statement letter of account changes with stamp duty signed by the authorized
person and stamped with the vendor’s stamp. (Attachment-3 Bank Account
Statement Letter).
Name listed in the bank account needs to be aligned with the name listed in PO.
h. Penalty Agreement Form
In regards to a penalty clause that exists in PO for late goods delivery, if the goods received
by PT SMART Tbk have passed the delivery date agreed, then vendor should attach penalty
agreement form signed by both parties.
i. Other supporting documents considered necessary by vendors (if any).
2. If there is any discrepancy(s) found between the vendor data listed in PO and legal/licensing
documents, or if there is any data change(s) related to taxation, then vendors must inform the
updated data (including its supporting documents) through the respective Procurement PIC.
3. Invoice Status Notification
System will automatically send invoice status notification (Accepted/In-progress/Rejected) to
vendors via email that is registered to our system. If vendor has no email address or the email
registered is not valid, then the automatic notification through email will not be sent. Therefore, it
is compulsory for vendors to own an email address and inform the email address to the respective
Procurement PIC, including its changes.
In the case of rejected vendor invoice, vendor must retrieve the submitted documents back in five
(5) working days at the latest post rejected status is informed to the respective vendor. We are
not responsible for the loss of document if it was not retrieved within the predetermined period of
time. The rejected document retrieval can be done at the address listed in point No. 5 below.
And revised document must re-submitted in 10 working days with regard to follow the procedure
of tax invoice submission date as explained in point No. 1.b. above.
4. Payment due date is calculated based on the date when all documents have been received and
completely and correctly based on the notification sent by the system.
5. Time and location of billing document delivery and rejected document retrieval:
Day: Monday to Friday (closed on National Holiday)
Time: 08.30 AM to 11.30 (Western Indonesia Time)
Address:
Sinar Mas Agribusiness and Food (PT Sinarmas Sentra Cipta)
To: ODS Counter A – Upstream or Counter B – Downstream
Sinarmas MSIG Tower Floor 26th
Jl. Jend. Sudirman Kav 21, Setiabudi, RT.10/RW.1, Karet, Jakarta Selatan,
DKI Jakarta, 12930
Telp : +62 (021) 50156000
Upstream Local Vendor can submit invoice to Representative Office
(Attachment-4 Upstream Representative Office).
6. Communication channel between PT SMART Tbk and vendors:
Vendors may inquire regarding the payment status that has not been received but has been
overdue via email below: [email protected]
We will response your email within three working days at the latest
To help and ease our internal document checking, we have attached a checklist as a guide to ensure
document completeness before the documents are sent to us (Attachment-5 Checklist).
Should there be any follow up inquiry regarding this letter, please contact the respective Procurement
PIC.
We are thankful for your cooperation and we will continue to improving our service.
Attachment-1 Down Payment Invoice
Example Invoice Non Project • Down Payment
Example Invoice Non Project – Settlement for Down Payment
Attachment-2 Delivery Order Recapitulation
Attachment-3 Bank Account Statement
BANK ACCOUNT STATEMENT LETTER
The name signed below:
Name :
Position 1) :
Address :
Telephone :
Fax :
Email :
Own the legal right and power required, and has obtained all rights, agreement, permit, qualification, warrant, and other
needed requirements to represent:
Company Name :
Company Address :
With this letter, state that all invoices for:
Name ________________________________, will be paid to the bank account _____________ ___________________________________
with details as follow:
Beneficiary Name :
Bank Name :
Currency 2) :
Bank Account Number :
This Statement Letter is written is made truthfully and binding for name ____________________
__________________________ to be used as appropriate.
……Place…, ….Date
Stamp
6000 ribu
Name
Position
1) Company Director
2) Only one currency for one bank account with the maximum of two bank accounts (two currencies)
Attachment-4 Upstream Representative Office
Representative Office Address
Medan Jl. Monginsidi No.14 Medan, Tlp. (061) 4556566
Pekanbaru Jl. Soekarno Hatta No.19 RT01 / RW08 Kel. Sidomulyo Barat, Kec. Tampan, Pekanbaru, Riau 28294
Jambi Jl. Soekarno Hatta No.183 Jambi, Tlp. (0741) 572729
Lubuk Linggau Jl. Garuda Dempo No.42 Lubuk Linggau, Tlp. (0733) 320992
Lahat Jl. Kolonel H. Burlian Blok A-3 Kav. Bandar Jaya Kabupaten Lahat
Palembang Jl. Cendrawasih No.26 Palembang, Tlp. (0711) 352819
Lampung Jl. Pangeran Tirtayasa No. 18A Kel. Sukabumi Indah, Kec. Sukabumi Bandar Lampung, Tlp. (0721) 701828
Bangka Jl. Depati Amir No.8 Pangkal Pinang, Bangka Tlp. (0714) 434404
Belitung Jl. Air Serkuk No. 2 RT02/RW01 Tanjung Pandan, Belitung, Babel 33415, Tlp. (0719) 23767
Sampit JL. HM. Arsyad No.88 Kec. MB. Ketapang Sampit, Tlp. (0531) 22329
Banjarmasin Jl. A. Yani KM 23.700 Landasan Ulin, Banjarmasin, Tlp. (0511) 4705508
Samarinda Jl. Ring Road III No.88 Samarinda, Tlp. (0541) 251281
Ketapang Jl. Brigjen Katamso No.88 RT026/RW006 Sukaharja Delta Pawan, Ketapang
Pontianak Jl. Ks. Tubun No. 56. RT03/ RW04 Kel. Akcaya Kec. Pontianak Selatan. Kota Pontianak, Kalbar 78121
Jayapura Perum Sky Line Indah Blok D No. 28 BTN Abepura Jayapura, Tlp. 0967-581234
Attachment-5 Checklist
No. Completeness
PO NPO
Accuracy Check Items/Details Material Invoices
Service/ Project Invoice
Invoice
1.
Original Invoice
Yes
Yes
Yes
1. Vendor Stamp & Signature
2. Stamp Duty: ≥ IDR 250K
2.
Receipt (applicable only for notary)
N/A
N/A
Yes
1. Vendor Stamp & Signature
2. Stamp Duty: ≥ IDR 250K
3. Tax Invoice Yes
Yes
Yes
Total amount matched with invoice amount 1. Tax invoice date must be same
with invoice date 3. Tax invoice
date must be within 3 months
from the delivery order date
2. Tax invoice expiry date:
<3months
3. If any tax Invoice replacement
(#011), the original tax invoice
(#010) should be provided.
4.
PAM (Payment Approval Memo) Including Supporting
documents if any
N/A N/A Yes
1. Complete signatures from
approval matrix
2. Complete Details :
a) Total amount matched with
invoice amount, if any
b) GL, Cost Center c) Beneficiary Name & Bank
Account
5. Delivery Notes Yes N/A Yes 1. Vendor Stamp & Signature 2. Recipient Signature
3. Quantity in delivery note/ summary of delivery order should be matched with quantity in invoice.
6. Packing List & Bill of Lading *only for imported
materials
Yes N/A N/A
The following details should be
matched in Invoice
a) Company Name
b) Material List c) Quantity
7. Certificate of Service Completion
(BAPP/BAST)
N/A Yes Yes 1. Vendor Stamp & Signature 2. Recipient Stamp & Signature 3. Job progress rate (%) should be
the same with the invoice
No. Completeness
PO NPO
Accuracy Check Items/Details Material Invoices
Service/ Project Invoice
Invoice
8. Contract (Surat Perjanjian Kerja (SPK))
Yes Yes Yes 1. Total amount should be matched with PO amount (for Downstream only)
2. Complete signatures both parties & stamp
3. For PO, contract/SPK should be provided only for the 1st Invoice (scanning of documents is not required)
9. Form DGT (Certificate of Domicile) * only for Overseas
Vendors – providing
services will be
subjected to
withholding tax
N/A Yes Yes 1. Validity/expiry date: within 1 year 2. Complete signature & stamp from
vendor & tax Authority
10. Purchase Order Yes Yes N/A 1. Complete signature for non e-PO