Procurement Accounts Payable (AP)

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2 Accounts Payable 2

3 Procurement Accounts Payable (AP) Non-Resale (NFR) Billing Instructions JCP Post Audit Policy & Process NFR Invoice Match (NIM) AP Post Audit AP Action Request (AR) Process There are three important Accounts Payable topics and areas of opportunity where your action will help improve JCPenney s Accounts Payable process and your Accounts Receivable process. The AP topics are: Non-Resale Billing Instructions Where to find them and what s in them and discuss a few key supplier issues JCPenney Post Audit Policies & Procedures and Review JCPenney s internal Non-Resale Invoice Match or NIM - how the internal match process is currently done at JCP The external Accounts Payable Post Audit process Who are the Post Audit firms used by JCP And last, JCPenney s Accounts Payable Action Request (AR) Process When and how to open an Action Request 3

4 NFR Billing Instructions Available on Supplier Internet Site Detailed Invoicing Instructions General AP Information The Procurement NFR Billing Instructions are updated quarterly and available on the JCPenney Supplier Internet Site at The Billing Instructions contain: Specific invoicing instructions which details the information required to validate and process your invoices accurately and efficiently General AP information such as JCPenney s AP payment cycles and how payment due dates are calculated Details JCPenney s electronic commerce requirement and current e- commerce options Details JCPenney s Accounts Payable inquiry and invoicing resolution process For those suppliers that support the JCPenney Merchandise and NFR business, there a separate invoicing instructions specific to each business. 4

5 NFR Billing Instructions Supplier Billing Issues Supplier # XXXXX-X PO or Contract Number Invoice Detail from PO Invoice Date Timely Management of Accounts Receivables including AP Deductions (Chargebacks) The most common Supplier Billing Issues: Your JCPenney 6 digit supplier number must be on each invoice transaction invoices without a supplier number delays your payment and may require the invoice be returned to you Ensure all invoices include the JCPenney 8-digit Purchase Order number or the JCPenney Contract Number (if no PO issued) All invoices must contain line item detail from the Purchase Order or Contract Schedule The invoice date must be the date the product was shipped or the date the service was performed And JCPenney expects all suppliers will reconcile the JCPenney account each month and submit all open items immediately for processing or research. 5

6 AP Post Audit Policy Audit Timing Industry Standard JCP reviews AP transactions for 2 years from the end of the calendar year the transaction occurred Duplicate payments have an unlimited review period JCPenney utilizes the Post Audit AP industry standard time frame by Review AP transactions for 2 years from the end of the calendar year the transaction occurred Unlimited time frame for all duplicate payments AP transactions are reviewed by at least an internal team and two external firms 6

7 AP Post Audit Policy Audit Procedures AP Audit Claims more than $5,000 Reviewed by Procurement Finance Associate and Procurement Agent Claim mailed/faxed to the supplier 30 day advance notice of deduction All Procurement Post Audit Claims over $5,000 are Reviewed by a Procurement Finance Associate and the Procurement Agent prior to being communicated to the supplier And the Supplier is provided a 30-day advance notice of the deduction(s) a supplier s response within 30 days is critical for accuracy and efficiency in processing payment deduction for both JCP and your organization. 7

8 AP Post Audit Policy Audit Types Contract Compliance Credit Memos Duplicate Payments Pricing/Cost Overcharges Freight Claims Anticipation Miscellaneous Charges Sales Tax Note: Not an all-inclusive list This slide lists a few of the most common Audit Claim Types As you can see all Audit Types are Contract Compliance related. Credit Memos - When supplier submits a credit memo due to JCPenney for an overpayment Duplicate Payments Where a supplier s invoice is submitted twice for the same product or service or improper JCPenney invoice processing Pricing/Overcharges A supplier s invoice charges more for an item than is authorized by contract or purchase order Freight Claims Result from supplier routing violations Anticipation Cost of money recovery when an invoice is paid earlier than the supplier s payment terms require Miscellaneous Charges When a supplier submits unauthorized miscellaneous charges on an invoice Sales Tax Where the sales tax amount charged on the invoice is incorrect This is not an inclusive list of Audit Types, just a few of the most common types. 8

9 AP Post Audit Policy Post Audit Organizations Internal NFR Invoice Match (NIM) External PRG Schultz Connolly Consulting JCPenney utilizes an internal department NFR Invoice Match (NIM) and two external Post Audit Firms -- PRG Schultz and Connolly Consulting to audit JCPenney s Accounts Payable transactions. 9

10 AP Post Audit Policy NFR Invoice Match (NIM) Internal JCP Department Salt Lake Accounting Center Matches Invoice to PO and/or Receipt Time Frame Invoices aged 30 days until invoice is 6 months Accuracy Refund Rate less than 1% The NIM Team is an internal AP Post Audit Department located in the Salt Lake Accounting Center. The NIM Team is responsible for validating AP payments to purchase order &/or receipt documents and processing all relevant payment adjustments. NIM validates invoices that have aged at least 30 days until the invoice is 6 months old. NIM payment adjustments are more than 99% accurate with a typical refund rate of less than 1%. 10

11 AP Post Audit Policy External Audit Firms PRG Schultz 1 st Pass Audit Time Frame Invoices aged 6 to 18 months Accuracy 2003 Refund Rate 18% Connolly Consulting 2 nd Pass Audit Time Frame Invoices aged 18 to 30 months Accuracy 2003 Refund Rate 15.6% JCPenney utilizes PRG Schultz as the 1 st Pass AP Audit Firm and Connolly Consulting as the 2 nd Pass Audit Firm. PRG Schultz s and Connolly s JCPenney Audit Teams are also responsible for validating AP payments to purchase order and/or receipt documents and processing all relevant payment adjustments. PRG Schultz validates invoices that have aged at least 6 months, until the invoice is 18 months old. PRG Schultz s payment adjustment are approximately 82% accurate with a typical refund rate of 18%. Connolly Consulting validates invoices that have aged at least 18 months, until the invoice is 30 months old. Connolly s payment adjustment are approximately 84.4% accurate with a typical refund rate of 15.6%. The industry standard for AP Post Audit accuracy is approximately 70% with a typical refunds rate of 30%. JCPenney continually works with our external audit firms to reduce the refund rate to minimize the work load for both JCP and our suppliers. 11

12 AP Action Request (AR) Utilize the Supplier Internet Site First Initiate an AR Supplier Internet Site for Fastest Resolution OR Support Line (800) If you have a questions regarding a JCPenney AP issue, utilize the Supplier Internet Site first. If you cannot resolve the AP issue using the Supplier Internet Site, you must initiate an Action Request or AR. An AR number will be assigned to track your AP issue through resolution. The AR Process also allows JCP to monitor our level of Customer Service. Initiate an AR by: Submitting a request on-line from the Supplier Internet Site OR Calling the JCP AP Support Line at We encourage supplier s to utilize the Internet created ARs They receive top priority and the fastest resolution WHY? The on-line form allows the you, the supplier, to provide more detailed information about the AR. The goal is to resolve all AP inquiries within a 72 hour window. Included in your supplier package is a handout that details the AP Action Request process. 12

13 AP Action Request (AR) AR Escalation Procedures Use AR Process for AP Inquiries Do not contact Procurement Agent If you do not receive a response to your AR within 72 hours, or you do not feel the correct resolution has been reached, call the AP Support Line and ask for your AR to be escalated. If you do not receive a response to the escalated AR within 24 hours, the supplier is to contact one of the following JCP representatives: Area Manager A/P Support: Area Manager EDI: Logistics Hotline: Area Manager A/P Audit: Additional Escalation Contacts: Assistant A/P Support Manager: Brian Black Assistant A/P EDI Manager: Greg Jacobs National A/P Support Manager: Brian Weight National A/P Input Manager: Bob Mulqueen Divisional V.P. Accounting Center: Jim Malone It is important for all suppliers to understand JCPenney Procurement will not get involved in AP related issues unless you follow the AR process and has escalated the AR without satisfactory resolution. All AP related issues are ultimately resolved by our Salt Lake Accounting Center, so if your are calling the a JCPenney Client or the Procurement Agent, you are slowing down the AP resolution process. 13

14 Support Line More than 1,300 AR Inquiries Weekly Internet Created AR Given Priority Average Initial Response: 8 Business Hours Average Resolution: 3 Business Days 54% Resolved by Support Line 46% Referred to Salt Lake Accounting Center for Additional Research There are over 1,300 AR inquiries weekly Again, ARs created on the Supplier Internet Site are given priority The average resolution time for an AR is 3 Business Days 46% of the ARs are referred to Salt Lake Accounting Center for additional research 14

15 Supplier Action Items Use JCP Supplier Internet Site Review and Comply with NFR Billing Instructions Timely Management of Accounts Receivables Respond to Post Audit Claims or Request for Information within 30 Days Follow AR Process for all AP Inquiries In summary, here are the Supplier Action Items we have discussed this morning Utilize the JCP Supplier Internet Site Review and Comply with our NFR Billing Instructions Timely management of your Accounts Receivable for JCPenney Respond to Post Audit Claims or Request for Information within 30 Days, and Follow the AR Process for all AP Inquiries These particular areas of opportunity are where your action will help improve JCPenney s Accounts Payable process and your JCPenney Accounts Receivable reconciliation. 15

16 Purchasing Supplier Internet Site I d like to take the next few minutes to talk to you about our Purchasing Supplier Internet Site. 16

17 Purchasing Supplier Internet Site Primary Communication Vehicle Redesigned to be Relevant for Purchasing Suppliers Imperative to Check Regularly The Supplier Internet Site is our primary communication vehicle for all of our Purchasing suppliers. We use this site to communicate processes such as Changes or updates to our e-commerce initiatives Changes to Shipping Instructions or routing guidelines Billing instructions, and New store openings or closings. The address for the Purchasing Supplier Internet Site is Last year this was redesigned to make it easier for Purchasing suppliers to locate relevant information important to our suppliers. Because this is our primary communication vehicle to you as our vendors, it is important that you check this site on a regular basis, at least monthly, for updates. 17

18 To login into the site, enter the following information: 1. 6-digit supplier # (no dash) 2. User ID 3. Password The site is secured and does require a login. The registrar for your company can add as many users as you would like to access the site. To log into the site you will need to enter the following Your 6-digit JCPenney supplier #, do not include the dash. Your user ID which is assigned when you registered. and your password - also assigned when you registered. 18

19 Not registered to the site? Refer to your handout labeled, JCPenney Contacts for Procurement Supplier Inquiries Forgot your password, or need it reset? Send an to: If you re not registered to the site, the Registrar must send an request to a JCPenney Procurement Agent with the following information: Supplier Name and Number, and the Registrar s Name, Position, Phone, Fax, and Address. If you are your company s Registrar and have forgotten your password or User ID, or need them reset, send an to 19

20 Site Layout Dropdown Menus New & Archived Bulletins The main screen is divided into two sections. First, the News & Archived bulletins section This is where we post important bulletins and news items to Purchasing suppliers. As you ll see when reviewing other department s sites, if they post a bulletin relevant to Purchasing suppliers, that bulletin will also be posted on our Purchasing site. We do this so that you don t have to go hunting through the entire site for information relevant to you. Second, are the drop-down menus located along the top of the screen. 20

21 Dropdown Menus EDI Accounts Payable Supplier Compliance Contact Us The drop-down menus we ll cover this morning include: EDI, Accounts Payable Supplier Compliance, and Contact Us 21

22 EDI Site Let s look at the EDI section first 22

23 Dropdown Menus New & Archived Bulletins The EDI Supplier Site is our corporate site dedicated to EDI for all JCPenney business units and suppliers, including Purchasing. Here you ll find bulletins, mapping specifications, and forms needed for traditional EDI implementation. This department s site is designed more for suppliers that are implementing a traditional EDI solution. If you re using the web-based TradeWeb solution, this area may not apply to you. But, detailed information is here for you to review. For vendors that need assistance with EDI implementation, let us be your subject matter experts. For assistance with EDI implementation, contact Like our Purchasing site, the EDI site is also divided into two sections; the new and archived bulletins area and the dropdown menus. For Purchasing vendors, if there s a bulletin the EDI department places to the site, we will also post it to the Purchasing home page as well. Lets take a look at some of the drop-down menus. 23

24 Starting Up Menu Provides a general roadmap for implementing traditional EDI with JCPenney The Starting Up Menu provides a general roadmap for implementing traditional EDI with JCPenney. 24

25 Mappings Menu Through this menu, you will be able to access detailed EDI mapping documentation for all of the supported JCPenney transactions. The Mappings menu allows you to access specific detailed technical mapping documentation for all of the JCPenney supported e-commerce transactions. 25

26 Forms Menu Through this menu, will be able to access the Form 9.2 and EFT forms used in EDI setup. And finally, the Forms menu provides access to the online Form 9.2 and EFT forms required for EDI setup. Again, this information can be a little complex. For assistance, contact Next, let s take a look at what I think is the most important section of the site the Accounts Payable section. 26

27 Accounts Payable These next functions we ll review are all available under the Accounts Payable dropdown menu. The Accounts Payable label links directly to our Salt Lake City Accounts Payable site. Additional important links have been added underneath to take you directly to specific tools. Let s review the core features of the Accounts Payable section of the site. 27

28 Accounts Payable Suppliers can Check invoice status Check current and future balances due Review A/P and EDI invoicing errors Review check details (up to 25 past checks) Open Action Requests (ARs) Review chargebacks / expense offsets Access NFR Billing Instructions Functions that suppliers can perform in the Accounts Payable section include: Checking the status of an invoice Check the current and future amounts due on invoices Review A/P and EDI invoicing errors Review check details for up to the last 25 payments Open Action Requests -- I ll show you were to access the on-line AR form in just a moment. Review chargebacks or expense offset fees, and Access our NFR Billing instructions Let s take a look at a few of these functions. 28

29 On the Accounts Payable Site, the three most important links are: The Accounts Payable Inquiries screen The Accounts Payable Supplier Action Request screen were suppliers can open ARs And the link to the Purchasing Supplier Billing Instructions. 29

30 The most frequent question we get from suppliers is, What is the status of my invoice? From this Accounts Payable Inquiry screen, you can get the answer to this and other questions. To check the status of your invoice, enter your invoice number into the 2 nd Invoice Document Inquiry box as shown here and click the Select button to view details of the invoice. It typically takes 48 hours from the time you submit your EDI invoice, until the invoice details show up on the site. Let s look at what the Inquiry screen will display 30

31 Company XYZ In this example, we see an invoice that has already been paid. The inquiry screen provides specific information on the invoice such as: The Invoice # The invoice date The payment due date The PO # associated with the invoice The check # Check Date Invoice Cost Next, lets look an example of an invoice that has been processed but not yet paid. 31

32 Company XYZ In this example, the invoice has been processed, as you can see by the Future Payment date, but notice the Check # and Check Date fields are blank. You do however see the Invoice Cost. 32

33 Another frequently used screen is the Balance Inquiry Screen. This screen provides details on current and future payments due. Let s take a look. 33

34 Company XYZ Here you can view the Estimated Net Current Amount Due this is what will be paid on the next payment Estimated Net Future Amount Due these are future payments Estimated Current Chargebacks Estimated Current and Future Discounts And an indicator as to whether any payment holds have been placed on your account If you find your account has a payment hold on it, open an AR via the Supplier Hotline in Salt Lake. They can assist you with finding out why your account is on hold, and work with you to get it removed. Notice that some of these amounts have hyperlinks. These allow you to drill down into these totals to get more detailed information, by clicking on the link. Let s take a closer look 34

35 Company XYZ Here you can see additional details that make up the Estimated Current Amount Due. This information can be downloaded in an Excel format to your PC by clicking on the Download to Excel button. 35

36 Back at the Accounts Payable screen, the Check Inquiry tool allows you to review details for up to the last 25 previous checks paid. Simply select the number of checks you d like to review from the drop-down menu and click the Select button. Let s take a look at this detail screen. 36

37 Company XYZ Here you can see payments, listed in descending order by Check Date. This screen includes details on Each Check #, The Net Check Amount, Any royalty or discounts applied, and Any chargebacks or expense offsets deducted from the check Again, you can drill down into a specific check by clicking on the Check Number hyperlink. 37

38 Company XYZ This Check Details provides specific remittance information on the particular check number listed. Again, this detail can be downloaded to your PC by clicking on the Download to Excel button on the top of the screen. 38

39 The last area I want to show you in the Accounts Payable area of the site is the form for initiating an Action Request. 39

40 Here is what the form looks like. This form allows suppliers to create an AR via the web, and provides you with the opportunity to provide more details than may be captured when opening an AR by phone through the AP Support Line. All of the dark gray boxes are required fields for the form. Simply complete the form, select the type of request, and provide as much details as possible in the Details section. Once complete, click the Submit AR button, and an AR number will be automatically assigned. Please make note of the AR # for future reference. In the event you have to call the AP Support Line again or the AR requires escalation, you will need to reference this AR#. 40

41 The next area that I d like to show you is our Supplier Compliance section of the Purchasing site. 41

42 Supplier Compliance Updated quarterly E-commerce / EDI overview Review of e-commerce solutions supported Step-by-step e-commerce implementation guide Required forms for e-commerce FAQ for our EFT payment process Detailed review of billing instructions Review of shipping labeling guidelines Review chargebacks / expense offsets fees The Supplier Compliance section provides an electronic version of the Supplier Compliance package we send out to new suppliers when setting up e-commerce. This is not however, just a one-time document to review. We do update the site at least quarterly as our processes change. This document details our e-commerce business requirements and guidelines enabling us to efficiently work with our trading partners. As Julie mentioned, e-commerce and EDI will continue to be a focal point in the coming years. Areas covered include: An overview of our electronic commerce initiatives and required transactions Explanations of the different e-commerce solutions supported by Purchasing A 10-step detailed implementation plan, including contact information if you need help Access to the required forms and instructions on how to complete them. An FAQ on our EFT payment process A detailed review of our billing instructions A review of our shipping labeling guidelines for suppliers that ship to our Stores, with sample labels And finally, a review of our chargeback and expense offset fees 42

43 The last piece I want to review is the Contact Us section of the site. 43

44 If you ever have a question for Purchasing and you re just not sure who to send it to simply fill out this form with your name, address, supplier number, and a brief description. Make sure Purchasing is listed in the drop-down and click the Submit button. An will be sent to our Purchasing supplier common mailbox. This common mailbox is monitored daily. Your message will get routed to the proper Purchasing associate to answer your question. 44

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