PTR Hartmann

General terms and conditions of purchase



  1. These general terms and conditions of purchase apply exclusively in respect of all present and future deliveries and services provided to PTR HARTMANN GmbH (PTR) and to the exclusion of the supplier’s general terms and conditions of business and subject to differing written agreements.
  2. They are deemed to be accepted when the supplier submits an offer.
  3. Neither silence nor the order or the acceptance of the delivery or service or payment for these through us shall be deemed to be acknowledgement of differing agreements.


  1. Only written orders are valid. Orders placed orally and by telephone, and any alteration to an order, require written confirmation in order to be binding.
  2. The supplier undertakes to respond to our order within two (2) working days. If we do not receive confirmation within a period of two working days, we are no longer bound by our order.
  3. Offers are submitted by the supplier free of charge and without obligation for us. We shall only reimburse expenses if this was approved by us in advance. The offers must correspond to our enquiries. If deviations are unavoidable, the supplier shall specifically point this out.


  1. The agreed prices are fixed prices and including packaging and are to be understood CPT place of delivery for domestic deliveries and DDP place of delivery for all other deliveries. Incoterms 2020 apply in each case. If remuneration is owed at cost, the agreed amount is to be understood as the upper limit of payment (cost ceiling). The supplier discloses the costs and cost rates in his offer.
  2. The prices and remuneration cover all deliveries and services necessary to fulfil the relevant order. In particular the following are also covered: Installation and documentation costs, costs for initial instruction, expenses, licence fees, costs for packaging, transport, insurance and unloading. Agreed prices are in all cases fixed prices, including all ancillary costs. Delivery shall take place carriage paid to the place of receipt specified by us, including packaging.

IV. DELIVERY OBLIGATIONS, delay in delivery

  1. In principle, unless otherwise agreed, delivery is at the supplier’s risk. The risk is only transferred to us when the goods are handed over at the place of destination.
  2. Delivery dates and deadlines are binding.
  3. Every delivery must be accompanied by a delivery note containing details of the order number and PTR materials number.
  4. We reserve the right to recognise excess and/or short deliveries.
  5. Deliveries on pallets must only be made on Euro pallets or untreated wooden pallets.
  6. Secondary packaging / sales packaging must be capable of multiple use or be recyclable (cardboard packaging, foil, etc.).
  7. In the event that circumstances occur or are threatened which prevent adherence to the agreed delivery time, the supplier shall inform us immediately of the reasons for and the probable duration of the delay.
  8. In the event of delay in delivery, we are entitled to legal claims. In particular, following the fruitless expiry of an appropriate period of grace, we are entitled to compensation in place of performance and cancellation. If we claim damages, the supplier has the right to show to us that he does not bear responsibility for the breach of duty.

V. Outgoing inspection of goods, packaging, dispatch,
     proof of origin

  1. The supplier shall carry out inspection of outgoing goods in respect of defects in the goods.
  2. All goods must be properly packed, marked and, taking into account the degree of care customary in the trade, dispatched in such a way that ensures the lowest transport costs. Unless otherwise agreed, the goods to be supplied shall be packed in accordance with the packaging regulations current at that time. The supplier shall be liable for damage resulting from defective packaging.
  3. The supplier shall immediately procure in full all documentation and other details which are required in accordance with the customs or other applicable statutory regulations, in particular (i) drawback documentation and (ii) all certificates of origin and (iii) all other documentation which relates to the goods and materials contained therein in terms of commercial and preferential law.
  4. If we specify a transport company or means of transport, the supplier shall carry out transport accordingly.

VI. Issuing of invoice, terms of payment

  1. Invoices shall be sent separately from the goods. The invoice must contain our order number, the date of the order and the item and reference number.
  2. Unless otherwise agreed, we make payments after deduction of a 3% discount for payment within 20 days or within 60 days net after receipt of invoice. If we receive the goods after the invoice, the period of time for the discount commences only on receipt of the goods.
  3. The assignment of payment claims to third parties requires our prior written agreement.


  1. Immediately after receipt of the goods we shall check whether they correspond to the quantity and type ordered and whether there are any externally visible transport damage or defects. We are not obliged to carry any further inspections. Complaints are deemed to have been made in good time if they are sent within five (5) days after discovery of a defect. In any case, notice of hidden defects is also deemed to have been given in good time if reports are sent in the same way to the supplier within five (5) working days after discovery.
  2. The supplier guarantees that all the goods he supplies are free of defects and have the agreed characteristics and are suitable for the relevant purpose.
  3. On request and at his own cost and our discretion, the supplier shall eliminate defects of which he is advised during the warranty period by means of repair or replacement of the faulty parts or new delivery of the goods.
  4. We are entitled, at the supplier’s expense, to remedy defects ourselves if there is danger in delay or special urgency. The supplier shall bear the resulting costs.
  5. Following the fruitless expiry of an appropriate period of grace as imposed by us for repair or new delivery or after two failed attempts at repair, we are entitled to the legal rights of cancellation, reduction and compensation.
  6. The supplier shall bear all the expenses incurred for the purpose of carrying out rectification, in particular the costs of transport, travel expenses, work and materials, installation and disassembly, and costs incurred in determining the cause of damage.
  7. The limitation period is based on the legal statutes. In the case of replacement delivery and correction of faults, the warranty period for replaced and repaired parts shall recommence.
  8. Furthermore, we are entitled to the undiminished legal claims for damages and to reimbursement of expenses from the supplier.


  1. Insofar as the supplier is responsible for a product defect, he is obliged to indemnify us on first request against claims by third parties for damages insofar as the cause occurred in his range of control and organisation and he is liable in relation to third parties.
  2. In this context the supplier is also obliged to refund to us all and any expenses in accordance with §§ 683, 670 BGB which are incurred as a result of or in connection with product recalls which we carry out. Insofar as this is practical and reasonable, we will inform the supplier of the content and extent of the product recalls which are to be carried out and will give him an opportunity to express his opinion. Other statutory rights remain unaffected.
  3. The supplier shall insure himself for an appropriate amount against risks resulting from product liability and shall on request allow us to inspect the insurance policy and/or confirmation of his insurance.
  4. The supplier shall mark the objects of delivery in such a way that they are permanently recognisable as his products, unless this is otherwise regulated in individual agreements.
  5. By marking the products or, if this is impossible or inexpedient, then by taking other suitable measures, the supplier shall ensure that in the event of the occurrence of a fault on products he can immediately determine which other products might be affected. The supplier will inform us of his marking systems or other measures in such a way that we can carry out our own investigations to the extent necessary.


  1. The supplier expressly assures us that the goods supplied to us are free from rights and claims by third parties. The supplier assumes full liability towards us that in delivering the goods ordered by us, their resale or processing by us, no protective rights or other rights of third parties are infringed.
  2. If we are prosecuted by a third party on the grounds of infringement or limitation of such rights, the supplier is obliged to indemnify us to the full extent against all such claims and measures by third parties. This also includes timely defence against the threat of claims and measures taken against us by third parties.
  3. The supplier's liability also includes consequential damages including those which occur as a result of supply bottlenecks and interruptions to production.

X. Force majeure

  1. Force majeure shall exempt the contracting parties for the duration of the interference and within the scope of its impact from their obligations. The contractual parties are obliged, to the extent which is reasonable, to provide immediately the required information and to adapt their obligation to the changed circumstances.
  2. The purchaser is freed, wholly or partially, from the obligation to accept the ordered goods/services and to withdraw from the contract insofar as the delivery/service is no longer utilisable as a result of the delay caused by force majeure at the purchaser’s, taking economic aspects into consideration.
  3. In the event that the impediments last more than two months, either party is entitled to withdraw from the contract without setting any further deadline.

XI. Confidentiality and retention of title

  1. The parties to the contract undertake to treat as trade secrets all non-obvious commercial and technical details of which they become aware as a result of the business relationships. Drawings, models, templates, samples and other objects must not be entrusted to or otherwise made available to unauthorised third parties. The copying of such objects is only permissible within the context of commercial requirements and copyright regulations. Corresponding undertakings shall be obtained from sub-suppliers.
  2. The supplier shall only use the business relationship for the purpose of advertising after obtaining prior written permission from us.
  3. We acquire ownership of the supplied goods when full payment has been made. Any prolonged or extended retention of title on the part of the supplier is excluded.

XII. Quality

  1. In respect of his deliveries, the supplier shall comply with the accepted rules of technology, the agreed specifications, quality, environmental, safety and test regulations, and the agreed technical data. Alterations to the delivery item and a change to materials, tools or processes occurring during manufacture require prior written agreement by us. The supplier shall check the specifications and advise immediately of any changes which may be necessary.
  2. At the time of handing over to PTR HARTMANN, the delivery items delivered by the supplier, and the services he provides, shall correspond to the relevant accepted state of the art, the relevant safety regulations and the concluded quality assurance and environmental agreements. In particular, in respect of all materials, preparations and products, the supplier shall comply with the currently applicable obligations within the framework of REACH (Registration, Evaluation, Authorisation and Restriction of Chemicals) and ROHS (Restriction of Hazardous Substances). In addition, the supplier undertakes to ensure that no “Conflict Materials” as defined in paragraph 1502 of the Dodd-Frank Act are used. The supplier shall indemnify us against all claims under public or private law resulting from an infringement of these regulations. The supplier shall make available all the necessary test certificates and supporting documentation.
  3. The supplier shall check the quality of the ordered goods at regular intervals and provide the agreed test certificates; the supplier shall inform us immediately and in writing of any quality-related problems which occur in respect of the goods.
  4. We have the right to inform ourselves to the appropriate extent and on the supplier’s premises and upon prior notice regarding compliance with the quality regulations and the quality management system and to inspect the relevant documentation. The supplier shall support us to the necessary extent to make documentation available and to provide information.


  1. The supplier agrees that within the scope of the business relationship we store, or have stored by service providers, on computerised systems the supplier’s necessary data and the contracts concluded with him and only use these for the purpose of contractual cooperation within our group of companies.
  2. Our data protection declaration can be found on our website at:

XIV. Place of fulfilment, place of jurisdiction,
        choice of applicable law

  1. The place of fulfilment for deliveries/performance, consequently the place of fulfilment for supplementary performance, is the place of delivery specified by us.
  2. The ordinary courts at the place of jurisdiction at the registered office of our company shall decide regarding all disputes which result from or in connection with this contract, also insofar as they relate to the validity, rescission or termination of this contract, and applying national German law. We may also sue the supplier at his place of general jurisdiction.
  3. The law of the Federal Republic of Germany applies. The provisions of the United Nations Convention on Contracts for the International Sale of Goods (CISG) and the collision rules of private international law are specifically excluded.

XV. Miscellaneous

In the event that individual provisions of these terms and conditions of purchase are invalid, all the other conditions remain unaffected by this. The parties undertake to replace an invalid provision by a valid one which comes closest to fulfilling the commercial purpose of the invalid provision.

Note Although this is an accurate translation, only the German-language version of these terms and conditions is valid in a court of law.

Werne, 04/2020