HP Volume Ordering Process

• Discount orders – Require valid OPG! Download from Smart Portal / pComm. Accordingly Scala PO to be prepared.

• Contractual discount orders – Use Smart Portal / Online Viewer for latest price retrieval and prepare Scala PO.

• Request approval using MIS / Purchase Order System • Attach a copy of PO from POS after approval along with OPG (if available) and send it

– To: amohammed@aptecsa.com – Cc: MAhmed@Aptecsa.com;

Value Ordering Process

• Discount Orders – Require valid OPG! Download from Smart Portal / pComm. Accordingly Scala PO to be prepared.

• Request for .SDD file from Business • Fill up the Value Order Form • Request approval using MIS / Purchase Order System • After POS approval received, attach Value Order Form along with OPG (if available),

.SDD file & and send it: – To: meesgvalueorders@hp.com

Value Order Form

Header CBN Name – Should be always “Aptec Holdings Ltd” CBN Number – Based upon End User country choose appropriate CBN Number

• - Bahrain E81500109• E81300110-Kuwait

Ship to Address pping address is

PTEC GULF LTD SE NO NA02

S value business, direct shipment would be requested. Hence check with

• E81200112-Oman • E81800107-Qatar • E81600103- Yemen • E8AE-02006-UAE • E8LB02006-Lebanon

– Default shiAR/A 8 WAREHOU . JABEL ALI DUBAI, UNITED ARAB EMIRATEHowever forBusiness Team to confirm shipping locations for direct shipment to reseller.

ess (Address, City, Country) nd user company.

ed with ephone numbe

– OPG / CONTRACTUAL ID

uested from Business Team. ry Dat issued.

Purchase Order Number – Enter it as “AGESS….” End User Full Name – Enter end user company name. End User Address – Enter the complete addrContact Name – Enter the contact person at the eEmail + Telephone – Enter end user e-mail id. Enter the country code followarea code and tel r End User Activity – Enter end user activity (Bank, Insurance, Manufacturing, Transport, Logistics etc) Payment Terms – Default 45 days Type of Order OPG Number – Enter OPG Deal Partial Shipment – Default NO. Unless otherwise reqRequested Delive e – Enter the date PO is Order Details Item – Enter number in sequence.

ty – Enter qty. u ber

iption enter the same

S$ ter the same

QPart N m – Enter Part number Opt – Enter options Description – Enter product descrList Price US$ - If list price is available OPG Price U - If OPG price is available enTotal Price US$ - Qty*OPG Price US$.

Blanket OPG - Download

• Click on “Promotions” PGs / Blanket OPGs”

• Click on “Promotion Details” (.pdf file) r for future reference.

• Log in to Smart Portal

• Click on appropriate “O

• After selecting appropriate OPG

Click on Promotions

Click on appropriate Business Unit

Click on the Promotion Details

• Save Adobe .pdf file to your folde

PG Download from pComm

O

• Once Search details window open. Retrieve complete OPGs issued from start till date by ton.

• Log onto Smart Portal • From main page, click pComm – Special Price Deal Search

clicking on “Submit” but

Click on pComm – Special Price Search

Click on Submit

Select appropriate OPG by clicing Deal ID

Export to .txt

• Click on appropriate Deal ID. • Export details to .txt and save it in appropriate folder.

HP Carepack Ordering Ordering

Pack Services

• Log on to CSN Website. • Click on Service Sales. • Click on HP Care

Click on Service Sales Tab

Click on HP Care Pack Services

Click on Ordering

Enter Carepack Part# Enter Quantity

Enter OPG Deal# Click on next

• Click on Ordering • Enter HP Care Pack Product Number • Enter Qunatity • Enter Promotional Code (OPG Deal ID) • Once order details entered, click on next button

the Scala PO • Click on Preview Order button • Review the order and click on place the order • In the next screen, click on send e-mail for registration • Enter the e-mail ID and click on send button.

Aptec Holdings Ltd. Operational Guideline Aptec Group – HP Unified Account

• Enter the PO# as AGPSG/ESS/PNB followed by

Aptec Group - HP Credit Line $9.5 M:

$ 6.65M Aptec Distribution $ 2.00M Aptec Saudi Arabia $ 0.35M Aptec Egypt $ 0.50M Aptec Holdings

Please note that your credit line availability should be calculated by combining your account status (i.e. total invoices outstanding) and any orders that have been released to production and any orders that have been shipped but for which no invoice has yet been received. HP monitors

Enter PO#

Click on place the order

their total exposure – this includes the amounts invoiced and any other amounts that have been committed in production.

Also please note that the limit is a Group limit and the above allocations are internal, HP are only concerned with the overall position. If you go over your exposure limit you affect the ability of other regions to do business. We have decided to keep part of the total limit centrally for specific allocations. During the next few months we will be increasing the total limit up to $12M. The reason the limit has been set at the current level is because we want to carefully control the increase in the limit within the regions and manage that process within our available working capital.

The above credit limits are fixed per subsidiary and must not be exceeded by aggressive order logging. Any temporary exceptions need to be authorised by the Group Treasury Manager or the CFO.

The purpose of the present Operational Guideline is to ensure the trouble-free and efficient performance of the HP Unified account including optimising the flow of goods as well as the operational and financial information between HP and all Aptec subsidiaries and, ensuring the efficient use of the available credit facility. All the relevant Aptec departments (Group, Product Managers, Purchasing, Accounting and Logi .

P Targets rterly/monthly targets will be negotiated with HP and communicated to

anager

an order puts the overall exposure of a region into an unmanageable d.

ices already received and the amount already with HP in production but not yet invoiced.

stics) need to keep good communication both internally and with HP

H• The qua

the Group Treasury M

Ordering In addition to the points below orders are of course subject to the approvals framework. The levelof orders logged will be monitored by the Saudi purchasing team and the Group Treasury Manager. If the logging of

n it will not be loggepositio The key to the successful management of the HP account is to ensure that before accepting an order the account has sufficient credit and that the Financial Controller/Director is confident that the account will be settled without creating undue credit hold. The logging of orders must be viewed in conjunction with the amount due on the invo

Please bear this in mind as orders will be rejected at the logging stage. It is essential that

e Group builds in the new credit limit on a gradual basis that can be managed with the orking capital available.

- Available credit limit

2.

t exceed two (2) weeks

thw

1. New purchase orders should be based on the following criteria:

- Payments schedule - Current backlog - Orders already released - HP rebate programs

To prevent credit hold due to exceeding the credit limit resulting from excessive bulk invoicing by HP, the weekly volume of new stock orders should noof individual credit limit (e.g. Aptec Egypt $350K / 6.4 weeks * 2 = $109K). The new weekly stock orders per sub should not exceed:

$ 1,921K Aptec Distribution $ 547K Aptec Saudi $ 109K Aptec Egypt

st be read in conjunction with point 3 below. 3. The a s

This rule mu m ximum average backlog held by each subsidiary should not exceed five (5) week

of individual credit limit:

$4.8M Aptec Distribution $1.4M Aptec Saudi $0.3M Aptec Egypt

4. The new orders should be placed as a balancing amount between the remaining backlog

from the previous week and the new weekly orders as per P.2 to ensure that backlog balance is within the limits as per P.3 at all times.

m should be discussed between Product, Purchase and Finance icated to

5. The Finance Controller/Manager and the General Manager/Purchase Manager of each respective Aptec Company should approve all purchase orders. The Group Treasury Manager should approve purchase orders (also in aggregate over 4 days) exceeding $1M.

6. Purchase orders >$1Teams of Aptec subsidiary latest 3-4 days before cut-off log-in date and communAptec Holdings latest 1-2 days before cut-off log-in date. It is completely unacceptable to submit orders on the last cut-off date, especially if this falls on Thursday. (HP’s oordering procedures require distributors to log orders 1-2 days before cut-off date).

wn

Holdings Distribution

7. Back-to-back and urgent orders receive priority over stock orders.

8. Coding of all orders should be always done based on abbreviations used currently per each individual subsidiary:

AH for Aptec AG for Aptec AS for Aptec Saudi AE for Aptec Egypt

9. Apt m will log orders into HP system based on all above criteria. Apt S l update on a daily basis and distribute weekly backlog of order on Monday), responsible:

• Khalil Mohamed, Purchasing Manager, Aptec SA.

Invento

1. ntly monitored and benchmarked aga ch product group.

Invoicing

1. Invo m of each subsidiary

2. ied account should be prepared and distributed amo y:

enior Accountant, Aptec Distribution

Credit N

1. e allocated per each individual ubsidiary. In the event a Credit Note is mistakenly issued to one subsidiary but in fact

2. ral iaries should be appropriately allocated based on each subsidiary’s share within

3.

ion of Credit Notes per ubsidiary, the following Aptec personnel should be copied on all correspondence with P personnel in relation to claims for rebates and Credit notes as well as corresponding

HP-PM asing Manager, Aptec SA

countant, Aptec Distribution 5. To i tes and payments processing, all respective HP

man e nstructed to issue Credit Notes with codes corresp ding to Aptec ordering codes, e.g.:

6. Particul attention should be paid to timely (daily) download of Credit Notes issued by HP and their allocation against next payment transfers.

ec Saudi Purchasing Teaec audi Purchasing Team wil

s from all three subs (

ry Levels

Inventory levels, ageing and DPO should be constainst the established criteria for ea

ices issued by HP should be recorded in the accounting systeon a daily basis to ensure correct payables status.

The consolidated status of the HP Unifng subsidiaries each Monday b

• Kutty Kunhalan, S

otes

Credit Notes issued to Aptec subsidiaries should bsrelates to another, it should be internally re-allocated to the appropriate subsidiary withinone week from Credit Note date.

Any Credit Note issued for the Aptec Group (or any subsidiary) and/or relating to sevesubsidone week from Credit Note date.

In case of any disagreement between the subsidiaries over allocation and/or share of any Credit Note, the parties have to present their arguments and facts to the Group Treasury Manager. Upon consideration of all above information the final decision for allocation of disputed Credit Note will be taken by Aptec Holdings.

4. To increase the efficiency and ensure the proper and timely allocatsHmail confirmations from HP personnel:

Respective Country Khalil Mohamed, Purch Kutty Kunhalan, Senior Ac

avo d delays in Credit Noag s/personnel should be always ir

on

AH for Aptec Holdings AG for Aptec Distribution AS for Aptec Saudi AE for Aptec Egypt

ar

Payments

1. Allocation of invoices paid should be done by each subsidiary individually for its own invoices. Overall co-ordination will be performed by Aptec Distribution, responsible:

• Kutty Kunhalan, Senior Accountant, Aptec Distribution

d to HP (Ioana Tardea at ioana-

2. At the beginning of each month a weekly payments schedule should be prepared by theFinancial Managers of each subsidiary and submittetardea@hp.com ). This must be copied to the Group Treasury Manager.

3. Every s i bove weekly payment sc ccording to invoice due dates.

lar attention should be paid to ensure current status as of month-end. To avoid

te of

Self-Im

due to non-adherence to the above ordering

2.

ldings

3.

NOTES 1. Cas e d be excluded from the above

ord g

nce

in 2 weeks of the invoice date to allow HP.

Approval ha ldings.

ubs diary must honour its payment commitments as per the ahedule a

4. Particudelays due to bank’s late processing of payments transfers should have a value da1-2 days before the month-end due date.

posed Credit Hold

1. To prevent over-trading, the Self-Imposed Credit Hold could be introduced in situations where the value of invoices and, respectively, the accumulated stock and financial liabilities exceed reasonable levelsguidelines or other exceptional reasons.

The Self-Imposed Credit Hold could be introduced and released by:

• Jon Hole, Group Treasury Manager, Aptec Ho• Bahaa Salah, Regional Manager, Aptec Distribution

The Self-Imposed Credit Hold should be released after the stock levels come back to normal and all overdue and/or excessive payables to HP are settled.

h d als (back to back orders with cash payments) coulerin limitations provided:

Conditions of a cash deal have been pre-agreed by General and FinaControllers/Managers.

Cash is collected from customers withtimely direct payment to

s been received from Aptec Ho