Supplier Portal: online collaboration

Live since March 2015, the Ballast Nedam Supplier Portal is a website where you as a supplier can share information with us quickly, safely and reliably. For instance, you can…

* Download your Declarations of Performance and upload and track your invoices.

* Update your company information for our records.

* Upload sequential liability (WKA) documentation.

* Share project documents such as drawings with the Ballast Nedam project team.

The portal’s functionality is to be further enhanced over the next few months. We have every confidence that it will help improve collaboration between Ballast Nedam and its suppliers.

If you have any questions about the portal, or would like to gain access to it, please contact our Financial Services Centre at:

  • +31 30 285 3400 (Monday to Friday, 08.30-15.30 CET); or,
  • cfd@ballast-nedam.nl (e-mail us your question and contact details and we will call you back within two working days).

Log in

Suppliers with a user name and password can log in here.

Purchasing

Although much of our purchasing is decentralized, the General Contracts Purchasing Department (Inkoop Algemene Contracts, IAC) conducts a number of support activities centrally.

Management of framework agreements

IAC manages the national and regional agreements entered into centrally by Ballast Nedam. Most of these are framework agreements covering products and services that are needed by almost every project, that can be standardized and that are an administrative burden. Examples include waste disposal, ironmongery and tools, timber, sheeting and building supplies.

Purchasing support

IAC supports business units without their own purchasing function in reaching agreements with suppliers. 

It also helps departments to deal with changes that might affect their suppliers and subcontractors, such as the establishment of the Financial Services Centre.

Pooling information

Because most of our purchasing is decentralized, good communication and sharing knowledge are essential. IAC puts a lot of effort into communication, with a purchasing newsletter, site visits and reports. It also ensures that the supplier and subcontractor details in our information systems are complete and accurate.

If you have any questions about framework agreements or would like to become a supplier, see the contact page to find out how to reach IAC.

Compliance screening of suppliers and subcontractors

The great majority of Ballast Nedam’s suppliers and subcontractors are registered in our Central Supplier Database (Centraal Leveranciers Bestand), and all those who are listed there are subject to regular integrity screening. Conducted by an independent agency using open sources, this procedure examines all relevant information for the past five years, abroad as well as in the Netherlands. In addition to the regular procedures, ad-hoc screenings may also be conducted.

To raise staff awareness of our compliance guidelines and to ensure that they are followed correctly, we have implemented a number of integrity aids. One is an intranet tool for checking invitations, gifts and incidents against our policy. Feedback from this tool is monitored and dealt with following a set procedure.

Ballast Nedam takes a zero-tolerance approach to breaches of our compliance policy and code of conduct. Whenever a possible violation is reported, we launch a thorough investigation. Any confirmed breach triggers immediate action. Our terms of business and all our purchasing agreements refer explicitly to this policy, and any infringement of it is treated as a breach of contract.

By tightening up our policy in this way, Ballast Nedam is further reiterating our commitment to absolute corporate integrity. Just as we expect our own personnel to adhere to these tenets, this is a principle we also expect all our suppliers and subcontractors to uphold.

Electronic invoicing

One of the areas in which Ballast Nedam wishes to improve its interaction with suppliers is the so-called “purchase-to-pay” (P2P) process. One important aspect of P2P is the receipt and processing of your invoices. To optimize this procedure, we intend to entirely digitize it.

This means that you as a supplier submit your invoices in a fixed XML format, together with a PDF version of the invoice itself and any attachments. The XML data can be uploaded directly into Ballast Nedam’s financial system, with all the benefits this entails.

Our system is based on the S@les in de Bouw standard. For more information, see www.salesindebouw.nl. If you have any questions, please contact our Financial Services Centre. We will be happy to discuss how we help you to submit your future invoices in a compatible format.

If you are not yet able to generate XML e-invoices, you can still e-mail us digital invoices instead. Each Ballast Nedam entity has a special address for this purpose, identifiable by the initial word “invoice” (invoice-…-..@ballast-nedam.nl). You can find full details of all Ballast Nedam companies and their e-mail addresses in the Corporate Invoicing List (Bedrijvenlijst voor Facturatie).

Related documents

Document Download
Code of conduct for subcontractors and suppliers PDF
Invoice Terms of Ballast Nedam PDF
Overview of Ballast Nedam companies to be used for invoicing PDF
General purchase conditions 2012 (International Projects) PDF
General Terms and Conditions of Purchasing PDF