PROCUREMENT SYSTEM SOCIALIZATION

Vendor Management & Invoice Tracking Module

February 2023
 Section 1

Background
 Background

1 Digitalize the overall process & ensure proper

receiving the document

The Need 2 Accelerate the time-consuming

processing in Procurement

3 Provide status updates on a real-time basis

 Section 2

Key Benefits
 Key Benefits

Using ONE platform – DROP BOX.

The features integrated into this system support the best deliverable services.

DIGITALIZE & INTEGRATE REDUCE THE STRENGTHEN THE

END-TO-END PROCESS PROCESSING TIME CONTROL

BENEFIT 01 BENEFIT 02 BENEFIT 03

• Seamless, systematize, • Increase process • Implement 4 eyes

and automate effectiveness and principle.
processes. efficiency.

• Integrate into 1 platform. • Reduce time consumption • 1 point address.

on manual processes.

• Collaborate with all • Reminders in regular

parties: Vendor – basis
Procurement – Users –
Finance Team.
 Section 3

Flow Process
 Flow Process – Invoice Tracking

Procurement System – Contract Data

Flow Process

Payment WHT
Invoice Invoice User AX GSRN Payment
Start Receipt Document Finish
Submission Checking Approval Submission Process
Upload Upload

Vendor Procurement User Procurement Finance

Invoice Tracking –
Invoice Tracking – Drop Box AX System Drop Box
 Flow Process – Vendor Management

DROP BOX
Flow Process

Step 1 Step 2
Step 3 Reminder of Back to
Receive Document & Review & Vendor
Start Expired Finish
Notification Data Submission Approval Database Step 1
Document
thru Email Submission

Vendor Procurement Vendor

Section 4

Documents

Invoice Tracking
Invoice
Tax Invoice (Faktur Pajak)
Delivery Order (Goods)
Report and / or BAST (Services)
Appointment Letter
Agreement*
*SLA Agreement: 1 month after Appointment Letter
Documents
Vendor Management
a. Deed of Incorporation or Article Association (as applicable)
and its latest amendment.
b. Ratification or approval from the Ministry of Justice or
relevant district court (as applicable).
c. Business Identification Number (NIB) AND/OR Business
License (SIUP)*, Certificate of Domicile (SKDP)*, &
Company Registration (TDP)*.
d. Tax ID (NPWP) and SPPKP (if any)
e. Audited Financial Statement OR Unaudited Financial
Statement (signed by CEO/CFO) acceptable to us (for the
last 2 years).
f. Bank Account Number reference documents & rekening
koran.
g. NDA* & Integrity Pact*
h. Other documents i.e Company Profile, ID Card,
Certification, List of Experiences, Subject Matter Expertise
*Please put the expiry date as stated in the document
 Section 5

Contact Person
 Contact Person

Procurement Team
Email: procurement.dept@iif.co.id

Team Member:

Nugrahenny Dian Riantika – ndriantika@iif.co.id; (+62) 812-8799-1718

Nisya Indah Putri – niputri@iif.co.id; (+62) 878-8960-4709

Mateus Didik Dwi Susanto – mdsusanto@iif.co.id; (+62) 896-3210-9572