Sakura Vendor Day 31 July 2023 Presentation Slide.pdf

sakura day

3. Agenda
Time Activity Speaker
8.30am-9.00am Registration Marry Agie & Venessa Yee
9.00am-9.10am Safety briefing by HSSEQ Tadam Sinawat
9.10am-9.30am Welcoming speech by Head of Department & Procurement
Manager
Johann Gerber & Shirley Brown
9.30am-9.50am Communication and awareness on RFQ workflow, delivery &
invoice
Michelle Q
9.50am-10.10am Communication and awareness on cloud based platform
(Jotform-Sharepoint) for supplier to drop their
documentation/ suggestion/ feedback
ReneBrooke Fredrick
10.10am-10.30am Indoor activity & group photo
10.30am-10.50am Communicationand awareness on Price Agreement Wong Hui Lih
11.00am-11.15am Communication by Accounts section to vendors Nurul Hijrah
11.15am-11.30am Communication by Warehouse section to vendors Mohd Fadzillah
11.30am-12.00pm FAQ session
12.00pm Break out session

4. Agenda
Time Activity Speaker
12.45pm-1.15pm Registration Marry Agie & Venessa Yee
1.15pm-1.25pm Safety briefing by HSSEQ Tadam Sinawat
1.25pm-1.45pm Welcoming speech by Head of Department & Procurement
Manager
Johann Gerber & Shirley Brown
1.45pm-2.05pm Communication and awareness on RFQ workflow, delivery &
invoice
Michelle Q
2.05pm-2.25pm Communication and awareness on cloud based platform
(Jotform-Sharepoint) for supplier to drop their
documentation/ suggestion/ feedback
ReneBrooke Fredrick
2.25pm-2.45pm Indoor activity & group photo
2.45pm-3.05pm Communicationand awareness on Price Agreement Wong Hui Lih
3.05pm-3.20pm Communication by Accounts section to vendors Angelina Insit
3.20pm-3.35pm Communication by Warehouse section to vendors Damustine Jackey
3.35pm-4.00pm FAQ session
4.00pm Break out session

6. Who We Are

9. FINANCE DEPARTMENT
Finance
Johann Gerber
Account
VICTOR LOH
Procurement
SHIRLEY BROWN
Warehouse
RAYMOND FRANCIS
IT
SYAHRIJAYA

10. Procurement Organizational Chart
Finance Manager
Johann Gerber
Procurement
Manager
Shirley Brown
Acting Procurement
Superintendent
Michelle Quinquito
Senior Procurement Officer
Wong Hui Lih
Procurement Officer
Rene Brooke Fredrick
Assistant
Procurement Officer
Marry Agie Raun
Assistant
Procurement Officer
Venessa Yee

11. ROLE OF
SAKURA
PROCUREMENT
Perform
operational
and strategic
sourcing
Coordinating
inbound and
outbound
logistic
Expediting
Managing
LMW
Contract
management

12. SAKURA PROCUREMENT ROADMAP
Aspiration StrategicInitiatives ExpectationfromContractor
Increase Plant Reliability by
Reducing Aging Request.
Supporting smooth plant
operations through always
ensuring service and material
availability.
Enhanceprocurementprocessto
achieveleanworkprocess
-Promptrespondsfromcontractor
-Competentcontractor
-On-timedelivery
-Activeparticipation
Establishmentandincreaseof
strategicpriceagreementtoimprove
RTO-POprocessingtime
-Identificationoflocalvendor/OEMthatwillingtohavelong
termcollaborationbusinesswhichbenefitedbothparties.
-Initiationoflong-termstrategy
New way of working through
going digital
Systemenhancement -BeingIT-savvyandprovidefeedbackduringtheearly
implementationandcontinuouslyprovideconstructive
feedback.
-Periodicallyengagementwithcontractorstobuildeffective
networkandkeepupdateonthelatestmarketupdate,
technology,bestpractice,etc.

13. Receipt of timely
quote from vendor
Timely goods
delivery or service
completion from
vendor
Enhancement of
vendor database
Vendor reliability
and more secured
contract
Excellent and
consistent delivery
of goods & services
Work process
optimization
through upgraded
SYSPRO platform
Awareness of
company's focus
areas and strategic
values
Enhance Sakura’s
visibility
SAKURA
VENDOR DAY
OBJECTIVES

15. Requisition / RTO (Request To Order)
Purchase Order
OrderManagement
Goods Receiving
Invoicing
PROCUREMENT
PROCESS

16. Requisition / RTO (Request To Order)PROCUREMENT
PROCESS
•Requisition / RTO –Mean to initiate the
request, to place a Purchase Order (PO) from
vendor
Purpose

17. GENERAL REQUIREMENT OF REQUEST FOR QUOTATION (RFQ)
Unit Price &
Total Price
Complete Item
Description
Packaging per
Carton
Stock
Availability
Delivery
Incoterm
Shipment Mode
Product
Documentation
Shelf Life
Quote ValidityPayment Term

18. What We Expect from Vendors

19. VENDOR
REGISTRATION
FORM

20. Requisition / RTO (Request To Order)
Purchase Order
OrderManagement
Goods Receiving
Invoicing
PROCUREMENT
PROCESS

21. SAMPLE OF
PURCHASE
ORDER (PO)

23. What is an EMERGENCY PURCHASE?
Anemergencypurchaseisfor;
•i)abreakdownthatneedtobeimmediatelyrectifiedasitposesadverse
effecttoproduction,
•ii)safetyincidentrelatedthatneedtobeimmediatelyaddressedandclosed
out,
•iii)outofstockofcriticalspareswhichmaybeaffectedbyout-of-control
logisticscondition,andthealternativesourcethatcansupplyimmediatelyhas
beenidentified.

24. NOTIFICATION
OF
EMERGENCY
PURCHASE
TEMPORARY
EMERGENCY
ORDER
NUMBER
NOTIFY
SELECTED
VENDOR OF
THE
EMERGENCY
REQUEST
OFFICIAL
QUOTATION
FROM VENDOR
OFFICIAL PO
ISSUANCE

25. Requisition / RTO (Request To Order)
Purchase Order
OrderManagement
Goods Receiving
Invoicing
PROCUREMENT
PROCESS

26. •Expeditor
MonitortheprogressofallthePOtoensureontimedelivery
•Vendor
ToprovideaweeklyupdatestatusregardingPO
WhenthedeliverydateisCOMPROMISED,vendortoinformanddiscuss
betterapproachtoensureshortagedoesnotaffectplantoperations.

27. Item Procurement Vendor
Importation, Custom
Liaisonand Freight
Forwarding
1) Procurement shallplan for the mode of
shipment and the incoterm to be applied
corresponding to the incoterm quoted
2) Sakura is a Licensed Manufacturing
Warehouse (LMW) and having the privilegeto
enjoy waived import duty and sales tax
•Taxinvoice
•Delivery order
•If applicable:
Safety data sheet
Steel mill certification
Factory inspection certification
Certificate of origin
LocalShipment 1) Weeklycollection every Wednesday from
Bintulu Town for lightweight goods
Sakura collection vehicle:
•3-ton box van
•Passenger van
2) Procurementto notify security and
warehouse of incoming delivery to Sakura
warehouse / premise
•Taxinvoice
•Delivery order
•If applicable:
Safety data sheet
Steel mill certification
Factory inspection certification
•Delivery information to be emailed
1 day prior to delivery to Sakura
warehouse
Services Ensure end user feedback on completed work•Tax invoice
•Job completion sheet / Signed
service report

28. AFTER SALE
SERVICE
Warranty
information
Product
training
Repair or
upgrade
features
Return or
exchange
policy
Automated
report
resources

29. Procurement general email:
[email protected]

31. Requisition / RTO (Request To Order)
Purchase Order
OrderManagement
Goods Receiving
Invoicing
PROCUREMENT
PROCESS

32. RFQ
Quotation request to
Vendor
User acceptance
PO
PO issuance post
approval
Communication
between vendor and
end user & procurement
team
Invoice
Request for supporting
documents for payment
Must have(s): Tax
invoice, Delivery
Order/Signed service
report
Procurement,
warehouse and account
Payment
Information matched =
Proceed with payment
GENERAL PROCESS FOR PROCURE-TO-PAY

33. CURRENT GAP IN PROCURE-TO-PAY PROCESS
Challenge 1
•Manual submission
of documentation
per Purchase Order –
Hardcopy during
receiving order
misplaced / not
available during
collection
Challenge 2
•Overlooked email /
not present in
shipment packing
Challenge 3
•Incorrect invoicing /
delivery order
information without
explanation

34. BENEFIT OF DIGITALIZATION –PAYMENT PROCESS
Save time in
requesting
information
Improve accuracy
in information
given
One Stop Centre for
procurement team to
retrieve information for
invoicing and delivery order

35. CURRENT GAP IN VENDOR INFORMATION
Challenge 1
•Manual key in
–written
information
Challenge 2
•Vendor
changes entity
without
informing
client
Challenge 3
•Minimum
space on
email –
uncompressed
files

36. BENEFIT OF DIGITALIZATION –VENDOR INFO
Save time in
requesting
information
Improve accuracy
in information
given
One Stop Centre for
procurement team to
retrieve information to
handover @ custodian

38. •Setup Fixed Price Agreement for supply of
repetitive purchases to eliminate the need to
request for quotation on continuously
Purpose
•Invite vendor to participate in price fixed
agreements for a minimum period of 12-
months
Method
•Reduced RTO cycle time, encourage timely
delivery and vendor performance can be
established for continuous improvement
Quick Win

39. BENEFITS OF
PRICE
AGREEMENT
Cost Stability
Improved
Financial
Planning
Enhanced
Supplier
Relationship
Competitive
Advantage
FOR SAKURA

40. BENEFITS OF
PRICE
AGREEMENT
Volume
Commitment
Cash Flow
Stability
Enhanced
Client
Relationship
Long-Term
Partnership
Risk
Mitigation
FOR VENDOR

41. GENERAL REQUIREMENT FOR PRICE AGREEMENT
Requirement #1
•Fill inyour most
competitive rates,
preferably delivery
DDP Sakura
Ferroalloys Sdn Bhd in
Samalaju Industrial
Park
Requirement #2
•Fill in your proposed
brand (if any),
suggestion can be
equivalent to the
identified previous
purchase and Stock
Availability for each
line item
Requirement #3
•Sakura Ferroalloys Sdn
Bhdrequests for
payment term (30
days from invoice
date)
•Minimum price
agreement duration
12-months

42. Consumables–ElectricalandInstrumentationparts,Medical
supplies,Personalprotectiveequipmentsupplies,Hardware,
Stationeries,Industrialgases,Belting,Bearings,Steelsconsumables
Services–Laundry,Canteen,Transportation,Clinic,Laboratory,
Fabricationworks,Wastewateranalysis,Buildingmaintenance,Civil
works,HVACmaintenance,Scaffolding,Firefightingequipment
maintenance,Pestcontrol,Scheduledandclinicalwaste,Repairof
electricalmotor
POTENTIAL PRICE AGREEMENT & SERVICE LEVEL
AGREEMENT

44. IMS. 8.1 Operational planning and control
Finance-Account Payable Procedure (SFA-FIN-PRO-101-B00)

45. Purpose and Scope
•Purpose: To ensure that Vendor invoices are correctly captured, accounted for and payment is
carried out timely.
•Scope: The scope of this procedure covers creating master vendor register, processing
invoices, credit notes, advance payment/down payment, reconciliation of Creditor’s statement
and payment.

46. Account Payable Workflow
Vendor
Registration
•Ensure no duplication in Syspro’s Vendor Account;
•Check Vendor Registration Form (SFA-FIN-FRM-001-A03) completed with Bank Statement and quotation from procurement.
Invoices
Processing
•Ensure the invoices/Credit Notes/Debit Notes had been verified by end users and approved by their respective authorized personnel;
•Supported by relevant document, eg.Delivery Order, Purchase Order, Goods Received Note, email, etc;
•Posting into Syspro correctly and timely.
Advance
Payment
•Identify advance payment/down payment request through pro-forma invoice and confirmation from buyer;
•Payment voucher (for Electronic Fund Transfer “EFT”) to be approved by authorized personnel for the payment, thereafter post into SYSPRO for payment arrangement.
•Follow up on the final invoice for goods that has been delivered later on, to complete the knock off in the system.
Statement of
Account (SOA)
•Request SOA from vendor prior to proceed with payment arrangement;
•Ensure the SOA balance is tally with SYSPROs record;
•If not, a reconciliation to be done by clarifying with vendor on the discrepancy and solve it.
Payment
•Final compile all the vendors’ invoices to be paid via EFT sheet;
•Submit the EFT to FA and AFM for review; thereafter process the payment through UOB Online Banking System or cheque payment uponFM and GM’s approvals.
•Notify the vendor of the payment once transaction completed.
•Update the record / cash book in the system.

47. Information
•For any payment, SOA and vendor invoices related issues at Sakura, please refer to below
finance personnel for enquires and solution.
Finance general email: [email protected]

49. Johann Gerber
Finance Manager
Raymond Francis
Warehouse Manager
Mohd Fadzillah
Warehouse Supervisor
Damustine Jackey
Asst. Warehouse
Supervisor
Mohd Asrul
Warehouse Asst.
Helder Awek
Warehouse Clerk
Gennidy Ganggar
Warehouse Asst.
Bennevolent
Warehouse Asst
Nurliyana Omar
Warehouse Asst
John Kuang
Warehouse Asst
Rogan Nugga
Warehouse Asst
Fathurrahman
Warehouse Asst
Famiszal
Warehouse Asst
Warehouse Organization Chart

50. Sakura Warehouse Introduction
Warehouse 1 Warehouse 2
Warehouse 3 Laydown 1

51. Warehouse 1
Served as :
•Receiving Bay
•Issuing Counter
Storing of:
•General Consumables
•Electrical & Instrument Spares
•PPE

52. Warehouse 2
Storing of:
•BrexPlant Spares
•Crusher Spares
•Water Treatment Plant Spares
•Water Purification Plant Spares
•Final Product Spares
•Electrical Motors & Gearbox

53. Warehouse 3
Storing of Slow Moving Spares:
•Conveyor Belts
•Conveyor Rollers/ Idlers
•Electrical Cables
•Furnace Drill Equipment
•Medium/Large Cap Bank
Capacitors
•Crane Wire Ropes
•Furnace Electrodes

54. Laydown 1
Storing of:
•Different Types of Steel Section
•Oxygen Lancing Pipes
•Drill Rods
•Fabricated Grizzlies
•Steel Cladding
•Galvanized Gratings
•Handrails Pipes & Fittings

55. Purpose of Sakura Warehouse
•To ensures that receiving, storing, issuing, stock control, goods returned of consumables and
spares meets Warehouse and requestor’s requirement are accounted for and our integrity is
maintained.
•Scope of works for warehouse team includes receiving, storing, warehouse control, stock count,
issuing and also safety and security of the warehouse.

56. What We Expect from Vendors
•All delivery to be accompanied with proper delivery note or packing list.
•Supplier to supply consumables or spare parts that is according to our specifications in our
purchase order.
•Any substitute or replacement of obsolete spares vendor need to notify buyer and end user.
•Packages or parcel need to be properly packed and label.
•Delivery personnel to wear proper PPE.
•All chemical delivery to be accompanied with SDS both in English and Bahasa Malaysia
version.

57. THE END