Terms of Sale

• We buy every item per order and keep no stock. Prices and lead times depend on our suppliers.
• A quotation is valid for 15 days unless it says otherwise.
• Standard payment is 50% down and 50% on delivery. Software and special orders are paid 100% upfront.
• When you sign our Delivery Receipt, you confirm the box count and outside condition only. You then have 3 days to report problems with what's inside (24 hours for visible physical damage). Your legal rights for hidden defects are not affected.
• Warranty is the manufacturer's or supplier's warranty only. We help you claim it.
• Once we order from the supplier, the order can't be cancelled. No change-of-mind returns, but defective, damaged or wrong items are always covered.

These terms apply to every sale by HACIEN unless a signed written agreement says otherwise. The terms printed on our Sales Invoice and Delivery Receipt also apply, and these terms follow them. If documents conflict, this order applies:

1. a signed written agreement for the order;
2. our written quotation as accepted, and your purchase order where it matches the quotation;
3. the terms printed on our Sales Invoice and Delivery Receipt;
4. these Terms of Sale;
5. website content.

Standard terms printed on a customer's purchase order do not apply unless we agree to them in writing.

• Our quotation lists the items, quantities, prices, delivery terms and any conditions.
• A quotation is valid for 15 days from its date, unless it states a different period.
• Because we buy per order, supplier prices and stock can change. If they change before we confirm your order, we will send a revised quotation.
• Exchange rates: prices of imported items may change if the exchange rate moves before we place the supplier order. We will tell you and send a revised quotation before ordering.

1. You accept our quotation in any of these ways: a signed quotation, a purchase order (PO) that refers to it, or an email.
2. We check availability with our supplier.
3. We confirm the order by email, by signing your PO back, or by giving you a sales order (SO) number. The order is binding only after we confirm it.
4. We place the supplier order after we receive the down payment (section 8).

• We keep no office stock. Every item is ordered from our suppliers after your order is confirmed.
• Lead times on the quotation are estimates, not firm promises.
• If an item becomes unavailable, we will offer an equal or better item. We deliver a substitute only after you approve it in writing. If you don't approve it, we remove that line from the order and refund or credit any payment for it.

• Prices are in Philippine pesos (PHP), as stated on the quotation.
• HACIEN is a non-VAT registered business. Our prices and Sales Invoices do not include VAT.
• Withholding tax: if your company withholds tax on payments to us, please tell us before paying and give us BIR Form 2307 for the amount withheld. Our Sales Invoice has a "Less: Withholding Tax" line for this.
• Delivery fee: quoted separately on the quotation.

• Delivery areas: nationwide.
• Schedule: we agree a delivery date and time with your contact person. Please tell us early about gate passes, building rules, receiving hours or site requirements.
• Who may receive: anyone at the delivery address may receive and sign for the delivery, unless your PO names specific receivers.
• Delivery Receipt (DR): every delivery comes with our BIR-accredited Delivery Receipt. The receiver writes their printed name, signature, and the date, and adds a company stamp if available.
• What signing the DR means: the signed DR confirms the number of boxes and their visible outside condition only. It does not confirm what is inside the boxes. Please note any missing boxes or visible damage on the DR before signing.
• Reporting problems after delivery: report missing, wrong or damaged contents within 3 days of delivery. Report visible physical damage within 24 hours. Report by email (sales@haciensolutions.com) or Viber, with your DR number and photos.
• Acceptance: the box count is accepted when the DR is signed. The goods are fully accepted when the 3-day report period ends with no report. This does not affect your legal rights for hidden defects (Civil Code: up to 6 months from delivery), or your rights for online orders under the Internet Transactions Act (RA 11967).

HACIEN issues BIR-accredited pre-printed documents:

• Delivery Receipt (DR): given on delivery;
• Sales Invoice (SI): issued for the sale;
• Collection Receipt (CR): issued when we receive payment.

With some deliveries we also attach a "PACKING LIST & DELIVERY DETAILS (Attachment to DR No. ___ / SI No. ___)" sheet with a QR code to our policies page (haciensolutions.com/policies). It is not an official receipt or invoice.

Website messages, emails, tracking pages and quotations are not invoices or receipts. If a document has a mistake, contact us with its number. We void it and issue a new one following BIR rules.

• Standard terms: 50% down payment when you order, and 50% on delivery.
• Software and special orders: 100% payment before we order.
• Credit terms: 30 days, only for approved corporate and government accounts.
• Unless otherwise arranged in writing, payment is cash upon presentation of bills (as printed on our Sales Invoice).
• Payment methods: bank transfer, check, or cash.
• Where to pay: only to the payee name and bank account printed on your HACIEN quotation or Delivery Details sheet. Checks are payable to HACIEN INFORMATION TECHNOLOGY SOLUTIONS.
• HACIEN will never change its bank details by email or chat alone. If anyone asks you to pay a different account, call or email us at sales@haciensolutions.com before paying.

These match the terms printed on our Sales Invoice:

• Ownership: HACIEN keeps ownership (title) of the goods until they are fully paid.
• Interest: accounts not paid within 30 days are charged interest of 24% per year.
• Attorney's fees: if we must file a court case to collect, you also pay 25% of the amount due as attorney's fees and costs of collection.
• Court venue: any court case is filed in the proper courts of Pasig City.

We do not accept retention (holding back part of the payment) on our invoices, unless agreed in writing or required by law for government procurement.

Because we order every item for you:

• Before we place the supplier order: you may cancel free of charge.
• After we place the supplier order: the order can't be cancelled. If we agree to an exception in writing, you pay any fees the supplier charges us.
• Special-order or configured items, and activated software licences or subscriptions: cannot be cancelled or returned.
• Refunds, when due: by bank transfer or check, within 15 business days.

Change of mind. We order every item for you, so we don't accept returns or refunds just because you changed your mind, chose the wrong item, or no longer need it. This includes special-order or configured items and software licences once activated.

Defective, damaged or wrong items. This does not affect your rights under Philippine law. If an item is defective, arrives damaged, is not what you ordered, or doesn't match its description or warranty, we will repair it, replace it, or refund you, as the law requires. If you are an individual buying for personal use, you may choose between those remedies where the Consumer Act (RA 7394) gives you that choice. You can bring a warranty claim to us with your receipt or warranty card, and we will pass it to the supplier for you. Hidden defects can be reported within the period the law allows (Civil Code: 6 months from delivery).

Not covered: damage caused by misuse, mishandling, or unauthorized repair.

HACIEN does not give its own warranty. Each product has the manufacturer's or supplier's warranty only, which we pass on to you. See Warranty and Returns.

Risk of loss or damage passes to you when the DR is signed. Ownership stays with HACIEN until full payment (section 9).

To the extent allowed by law:

• HACIEN is not liable for indirect, incidental or consequential losses, lost profits, lost data, or penalties charged by third parties; and
• HACIEN's total liability for any claim is limited to the net price you actually paid for the specific item (line) the claim is about.

Please back up and remove your data before equipment is installed, replaced or sent for repair. To the extent allowed by law, HACIEN is not responsible for data left on equipment sent for repair. We still protect any personal data we see while handling it.

We are not responsible for delays caused by events outside our control (Civil Code Art. 1174), such as natural disasters, government acts, customs holds, port congestion, power or telecom outages, and global shortages from manufacturers. If one happens, we will tell you and the delivery date is extended. These events do not excuse payment for goods already delivered, or for special orders we have already bought from the supplier.

These terms and every sale are governed by the laws of the Republic of the Philippines. If there is a disagreement, please contact us first. We will both try to settle it for 30 days before going to court. Any court case is filed exclusively in the proper courts of Pasig City, as printed on our Sales Invoice.

We may update these terms. Each order follows the version printed on its quotation, or if none is printed, the version in effect on the quotation date. Earlier versions stay at Policy history.