Annex 2 - Rickmers Group and its subsidiaries:
Rickmers Shipmanagement GmbH & Cie.KG and Rickmers Shipmanagement (Singapore) Pte. Ltd.
Supplier Guidelines 2016
The new Rickmers Supplier Guidelines are a short and adjuvant overview of our processes and the information we need
from your side to ensure a proper flow of work and invoice processing.
Documents in our order process:
INQUIRY QUOTATION PURCHASE ORDER CONFIRMATION DELIVERY NOTE INVOICE
In this guideline you will find our compulsory requirements for the relevant steps in our procedures that regulate
your input. In general all goods have to be packed according the requirements and regulations for airfreight.
In general inform us immediately about:
Late delivery
Change of contact person
Change of address
Any deviation from Purchase order
You are unable to quote
And all written communication has to be
in English.
Requirements for your quotation:
Name of vessel
Requisition / Request number
Inquiry number
Quotation reference
Stick to quotation deadline
Use one currency
Advise price by position
Specify delivery time
Payment conditions
Transport costs
Dangerous goods information
Estimated packing dimensions
Certificates if needed
Alternative products (energy efficient)
Contact person and Product information
Customs Tariff Number by position
Information whether goods are export-restricted or not
Origin of goods
Contained percentage of U.S. materials
Requirements for your confirmation:
Name of vessel
Requisition / Request number
PO number (45… or 91…)
Delivery date
INCOTERM (same as on purchase order)
Estimated Dimensions / Weight
Dangerous goods / MSDS / DGD / IATA
Part delivery (if applicable)
Certificates (if applicable)
Payment conditions
Date of receipt
Quotation reference
Person in charge
VAT free
Status of application for export-license
(if applicable)
Requirements for your delivery note:
Customs Tariff Number by position
Requisition / Request number
PO number (45… or 91…)
Positions and prices
Name of vessel
Certificates (if applicable)
Dimensions / Weight
Delivery date
Delivery place
Stamp and Signature from vessel
Dangerous good / MSDS / DGD / IATA
Copy of service report (within 2 days)
Indispensable information on your invoice:
Preferred way of invoice receipt is electronical
Requisition / Request number and PO number
(45… or 91… or OFF…)
Correct invoice address as stated on purchase
order
Items and prices as delivered / No additional
positions are accepted
Lines on invoice shall have identical sequence as
per purchase order
For every purchase order just one invoice
Currency stated clearly
A copy of service report / delivery note with stamp
and signed has to be attached always
Please use only PDF attachments
Send every invoice in a separate mail
Pack invoice and attachments together in one PDF
Emergency Case:
In emergency you are required to obtain the
superintendent’s approval by fax or the superintendent’s email in lieu of a Rickmers PO. A system
purchase order shall be issued within one week of
the emergency order.