PURCHASE POLICY

1. OBJECTIVE
Establish a purchasing policy and provide employees with the basis for executing a purchase action (of products and services) to establish a management style that ensures objectivity, transparency, and excellence in the purchasing process, achieving optimal management in terms of efficiency to meet the objectives pursued in the purchase.
2. SCOPE
This policy applies to all purchasing processes and supplier selections of Salemex Components, whether for goods or services.
3. POLICY
3.1. Purchasing Materials: Any material purchase must be processed using the electronic component purchase quotation form (SLMX-CZ-FO-03), which can only be authorized by the General Manager and/or Executive Director. The form must be filled out with all applicable fields. Fields that do not apply should be marked as “NA”.
3.1.1. The CE Quotations department is responsible for creating the purchase quotation for electronic components, which must be authorized by the General Manager and/or Executive Director before sharing it with the buyer.
3.1.2. Payment to new material suppliers will be made only after the material is received in the warehouse and verified to be complete and in optimal condition. Payment to recurring suppliers may be made before the material is received in the warehouse with prior authorization from the General Manager and/or Executive Director.
3.1.3. The buyer is responsible for creating the Requisition in the SAE system, as well as for following up on the purchase.
3.1.4. The supplier will cover the cost of shipping materials purchased from other states and/or countries and is responsible for any damage caused to the material, as well as for any expenses incurred by the event.
3.1.5. All suppliers entering the Salemex Components warehouse must have the minimum essential ESD protection equipment (ESD lab coat and heel straps).
3.1.6. Delivery times must be met according to what was established and/or agreed upon during the negotiation process; otherwise, the supplier must compensate for the downtime in the process.
3.2. Purchases of supplies, services, and expenses: Purchases that are not for materials must be requested according to the procedure for purchasing supplies, services, and expenses (SLMX-AS-PR-01) using the purchase request form for supplies, services, and expenses (SLMX-AS-FO-03) authorized by the direct supervisor, General Manager, and the Finance Coordinator.
3.2.1. New purchases of supplies, services, and/or expenses must present at least three quotations, and the most convenient one for the company will be selected.
3.2.2. The purchaser is responsible for generating the invoice for the goods or services according to the instructions of each establishment and must deliver a printed copy to the Finance Coordinator.
3.2.3. If the product requested does not meet the requirements, a material return will be generated, and the costs incurred by the event must be covered by the supplier.
3.2.4. Suppliers will only be received during business hours from 08:00 to 16:00, Monday to Friday. Deliveries from suppliers of goods or services will not be accepted on Saturdays and Sundays, unless previously agreed with the General Manager.
3.2.5. Communication channels with the supplier: The official communication channels with the purchasing department are as follows, and these are the only methods authorized for handling any purchase-related issues:
• Phone: 33 3804 5518
• Purchasing email: [email protected]
• Purchasing email: [email protected]
• WhatsApp messaging
3.3. All purchasing department activities are free of charge. Organization staff are prohibited from accepting compensation or gratuities for their services.
3.4. Invoicing and Payments: The official channel for receiving invoices and payment-related issues is the email [email protected], through which the supplier must send the invoice in accordance with the SAT guidelines, attaching the corresponding PDF and XML files in version 4.0.
3.5. The Finance Coordinator defines and schedules the payment to the supplier on a business day according to the invoicing and payment procedure (SLMX-FI-PR-01).
3.5.1. All invoices for electronic component purchases must contain the following information:
• CFDI Usage: Acquisition of Goods
• Payment Method: 99 To be defined
• Payment Method: PPD (Payment in installments or deferred)
• Company Name: COMPONENTS SALMEX RECYCLE
• RFC: CSR2101218G5
• ZIP Code: 45600
3.5.2. All invoices for supplies, services, and expenses must contain the following information:
• CFDI Usage: Ask before invoicing
• Payment Method: 99 To be defined
• Payment Method: PPD (Payment in installments or deferred)
• Company Name: COMPONENTS SALMEX RECYCLE
• RFC: CSR2101218G5
• ZIP Code: 45600
3.5.3. Once payment is made, the supplier must issue the Payment Complement REP (electronic payment receipt) with the correct payment information.
3.6. Supplier Registration: Supplier registration will be carried out by the Finance Coordinator in the SAE system. The buyer and/or supplier must provide the following information to register the supplier:
• Updated CFDI (for the current month)
• TX ID (for foreign clients)
• Company Name
• Contact Name
• Contact Number
• Contact Email
• Full Address (including ZIP code)