Procurement and Paperwork
This part often takes longer than designing the material, so it is best raised early.
Mid-sized and large companies usually ask vendors to register in their supplier system first. The documents commonly requested, such as the company profile, tax ID (NPWP), PKP status, business registration number (NIB), deed of establishment, integrity pact, and trainer CVs, are handed directly to the procurement officer who asks for them.
Once the proposal is approved, the basis for the work can be a Purchase Order (PO), a work order, or a contract, following your institution’s practice. That document states the scope, schedule, participant count, what is and is not included, and the payment stages.
For PKP institutions, we issue a tax invoice so the VAT (PPN) can be credited. Training services are also normally subject to PPh 23 withholding, which your institution deducts when paying and then sends us the withholding slip for. Your finance team usually knows this flow well, and we follow it.
Payment can be agreed in stages (termin), for example part up front and the rest after the program ends and the report is received. The stages are written into the contract so both finance teams hold the same schedule.
Small businesses, foundations, and institutions that do not need a tax invoice can use a regular invoice. Tell us early which paperwork your finance team files, and the documents we prepare will follow that format.