To ensure the quality of our projects, we rely on a close and trusting relationship with our suppliers. Together with our suppliers we will ensure that the right goods and services are delivered at the right time, quality, and price. KAEFER will be the preferred partner for suppliers, and we value openness, predictability, communication, loyalty, delivery accuracy, ethics, innovation and sustainability.
How to become a KAEFER supplier?
In order to be considered and remain a supplier to KAEFER, we need to obtain information about the supplier, request a self-assessment and confirmation that the supplier complies with our Supplier Code of Conduct (SCoC) and our Standard Terms and Conditions of Purchase. The extent of the information gathered varies depending on the category in which we place the supplier.
We put our requirements out to tender to ensure the best possible quality, delivery and price in a procurement process. Suppliers are selected through existing supplier databases, supplier market analysis or other selection channels.
Supplier categories
At KAEFER we divide suppliers into three different categories:
- C1: Critical supplies to the company with high value and risk and few or no alternative suppliers. Supplies customised products/equipment, has expertise critical to our performance, supplies personnel/resources on a significant scale, supplies unique technology, supplies safety-critical equipment/components.
- C2: Same criteria as C1, but with several alternative suppliers.
- C4: Simple supplies and with several alternative suppliers.
We conduct an annual internal reassessment of all critical suppliers (categories C1 and C2).
Expectations
At KAEFER we expect everyone to carry out their work in accordance with applicable laws, values and KAEFER standards. We expect the same from our suppliers as we do from our own employees.
We have developed a Supplier Code of Conduct (SCoC) for our suppliers which sets out all our expectations. We expect all our suppliers to adhere to the guidelines in the SCoC.
Suppliers in categories C1, C2 and the largest suppliers in category C4 are required to complete a self-assessment using our Integrity Next tool. This is an online platform where we collect information from the supplier. This information must be confirmed by the supplier at least once (1) a year. Suppliers are rated using a traffic light system of red, amber or green. If there are issues where Integrity Next gives red or amber warnings, either additional information must be provided or KAEFER must consider additional risk mitigation measures in order to use the supplier.
We expect a supplier to comply with and deliver in accordance with our Standard Terms and Conditions of Purchase.
As part of a large group, KAEFER has various resources including compliance and external reporting channels. We therefore refer you to our group website: https://kaefer.com/about-us/leadership-governance/compliance/
As part of our annual audit programme, we conduct a selection of supplier audits based on an overall assessment of deliveries, criticality, deviations, etc.
Invoicing
KAEFER receives thousands of invoices every year. In order for us to process all the invoices we receive efficiently and within the agreed deadlines, the following procedure must be followed:
Send EHF invoice
As an emergency solution, the invoice can be sent in pdf format to invoice@kaefer.no. One invoice per email.
- Clear marking of PO, WBS or Internal Order (IO) number
- In the EHF file, this information must be in the cac:OrderReference/cbc:ID field.
- PO/order number with format 4XXXXXXXXXXX
- WBS number with format 9-XXXXXXX-XX(-XX)
- Internal order number in format 7XXXXXXXX
- In the EHF file, this information must be in the cac:OrderReference/cbc:ID field.
- Invoice according to the details in the PO.
- To the correct KAEFER company
- Corresponding line for line on invoice and in PO
- Same quantity as ordered
- No partial invoices without prior agreement
- Do not invoice for amounts exceeding the value of the PO, either at line level or in total
- Clear identification of KAEFER customer/contact person
- Follow documentation requirements in Norwegian accounting law
If the above requirements are not met, the invoice will be returned. Contact the KAEFER buyer/contact person for clarification before resending the invoice.
If you have any questions regarding payment certificates, please contact paymentcertificate.ke@kaefer.no. Please refer to the attached cover letter for additional invoicing information regarding payment certificates.
Invoice queries should be directed to either the Purchasing Department at purchasing@kaefer.no or the Accounts Department at accounting@kaefer.no.
Delivery of goods
KAEFER has many different locations and delivery addresses. Delivery addresses, specific logistical routines and individual labelling of deliveries occur and are defined on a case-by-case basis. It is therefore important for our suppliers to adhere to all the information that appears on our purchase orders and orders. This minimises the work involved for all parties and ensures that the correct deliveries are made to the correct recipients.