INKA

PT. Industri Kereta Api

(Persero)

QUALITY
PROCEDURE

Document No. : PM-7.04

Date
: July 15th, 2009
Revision
:A
Page
: 1 of 6

PURCHASE PROCESS
I.
II.
III.

Purpose
This procedure is to ensure the goods/services purchased as the requirement.
Scope
II.1All products
II.2Non-Realization Product Service
Responsibility
III.1
Production Plan and Control section is responsible to the purchasing goods
and service demand.
III.2
Purchasing section is responsible for purchasing goods and service process
as the defined request and necessity.
III.3
Quality Control section is responsible to examine the quality of goods and
service.
III.4
Engineering and Design section is responsible to ensure the purchasing
information based on the product request and attached in technical specification,

IV.

BQ, Design Drawing, and other document.

Quality System Activity
4.1 Purchasing Request
a. Production Plan and Control section arranges the Material Necessity List as
the basic of making Purchasing Request Letter (SPP) (Form No.: IV01.107) and arranging the tender price.
b. Production Plan and Control section arranges the Purchasing Request
Letter due to the technical specification, BQ, design drawing, the used
schedule. PI/PT, and/ or other information and ensure the Purchasing
Request Letter made is suitable with the purchasing information and the
amount of requested product has considered stock amount and allowance.

INKA
PT. Industri Kereta Api
(Persero)

Form No.: II-01.001.Rev.A

QUALITY
PROCEDURE

Document No. : PM-7.04

Date
: July 15th, 2009
Revision
:A
Page
: 2 of 6

c. Production Plan and Control section arrange the Purchase Service /

Chartering Request Letter/ SPPJP (Form No.: IV-01.116) for purchasing
request of service or chartering and complete/ attach the requirement or
required
d. Production Plan and Control section arranges the Purchase Service/
Chartering Request Letter/SPPJP based on the necessity proposed by Work
Unit.
1. Human Resources section arranges the Purchasing Request Letter
or Purchase Service / Chartering Request Letter related to purchase
of non-public facilities and services realization product.
2. Information and Technology section arrange Purchasing Request
Letter or Purchase Service / Chartering Request Letter related to
purchase the Information and Technology facility.
3. Infrastructure section arranges Purchasing Request Letter or
Purchase Service/Chartering Request Letter related to infrastructure
facility.
e. SPP/SPPJP consists of the following data:
1. Name of product and service material
2. Material code
3. Amount needed
4. Material specifications of products / services
5. Arrival Schedule
6. Other required provision
7. OKA number
f. Logistic section determines the qualified supplier and the business either in
INKAs vendor list or outside.
4.2 Tender
Document No. : PM-7.04
INKA
QUALITY
Procurement Function of
Purchase conducts Date
the following activities:
: July 15th, 2009
PT. Industri Kereta Api
(Persero)
Form No.: II-01.001.Rev.A

PROCEDURE

Revision
:A
Page
: 3 of 6
a. Sending the Product Cost Tender Request Letter (SPPHB) or Chartering
Cost Tender Request Letter (SPPJP) or other format due to the Form No.:
IV-01.108 and Form No.: IV-01.109 to the supplier.
b. Inspecting the compatibility of Tender Cost Letter (SPH) sent by supplier
by the requirement attached in SPPHB/SPPJP.
c. Coordinating to the related function, if the SPPHB released is not relevant

with the request.

4.3 Supplier Qualification

a. Logistic section select the supplier based on the justification considered

with QCDS factor and negotiation.
b. Justification and supplier decision is due to the valid company requirement.
c. The unlisted supplier of DRI (Partners List INKA) must complete the
following requirement:
1. Company Register (TDP)
2. NPWP
3. Trade License (SIUP)
4. Surat Pengukuhan Pengusaha Kena Pajak (PKP)
5. Entry List
4.4 Purchase
a. Logistic section conducts the following activities:
1. Making a purchase contract as the SPP/SPPJP approved by Logistic
section or appointed official
2. Preparing of purchase contracts adjusted Purchase and Assessment
Company.
b. If there is any change in the purchase contract, then those changes must be
approved by the Manager of Logistic or appointed official.
c. Copy of purchase contract or purchase contract amendment distributed to
Document No. : PM-7.04
the unit involved. QUALITY
INKA
Date
: July 15th, 2009
PT. Industri Kereta Api
PROCEDURE
Revision
:A
(Persero)
Page
: 4 of 6
Form No.: II-01.001.Rev.A
4.5 Inspection of Goods Purchased
a. Procurement functions relating to the expedition:
1. Make record incoming goods
2. Check the suitability of the product, the date came, and completeness of
existing documents listed in purchase contracts as well as the
identification label incoming goods.
3. Deliver goods to the Warehouse
b. Quality Control section inspection and examination of goods purchased.
c. If required in the Sales Contract, the customer can INKA carry out checks
on or in a place or elsewhere Suppliers determined. The assessment made
by the customer does not eliminate the liability associated with Quality
Control to conduct the examination.
d. For products which otherwise do not fit (by INKA / Customer), then
associated with Quality Control Non-Conformity Report issued / NCR.

1. If the location of the examination on the part of suppliers, the Quality

Control obliged NCR inform the supplier, to be followed up

immediately
2. If the site investigation at INKA, the Logistic section are obliged to

inform related to NCR to suppliers, to be followed up immediately. The

return of the product to suppliers is done by issuing returns receipt/ SJR
(Form No. : IV-01 113).
4.6 Evaluation and / or Re-Evaluation of Suppliers Performance
a. The Logistics section and Quality Control section to evaluate and / or reevaluation of performance minimum of one supplier (one) year and once or

INKA

as needed, include:
1. quality of goods supplied
2. delivery performance
3. supplier response
QUALITY

PT. Industri Kereta Api

(Persero)

Form No.: II-01.001.Rev.A

PROCEDURE

Document No. : PM-7.04

Date
: July 15th, 2009
Revision
:A
Page
: 5 of 6

The process of evaluation and / or re-evaluation of supplier performance is

only done against certain groups of suppliers.
b. Suppliers who meet the criteria of evaluation and re-evaluation note

Partners List INKA (DRI), which was approved by the Logistic Manager.
c. Suppliers which are not meeting the criteria should be giving the coaching.
d. List of INKA Partners (DRI), include:
1. Suppliers name
2. NPW
3. Suppliers address
4. personnel as the contact person
5. type of business
6. the types of products supplied
7. Supplier performance value.
e. Record the results of the evaluation and possible actions necessary
maintained.
V.

Related Documents
V.1 Quality Procedure "Record Control" (PM-4:02)
V.2 Quality Procedure "Processing Environment" (PM-6:05)
V.3 Quality Procedure "Process Outsourcing" (PM-7:05)
V.4 Quality Procedure "Identification and traceability" (PM-7:08)
V.5 Quality Procedure "Monitoring and Measurement Process" (PM-8:04)

V.6
V.7
V.8
V.9
V.10
INKA

Quality Procedure "Monitoring and Measurement Product" (PM-8:05)

Quality Procedure "Control Products Not Available" (PM-8:06)
Quality Procedure "Data Analysis" (PM-8:07)
Quality Procedure "Sustainable Improvement" (PM-8:08)
Quality Procedure "Corrective Action and Preventive
Action"
(PM-8:09)
Document
No.
: PM-7.04
QUALITY
Date
: July 15th, 2009
PT. Industri Kereta Api
PROCEDURE
Revision
:A
(Persero)
Page
: 6 of 6
Form No.: II-01.001.Rev.A
VI.
Attachment
VI.1 Sheet Format Inspection (Form No.: IV-01 005)
VI.2 Non-Conformity Report Format / NCR (Form No.: IV-01 012)
VI.3 Partners List Format INKA / DRI (Form No.: IV-01 057)
VI.4 Work Order Letter Format / SPK (services) (Form No.: IV-01 061)
VI.5 Delivery Products Receipt Letter Format / STTPP (Form No.: IV-01 089)
VI.6 Purchase Request Letter Format / SPP (Form No.: IV-01 107)
VI.7 Request Letter Format Contract Price Quotes / SPPHP (Form No.: IV-01 109)
VI.8 Purchase Order Format / OP (Form No.: IV-01 110)
VI.9 Work Order Letter Format / SPK (material) (Form No.: IV-01 111)
VI.10 Acceptance Test Report Format and Returns (Form No.: IV-01 112)
VI.11 Street Letter Format Returns / SJR (Form No.: 01 113 IV-).
VI.12 Purchase Request Service Contract Letter Format / SPPJP (Form No.: IV-01 116)

Prepared by:
ISO Team

A. Wishnudartha P
Form No.: II-01.001.Rev.A

Checked by:
Management Representative

Approved by:
Technology and Production
Director

Apoleus Karo Karo

Kurnijanto Indrotomo