GUIDE OF PROCEDURES INFORMATION SYSTEM FOR SUPPLIERS OF BAVARIA S.A.

Transcription

1 GUIDE OF PROCEDURES INFORMATION SYSTEM FOR SUPPLIERS OF BAVARIA S.A. Konfirma S.A.S. manages the supplier registration of different companies, and different business rules apply for each one of them; in the case of BAVARIA S.A., it assumes the cost of the registration made by the supplier, and any other cost incurred by the supplier in order to carry out the registration will be assumed by the party concerned. The response time on the part of Konfirma S.A.S. for Registration and Updating processes will be of three (3) working days after the documentation is received, and it will be issued through an under the Considerations: *All of the information in the fields contained by the Information System of Konfirma 5INKO must be filled in the Spanish language. *Failure to comply with any of the conditions contained in the procedures explained in the following paragraphs will cause the return of the form and the registration will be postponed until these are met entirely. REGISTRATION Before starting the procedure, you must first possess the invitation letter sent by Konfirma S.A.S. through the 1. In order to start any online procedure, you must register in the Information System of Konfirma 5INKO and create a user and a password. You can meet this procedure by clicking here. 2. Once you have registered a user and a password at 5INKO, click here in order to start the procedure. PROCEDURE CREATION The procedure types that you will be able to follow in the Information System of Konfirma 5INKO are mentioned and described below: - Registration process: The registration is the initial process that any supplier who wishes to participate in BAVARIA S.A. contracting processes and who is not currently registered must complete. Take into account that the validity of this procedure is one (1) year. - Update procedure: In this procedure, any formerly registered supplier can modify their information to have their data up to date before BAVARIA S.A.

2 - Cancellation procedure: The cancellation procedure is the mechanism by which a supplier who is active in the Information System of Konfirma 5INKO as a supplier for BAVARIA S.A. cancels the registration. This can be cancelled for the following reasons: - When the supplier does not comply with the established regulations. - By the supplier s express request. - By BAVARIA S.A. express request. The Company that voluntarily wants to cancel the registration must send a letter to the orientacionbavaria@konfirma.com.co informing the reasons for cancellation. Likewise, the cancellation of the registration will be confirmed via . Procedure: 1. Log in to the Information System of Konfirma 5INKO and click on Trámites (Procedures), then on Radicar trámite virtual (Register online procedure), and on Radicar trámite virtual (Register online procedure). 2. Fill in the fields by selecting the option BAVARIA S.A. in Cliente (Client); in the field Idioma (Language) select Español (Spanish); in Tipo de trámite (Type of procedure) choose Inscripción o Actualización (Registration or Update); in Tipo de registro (Type of registration) select Clase 1 (Type 1); finally, in Tipo de envío (Type of delivery) choose Entrega virtual con documento firmado y escaneado (Online delivery with signed and scanned document) and click on Radicar (Register). A box will be displayed indicating the number of the procedure and the maximum time you will have to complete it entirely and send it for processing. It is important to keep both elements in mind during the whole process.

3 COMPLETION OF THE PROCEDURE Once the procedure has been registered, go to the list of Trámites radicados (Registered procedures), identify the procedure that you are filling, and click on Modificar (Modify) in order to start completing the information in each module. Complete the information and upload the corresponding support documents as indicated below: A. General Module The General Module has the following sections: - General data: In the subsection of Composición del capital (Capital composition) you must indicate what percentage of the company s capital is domestic and which percentage is foreign (the sum of both must result in one hundred percent (100%)). For this, you must indicate which percentage of the capital is domestic-public, and which percentage is domestic-private. Likewise, you must indicate what percentage of the capital is foreign-public and what percentage is foreign-private. Thus, the sum of these four (4) components must be equal to one hundred percent (100 %). The filling of these fields is exemplified below: -Contacts: In the section of Contactos (Contacts), you must register at least 2 and a maximum of 3 contacts that BAVARIA S.A. and/or Konfirma S.A.S. may contact if necessary. IMPORTANT: Keep in mind that in the register of the two (2) obligatory contacts, one (1) must be from Invoicing y another from Commercial. Therefore, it is essential to indicate Facturación (Invoicing) or Comercial (Commercial) as the case may be, in the field Área (Area) in the section Contactos (Contacts). - Means of communication. - Identification and creation of legal status. - Establishments, agencies, subsidiaries. - Location.

4 - Bank accounts: In the section Cuentas bancarias (Bank accounts), you must fill the basic information of one (1) bank account. This account must be the one to which BAVARIA S.A. makes deposits, transfers, etc. - Tax responsibilities: In the case of the Colombian suppliers, fill this section base on the Registro Único Tributario - RUT (Single Tax Registration). In the case of non-colombian suppliers, choose the option Otros (Other). *It is essential to provide a valid address and it must belong to a line manager of the registration process of the company, given that a message will be send to it informing the result of the procedure. In case that the procedure is rejected, the causes for which it was not effective will be informed, so the necessary corrections can be made. Documents that must be attached in the General Module NATURAL PERSON LEGAL PERSON DOCUMENT NAME OBLIGATORY DOCUMENT NAME OBLIGATORY Copy of the identity document YES Copy of the legal representative's identity document YES Copy of the Single Tax Registration YES Copy of the Single Tax Registration YES Bank account certification YES Bank account certification YES Operating license NO Operating license NO Commercial register certificate NO Certificate of Incorporation and Legal Representation YES Invitation letter (only for registration) YES Invitation letter (only for registration) YES Considerations: - Take into account that the names of these documents are established by the Colombian regulations. If your country of origin is NOT Colombia, read very carefully the following chart, in order to be able to send the equivalent documents: DOCUMENT DEFINITION INFORMATION THAT IT MUST CONTAIN Identity document Single Tax Registration (RUT) Document that confirms the identity of a citizen. Document that helps the identification, location and classification of the subjects that have tax obligations with the government. - Name(s). - Last name(s). - Identification type. - Identification number. - Name. - Identification type. - Identification number.

5 Certificate of Incorporation and Legal Representation Bank account certificate It is a document that provides support evidence of a legal person, that is, it certifies the existence of a company or society. It is a letter in which the financial entity certifies the existence of a bank account that belongs to the company. - Name. - Address. - Identification type. - Identification number. - Members. - Incorporation date. - Type of validity. - Validity date until (it depends on the type of validity). - Corporate purpose. - Account number. - Account holder name. - Financial entity name. Operating license Document that is issued by a regulatory entity, in which it is stated that the company is authorized to carry out a certain activity. *It varies depending on the country and the economic activity performed. - For NON-Spanish speaking countries, the following documents (or their equivalent(s)) are required to be submitted translated into Spanish and duly apostilled: a. Single Tax Registration. b. Certificate of Incorporation and Legal Representation. c. Bank account certificate. d. Operation license. Note: If by law of your country of origin any of these documents does not exist or your company is not required to have them, you must attach instead a letter signed by the Legal Representative indicating the legal justification why the company does not have this / these document(s). - Operation license: This document will be required only for companies that carry out activities related to: Surveillance, Postal Service, Transport, Food, Controlled Chemical Substances, Coal, and Customs Brokerage Companies. B. Financial Module Include in the Financial Module the information in agreement with the last Financial Statements (EEFF) of the company. In the section Período fiscal por año (Fiscal period per year), please complete as follows: in Período fiscal por año (Fiscal period per year), the period of the financial information to be entered; in Moneda (Currency), select COP, and in Valores expresados en (Values

6 expressed in), select Pesos. Then click on Iniciar (Start) and then click on Acciones (Actions) to start filling in the requested information. The following is a graphic example of how to fill in these fields: Considerations: - Only financial information will be accepted under the International Financial Reporting Standards (IFRS). - You must fill in a minimum of one (1) and a maximum of two (2) fiscal periods. - If the company has been incorporated less than 1 year, you may fill in and attach information from the opening Financial Statements. - The following equations must be exact: *Total assets = Liabilities + Total Equity. *Operating profit (EBIT) = EBITDA - Depreciations - Amortizations. - For each fiscal period you complete, you must attach the respective supporting documents translated into Spanish, converted into Colombian Pesos (COP) and duly apostilled. - Financial information will only be received in Colombian Pesos (COP). Therefore, if your country of origin is NOT Colombia, you must convert your local currency into Colombian Pesos (COP) through the following link, following the procedure described below: a. If the values are originally expressed in U.S. Dollars (USD), they will be converted directly into Colombian Pesos (COP). To do this, select "USD" in the field Tengo esta divisa (Currency I Have) and "COP" in the field Quiero esta divisa (Currency I Want). Then, select the cut-off date of the Financial Statements (based on the fiscal regulations of your country) in the field Fecha and finally use the rate shown to convert to Colombian Pesos (COP) the Financial Statements accounts. The conversion process from USD to COP is illustrated below:

7 b. If the values are originally expressed in a currency different to U.S. Dollars (USD), you must initially convert the local currency to USD. To do this, select the local currency in the field Tengo esta divisa (Currency I Have) and "USD" in the field Quiero esta divisa (Currency I Want). Then, select the cut-off date of the Financial Statements (based on the fiscal regulations of your country) in the field Fecha (Date). You must keep the conversion result. Now, select "USD" in the field Tengo esta divisa (Currency I Have) and fill in below the result of the previous conversion; select "COP" in the field Quiero esta divisa (Currency I Want) and finally use the rate shown to convert to Colombian Pesos (COP) the Financial Statements accounts. The conversion process from USD to COP is illustrated below:

8 Documents to be attached to the Financial Module NATURAL PERSON LEGAL PERSON DOCUMENT NAME OBLIGATORY DOCUMENT NAME OBLIGATORY Statement of Financial Position (period 1) YES Statement of Financial Position (period 1) YES Statement of Financial Position (period 2) NO Statement of Financial Position (period 2) NO Income Statement (period 1) YES Income Statement (period 1) YES Income Statement (period 2) NO Income Statement (period 2) NO Notes to the Financial Statements (period 1) YES Notes to the Financial Statements (period 1) YES Notes to the Financial Statements (period 2) NO Notes to the Financial Statements (period 2) NO C. Members Module In the Members Module you will have to fill in the basic information of the organization's members such as: Legal Representative, Agents, Partners, Officers, etc., which must be reflected in the Certificate of Incorporation and Legal Representation or in an equivalent document, as the case may be. D. Classification Module In the Classification Module, you will be able to add the classification in which you are registered, according to the corporate purpose and the economic activity(ies) you perform. For the suppliers of BAVARIA S.A., the United Nations Codification will be used (6 digits). You can go to the document Codificación Naciones Unidas (United Nations Codification), which you will find by clicking here, and search for the corresponding economic activities.

9 Another option is, directly in 5INKO, click on Buscar por (Search by) > Descripción (Description) and, using keywords, search for the economic activity(ies) you wish to register. For the classifications entered in which you have experience, enable the option SI (YES) in the field Experiencia (Experience). E. Quality Module In the Quality Module, you must register information of Certifications of the Management System that your company has. Go to the section Validación certificación de calidad (Validation of quality certification) and fill in Tipo de certificación (Type of certification), Norma (Standard), Ente certificador (Certifying entity) and Número de la certificación (Certification number). Later, click on Iniciar (Start), then on Modificar (Modify) and fill in the requested information. The following is a graphic example of how to fill in these fields:

10 Considerations: - You must enter a minimum of one (1) and a maximum of three (3) certifications. - For each certification entered, you must attach its respective support translated into Spanish and duly apostilled. - Please note that BAVARIA S.A. will only consider the following certifications: CERTIFICATION NAME ISO ISO ISO ISO ISO 9001 ISO AEO BASC TYPE OF CERTIFICATION Food Safety Management System Food Safety Management System Food Safety Management System Food Safety Management System Quality Management System Environmental Management System Authorized Economic Operator Business Alliance for Secure Commerce Documents to be attached to the Quality Module NATURAL PERSON LEGAL PERSON DOCUMENT NAME OBLIGATORY DOCUMENT NAME OBLIGATORY Management System certification 1 YES Management System certification 1 YES Management System certification 2 NO Management System certification 2 NO Management System certification 3 NO Management System certification 3 NO F. Additional Module The Additional Module should contain basic information on commercial references.

11 For each commercial reference reported, you must attach its respective certification issued by the reference and translated into Spanish in the Documentos soporte (Supporting Documents) section. In this case it is not necessary to have an apostille. Documents to be attached to the Additional Module NATURAL PERSON LEGAL PERSON DOCUMENT NAME OBLIGATORY DOCUMENT NAME OBLIGATORY Commercial reference certification 1 YES Commercial reference certification 1 YES Commercial reference certification 2 NO Commercial reference certification 2 NO Let s keep in touch; we help you have a successful contracting process. Contact us Monday to Friday between 8:00 a.m. and 5:00 p.m. on the customer s service line + 57 (4) or via orientacionbavaria@konfirma.com.co Avenida 38 # 51 10, Bello - Antioquia Colombia.