LEADS WEST AFRICA RESOURCES LIMITED POLICIES AND PROCEDURES CULTIVATION AND PROCESSING OF CASSAVA AND OTHER FARM
PRODUCE General Policy This policy document is developed to provide guidelines for effective production of cassava chips for exportation as well as other farm products. The activities would involve: 1. Acquisition of farm lands 2. Supply and sales of farm inputs 3. Material Sourcing through: • Self-owned/Leasehold cassava plantation • Contract Growers 4. Transportation of farm produce from Farms to Processing Factory 5. Processing of farm produce 6. Packaging, Standardization and Conservation of the farm produce in preparation for exportation marketing 7. Warehousing the processed products pending the exportation and sales. 8. Transportation of the products to the ports or markets. It is the policy of the company that none of its employees would be involved in the technical activities along the value chains. The company employees will only be involved in the administration and financing activities. Meanwhile, entrepreneurs in the form of sole proprietorships, SBUs, Cooperatives and corporate bodies with adequate competencies and experiences, who have been duly registered with the company would be engaged in carrying out the technical activities along the value chain. The company will source for its major raw materials i.e. Cassava tubers from either: i. ii. The Plantations Established on Lease Farm Land The Contract Growers
ACQUISITION AND ALLOCATION OF LEASEHOLD FARMS Shortlist
Prepare Lease Solicitation for Offers (SFO) Advertise through local media Expression of Interest received from prospective lessors Meet the Land Lessors
Conduct if Q & Q of the Farm /service meet the Company Requirement
Agree on terms & conditions
Ye s Execute Contract Agreement
Allocate farms to registered entrepreneu rs
Supply required Inputs to the farmer Issue Coupons, Invoice and Delivery Note
Wait till harvest period
ACQUIRING LEASEHOLD INTERESTS IN CULTIVABLE LANDS (a) This part applies to acquisitions of leasehold interests in real property except: “Contract” means lease. “Contractor” means lessor. “Landlord” or “lessor” means any individual, firm, partnership, corporate bodies, trust, association, State or local government, or other legal entity that leases real property to the Government. “Lease” or “leasehold interest in real property” means a conveyance to the Government of the right of exclusive possession of real property for a definite period of time by a landlord. It may include operational services provided by the landlord. “Lease acquisition” means the acquiring by lease of an interest in improved real property for use by the Government, whether the space already exists or must be constructed. “Lease extension” means extension of the expiration date of a lease to provide for continued occupancy on a short term basis. “Lease renewal” (option) means the right, but not the obligation of the Government to continue a lease upon specified terms and conditions, including lease term and rent. “Lessee” or “tenant” means the United States of America. “Operational services” means services that support use of a leased property, such as Land scaping, Tilling, harrowing, and custodial services. “Simplified lease acquisition procedures” mean the procedures for awarding leases at or below the simplified lease acquisition threshold. “Simplified lease acquisition threshold” means the simplified acquisition threshold. When applied to the average annual amount of rent for the term of the lease, including option periods and excluding the cost of services. “Solicitation for Offers (SFO)” means a request for proposals (RFP). “Substantially as follows” or “substantially the same as,” when used in prescribing a provision or clause, means that the contracting officer may prepare and use a variation of that provision or clause to accommodate requirements peculiar to an individual acquisition “Succeeding lease” means a lease whose effective date immediately follows the expiration date of an existing lease for space in the same building.
“Superseding lease” means a lease that replaces an existing lease, prior to the scheduled expiration of the existing lease term. Authority to lease. (a) The CEO, Contracting Officer, is authorized to enter into a lease agreement for the acquisition of lands which is available for farming purposes. The lease agreement may not bind the Company for more than 20 years. (b) The CEO has exclusive authority to enter into and administer leases on the company to the extent of the relevant resolutions by the board. Nothing in this paragraph is intended to limit the CEO’s authority to designate, consistent with the company articles of Association, a contracting officer’s representative. Contracting by negotiation. Contracting by negotiation is appropriate for acquiring lands through a lease contract. The contracting officer will usually need to conduct discussions with offerors about their proposals and consider factors other than price in making the award. The contracting officer determines whether the procedures are appropriate for entering into a lease contract based on the following: (1) The contracting officer expects to receive three or more offers. (2) Offerors will need to perform design work before developing a price. (3) Offerors will incur a substantial amount of expense in preparing offers. (4) The contracting officer considers criteria such as the following: (i) The extent to which the project requirements have been adequately defined. (ii) The time constraints for delivery of the project. (iii) The capability and experience of potential contractors. (iv) The past performance of potential contractors.
For price analysis of offered rental rates. then the contracting officer must publicize the proposed acquisition in the company website. (e) The contracting officer may issue a consolidated advertisement for multiple leasing actions. Cost or pricing data and information other than cost or pricing data. including expansion requests within the scope of a lease. (d) Other than as identified in paragraphs (a) through (c) of this section. (b) For leasehold acquisitions where the solicitation requires the establishment of crop plantation. (a) If a proposed acquisition is for a leasehold interest in real property estimated to exceed 100 hectares. (2) In cases of unusual and compelling urgency.500.000. where publicizing of the proposed acquisition is required. (c) For leasehold acquisitions not subject to hectares. an appraisal conducted using accepted real property appraisal procedures to establish a market price
. at least one Nigeria daily newspaper and other relevant media regardless of size or value. provide as much time as reasonably possible under the circumstances and document the contract file. (1) For a proposed acquisition using simplified lease acquisition procedures. at least one Nigeria daily newspaper and other relevant media. lease extensions. at least one Nigeria daily newspaper and other relevant media when the contract action is expected to exceed ₦2. the notice shall be published than seven calendar days prior to issuance of a solicitation. (f) Except as otherwise. (b) Most leasing actions will have adequate price competition. the contracting officer need not publicize the proposed acquisition of a leasehold interest in real property. the contracting officer shall provide offerors not less than 20 calendar days between solicitation issuance and the date established for receipt of initial offers. the contracting officer may use a market survey. the contracting officer must publicize the proposed acquisition in the company website. and notifications to Congress.Advertising. (g) Except as otherwise provided in paragraph (b) of this section and as set forth in paragraphs (g) and (h) of this section. (a) The policies and procedures of apply to lease contract actions. consider the individual acquisition and establish a reasonable response time. publicizing. contracting officers must publicize the proposed acquisition in acquisition in the company website.
(4) The delivery schedule. (2) Functional. Conduct a market survey to identify potential sources. Contracting officers must include sustainable requirements appropriate for the type of leasing in the solicitations for offers. (b) The description of requirements must include all the following: (1) A statement of the purpose of the lease. Document the findings in an inspection report. For price analysis of offered tenant improvement costs. (a) The description of requirements depends on the nature of the space the agency needs and the market available to satisfy that need.
Contract format. (c) In exceptional cases. Sustainable requirements for lease acquisition. the contracting officer must: • • • • Verify that the space complies with the Company and Government’s requirements and specifications. (3) Any special requirements. or physical requirements. the requirement for submission of certified cost or pricing data may be waived Inspection and Acceptance. or other relevant market research data. Before accepting the space. Include the inspection and acceptance in the contract file. The uniform contract format is not required for leases of real property. Market survey. Ensure that the inspection report contains the agreed size of the land accepted and the acceptance date. Description of requirements. obtain two offers or cost and pricing data.
. performance.for comparison.
time. at a minimum. The contracting officer must discuss any inconsistencies with the lessor. Issuing the SFO. The SFO may be released electronically. The SFO forms the basis for the lease negotiation process and becomes part of the lease. use the procedures in (b) Evaluate offers in accordance with the solicitation. (a) The contracting officer must evaluate offers solely in accordance with the factors and subfactors stated in the SFO. Each SFO. The contracting officer must review the elements of the lessor’s proposed rent to analyze whether the individual elements are realistic and reflect the lessor’s clear understanding of the work to be performed. If the lessor refuses to support or make any changes to the rent proposed. Document each SFO in writing or electronically. Include the information necessary to enable prospective lessor prepare proposals. consider the risk to the Company prior to making any lease award.
. Preparing the SFO. Evaluating offers. (b) Evaluate prices and document the lease file to demonstrate that the proposed contract price is fair and reasonable. (c) Accept the lease award from the responsible lessor whose terms and conditions represents the best value to the Company considering price and other factors included in the solicitation. (c) Specify a date. and place for submission of invitation for meeting. must: (a) Describe the Company’s requirements.Negotiation and Evaluation (a) If the contracting officer needs to conduct negotiations. Obtain information through: (1) Questionnaires tailored to the circumstances of the acquisition. (b) State the method the Company’s will use to measure the available space of land. Evaluate prices and document the lease file to demonstrate whether the proposed contract prices are fair and reasonable. (c) Evaluate past performance on previous lease projects in accordance. Release the SFO to all prospective lessors at the same time.
(3) Other sources. Enterprises in form of SBUs/Cooperatives for the handling of Farm Management.
Scope This policy covers the registration and accreditation of: i. The final approval is carried out by the CEO. Chief Operating Officer conducts oral interview with the successful applicants and make recommendations to the CEO. radio. (b) Market information review. Trainees who are interested in the training components of the project. or Renewal options. Processing Activities and Trainers ii. Completed forms are saved in a digital database. vi. review current market information to determine that the rental rate in the option is fair and reasonable. television. CONTRACTORS. Engagement/Appointment Letter or Contract Documents are issued to the successful applicants by the Admin Officer. Contractors who would be engaged in the rendering other services.iv) above are expected to apply for their area of interest by completing Online form which is uploaded on the company’s portal. iv. Registration Procedures
i. APPOINTMENT OF SPECIALISED FARM CONTRACTORS
. vii. POLICIES & PROCEDURES ON REGISTRATION ENTERPRISES. Administrative Officer access the database to obtain the forms. viii. newspaper and other useful media.
iii. The exercise of a renewal option during the lease term must satisfy the requirements of Memorandum of Agreement initially signed by the company with the lessor. The details of selected are printed in support of memo report which is submitted to the COO for the conduct of oral interview with the participants. ix. process them to select the relevant applicants who possess the requisite technical competence and cognate experience in the areas for which they applied using appropriate software. Suppliers of farm inputs iii. The nature of various engagements and the detailed registration procedures must be
ii. COOPERATIVES OF SUPPLIERS. The successful applicants selected must be fed back through email and SMS. (a) Exercise of options. Haulage.(2) Interviews with program managers or contracting officers. v. Interested participants mentioned in (i . Before exercising an option to renew a lease.
communicated to the public prior to a specified date when the registration will lapse through adverts on website. iv.
Invoice and Delivery Note
Wait till harvest period
TENDER POLICY FOR SPECIALISED FARM CONTRACTS
.Prepare Contract Specification Offer
Advertise & Invite Tenders through local media
Meet the Contractors & Interview
Conduct if Q & Q of the Farm /service meet the Company Requirement
Agree on terms & conditions
Yes Execute Contract Agreement
Does the farmer need farm input from the company
Supply required Inputs to the farmer Issue Coupons.
a/c maintenance and purchases that come under the commitment of company fund policy. Contract specification through local advertisements (internal and external) using some selected Media. General Services Manager 5. OBJECTIVE This process aims at providing a policy to guide the appointment of contractors for LEADS WEST AFRICA Farming Contracts. based on the Functn Mgr. Financial Controller 3. marketing. security.S. transportation. PROCESS DESCRIPTION Functn Mgr. Tenders received should not be opened until the expiration of time given for submission. and distribution. 2. But excludes contracts of specific functional responsibility like advertising.
Prepare a comprehensive contract specification
Invite sealed tenders in duplicates. telecommunication equipment maintenance. vehicle maintenance. Company Secretary 4 (Chairman)
GENERAL POLICY There shall be an annual review of contracts entered into between the contractors and LEADS WEST AFRICA.
PROCESS NO ACTION BY 1.(CONTRACT GROWERS) 1. cleaning. I. import clearing. Managing Director 2. and a general review of contractors by competitive bid at least once in 3 years by tenders committee. SCOPE This includes services of general application such as cassava growers. hardware maintenance. Functional or departmental Manager of originating function 4. 3 TENDER COMMITTEE There shall be a tender committee comprising the following. canteen catering. when all tenders will be opened at the same time under the supervision of the Internal Auditor who will immediately collect
. 1. other Agricultural Value Chain Activities including processing. 2.
Aff Mgr. The committee at its discretion may call for additional or independent quotations and call in for more negotiations if considered necessary. 10. Fin. Tender cott.
Confirm if the contractors needs some farm inputs from the company Supply the requested farm inputs Issue coupon. 8.
Sign contract agreement documents and distribute copies to the following: • • • • • The contractor Functional manager Company secretary Financial controller Managing Director
7. Role of the company and the contractor under the contract. Period of contract’ Renewal and termination clauses. Functn Mgr.Ctr. Do a shortlist of various applications received From tenderers. Formulate agreement documents stating the terms and Functional /conditions of the contract incorporating the following: • • • • 6. 5.
Functnal Mgr. invoice and delivery note for the supplied farm inputs
.the duplicate bids for his records. Three (3) months probational period.
Placement and orientation course for the chosen contractor. 3. Functn Mgr. 9./MD Corp. Conduct interview for the shortlisted tenderers And select best contractor. 4.
or small volume special printing relating to the specific needs of a particular Department. Contracted services: This covers all annually contracted services such as maintenance of equipment.g. POLICY STATEMENT a. PURPOSE To establish a purchase policy for the procurement of certain predetermined goods and services. d. security. The Company aims to ensure that the best value for money is being obtained and that its resources are being used to the greatest benefit. only goods and services which are required and suitable for carrying out the purposes of the Company. It is the policy of the Company to purchase. c. includes advertising brochures and posters. Goods Inwards Notes. General Purchases: Such as clothing (uniforms). 4. it does. AUTHORITY The Head of Account/Finance Manager will normally be responsible for general purchasing and for arranging procurements. b. site supplies such as towels. purchase of calculators. f.
3. Company Cars: This includes purchases. Commitments relating to the above areas of expenditure may only be made through the use of Central Purchase Requisition (CPR) and Central Purchase Order (CPO). e. e. toilet rolls and cleaning materials. ID Cards. the administration of which is the responsibility of the Purchasing Officer and the General Service Department.g.PROCUREMENT POLICY 1. data Processing stationeries and other general stationeries such as biro. General Printing Works: this covers general company forms and pads. a. motor vehicles.
2. Miscellaneous Non-Standard Office Stationery and Supplies: Miscellaneous supplies that are specific to each department (e. computer stationery etc. cleaning. b. communication and business cards.) g. repairs and maintenance of company owned privileged cars (including accident repairs procedures in conjunction with the Insurance companies). courier. canteen services etc. General Repairs and Servicing: This covers generator. internal posters. pencil. by ethical means. SCOPE The policy and procedure shall cover the procurement of the goods and services centrally. electrical appliances etc. eraser etc. Engineer Call Report. Farm Produce: This includes cassava tubers and other produce for resale or processing.
e. it is not expected necessarily that this should be interpreted as buying at the cheapest cost or conversely justifying the highest cost solely on the basis of ‘the best quality’.000 and below. It will be the responsibility of the relevant Manager approving the CPR to ensure that recommendation and selection of supplier is done to ensure the company obtains ‘best value for money’.
b. his business name. i. and • Use of known and reputable suppliers. However exceptions to this requirement are permitted in the following cases where just one quotation will be accepted:• • • Orders with a value of =N= 20. the supplier.
. Hand-written notes on plain paper are not considered ‘proper’ and will not be accepted. Purchasing Officer/General Services Dept. Raising of relevant CPR & CPO Authorization for commitment
Departmental Manager purchase Request Purchasing Officer/ General Services Dept. only one supplier Prior approved nominated company supplier. Managers are expected to apply judgment and balance in their supplier selection where the sole criterion as: • Appropriate quality of goods/services for the particular situation and • The appropriate ‘best value’ for that quality. c. Where specialist suppliers applies. Quotations received must relate to the required goods or services and must be
proper quotations clearly detailing goods or services to be provided. The detailed procedures to be followed in executing this policy are as laid down under the Central Purchase procedure. As defined under 3c below
established and reputable suppliers for each order request. The general definitions of responsibilities are: RESPONSIBILITY i) ii) iii) iv) NOTE
a. In exercising this responsibility. It is the general policy that three competitive quotations are obtained from
Raising and approving Central form(CPR) Obtaining the required three quotes.c. address of the company plus a business card attached if available.
e. Exceptionally.000 that is. The above delegated authorities are designed to both provide Managers with commitment discretion as well as relieving the inherent delays experienced in the existing processed. Advanced Payment for Goods and Service The general policy shall be that goods and services should only be paid for after the receipts of the goods or satisfactory provision of the services required.000 albeit after the event.000
NOTE: The above authority levels related to COMPLETE orders. then authority requirement will be as with orders valued above =N= 1. This document can only be raised after the required authorization of the relevant CPR.000 VALUE UP TO 50. the lowest price should be accepted.000 VALUE UP TO 1.000. he has and will continue to have the unfettered right to question any commitments made where he has cause to raise queries. there may be a requirement for the payment of deposits prior to the delivery of the goods.000.000 ALL VALUE ABOVE 1. which must be raised prior to any external commitment being made. or the provision of services. the selection of supplier should not show any preference other than where related to the above. The Finance Controller will to exercise his responsibilities and will regularly review expenditure made below =N=1. In this connection.Therefore. Commitments can only be made through the raising of CPO. Approval and Authority Levels (Note: the word ‘approval’ merely denotes concurrence to the request by the signatory). Finance Controller. d. it would be expected that. AUTHORITY LEVELS FOR CENTRAL PURCHASE REQUISITIONS AMOUNT =N= I) II) III) iv) General Service Manager GM Finance Controller Managing Director VALUE UP TO 5.
. However this delegation does not remove the Finance Controller responsibilities regarding Control of the commitment process.000. It should also be understood that no purchase can be made without prior authorization as defined above. It is not permitted to split orders to obtain lower values thus avoiding the necessity of obtaining authorization as defined under (i) and (ii) above.000. Also where cost values cannot be estimated. and generally where quotations are for the same goods or services. if all other factors are common.
Payment of the Accounts Payment requests of Supplier Invoices for goods and services committed through the CPO can only be processed after confirmation by the originator or the purchase indicating satisfactory delivery of the goods or provision of the services requested. All blank (unused) CPR and CPO books must be held in the company’s safe by the Treasury/Finance Manager. have a copy of the approved CPO attached. higher authority. GOODS INWARD NOTE (GIN) (This document is used to record physical receipts of goods supplied). and when presented to the Cashier. such deposits should only be paid to the supplier by cheque. g. If advance payments/deposits are recommended then an ADVANCE PAYMENT REQUEST FORM must be raised and accompany the CPO. of the General Service Manager on submission of previously
. the higher authority.Such requirements must be clearly noted on the CPO before it is authorized. Generally. or in his absence. it will be expected that all CPO would be signed on behalf of the company by the Purchasing Manager. Documentation All documents shall be covered by a combination of any of the under-listed forms: CENTRAL PURCHASE REQUISITION (CPR) (This is the internal document used to obtain authorization for the purchase). though cash may be permitted where appropriate or justified. f. CENTRAL PURCHASE ORDER (CPO) (this document is used to make the external commitments on behalf of the company) ADVANCE PAYMENT REQUEST FORM (This covers payment of any advance payments/deposits). in his absence. NOTE The Central Purchase Order (CPO) will be raised only after full authorization of the CPR. These documents will be issued at the request of the Departmental Head. This document requires the same level of authorization as defined for the CPO (see 3c above) NOTE The ADVANCE PAYMENT REQUEST FORM must quote the CPO number. Generally. This generally will be indicated by the signature and printed name of the originator on the checklist attached to the invoice and where goods are supplied the relevant Good Inward Notes. The approval of the checklist requesting payment must also carry the signature of the General Service/Maintenance Manager or.
detailing date of issue and date when completed (used) book is returned. and can only be disposed at the specific instruction of the Finance Controller (generally. Where such delegated authority has been granted. GENERAL The nomination of the recommended supplier shall be with the Central Purchasing/General Service Manager but subject to the appropriate acceptance by the authorizing signature.completed (fully used) form pads.000 authorized by the Managing Director.000. Where appropriate. it is permitted that the Finance Controller may. these documents shall be retained for not less than 6 years). The Treasury/Finance Manager should keep a register indicating to whom each book is issued. The completed books will then be retained by the Treasury/Finance Manager in the safe. for remote locations (Branches). c.000 authorized by the Managing Director and a Director of the Company. Such delegation must be in writing. Where the Managing Director is not available to authorize an order. ₦500. as defined in that policy must be adhered to.01 and above authorized by the Managing Director and two Directors of the Company. a Director may deputize. h. Procedures
a.000. b. the location Head must effect such procurement and commitment through the CPR/CPO process and the requirement of prior approval/authorization.
.01 to ₦500. The order should be authorized within the cash limits (excluding VAT) defined
below: Up to ₦100. From ₦100. at his discretion. quotations or tenders must have been obtained as set out below. delegate authority to the Location Head fo the purchase of goods or services covered by this policy statement.
000 excluding VAT but quotations and tenders must be sought. References of previous supplies.000 Over ₦100.000 Over ₦50. Invitations to quote should be sent to known suppliers of the goods/service required. Availability of Maintenance and support. Payment Terms. where the standard terms are not sufficient or particular requirements have to be met.000. Pricing Structure for Hardware. Where a tender is issued or order placed. If there is already an agreement in place for these goods/services then all suppliers included in this agreement should be invited to quote. Tendering for Goods or Services over ₦ 1. Opportunity to enter into partnership or form strategic alliance. A record should be kept of quotations invited and replies received.
7. The standard terms and conditions of supply by the supplier to the Company should be reviewed before order is placed based on the following criteria: • • • • • • • • Goods and Service Quality.000 but less than ₦ 5.5. and if the lowest quote is not accepted. by email or fax.000 but not exceeding ₦100.000 but not exceeding ₦50. a reason for declining it. Telephone quotations shall be confirmed in writing. special terms should be issued separately clearly defining the requirements.
b.000. Tendering procedures are not obligatory for goods and services costing less than ₦10. c. Software and Recurrent.
Quotations and Tenders a.000
Number of Quotations 2 4 6
b. as follows:
Estimated Value of Goods or Services. Availability of Discounts and how much.000.0
TERMS AND CONDITIONS OF SUPPLY a.000
. The proportion of the supplier prices. excluding VAT Over ₦10.000 but not exceeding ₦1.
the lowest. Tender should be sought from a reasonable selection of potential and able suppliers/contractors. to specify the right of the Company and the contractor to vary the contract. The tenders must be opened in the presence of not less than two persons drawn from the Directors of the Company. but when the lowest tender is not accepted the reasons should be clearly stated (for future audit examination) on the signed summary of tenders. The company will seek to obtain best value for money. statutory obligations of both parties regarding safety. items.3 Any special conditions of the contract should be defined and attached.0
Tendering for Supplies and Services value ₦ 5. to provide a definition of the service.
.000 and above. 7.5 7. insurance. The successful tenderer should be informed of the Company’s intentions.1
The tender should define the goods or services required with a full specification and any additional information necessary to the supplier. whether the contractor can or cannot assign or sub-let all or any part of the contract.
7. Hence.6 to make clear whether the contract includes or excludes labour. or any tender. the contractor should be asked to provide details as follows: • • • • • • • 7. 7.
An addressed envelope for return of the tender should be enclosed. etc. indemnities. 7. any clarifications should be agreed and the offer formally accepted.4 When tendering for a service.8
7. and the manner in which the service should be carried out including time factors relevant to the service. the period and objectives of the service should be clearly defined.9
8. Newspaper or trade journal advertising for suppliers may be appropriate in certain cases.7. clearly stating tender details and closing time and date. materials.000.2 The Standard Terms and Conditions of Supply to the Company should be referred to and a copy attached. payment and/or settlement terms plus warranties or reserve of payment until completion. so it is not opened before the tender date and is received by the authorized person.7
7. plant equipment or other things necessary for the service specified. need not be accepted. etc. site. the Company Secretary and the Managing Director.
the value of an individual contract needs to be estimated. LEADS WEST AFRICA RESOURCES LIMITED will not attempt to avoid the Regulations by subdividing requirements so that the value of each part falls below the relevant threshold. The value figure of ₦ 5. Services or Works above these values must be advertised in the Newspaper and Trade Journal.1
Any potential order for Supplies.3
8.000 for Supplies and Services excludes Value Added Tax and embraces the total commitment for the purchase. In applying the threshold.5
8. lease. In the case of a series of contracts.8. While in other cases should not more than 20 working days. rental and hire purchase of goods/services. Tendering processes in the Newspaper should span for a period of 40 working days for potential suppliers to respond to an advertisement.
8. the total value over a period of 12 months also needs to be estimated.000.2
On checking the quality and volume of goods received or an approval of a service rendered the G. Applicable to: All Heads of Department Finance Policy 1.R.N.N in triplicate and these will be sequentially numbered: stocks kept by finance. / Memo book will be issued to each Department Head.R. A G. It is strictly policy that where the correct staff member is not available to check.N. The company will have printed books of G. i) Order for price. will be completed. On receipt of the invoice the Department Head will check the invoice against
. (Goods Received Note) or Company’s official memo through so named it will also be used to acknowledge approval of a service rendered. The staff member responsible for the above will issue to the supplier a G. 2. volume and quality Third fixed copy to be retained in the book.R.R. 2. the.N. Procedures 1. Top copy to supplier Second copy to be retained by Department Head to check against the subsequent invoice. It is company policy that only staffs that have initiated an order satisfy themselves as to the correctness and quality of goods delivered or of a service provided. 3. 3. that a receptionist or other receiver will only mark a proffered delivery note “Goods/Services not Checked” and no G.R.N/Memo will be issued by such receiver. 4.ACCEPTANCE OF GOODS RECEIVED OR OF SERVICE RENDERED IN ORDER TO AUTHORIZE PAYMENT.
LEADS WEST AFRICA RESOURCES LIMITED
(PRENUMBERED) GOODS RECEIVED NOTE
Vendor Name……………………………………………… Address:……………………………………….N. for volume and quality
. …………………………………………………. ………………………………………………….R. S/N Qty DESCRIPTION
The Managing Director will authorize the invoice by signing it and return the invoice and relative G. (the company is too small to warrant such an overhead) a list of preferred suppliers for routine purchases. E. Procedures 1.5. In November of each year the Account Department will analyze the routine purchases and make a list of such items. In the absence of a dedicated buying department./ Memo to Finance for payment procedures. Account Department will choose the preferred supplier from the information gathered from action 2 above and issue to all Heads of Department. Having established the various categories of regular purchases Account Department will write to a selection of suppliers of each category requesting them to furnish the company with a range of prices of selected. 3.g. items and terms on the basis of being given a company’s business the next year. quality or any other factor offered by a preferred supplier then they will discuss the matter with the management/Accountant who may or may not issue an amendment to the preferred suppliers list. computer spares and accessories etc 2.
. Finance/Accounts Department. frequently acquired.
PREFERRED SUPPLIER Applicable to: All Department Heads.N. 2. will be issued by Account Department to All Heads of Department each January. Management Policy 1.R. and creditors clerk the list of preferred supplier for next year. stationeries. Should a Head of Department be dissatisfied with the service.
In order to control expenditure and to enable Finance/Accounts Department to assess the values of orders placed. 4. No company order will be issued without a firm price being obtained and stated in the Request for an Order Form. Finance and Management Policy 1. All normal expenditure will only be incurred by the issue of a properly completed company order/ Memo. 3.Policy and Procedures Policy. Account clerk
. 2. Heads of Departments will take note of the company’s preferred suppliers (see policy in that activity). To supplier b. 5. This policy applies to all purchases with the exceptions stated above where such Activities are covered by their own relative policy. 6. the Finance/Accounts Department will be the only issuing point of company orders. To Head of Department concerned c. In completing a Request for an Order Form.Purchasing other than Inventory Capital Expenditure Petty Cash Items Staff Expenses
Applicable to: Heads of Department. The method of having an order issued will be for heads of Departments to complete a Request for an Order Form and submit it to the Finance/Accounts Department. Purchase Orders will be numerically sequential and in four parts: a. 7.
10. LEADS WEST AFRICA RESOURCES LIMITED PRENUMBERED BANK PAYMENT VOUCHER.
DATE…………… N K
Prepared By Approved By ______________________________________
Received By ______________________________________
. 9. DESCRIPTION.
Payee:………………………………………………….. It is company policy that a Goods Received or Services Rendered Note be issued to the supplier on receipt and checking of goods delivered or of satisfaction that a service has been provided (see policy procedure on this point). and copies two or three.
CHEQUE NO……….d. Fixed copy to remain in order book 8.. The official company order will be issued by the Finance/Accounts Department directly to the supplier. It is policy that on issuing the order. the relative Request for an order form will be stapled to the fixed copy remaining in the order book.
SCOPE a) System generated Sales Invoices b) Quotation issued for sales covering all revenue streams
. herbicides. requisite competence and experience in a particular crop will be responsible for the under listed activities according to their areas of specialization. In respect of these.*
It is recognized that for certain expenses no orders are issued. i. fertilizer. ii. Land Preparation Nursery and Planting of Seed Fertilization Weeding Insecticide Security The Contract Growers shall be responsible for the farming activities listed above. implement. manure. Order for farm inputs are made on Requisition form if originated internally or on Purchase Order id originated from Contract growers and clients The requisition is processed by Sales department The availability of the inputs
USE OF INVOICES. insecticides and other materials to its customers and other business contacts. the registered entrepreneurs with interest. see Policy and Procedure in these categories.g. Supply of farm inputs shall form an important term in the contract to be signed with the registered entrepreneurs. In the case of the cultivation on the company’s crop plantations. telephone
accounts. iii. e.
CUSTOMER ADMINISTRATION MANAGER SALES AND SUPPLY OF FARM INPUTS The company would sell and supply the farm inputs such as tractors. COUPONS & QUOTATION POLICY 1. The inputs will only be supplied on requests by the contract growers. monthly rentals and emergency services or suppliers.
CROP CULTIVATION This involves the activities that are listed below.
The quotations issued are sequentially numbered and are under strict control. authorized and reconciled as necessary .
System generated Service contracts’ Invoices
3. It is usually required to accompany goods on delivery to customers. All customers’ deposit must be supported by properly completed and authorized quotation
4.c) 2. All issued invoices shall be properly logged and controlled. Sales Manager and Operation Support Manager. .
5. QUOTATION This is a temporary invoice type written at the locations to expedite payments for transactions in the month.To ensure consistency of format across the operations DEFINITIONS SYSTEM GENERATED INVOICES These are generated monthly through the vale system for all installations and CSDN transactions processed for the month and are released to customer’s statements.
OBJECTIVE . POLICY All system generated invoices shall be issued by the customer Administration department Each invoice shall be signed off by any or two – Sales Executive.To ensure that invoices and quotations are correctly raised.To check the incidence of financial exposures through wrong billings.
CSDN . PRICES SHOULD CORRESPOND WITH CURRENT MARKETING PRICING BULLETIN .COMPLETED QUOTATION SHOULD BE DISTRIBUTED AS FOLLOWS .QUOTATION FOR MACHINE SALES MUST BE SUPPORTED BY STATEMENT OF EQUIPMENT PURCHASE AND /OR CUSTOMER LPO .FILE FINANCE COPY NOTE: CUSTOMERS’ DEPOSIT PAYMENTS MUST ALWAYS BE SUPPORED WITH QUOTATION
HARVESTING Documentation • Quality and Quantity Control
.QUOTATION REQUEST ON SERVICE CONTRACTS MUST BE SUPPORTED BY SERVICE INVOICES .CHECK DETAILS ON THE QUOTATION FOR CORRECTNESS. QUOTATION REQUEST FOR QUOTATION BOOKLET FROM THE BFM ISSUE BOOKLET AND RAISE A CONTROL FORM
AE/ENGINEER BFM AE/ENGINEER AE/ENGINEER AE/ENGINEER
.THE ORIGINAL COPY TO THE CUSTOMER DUPLICATE COPY TO THE BFM RETAIN THE BOOK COPY FOR THE AE/ENGINEER’S RECORD .ACTION A.PREPARE QUOTATION AND SIGN-OFF AS APPROPRIATE.QUOTATION ON CONSUMABLE MUST BE SUPPORTED BY APPROVED CUSTOMER’S LPO. RAISE OBSERVATION AND FOLLOW UP AS NECESSARY .
• • • • • • • • Weighing and Documentation Peeling Washing Chipping Drying Quality & Quantity Control Weighing Documentation
CASSAVA PRODUCION POLICIES AND PROCEDURES 1. Purpose may be to the holder by SWIFT HAVEN LIMITED.
a. Scope The policy covers the following value chain activities.Receiving of harvested crops Moving goods from farms to processing factory POLICY ON PROCESSING OF FARM PRODUCE Purpose This document provides guideline on the processes of farm produce with emphasis on Cassava Chips Processing along the value chain.To authorize the payment for the goods or service supplied or rendered as the case
Provision of Farm Lands on lease. SWIFT HAVEN to: i. Herbicides.
e. 2. Scope a. Supply of farm inputs materials such as Seeds/Stems. Marketing cooperatives Supervision are done at the point of delivery of inputs/harvested crops/processed goods through Quality and Quantity tests. Input cooperatives ii. Plouging. provide finance ii. Power Tillers etc. Transportation cooperatives v. Cassava are purchased at Farm Gates for N5. Design Coupon Template. b. 4. Pesticides. Processing cooperatives iv.
3. Fertilizer.To evidence that the goods and services were satisfactorily provided to the issuer. Provision of authorized templates as well as terms and conditions (time. iv. Chipping. Grading etc. The receiver of goods or services at each level of value chain activity has the responsibility of issuing the coupons after the Q&Q test of the goods or services supplied. d. Production cooperatives iii. c. Specify Terms and Conditions None of the cooperatives are entitled to collect payments from the business contacts.
d. e. Irrigation such as Tractors. Rent of Farm Machineries for Harrowing. Packaging.000 per ton standard price.
b. d.b. iii. Planting. pay the cooperatives for the services they render.
c. Drying. price controls) for the value chain activities by SWIFT HAVEN.
Procedures PROCEDURES ISSUANCE OF COUPONS
VALUE CHAIN ACTIVITES
. Rent of Processing Machineries for Grinding. Establishment of Cooperatives along the Value Chain. Harvested crops and other farm produce. Policies i.
a. Q&Q specifications.
5. Responsibility c. Coupons are issued to authorized payments to the cooperatives for the businesses they concluded.
Harrowing. Weeding. Grinding. Harvesting
Deliver the Inputs to PRODUCTION COOPS
Do the inputs meet Q&Q Spec (weigh & Testing)?
PRODUCTION COOPS issue Coupon with a value of (N5. Chipping. Planting. Weeding. Harvesting
PRODUCTION COOPS deliver harvested crops to PROCESSING COOPS
PRODUCTION COOPS Receive sub standard crops Peeling. Drying
Do the harvested crops meet Q&Q Spec (weigh & Testing)
PROCESSING COOPS issue Coupon with a value of (N6. Planting. Fertlizing.050 per ton) to PRODUCTION COOPS
PROCESSING COOPS process the crops
PROCESSING COOPS deliver the processed commodities to PACKAGING COOP
. Fertlizing. Harrowing. Ploughing.500 per ton) to INPUT COOPS
Land Clearing. Ploughing.A
PRODUCTION (At Farms/Plantation/Leads Palm)
Land Clearing.000/ton) to LEADS W. Washing.A Received substandard inputs
Do the inputs meet Q&Q Spec (weigh & Testing)?
INPUT COOPS issue Coupon with a value of (5.INPUT PROVISIONING
INPUT Coops received Farm Inputs from LEADS
PACKAGING PROCESSING COOPS Receive sub standard products Weighing Grading Bagging & Packaging
PACKAGING COOPS package into exportable condition PACKAGING COOPS deliver the processed commodities to TRANSPORTATION COOPS
Do the processed goods meet the Q&Q Spec (weigh & Testing)
PROCESSING COOPS issue Coupon to PACKAGING COOPS
Do the packaged goods meet the Exportable Conditions (Q & Q)
TRANSPORT COOPS issue Coupon with a value of (N6.665 per ton) to PACKAGING COOPS
TRANSPORT COOPS deliver the Exportable Goods to PORT
TRANSPORT COOPS deliver non exportable goods to MARKETING COOPS or LEADS PALMS
Do the goods meet the Q&Q Spec (weigh & Testing) at PORT?
TRANSPORT COOPS receive Signed Delivery Note
Can the goods be sold by MARKETING COOPS if Reprocessed?
PROCESSING COOPS Issue Coupons to TRANSPORT COOPS
Deliver Non Exportable Products to LEADS PALM
Reprocess the products and deliver to MARKETING COOPS
Do the goods pass Q&Q tests?
MARKETING COOPS issue Coupons to ADVANCE PROCESSORS MARKETING COOPS issue invoice to buyers to pay to SWIFT
MARKETING COOPS sell the products
HAULERS DELIVER FRESH TUBERS TO PEELERS PEELERS RECEIVED USING GRN
PEELERS WEIGH & PREPARE REPORT
PEELERS WEIGH & PREPARE REPORT
In completing a Request for an Order Form. Account clerk
. 12. To supplier f. All normal expenditure will only be incurred by the issue of a properly completed company order/ Memo.Policy and Procedures Policy. 13. No company order will be issued without a firm price being obtained and stated in the Request for an Order Form. the Finance/Accounts Department will be the only issuing point of company orders. In order to control expenditure and to enable Finance/Accounts Department to assess the values of orders placed. 14. To Head of Department concerned g. This policy applies to all purchases with the exceptions stated above where such Activities are covered by their own relative policy.Purchasing other than Inventory Capital Expenditure Petty Cash Items Staff Expenses
Applicable to: Heads of Department. Finance and Management Policy 11. Purchase Orders will be numerically sequential and in four parts: e. 15. 16. Heads of Departments will take note of the company’s preferred suppliers (see policy in that activity). 17. The method of having an order issued will be for heads of Departments to complete a Request for an Order Form and submit it to the Finance/Accounts Department.
see Policy and Procedure in these categories. The official company order will be issued by the Finance/Accounts Department directly to the supplier. and copies two or three. monthly rentals and emergency services or suppliers. e. It is company policy that a Goods Received or Services Rendered Note be issued to the supplier on receipt and checking of goods delivered or of satisfaction that a service has been provided (see policy procedure on this point). It is policy that on issuing the order. the relative Request for an order form will be stapled to the fixed copy remaining in the order book. In respect of these.
. Fixed copy to remain in order book
It is recognized that for certain expenses no orders are issued. 19.g. telephone
DATE…………… N K
Prepared By Approved By ______________________________________
Received By ______________________________________
. DESCRIPTION.LEADS WEST AFRICA INVESTMENT HOLDINGS LIMITED PRENUMBERED BANK PAYMENT VOUCHER.
Evaluation and Negotiation Agreeing on lease terms
. CEO. DOP Board of Register of Interested Corporate and Individuals) Directors Lessor Resolutions of Meetings Inspection.Procedures for Cassava Planting/Production under Leasing Agreements Activities Action by Approved by Documents Market Survey Issuing SFO Meeting the Land Owners (Government.
DOP Board of farm land owners Directors Agreeing on terms and execution of CEO. Transfer &
. DOP DOF & Account Signatories
CEO & Board of Directors
MOA. MOA Training Handout DN. PVs
Registration Forms AAM Engagement Letter.Endorsement of contract agreements Payments for the acquisition of the farm lands on lease Renewal of Lease Registration of Participants and Vendors Online Registration and Accreditation of SBUs/Cooperatives/Enterprises for the handling of Farm Management. Haulage. Mgr. Haulers
Memorandum of Agreement Expenditure Approval Memo Accreditation Approval Memo Chief Executive Officer Director of Operations Director of Finance Harvest Yield Note
Procedures for Cassava Planting/Production under Contract Growers Arrangement Activities Action by Approved by Searching. Sales Order. Invoice Coupon Note HYN
Admin Dept DOP Sales Dept Finance Dept Farm Managers
CEO CEO DOP Fin. Transfer & Lease Conveyances EAM. Processing Activities) Allocation of farms to SBU or cooperatives Training of the farm managers Supplying of inputs to farm managers (SBU/Coop/Enterprises) Issuance of coupon to the Manager Planting and harvesting MOA EAM AAM CEO DOP DOF HYN = = = = = = =
CEO. DOP CEO &
Documents Register of Interested Lessor Resolutions of Meetings MOA. location and meeting with CEO. Trainers.
PVs Registration Forms AAM Engagement Letter. Processing Activities) Allocation of farms to SBU or cooperatives Training of the farm managers Supplying of inputs to farm managers (SBU/Coop/Enterprises) Issuance of coupon to the Manager Planting and harvesting
DOF & Account Signatories Admin Dept
Board of Directors CEO
Lease Conveyances EAM. Haulage. MOA Training Handout DN. Haulers
Procedures for Cassava Production under Contract Growers Arrangements Activities Action By Approved By Documents Searching and location of farms Meeting the farmers Agreeing on contract terms and execution of contract agreement Acquisition of leased farm lands Registration and Selection of SBUs/Cooperatives/Enterprises Allocation of farms to SBU or cooperatives Training the farm managers Supplying of inputs Issuance of coupon Planting and harvesting Procurement of Cassava Activities
. Mgr. Trainers. Invoice Coupon Note HYN
Admin Dept DOP Sales Dept Finance Dept Farm Managers
CEO CEO DOP Fin. Sales Order.contract agreements Payments for the acquisition of the farm lands on lease Online Registration and Accreditation of SBUs/Cooperatives/Enterprises for the handling of Farm Management.
Searching and location of farms Meeting the farmers Agreeing on contract terms and execution of contract agreement Acquisition of leased farm lands Preparation of farms for Meet the Land harvest (measuring. Chippers and Ye Packagers s (SBUs/Cooperatives or Execute Lease Enterprises) Accreditation of haulers Agreement and Pay Allocation of farms to Completion of accredited haulers Registration Quality and Quantity Testing Form by Issuance of Coupons to Interested farmers by haulers Enterprises/Coo Loading of harvested tubers p Delivery to processing factory Receiving of fresh tubers by Sort the applicati the Peelers
Do the applicants meet the requirement s?
Train the participants
. Owners negotiation and pricing) Engagement of harvest workers Harvesting and Delivery to Conduct if Q & Q of the Haulage firms Land meet
the Company Requirement
Transportation to Processing Factory s Transportation to Processing Agree on Factory terms & Registration of Haulers. conditions Peelers.