HARMLESS HARVEST (THAILAND) LTD is expecting the highest standards of ethical, moral and lawful
relationship in its business environment. That is why HARMLESS HARVEST (THAILAND) LTD is giving
via this policy document the frame of the business relationship with their employees and suppliers,
their agents and their contractors, and request all actors to be familiar and comply with all legal
and contractual obligations relating to their business activities, as well as business of conduct rules
defined in this policy.
HARMLESS HARVEST (THAILAND) LTD is setting following ethical rules for all our employees,
regarding all purchasing activities and/or all supplier relationships, in order to fulfill the objective of
a fair, transparent and business ethical relationship with our suppliers.
This is prohibiting the offer or receipt of gifts, hospitality or expenses whenever such arrangements
could affect the outcome of business transactions and are not reasonable.
HARMLESS HARVEST EMPLOYEE BEHAVIOR
full compliance with purchasing procedures described hereinafter.
Prohibition of any behavior – told or untold request - acceptance of any arrangements, such as
personal gifts, commission in money or any other kind, which could affect the outcome of a business
transaction between companies.
Reporting to his top management any tentative from suppliers to influence the results of any
bidding, contract terms by any mean.
Any evidence of misconduct or misbehavior of employees from or with suppliers will be subject to
disciplinary sanction, according to internal rules and regulations of the company, for the employees
and ban for supplier.
PURCHASING PRINCIPLES
1. Any kind of purchase or spending which is engaging the company shall be validated by
authorized person
2. Any kind of purchase must be recorded and must include a Purchase request document
signed by line manager, a Purchase order issued by Procurement and signed by authorized
person, an invoice according to Purchase order issued.
3. No signed Purchase request - no PO issue
4. No signed PO - no payment
PURCHASE ORDER VALIDATION
1. Purchase Request must be signed by department manager
2. Purchase Order must be signed by department director
3. Any Purchase above 50 000 bahts shall be validated by GM.
Purchasing type Validation PO
Coconuts/Capex GM
Other raw and packs Operation director
Factory and maintenance spending Operation director
Others Finance Director
PURCHASING PROCESS DESCRIPTION
Any Purchasing is centralized to the Buyer team and directors of the company. No any other
member of the company is authorized to source, request quotation, commit or negotiate with any
supplier in the name of the company.
Requesters may advise suppliers they have worked with in the past, hence any commission, any gift
of any kind to requester is totally forbidden.
Depending on the spending amount and the services required, 2 to 3 different quotations from
suppliers must be provided for selection.
VENDOR LIST DATABASE – SUPPLIER EVALUATION
Any new supplier must be recorded in system. Minimum information is requested to supplier to join
the vendor list of the company.
A supplier evaluation Is performed by the buyer team and requester. The company may stop at any
time to work with any supplier in case of poor quality of services, missed commitment lead time
or to perform the service expected or evidence of failure to respect the purchasing policy of the
company.
Repeat orders or longer term relationship with suppliers is subject to a purchasing agreement
negotiated by the buying team.
LEAD TIME PURCHASING PROCESS
This is the responsibility of requesters to anticipate Purchase request so that they won t face any
shortage leading to operational issues.
Emergency cases shall be reduced at maximum. Moreover, Emergency cases shall be processed
same way as normal purchasing process : validated Purchase request, validated purchase orders and
invoices are mandatory.
PAYMENT TERMS
Any purchase is subject to agreement on payment terms and/or payment calendars.
C ash payment must be avoided.
Your participation is much appreciated.