Unilever Europe OB10 User Guide

Transcription

1 Unilever Europe OB10 User Guide 1. Table of Content Unilever Europe OB10 User Guide Table of Content Changes with respect to previous version Introduction Unilever invoicing requirements Purchase Order number Unilever material code (MRDR code) Unilever VAT registration number Unilever specific invoicing exceptions Trials, obsoletes Additional costs (pallets etc) Print tooling Transport invoices to UltraLogistik Contops Delivery Note Number Rejected invoices and resending Rejection by OB Rejection by IBM Support structure OB10 and IBM support How to guides Changes with respect to previous version Changes with respect to the April version are: 1. Extra PO number range added for specific Consignment scenario s. This does not change anything for the current suppliers using the 1111 number. 2. Paragraph added on the inclusion of the delivery note number. If the supplier has not yet set this up with OB10, then they re requested to contact OB10 support to include the delivery note number on the invoice. 3. Changed web-link for this document ( 4. Some small changes in wording of paragraph Introduction The electronic invoicing process has proven to be a journey for both suppliers and Unilever, and we re getting more insight now on the questions that the suppliers are faced with. In this User Guide we bundled the most common questions and unclarities, and we hope to provide you with the answers on how to deal with them. This document will be available on Unilever will update the document based on most recent experiences. Please check the website for the latest version. Page 1 of 5 October 11

2 4. Unilever invoicing requirements The standard Unilever invoicing requirements are applicable on both paper and electronic invoices. It s the supplier s responsibility that invoices fulfil these requirements. The Unilever invoicing requirements document has been provided on earlier occasions and can be obtained via your Unilever Procurement Manager. The OB10 legal requirements in combination with the Unilever buyer specific file that you will have received from the OB10 implementation manager should cover the requirements. In the following paragraphs some of the Unilever invoicing requirements will be explained in more detail: 4.1. Purchase Order number With electronic invoicing via OB10, Purchase Order numbers need to be filled in for the invoice to be accepted by OB10. The Purchase Order number can be filled in on invoice header level if the invoice refers to only one Purchase Order, or on line level if the invoice refers to multiple Purchase Order numbers. For suppliers working with the Integrated Solution, this is a choice to make in the implementation process. The Purchase Order numbers that are accepted by OB10 are: - Beginning with 42 followed by 8 numbers (for specific Consignment processes agreed with vendor) - Beginning with 45 followed by 8 numbers (Purchase Orders) - Beginning with 46 followed by 8 numbers (Framework orders for print tooling etc.) - Beginning with 90, 91 or 92 followed by 8 numbers (Scheduling agreements) - Beginning with DO or MO followed by 6 to 8 numbers (Orders via Ariba) (for normal Consignment or Pipeline processes) Note that the check is exact, no prefixes or additions are allowed for these numbers. E.g. PO will not be accepted. In this case it has to be Unilever material code (MRDR code) With OB10, this is mandatory information for direct spend (PI) materials. If the field is not filled in, OB10 will reject the invoice. If a Unilever material code is not available (e.g. additional costs, services, indirect materials etc) then the field still needs to be filled to be accepted by OB10. In this case use a dummy number, e.g Unilever VAT registration number OB10 will select the correct Unilever VAT registration number based on the OB10 buyer code (AAA ) you select to direct the invoice to. A list with the Unilever Buyer codes is attached to this document and is available via OB10. In this list it is also indicated in which countries OB10 is not tax compliant. Invoices for deliveries from and to these countries remain on paper and should not be sent via OB10. If a country becomes tax complaint at a later stage, then suppliers will be notified by OB10. Note that, although the USCC has just one invoice address, there is a Unilever buyer code for the countries the goods are delivered to, which will determine the Unilever VAT Page 2 of 5 October 11

3 registration number used in the invoice. For most services invoices, the Swiss USCC entity number is used. A link needs to be set-up with all Unilever entities a supplier wants to invoice. Normally this is done in the implementation phase, based on historic invoices. If a link to an additional Unilever entity needs to be set-up, the supplier raises a ticket via the OB10 portal, stating their own OB10 supplier code(s) and the Unilever buyer code(s) that need to be added. Invoices that relate to services performed as of 1 st January 2010 should be issued to the Swiss USCC entity number. Only in case of use and enjoyment rule or in case exception rule applies services can be invoiced with VAT. In this situation the invoice should mention the local EU VAT number of USCC in the concerning EU country. 5. Unilever specific invoicing exceptions 5.1. Trials, obsoletes Invoices for trials and obsolete materials also require a Purchase Order number. Processes within Unilever have been re-designed and suppliers should be informed on the Purchase Order number to use. If no Purchase Order number is available, please ask your local Unilever contact to provide one Additional costs (pallets etc) Additional cost like pallets, extra transport costs, demurrage etc should use the Purchase Order number that was used for the specific delivery. Because no Unilever MRDR code is available, use a dummy number (see section MRDR code) Print tooling Invoices for print tooling costs should contain the Framework order number, the Framework line number and the internal code. This information is provided by your Procurement contact Transport invoices to UltraLogistik Invoices for transport activities directed to UltraLogistik need to be accompanied by an attachment (pre-invoice). These attachments can be sent to OB10, but your supplier account needs to be enabled to manage attachments. Please make sure you mention this to OB10 in the implementation phase Contops Contrary to the paper invoices, the word CONTOPS does not need to be included in the invoice address for electronic invoices. Please make sure OB10 is aware that you are a CONTOPS supplier Delivery Note Number Although the delivery note number is not mandatory from an OB10 acceptance perspective it needs to be included on the invoice if the invoice refers to specific deliveries. The only Page 3 of 5 October 11

4 reason that OB10 does not reject an invoice without delivery number is because this number cannot always be provided for invoices that do not refer to specific deliveries. Without a delivery note number on the invoice, the 3-way match will be unsuccessful which means that the invoice has to be approved manually, with a big chance of assigning your invoice to the wrong delivery in Unilever systems. 6. Rejected invoices and resending 6.1. Rejection by OB10 If an invoice is rejected by OB10 then no electronically signed digital image is created and therefore no credit note is needed. The invoice can be rejected (when using the Integrated Solution) because OB10 can t read the file. In that case OB10 will send a mail with a technical error. The supplier needs to solve the issue with the OB10 support desk (raise a ticket) and resume sending invoices after the issue is resolved. If OB10 can read the file but some of the data causes a rejection (wrong PO number, Unilever entity that is not mapped yet, quantity times price does not match line value etc.), the invoice can be resent. Unilever expects the invoice date to be changed accordingly. It is important that transaction (approval and failure) reports sent by OB10 are continuously monitored thus ensuring that documents are quickly resubmitted which will prevent delayed payments Rejection by IBM Not all rejections are performed by OB10. If OB10 submits the invoice to Unilever (IBM) systems, then the invoice can still be rejected by IBM. If an invoice has been rejected for valid reasons (e.g. addressed to wrong Unilever entity, wrong VAT amount etc.), then the supplier needs to resolve the cause and submit the invoice with a different invoice number (OB10 will reject an invoice with a number that has already been used). A credit note needs to be sent to cancel the incorrect invoice. If an invoice has been incorrectly rejected by IBM, then the invoice does not need to be resent. IBM will request the same invoice to be submitted again to Unilever (IBM) systems. 7. Support structure 7.1. OB10 and IBM support After a successful go-live your implementation manager is normally not available anymore and will be working on other accounts instead. Therefore, all issues and questions with OB10 need to be raised by tickets to the dedicated support desk. This starts the support procedure. OB10 needs to respond within 48 hours, but depending on the issue, resolution might take longer. If OB10 reacts on a support issue, but does not get a reply within 5 days, they will close the ticket. Also invoice queries with IBM can be raised via a ticket. The advantage is that all issues are logged and can be referred to, when Unilever support is required to help resolving the issue. A ticket will be directed to IBM if the following option is chosen: Page 4 of 5 October 11

5 Note that OB10 offers the Vendor Query Portal option to track the status of invoices; not only the status in the OB10 system, but also the status in Unilever (IBM) systems. If you can t see the status in Unilever (IBM) systems, then please raise a ticket to OB How to guides OB10 has on their portal numerous How to guides, explaining most actions that are performed with the Portal. These guides have been written to support suppliers on the network, so please consult them first in case of questions. Page 5 of 5 October 11