-
©Copyright CBRE 2016 Page 1 of 18
BOS Process
Global Workplace Solutions Printed copies are uncontrolled
Title: Vendor and Third Party Administration Number:
13-29.207.GWS.GLB
Author: Global Director Sourcing Governance Effective Date: 1
May 2016
Owner: Global Director Sourcing Governance Revision: 3
1.0 PURPOSE
This process describes the requirements for approving/adding and
changing a Supplier or Third Party
in a GWS Enterprise Resource Planning (ERP) system.
2.0 SCOPE
APAC EMEA Americas
Compliance
expected as
written
Can be tailored to
local needs Specific Applicability / Variance / Exceptions
GWS X X X X
3.0 INPUTS
•Requester’s need to procure from a Supplier.
4.0 MEASUREMENTS
• Compliant Vendor Master Records in Enterprise Resource
Planning (ERP) system for personnel to
procure from.
5.0 OUTPUTS
• Approved Vendor Master Records in an ERP system.
6.0 RESPONSIBILITES
6.1. Approver – Provides the appropriate approvals, ensures the
Supplier is capable of meeting GWS
expectations, and accountable that ethical Suppliers are being
approved.
6.2. Business Requester – Completes the Supplier Add/Change
Form, ensures Due Diligence
and Delegation of Authority requirements are met, and
responsible that the documentation is stored
for approving/adding Suppliers.
6.1.1 The Business Requester is responsible that all Suppliers
be made aware of the CBRE
Global Terms and Conditions (or regional legally approved
alternative), the CBRE Standard
of Business Conduct and applicable Supplier Manuals. Documented
evidence is not
required for the Supplier Add Process.
6.1.2 The Business Requester must provide to the Supplier the
External Indirect Supplier
Standards Manual Standard (BOS 13-29.400.GWS.GLB).
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 2 of 18
6.3. Business Requester’s Supervisor - Ensures the Supplier is
capable of meeting CBRE
expectations (example - Due Diligence), reviews the previous
approvals (example - Delegation
of Authority), accountable that ethical Suppliers are being
approved, completed the conflict of
interest questions on the regional Supplier Add Change Form and
approves Supplier.
6.4. Legal Compliance Director – Provides the appropriate
approvals or guidance on any compliance
concern or issues for certain situations outlined in this
process.
6.5. Vendor Master Administrator – Responsible for data entry to
GWS Enterprise Resource Planning
(ERP) system for vendor master files/records.
7.0 SUPPLIER ADD PROCESS
Supplier Add
7.1 CAN AN ALTERNATIVE ACTIVE/APPROVED SUPPLIER BE USED?
The Business Requester will investigate if an alternative
approved/qualified Supplier could be used.
Regions or business units may have Preferred Suppliers that
should be utilized to support GWS
goals.
A. Yes, an alternative Supplier can be used. The Supplier Add
Process
is not required. Process ends.
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 3 of 18
B. No, a new Supplier needs to be added to an ERP system.
Proceed to
Step 7.2.
7.2 DOES THE SUPPLIER HAVE A DO NOT USE / DO NOT PAY (DNU/DNP)
STATUS?
The Business Requester is responsible to confirm that the
Supplier is not on the DNU/DNP register located on the GWS Sourcing
Portal.
https://my.jci.com/sites/GWS/Sourcing/Pages/Supplier-Management.aspx
Yes, the status is DNU/DNP, the Supplier should not be used.
Refer to the Do Not Use / Do Not Pay (DNU/DNP) Guidelines (BOS
13-29.807.GWS.GLB).
No, the new Supplier is not on the DNU/DNP list. Move to the
next step.
7.3 IS THE SUPPLIER TYPE A HIGH RISK VENDOR (HRV)?
The Business Requester determines if the Supplier Type is a HRV
Supplier Type. The Supplier Types are listed in Table 2. Supplier
type definitions can be found at the end of the document.
Yes, the Business Requester has identified the Supplier as a HRV
Supplier Type. Refer to the High Risk Supplier Accreditation
Guidelines (13-29.806.GWS.GLB) Upon completion of
process, the business requester will be notified by Legal
Compliance if request is approved or rejected.
No, the Business Requester has identified the Supplier Type to
not be a HRV Supplier
7.4 FOLLOW THE STANDARD DUE DILIGENCE REQUIREMENTS TABLE
The Business Requester identifies the Supplier Type (SECTION
9.3) and follows the Standard
Due Diligence Table in SECTION 8.0 for investigating and
evaluating the Supplier. Supplier Types
are listed in Table 3. Supplier Type definitions can be found in
SECTION 13.0.
7.5 ARE ALL THE STANDARD DUE DILIGENCE (DD) REQUIREMENTS
MET?
The Business Requester is responsible for collecting all
Standard Due Diligence documentation
except for High Risk Vendor Supplier types. An Approver may
request additional due diligence
documentation to ensure Supplier capacity and/or ethical
behaviour.
A. Yes, The Business Requester acquires all Standard Due
Diligence. Proceed
to Step 7.8.
B. No, The Business Requester does not acquire all the Standard
Due
Diligence documentation. Supplier cannot be added. Process
ends.
7.6 OBTAIN APPROVALS AS PER THE DELEGATION OF AUTHORITY
(DOA)
The Business Requester must review the Delegation of Authority
Matrix for any required approvals
refer to the GWS DoA Matrix (BOS 14-00-500A.GWS) for approval
requirements
7.7 COMPLETE THE SUPPLIER ADD/CHANGE FORM
7.7.1 The Business Requester completes the Supplier Add Change
Form. Refer to SECTION
9.0 for minimum content required.
https://my.jci.com/sites/GWS/Sourcing/Pages/Supplier-Management.aspx
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 4 of 18
7.7.2 The Business Requester sends all documentation to the
Business Requester’s Supervisor
for review and approval for non-High Risk Vendor Supplier
Types.
7.7.3 The Business Requester’s Supervisor reviews the
documentation and works with the
Business Requester to approve the regional Supplier Add Change
Form for non-High
Risk Vendor Supplier Types. The Business Requester’s Supervisor
may request
additional documentation to ensure Supplier capability and/or
ethical behavior. A
Business Requester’s Supervisor can reject the request to add a
Supplier (process ends).
7.7.4 The Business Requester submits the Supplier Add Change
Form to the appropriate ERP
Vendor Master Administrator (VMA).
7.8 SUPPLIER IS ADDED TO THE ENTERPRISE RESOURCE PLANNING (ERP)
SYSTEM
7.8.1 Vendor Master Administrator (VMA) works with the Business
Requester to ensure all
mandatory Enterprise Resource Planning (ERP) information is
provided. Missing or
incomplete data/documentation will be returned to the requester.
Refer to SECTION 9.0
for minimum content required.
7.8.2 VMA adds Supplier to ERP system.
7.8.3 VMA advises the Business Requester of the ERP system
Supplier number.
7.9 STORE ALL DOCUMENTATION
7.9.1 Business Requester is responsible to ensure that all Due
Diligence, Delegation of
Authority and regional Suppler Add Change Form is stored per the
Supplier Records
Storage Work Instruction or locally per the regional
process/work instruction. For
High Risk Vendor document storage, refer to Storing High Risk
Vendor Purchasing
Due Diligence Files Work Instruction
In some regions, the VMA may assist with storing the
documentation.
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 5 of 18
8.0 STANDARD DUE DILIGENCE REQUIREMENTS TABLE
Table 1
Supplier Type Annual Spend Approves
Evaluation Required Evaluation Re-Evaluation
Custom Broker / Freight Forwarder
> USD $0 Refer to GWS DoA Matrix BOS 1400.500A.GWS.
Refer to: • High Risk Vendor Due Diligence
Global custom broker and freight forwarder
suppliers due diligence will be conducted
globally and include all the controlled
subsidiaries that are included in the scope
of the global bid/contract. Global Regions
are not required to perform due diligence
for their controlled subsidiaries.
Refer to High Risk
Accreditation
Guidelines BOS 13-29.806.GWS.GLB
Government Facing Business Consultant
> USD $0 Refer to GWS DoA Matrix BOS 1400.500A.GWS
Refer to: • High Risk Vendor Due Diligence
Refer to High Risk
Accreditation
Guidelines BOS 13-29.806.GWS.GLB
Business Consultant / Professional Fees
< USD $1M Refer to GWS DoA Matrix BOS 1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address
N/A
USD $1M -
USD $5M Refer to GWS DoA Matrix BOS 1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address • Indirect
Supplier Assessment
N/A
> USD $5M Refer to GWS DoA Matrix BOS 1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address • Indirect
Supplier Assessment • Financial Assessment
N/A
Direct < USD $1M Refer to GWS DoA Matrix BOS
1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address
N/A
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 6 of 18
> USD $1M Refer to GWS DoA Matrix BOS 1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address • Direct
Supplier Assessment • Financial Assessment
N/A
Subcontractor / Service
Indirect
Freight
< USD $1M Refer to GWS DoA Matrix BOS 1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address
N/A
USD $1M - USD $15M
Refer to GWS
DoA Matrix BOS 1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address • Indirect
Supplier Assessment
N/A
> USD $15M Refer to GWS DoA Matrix BOS 1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address • Indirect
Supplier Assessment • Financial Assessment
N/A
Charity
Sponsorship
> USD $0 Refer to GWS DoA Matrix BOS 1400.500A.GWS
• Conflict of Interest • Tax or VAT ID or equivalent identifier
for
tax purposes • Verification of Name and Address
N/A
Landlord Financial / Leasing / Insurance
> USD $0 Refer to GWS DoA Matrix BOS 1400.500A.GWS
• Tax or VAT ID or equivalent identifier for tax purposes
• Verification of Name and Address
N/A
NOTE: The following Supplier Types in Table 2 are not required
to follow the Standard Due
Diligence Table above. There are no mandatory Standard Due
Diligence requirements for these
Supplier types. The Delegation of Authority Matrix (DOA)
approvals must be followed and a completed
Supplier Add Change Form is required. Reference 8.0.c.
Table 2
Customer Inter-Company
Employee Union/Court Ordered
Government Agency/Municipality Utility
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 7 of 18
NOTE: On a case by case basis, requirements for Supplier
Standard Due Diligence may be modified,
when authorized by Regional Sourcing Leads. High Risk Vendor
Supplier Types Due Diligence
requirements cannot be modified. Reference 8.0.d.
9.0 MINIMUM CONTENT REQUIRED ON A REGIONAL SUPPLIER ADD CHANGE
FORM TO BE COMPLETED
BY THE BUSINESS REQUESTER FOR SUPPLIER ADD PROCESS
Business Requester must complete:
9.1 CONFLICT OF INTEREST SECTION: These questions must be
answered and signed by both the
Business Requester and the Business Requester’s Supervisor.
9.1.1 The questions on the regional Supplier Add Change Form
must match the following:
9.1.1.1 Is the Supplier owned by or managed by a friend or
relative of yours or are you aware
of this relationship with anyone at your branch or within your
department?
9.1.1.2 Are you aware of any CBRE employee with a financial
stake (ownership or
investment) in this company, or have knowledge of any other
conflict of interest?
9.1.1.3 Do you understand that providing false information
regarding this Supplier or your
relationship to this Supplier may result in disciplinary action
from CBRE?
9.2 SUPPLIER NAME AND ADDRESS
9.3 SUPPLIER TYPE
Table 3
Agent/Sales Consultant Government Facing Business Consultant
Business Consultant/Professional Fees Indirect
Charity Inter-Company
Customer Landlord
Customs Broker/Freight Forwarder Ship Owner Commission
Direct Sub-contractor/Service
Employee Sponsorship
Financial/Leasing/Insurance Union/Court Ordered
Freight Utility
Government Agency/Municipality
NOTE: A Supplier may match more than one Supplier Type. When
this occurs, the Supplier Type
that has the highest risk level will be chosen, refer to SECTION
10.0 for risk hierarchy. (Supplier
Type Definitions can be found in SECTION 13.0.) Reference
9.3.a.
9.4 SUPPLIER TAX IDENTIFICATION (OR EQUIVALENT)
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 8 of 18
9.5 SUPPLIER BANKING INFORMATION AND CURRENCY
9.6 DESCRIBE ITEM OR SERVICE PROVIDED BY THE SUPPLIER
9.6.1 Business Requester to provide a brief description of
item/service provided.
9.6.1.1 Some ERP systems (such as SAP, Oracle, and I Scala)
store a commodity code at
the vendor master record data level. If the requester knows the
commodity code, please
provide on the Supplier Add Change Form.
9.7 Health & Safety Requirement - The Business Requester
must complete the health and safety
questionnaire, in conjunction with the Supplier. If there are
any queries or issues with the
information provided by the Supplier this should immediately be
forwarded to a member of the
Environmental Health and Safety (EHS) team. The supplier must
not be set up until approval
has been received from the EHS team.
9.8 Some Enterprise Resource Planning (ERP) systems default to
the standard GWS payment terms.
All regions require payment terms to be mandatory information on
the Supplier Add Change Form.
NOTE: A Due Diligence Checklist is available to assist the
Business Requester (optional) if the Due
Diligence Documentation Checklist is utilized, the form must be
in English for central oversight
purposes. The Checklist may additionally be in the local
language. (English and local language versions)
All Due Diligence must be performed per Table 1 in SECTION
9.0.
NOTE: GWS Vendor master records are audited; the compliance
fields monitored are Supplier Name, Supplier Number, Contact
Details, Tax Reference, Payment Terms, Supplier Type, Supplier
Status and Bank details.
10.0 SUPPLIER TYPE RISK HIERARCHY
A Supplier may fall into more than one Supplier type. Suppliers
should be coded with the highest risk
Supplier Type for all Global Workplace Solutions (GWS). Table 4
is the risk hierarchy of Supplier Types
(listed highest risk 10.1 to lowest risk 10.8):
Table 4
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 9 of 18
10.1
High Risk Vendors (HRV) Including:
Customs Broker/Freight Forwarder
Government Facing Business Consultant
Agent/Sales Consultant
10.2
Business Consultant/Professional Fees
Financial/Leasing/Insurance
Ship Owner Commission
10.3 Direct
10.4 Landlord
10.5
Sub-contractor/Service
Indirect
Freight
10.6 Charity
Sponsorship
10.7
Customer
Government Agency/Municipality
Utility
Union/Court Ordered
10.8 Employee
Inter-Company
11.0 SUPPLIER CHANGE PROCESS
Supplier Record Change Process
Figure 2
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 10 of 18
11.1 DOES THE SUPPLIER HAVE A DO NOT USE / DO NOT PAY (DNU/DNP)
STATUS? The
Business Requester verifies the Enterprise Resource Planning
(ERP) vendor master record
Supplier Status.
A. Yes, the ERP vendor master record has a Supplier Status of
DNU/DNP.
Proceed to Step 11.2.
B. No, the ERP vendor master record does not have a Supplier
Status of
DNU/DNP. Proceed to Step 11.3.
11.2 FOLLOW THE DO NOT USE / DO NOT PAY (DNU/DNP) PROCESS
A Supplier can only be reinstated by the Legal Compliance
Department from DNU/DNP to
Active/Approved Supplier Status without a complete Due Diligence
re-evaluation if the Supplier
has previously approved Due Diligence documentation conducted
within the past twelve (12)
months. Requester must complete a Supplier Add Change Form and
receive approval by a
Legal Compliance Director.
The Business Requester must follow the Do Not Use / Do Not Pay
(DNU/DNP) Guidelines
(BOS 13-29.807.GWS.GLB) When complete proceed to Step 11.8.
11.3 IS SUPPLIER TYPE A HIGH RISK VENDOR (HRV)?
The Business Requester determines if the ERP vendor master
record’s Supplier Type is a HRV
Supplier Type.
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 11 of 18
A. Yes, the ERP Supplier vendor master record is a HRV Supplier
Type.
Follow the High Risk Supplier Accreditation Guidelines (13-
29.806.GWS.GLB)
B. No, the ERP Supplier vendor master record is not a HRV
Supplier Type.
Proceed to Step 11.4.
11.4 IS SUPPLIER ACTIVE?
The Business Requester verifies the Enterprise Resource Planning
(ERP) vendor master
record has a Supplier Status of Active/Approved.
A. Yes, the ERP Supplier vendor master record is
Active/Approved. Proceed
to Step 11.6.
B. No, the ERP Supplier vendor master record is not
Active/Approved. To
reactivate a Supplier, the Business Requester must manage the
Supplier
as a new Supplier request. Proceed to Step 11.5.
11.5 FOLLOW THE SUPPLIER ADD PROCESS
The Business Requester must manage this Supplier as if they are
adding a new Supplier.
Refer to the Supplier Add Process, proceed to SECTION 7.0.
11.6 IDENTIFY TYPE OF CHANGE
11.6.1 A regional Supplier Add Change Form is required for all
changes. Refer to SECTION
12.0 for the minimum content required.
11.6.2 For any High Risk Vendor Supplier Type changes proceed to
SECTION 11.8.
11.6.3 Supplier’s Payment Terms change to an existing Supplier’s
ERP vendor master
record (for non-High Risk Vendor Supplier Types). Refer to
Supplier Payment
Terms Policy (13-29-103.GWS.GLB).
When the terms requested are less favorable than the standard
CBRE terms use the Request to Change Supplier Payment Terms Form
(13-29-607.GWS.GLB) and obtain relevant approvals. 11.6.4
Supplier’s bank changes for non HRV Supplier Types to an existing
Supplier’s ERP
vendor master record (for non-High Risk Vendor Supplier
Types).
11.6.5. All regions require regional Supplier Add Change Form
with Business
Requester’s Supervisor and Sourcing approval.
11.6.6 All regions require Supplier letterhead (or equivalent)
documentation.
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 12 of 18
11.7.6 Supplier’s payment remit to address changes to an
existing Supplier’s ERP vendor
master record (for non-High Risk Vendor Supplier types) requires
documentation on
the Supplier letterhead (or equivalent) or the regional Supplier
Add Change Form
with Business Requester’s Supervisor approval. Both methods not
required.
11.7.7 Supplier’s legal name changes to an existing Supplier’s
ERP vendor master record (for
non-High Risk Vendor Supplier Types) require documentation on
the Supplier
letterhead (or equivalent). Tax identification (or equivalent)
and remit to address must
match. No Business Requester’s Supervisor approvals are
required. All suppliers must
provide legal confirmation documentation
11.7.8 Supplier Tax Identification (or equivalent) to an
existing Supplier’s ERP vendor master
record (for non-High Risk Vendor Supplier Types) require
documentation on Supplier
letterhead (or equivalent). No Business Requester’s Supervisor
approvals are
needed.
11.7.8.1 North America region (excluding Canada) requires a W9
form from the
Supplier for tax identification number.
11.7.8.2 EMEA and LATAM regions will manage this request as a
Supplier Add
Process refer to SECTION 8.0.
11.7.9 Add Supplier’s location (ship from address, site code) to
an existing ERP vendor
master record, a regional Supplier Add Change Form required.
Supplier tax
identification (or equivalent) must match. No Business
Requester’s Supervisor
approvals are required. If the Supplier location does not match
existing vendor master
record, manage the request as a Supplier Add SECTION 8.0.
11.7.10 All other changes do not require approval (except ASIA
region requires sourcing
approval). Business Requester submission of a regional Supplier
Add Change Form
is preferred for clarification.
11.7.11 Payment to a Supplier with a Supplier Status of
Retired/Inactive.
11.7.11.1 If payment is due to a non-High Risk Vendor Supplier
Type with a
Supplier Status of Inactive/Retired, each region can work with
the
Finance teams to obtain payment and ensure the ERP vendor
master
record status is Inactive/Retired status when the payment is
completed.
11.7.11.2 If payment is due to a High Risk Supplier Type.
Reference the High Risk Supplier Accreditation Guidelines
(13-29.806.GWS.GLB).
11.8 DETERMINE IF APPROVALS ARE NEEDED
11.8.1 All High Risk Vendor Supplier Type changes require
approvals, refer to SECTION
11.3.
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 13 of 18
11.8.2 For Supplier Type changes, The Business Requester must
review the Standard Due
Diligence requirement for additional investigation and
evaluations that are required.
11.8.3 The Business Requester must review the Delegation of
Authority Matrix refer to GWS
DoA Matrix (14-00-500A.GWS) for approval requirements
11.8.3.1 ASIA region requires a Sourcing member approval for all
changes.
11.8.4 The Business Requester needs to review SECTION 11.7 for
additional requirements.
11.8.5 Approvers may require additional documentation to ensure
ethical behavior.
11.9 ARE APPROVALS PROVIDED, IF NEEDED
A. Yes, all approvals are provided or no approvals are required.
Proceed to
SECTION 11.10.
B. No, all approvals are not provided. Supplier record cannot be
changes. Process
ends.
11.10 SUBMIT DOCUMENTATION TO THE VENDOR MASTER ADMINISTRATOR
(VMA)
11.10.1 The Business Requester submits all documentation to the
appropriate ERP VMA.
Proceed to Step 11.11.
11.11 SUPPLIER ENTERPRISE RESOURCE PLANNING (EPR) VENDOR MASTER
RECORD IS
UPDATED
11.11.1 The VMA works with the Business Requester to ensure all
approvals and mandatory
ERP information is provided. The Business requester should refer
to SECTION 12.0
for minimum content required on regional Supplier Add Change
Form for Supplier ERP
vendor master record changes to be completed.
11.11.2 The Vendor Master Administrator updates the appropriate
ERP system. Proceed to
Step
11.12.
11.12 NOTIFY REQUESTER OF COMPLETION
11.12.1 The VMA notifies the Business requester that the ERP
vendor master record has been
updated. Proceed to Step 11.13.
11.13 STORE DOCUMENTATION
11.13.1 The Vendor Master Administrator (or Business Requester)
will store all the
documentation in WebTop/Documentum system or locally per the
regional work
instruction.
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 14 of 18
12.0 MINIMUM CONTENT REQUIRED ON A REGIONAL SUPPLIER ADD CHANGE
FORM TO BE
COMPLETED BY THE BUSINESS REQUESTER FOR SUPPLIER ERP VENDOR
MASTER RECORD
CHANGES
Business Requester must provide the following:
12.1 Enterprise Resource Planning (ERP) system in which the
Supplier exists. Some regions
will only have one ERP system, refer to regional Supplier Add
Change Form and work
instructions for clarification.
12.2 Supplier name.
12.3 Supplier number.
12.4 Specific information which is being added or changed within
the ERP system.
12.5 Business Requester and all required Approvers names, global
id and e-mail addresses
must be provided.
12.6 Payment Terms
NOTE: ASIA region requires the Tax Identification number (or
equivalent). Reference 12.0.a.
13.0 DEFINITIONS
13.1 Active Approved - Supplier Status assigned to a Supplier
which is active or approved for use,
within CBRE Enterprise Resource Planning (ERP) systems.
13.2 Agent/Sales Consultant – Supplier Type assigned to a
Supplier representing CBRE products or services to customers
regarding sales/marketing. (Includes Sales Facilitators and
Distribution Facilitators.)
13.3 Approver – Persons responsible, depending on Supplier Type,
for ensuring that the Due
Diligence evaluation, Delegation of Authority and/or Supplier
Add Change Form is complete
and approved/unapproved as defined in this process.
13.4 Business Consultant/Professional Fees – Supplier Type
assigned to a Supplier that
performs consulting and/or professional services such as, legal,
accounting, real estate or
architectural design services, etc. Supplier does not interact
with government authorities.
Usually selling, general and administration (SG&A)
spend.
NOTE 13.4.a: The CBRE Legal Department has the responsibility to
conduct Due Diligence
evaluation of law firms.
13.5 Charity – Supplier Type assigned to a non-profit
organization receiving donations or
nonreimbursable fees.
13.6 Commodity Code - The classification of products and
services that describe in sufficient detail
“WHAT” is being purchased. Global Purchasing and Supply Chain
Management (GPSCM)
needs commodity codes to effectively source, track, and manage
spend by category. The
Commodity Code set is a hierarchical classification with five
levels. Each level has its own
unique letter and number, creating a unique 9-digit alpha
numeric code.
13.7 Conflict of Interest – Due Diligence and Supplier Add
Change Form criteria which require the
Requester and Approver to verify that they have no financial or
beneficial interest in the
Supplier.
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 15 of 18
13.8 Controlled Subsidiary – Child business of a Supplier where
the Supplier has the majority
ownership of the child.
13.9 Customer – Supplier Type assigned to a purchaser of CBRE
goods or services where no other
Supplier type is applicable. If the core Supplier business is to
sell goods or services to CBRE,
do not use this Supplier Type. For EMEA region, purchase orders
are required and will have a
record within the vendor master file to receive a payment from
CBRE (accounts payable).
13.10 Customs Broker/Freight Forwarder – Supplier Type assigned
to Supplier performing
customs related services for CBRE or responsible for moving CBRE
freight internationally.
13.12 Delegation Of Authority (DOA) Approval – The minimum level
of CBRE functional
personnel approvals required to move forward with a
transaction.
13.13 Direct – Supplier Type assigned to a Supplier that
provides goods included on the bill of
material for repetitive production at CBRE manufacturing
facilities.
13.14 Direct Supplier Assessment Survey – Due Diligence criteria
which require the Supplier to
complete a survey that examines a variety of performance
categories. At CBRE discretion, an
on-site assessment may be required.
13.15 Do Not Use/Do Not Pay (DNU/DNP) – Supplier Status assigned
to a Supplier which exists
within a CBRE Enterprise Resource Planning (ERP) system and is
believed to engage in
corruption or other unethical or illegal behavior that is in
violation of the CBRE Standard of
Business Conduct or relevant anti-bribery, anti-corruption, or
other laws or pertinent
regulations.
13.16 Due Diligence – A formal process of investigating and
evaluating a proposed new Supplier.
13.17 Employee – Supplier Type assigned to a CBRE employee.
13.18 Filebound Data – A file created and approved by the
Accounts Payable department for
Supplier’s payment remit to address.
13.19 Enterprise Resource Planning (ERP) System – A business
system that serves as a
database containing the vendor master files. Typically used for
many functions, such as: storing
vendor master records, issuing purchase orders to
Active/Approved vendor master records, or
issuing payments for invoices against approved purchase orders.
Examples of such business
systems include Oracle, SAP, MAPICS, or Iscala.
13.20 Financial Assessment – Due Diligence criteria which
requires an evaluation of the Supplier’s
general economic health. The Financial Disclosure
Confidentiality Agreement must be completed by the Supplier
prior to gathering the
information if the information is not publicly available.
Financial reports from third party
databases such as Dun and Bradstreet may also be used to
determine a Supplier’s financial
stability.
13.21 Financial/Leasing/Insurance – Supplier Type assigned to a
business, company and/or a
financial institution that lease or rent items such as
machinery, factory, and office equipment,
etc., or provides financial and insurance related products and
services to CBRE.
13.22 Freight – Supplier Type assigned to a Supplier which moves
material within national
boundaries on behalf of CBRE. Modes include rail, truck, air and
ship. These are also known as
a common carrier.
13.23 Goods – Materials, either as raw materials or finished
components or products.
13.24 Government Agency/Municipality – Supplier Type assigned to
a government Supplier,
government agent or municipality; typically a taxing or
licensing authority. In some regions,
governments may assign this role to third parties as their
agent.
13.25 Government Facing Business Consultant – Supplier Type
assigned to a Supplier that
interacts with government authorities for CBRE to perform a
variety of consulting or
professional services such as obtaining permits/licenses, tax
consulting, lobbying, legal,
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 16 of 18
accounting, real estate or architectural design services. These
Suppliers are considered a High
Risk Vendor Supplier Type.
NOTE 13.25.a: The Legal Department has the responsibility to
conduct Due Diligence
evaluation of law firms and lobbyists. Exceptions maybe
documented in (LBOS). NOTE
13.25.b: In North America region, these will include Public
Sector Consultants or Government
Relations Consultants that may represent (a) CBRE’S business in
legislative, regulatory or
administrative action or rule making relevant to its commercial
interests; or (b) provide advice,
consultation and representation with respect to sales and
marketing efforts in public sector
vertical markets, also known as a Lobbyist.
13.26 High Risk Vendor – Supplier category that requires legal
Due Diligence evaluation prior to
being added in a CBRE Enterprise Resource Planning (ERP)
system.
These High Risk Vendor Supplier types include Custom Brokers /
Freight Forwarders,
Government Facing Business Consultants, and Agents/Sales
Consultants
13.27 High Risk Vendor Due Diligence Evaluation – Due Diligence
investigation used to
determine whether the Supplier uses only ethical business
practices.
13.28 Inactive/Retired – Supplier Status assigned to a Supplier
which exists within CBRE
Enterprise Resource Planning (ERP) systems, has no open purchase
orders or invoices for a
period of at least eighteen months, or has otherwise been
identified for non-use in regional
Enterprise Resource Planning (ERP) system.
13.29 Indirect – Supplier Type assigned to a Supplier which
provides services and non-bill of
material items (selling, general and administration/SG&A) in
the support of requirements
defined by field offices or factories. Use Indirect Supplier
Type for Suppliers that provide
products and services such as office supplies, hotels, travel
agencies, dues/membership,
education, entertainment, meetings, and equipment/tools/parts
for job sites.
13.30 Indirect Supplier Assessment Survey – Due Diligence
criteria which requires the Supplier
to complete a survey that examines a variety of performance
categories. At CBRE discretion,
an onsite assessment may be required.
13.31 Inter-company – Supplier Type assigned to a CBRE Supplier
selling to another CBRE
Supplier, where CBRE retains operating control – 50% or greater
ownership and consolidated
sales – of both entities.
13.32 Landlord – Supplier Type assigned to a person, business,
or organization renting or leasing
property such as land, buildings, etc.
13.33 Legal Professional Service Firm – A Supplier required by
CBREs Legal Department to
perform legal services; usually assigned a Supplier type of
Business Consultant/Professional
Fees.
13.34 Majority Ownership – Supplier relationship where a parent
company holds a greater than
50% ownership with the child company.
13.35 Preferred Supplier – A Supplier that offers greater value
to CBRE. The spend is usually for
goods and services of commonly CBRE used items or categories of
product. The Supplier is
included on a Preferred Supplier list.
13.36 Requester – Person responsible for initiating and
completing Due Diligence, Delegation of
Authority and/or Supplier Add Change Form actions to any CBRE
Enterprise Resource
Planning (ERP) system. This can be a member of any department of
Global Workplace
Solutions (GWS).
13.37 Sensitive Suppliers – Business partners identified by CBRE
Finance which require additional
review prior to receiving payments from CBRE.
13.38 Services – Activities with a high labor content generally
performed by licensed trades or firms
that specialize in repair, installation, or maintenance
functions.
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 17 of 18
13.39 Ship Owner Commission – Supplier Type assigned to a
Supplier that facilitates a
commission payment to a person or company that owns a ship/ocean
vessel.
13.40 Sponsorship – Supplier Type assigned to an individual or
agency receiving donations,
pledges, educational grants, or contributions for both
charitable and non-charitable business
purposes.
13.41 Subcontractor/Service – Supplier Type assigned to a
Supplier that performs a specific task
in support of requirements defined by Global Workplace Solutions
field offices or factories.
Usually job chargeable (cost of goods sold) including a building
trade, i.e. plumbing, electrical,
construction. This may also include professions such as
Architects or Engineers for
clients/customers.
13.42 Supplier or Vendor – Either the word “Supplier” or
“Vendor” may be used to describe any
Supplier from which CBRE purchases goods or services.
13.43 Supplier Evaluation – The Due Diligence minimum set of
measurements, standards, and
surveys to be used depending on Supplier type.
13.44 Supplier Made Aware of the CBRE Standards of Business
Conduct– CBRE’s Standards
of Business Conduct, which includes compliance to anti-bribery
laws. The CBRE Standards of
Business Conduct can be located at www.cbre.com/codeofconduct.
This URL must be
referenced on every purchase order issued in GWS.
13.45 Supplier Made Aware of Terms and Conditions – CBRE Global
Terms and Conditions of
Purchase as applicable to the service or product provided. CBRE
Terms and Conditions exist
in a variety of country/language variants located at
www.cbre.com/suppliertermsandconditions
This URL must be referenced on every purchase order issued in
GWS.
13.46 Supplier Risk – Defines a Supplier’s potential for
improper or illegal behavior. The highest
risk Suppliers require the most extensive Due Diligence
evaluations and the lower risk
Suppliers require the least.
13.47 Tax or VAT ID – Due Diligence criteria which requires the
Supplier’s valid tax identification
number, government registration number, business number, or
equivalent. This is part of the
Supplier Add/Change Form.
13.48 Third Party – A Supplier which is not a direct party to
goods, contract or agreement, but may
transact (i.e., receive purchase order, submit invoice, etc.)
with CBRE. Examples of Third Party
Supplier types can be Agent/Sales Consultants, Ship Owner
Commission, Customer, Charity,
Sponsorship and Employee.
13.49 Union/Court Ordered – Supplier Type assigned to a Supplier
for payments that are required as a result of Court ordered
judgment, law suit settlement, or union/collective bargaining fees
or dues.
13.50 Utility – Supplier Type assigned to a Supplier that
provides services such as energy, water,
sewage treatment, or telecommunications, etc.
13.51 Vendor Master Administrator (VMA) – Person performing data
entry into local CBRE
Enterprise Resource Planning (ERP) system. This person should be
a member of the
Purchasing Department if separation of duty requirements can be
met.
13.52 Verification of Name and Address – Due Diligence criteria
which requires the Supplier’s
name and address to be verified through a third party database
such as Dun and Bradstreet,
website, telephone directory, etc. Screen shots, formal reports
or other evidence from these
sources are acceptable.
13.53 Vendor Master Record – Specific Supplier data record in an
Enterprise Resource Planning
(ERP) system.
13.54 WebTop/Documentum – An application supported by the CBRE
Information Technology
team used to store various documents electronically.
http://www.cbre.com/codeofconducthttp://www.cbre.com/suppliertermsandconditions
-
BOS Process Vendor and Third Party Administration Process BOS
13-29.102.GWS.GLB
©Copyright CBRE 2016 Page 18 of 18
14.0 SUMMARY OF CHANGES
Rebranding
Removal of North America EFT requirement
Rebranding to CBRE
15.0 REFERENCES
15.1 Purchasing Policy BOS 13-29.105.GWS.GLB
15.2 High Risk Supplier Accreditation Guidelines BOS
13-29.806.GWS.GLB
15.3 Do Not Use/Do Not Pay Guidelines BOS 13-29.807.GWS.GLB
15.4 Supplier Payment Change Requests Policy
BOS 13-29-103.GWS.GLB
15.5 Request to Change Supplier Payment Terms
Form
BOS 13-29-607.GWS.GLB
15.6 Supplier Payment Terms Policy BOS 13-29.103.GWS.GLB
15.7 CBRE Standards of Business Conduct
www.cbre.com/codeofconduct
15.8 Global Terms and Conditions of Purchase
www.cbre.com/suppliertermsandconditions
15.9 Indirect Supplier Assessment Survey BOS
13-29-609.GWS.GLB
15.10 External Indirect Supplier Standards Manual BOS
13-29.400.GWS.GLB
http://www.cbre.com/codeofconducthttp://www.cbre.com/suppliertermsandconditions