On the following pages you can find additional important information on how we will work together smoothly during the transition period.

Transcription

1 May 2017 HFC Prestige Manufacturing Cologne GmbH Wilhelm-Mauser-Str. 40,50827 Koeln, VAT: DE Attn: Billing Department Dear Coty Vendor: As you are aware, Coty Inc. ( Coty ) acquired The Procter & Gamble Company s ( P&G s ) global fine fragrance, salon professional, cosmetics and retail hair color businesses, along with select hair styling businesses (the P&G Beauty Business ). As a result of the closing of the transaction, which occurred on October 1, 2016, Coty now owns and controls the P&G Beauty Business. The P&G Beauty Business includes the entities set forth on Schedule A, wholly owned subsidiaries of Coty. Since October 2016 P&G provided a Transitional Service Agreement (TSA) for all business processes and Account Payable activities related to the acquired business. With your strong support and collaboration we now continue to strategically work towards harmonizing our processes and organization in preparation for the new milestone, Exit TSA 1 st July 2017 for our European Region. July 1 st Coty will be ready to take over the end to end procure to pay operations. This means you will receive new purchase orders with Coty layout and your invoices will be processed by a new centralized Coty accounts payable team. As with other Coty plants, following the integration, the ownership of Raw and Packaging materials will be under Manufacturing legal entities instead of HFC Prestige International Operations legal entity. On the following pages you can find additional important information on how we will work together smoothly during the transition period. We encourage you to read all the information and distribute within your organization so that the same consistent understanding is achieved and where action is required on your part, you have ample time to implement the changes within your organization. Any questions relating to this communication please AP_Communication_Queries@Cotyi Yours Sincerely Laurent Malzac VP Financial Controller Guillaume Leopold Chief Procurement Officer HFC Prestige Manufacturing Cologne, GmbH, Wilhelm-Mauser-Str. 40, Koeln,

2 SUPPLIER COMMUNICATION IMPORTANT INSTRUCTIONS A. Invoice Processing and Payment In an effort to provide our suppliers with the best service, and to ensure timely processing and payment of your invoices, please read carefully and follow Coty s invoice instructions. Coty s payment method is via electronic funds transfer payments. Our payments are issued once a month. We will inform you in the next communication on payment calendar per country. Detailed information on the following can be referenced in Appendix 2. New address for pdf invoices (preferred solution). New PO Box address for paper invoices by legal entity for all HFC entities. New help desk tool for queries resolution, and process on how to get access. New AP Customer Service Help Desk a. Preferred Remedy Ticketing tool (account setting information to be delivered) b. Phone number, local phone number by country and c. address by language. Invoice Instructions 1. Please ensure only PDF or paper format invoices are sent. Electronic invoicing option not available. 2. All invoices should be sent to the corresponding HFC legal entity PO Box and not directly to the requester. 3. Send invoices and credit memos only for payment processing. Statements, acknowledgements, sales orders, confirmations, packing slips, credit card receipts, sales slips, receipts, and invoices with bottom line totals of 0.00 are not accepted. 4. All invoices must be billed and mailed to the correct address within seven (7) days after dispatch of goods or services. 5. Please secure text based format for pdf invoices. Pdf invoices should not contain digital signature and/or certificate. 6. Ensure you send the invoice to the correct for timely invoice processing. 7. In order to utilize the electronic option, the s must be sent with ONE invoice attached per , in PDF format. Any non-compliance with the submission rules will result in a rejection notice for the process, whereby invoices will be accepted by mail only from your company. 8. COTY has a strict no PO- no Pay Policy. If you do not have a PO number at the time of request please contact your Coty contact or Buyer, no invoice of any amount is paid by Coty to any of its suppliers if no Purchase Order has been previously created and formally approved. There are few exceptions to the no PO- no Pay policy, if you fall in those exceptions, make sure that your invoice has the Coty requester name to be able to process the payment. Lack of compliance will result in the invoice being returned. 9. The Purchase order number/blanket Order Number (Previous Schedule Agreement) must be printed on all invoices. If this is not provided to you at the time of purchase, please don t hesitate to ask your Coty Buyer. Note: Only one purchase order number is to be referenced per invoice. 10. The Purchase order number/blanket Order Number (Previous Schedule Agreement) of the goods or services must appear on the invoice packing slip, shipping memo, and bill of lading. HFC Prestige Manufacturing Cologne, GmbH, Wilhelm-Mauser-Str. 40, Koeln,

3 11. Invoices must be credit or debit values only, not mixed. When invoicing for credits, the credit memo must reference the original invoice number on which the goods and services were paid. 12. The value of the invoice line item (including previous invoices against the line item) must not exceed the value of the Purchase order number/blanket Order Number (Previous Schedule Agreement) line item. Do not invoice for items that do not match the price or the description / item on the purchase order, as this will prevent payment. Variations from the purchase order prices must be resolved with the Coty buyer prior to invoicing 13. Invoices must reference applicable line item extended amounts and a total amount due for the entire invoice. 14. Invoices must contain the following where applicable: Billing company s name (mandatory) Remit-to address (mandatory) Purchase order number/blanket Order Number (Previous Schedule Agreement) and Coty requester(mandatory) For TPMs ESN number Legal entity (mandatory) and VAT Number Bank Key Swift and IBAN Bank Account (mandatory) Branch City, Region Bank, country 15. Invoices must be from the supplier named on the Purchase order number/blanket Order Number (Previous Schedule Agreement); third party billing cannot be processed. 16. Invoices not meeting the above conditions, will be returned to the address on file, unpaid. 17. Please note: specific federal, state, or other local invoice related requirements shall apply. B. Manufacturing Legal Entities The ownership of Raw and Packaging materials will be under Manufacturing legal entities, instead of HFC Prestige International Switzerland Operations legal entity from July 1 st For deliveries to the Coty Site at Cologne,, as of 1 st of July, the Purchase order number/blanket Order Number (Previous Schedule Agreement) will be issued by HFC Prestige Manufacturing Cologne GmbH, instead of HFC Prestige International Operations Switzerland. Site New Legal Entity Vat Registration details (NEW) Cologne HFC Prestige Manufacturing Cologne GmbH WILHELM-MAUSER STRASSE KOELN DE HFC Prestige Manufacturing Cologne, GmbH, Wilhelm-Mauser-Str. 40, Koeln,

4 For any good receipt after the 28 th of June, the invoice should be issued with the new PO number and new Legal Entity mentioned in the purchase order. The New Purchase order number/blanket Order Number (Previous Schedule Agreement) will be communicated to you from 5 th July onwards through the supplier program. For any item previously invoiced but No Goods receipt has occurred before 28 th of June, the initial invoice should be cancelled and reissued with the new Purchase order number/blanket Order Number (Previous Schedule Agreement) and new Legal Entity mentioned in the purchase order. Check against your expected delivery date to identify this situation. Until you do not receive the New Purchase order number/blanket Order Number (Previous Schedule Agreement). With invoice raised to the NEW Legal Entity and address. C. Cutover Information and Blackout period As of 1 st July 2017, these will include but not limited to the following key steps: Start date 1 28/06/2017 to 05/07/ Task Blackout period, which means freezing the business data and systems. Supplier Portal: The P&G Supplier Portal will no longer be available. You will refer to Coty instructions for invoice enquiries and this communication for guidance. Any open order with remaining quantity to be delivered to Coty will be converted to the New PO number. We will take the P&G Number and replace the 2 first digits for a combination of 2 letters. This will be provided by Coty in the Supplier program. Example to PB Use the new PO number in documentation/invoice for items delivered after 1 st July 2017 as soon as this is available Until 15/06/2017 Until you do not receive the new PO/Blanket Order (previous Scheduling Agreement) interim period, use the old PO number. With invoice raised to the NEW Legal Entity and address. Current Material Numbers will stay (for example ), but for any new materials we will have a 12 digit number. Last date of invoice processing by P&G. HFC Prestige Manufacturing Cologne, GmbH, Wilhelm-Mauser-Str. 40, Koeln,

5 /06/2017 After 28/06/ /06/ Between 23/06/ /06/2017 Any invoices sent to original P&G addresses after 16 th June will be forwarded to Coty, until 30 th July. Any document sent to P&G after this date will not be transferred to Coty. Deliveries after 28 th June please invoice to the NEW Legal entity name, address and VAT number as explained in Section B. Please send your physical/pdf invoice to the new postal/ address in Appendix 1. The last payment date in P&G for Invoices related to the acquired business for European Legal Entities. Depending on site the Last material receipts from our Manufacturing Plants. D. COTY Credit Application Additional Documentation Requirements It is of critical importance that we receive valid notification of any supporting documentation you may require to start trading with the new Manufacturing legal entity. Please do request the required COTY Credit Application or VAT Certification before 1 st June 2017, for the change of legal entity into your system to come into effect before 1 st of July. Please address your request to the following AP_Communication_Queries@Cotyi For more information please refer to our Coty Supplier Website: HFC Prestige Manufacturing Cologne, GmbH, Wilhelm-Mauser-Str. 40, Koeln,

6 Appendix 1 P&G Legal Entity Appendix 2 AP Contact details Mailing, and Hotline by Legal Entity Appendix 1 P&G Legal Entity COUNTRY LEGAL ENTITY Site GERMANY HFC Prestige Manufacturing Cologne GmbH Cologne GERMANY HFC Prestige Manufacturing GmbH Huenfeld GERMANY HFC Prestige Manufacturing GmbH Rothenkirchen UK HFC Prestige Manufacturing UK Ltd Seaton IRELAND HFC Prestige Manufacturing Ireland Ltd. Nenagh RUSSIA LLC Capella Russia HFC Prestige Manufacturing Cologne, GmbH, Wilhelm-Mauser-Str. 40, Koeln,

7 Appendix 2 Legal Entity Mailing Details (from July 1 st ) Invoice Address VAT number PO box (By legal entity) PDF AP helpdesk AP helpdesk phone number VMD change request Cologne Huenfeld Rothenkirchen Seaton Nenagh Capella Dzerzhinsk HFC Prestige Manufacturing HFC Prestige Manufacturing HFC Prestige Manufacturing Cologne GmbH GmbH GmbH Wilhelm-Mauser-Str. 40 Berliner Allee 65, Berliner Allee 65, Koeln Darmstadt, Darmstadt, HFC Prestige Manufacturing UK Ltd Bradfield Road Eureka Science Park Ashford Kent TN25 4AQ HFC Prestige Manufacturing Ireland Ltd Gortlandroe Industrial Estate Gortlandroe Nenagh Tipperary E45 R251 Ireland DE DE DE GB IE IH HFC Prestige Manufacturing Cologne GmbH Wilhelm-Mauser-Str Koeln PDF HFC3190@cotyi AP_Helpdesk_German@cotyinc. com HFC Prestige Manufacturing GmbH Wellastrasse Hüenfeld PDF HFC3210@cot yi AP_Helpdesk_German@cotyi HFC Prestige Manufacturing GmbH Hauptstraße 17, Steinberg PDF HFC3210@cotyi AP_Helpdesk_German@cotyinc. com HFC & Wella Accounts Payable PO Box 562 ASHFORD TN23 9WE PDF_UK_HFC3450@cotyinc.com AP_Helpdesk_English@cotyi HFC Prestige Manufacturing Ireland Ltd PO Box Dublin 2 PDF_Ireland_HFC3250@cot yi AP_Helpdesk_English@cotyi N/A Legal address: 5 km Avtozavodskoe shosse bld.1 Eastern prom. Region Kaprolactam, , Dzerzhinsk, Nizhny Novgorod region, Russia 5 km Avtozavodskoe shosse bld.1 Eastern prom. Region Kaprolactam, , Dzerzhinsk, Nizhny Novgorod region, Russia AP_Helpdesk_RU@cotyin c.com VMD_change@Cotyi VMD_change@Cotyi VMD_change@Cotyi VMD_change@Cotyi VMD_change@Cotyi VMD_change@Cotyinc.co m HFC Prestige Manufacturing Cologne, GmbH, Wilhelm-Mauser-Str. 40, Koeln,