Suncor Invoice Submission Standard Updated March 2018

Transcription

1 Updated March 2018 This document is intended for suppliers that provide materials and/or services to Suncor. It includes the details which suppliers are required to provide on each invoice. Non-compliance to the requirements set out in this standard could result in rejection of invoices and may delay timely invoice payment. Table of Contents 1. Invoice Requirements Information about your company Suncor specific information Information about the charges you are billing Additional requirements Evaluated Reciept Settlement (ERS) Invoicing Supplemental Information Appendix A Suncor legal entity names Appendix B Submission policies Appendix C- Frequently Asked Questions How will I be paid for my invoices? When will I be paid? How do I know what Suncor entity to bill on my invoice? How do I know if my purchase order is a framework order? Who do I contact for support? Appendix D - Purchase order samples... 7 The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. i

2 1. Invoice Requirements To ensure timely processing of your invoices for payment, please ensure that all the information noted below is provided on your invoice. Any missing information may result in the invoice being rejected or disputed and could result in late payment Information about your company Supplier Details Supplier name Supplier remit to address Supplier contact information Tax registration number(s) Invoice Details Unique invoice number Invoice date o Invoices should not be future dated or back dated o Where possible, write out the invoice month. Numeric formats may cause delays in input and inaccurate information in our system. Terms of payment 1.2. Suncor specific information This information should be provided by your Suncor representative that requested the materials or services. This information is commonly found on your purchase order. Please contact your Suncor representative to obtain any missing information. Suncor Company Details Coding Correct Suncor legal entity name o Only one Suncor legal entity per invoice o For purchase order (PO) invoices, reference the legal entity provided on the PO document o See Appendix A for legal entity listing Suncor contact name In order to facilitate payment, a PO or alternate coding is required. Prior to engaging in work with, or shipping materials to Suncor, it is highly recommended to secure an accurate Suncor PO (where possible). If any of the following information is missing, please contact your Suncor representative. For PO invoices o PO number (limit of one PO per invoice) o PO line item numbers and descriptions of service or material o In case of a cost distributed order, also include the following additional information: General ledger (GL) or service master number The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. 1

3 Suncor cost object (cost centre, work order, network activity, work breakdown structure (WBS) element, or internal order) o Additional details required for PO invoices: Dollar amounts that match the line item amounts listed in the PO PO invoice currency must match PO currency Non PO coding o Vendor number o GL Account o Cost object o Statistical order if applicable 1.3. Information about the charges you are billing Item Details Clearly identify on the document whether it is an invoice or credit o Credits should reference the original invoice being credited (where applicable) Description and dollar amount of each charge (excluding tax) Invoice subtotal amount (pre-tax) Total Invoice amount (subtotal amount + tax amount) Currency Tax Information Applicable tax amounts divided into categories (GST, PST, HST, QST, VAT, city, state, country) Tax status of item being charged (Taxable vs. Non-Taxable) If charging tax, provide the appropriate tax registration number: o GST/HST registration number if charging GST/HST o QST registration number if charging QST o VAT identification number if charging VAT Non Resident Tax Information Applicable if you are a non-resident of the Suncor entity's country of business. The Canadian Revenue Agency requires Accounts Payable (AP) to withhold a percentage of payments made to foreign payees for services rendered in Canada for Canadian legal entities. Similarly, the Internal Revenue Service requires AP to withhold a percentage of payments made to foreign payees for services rendered in the US for US legal entities. Thus, non-resident vendors must provide the following breakdown on their invoices: Total amount of services performed in Canada/USA o Specify which services were performed in Quebec (if applicable) Total amount of services outside of Canada/USA Total amount of materials Total amount of expenses Total amount of rent, lease, and/or interest fees Total amount of software and/or license fees The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. 2

4 Supporting Documents Supporting documentation must be provided to support and justify the charges being invoiced. This should include any available and relevant documentation including, but not limited to: Proof of material/service receipt such as: o waybill or bill of lading o field Tickets/Time sheets/labour Equipment and Material Sheet (LEMS) o payment certificate Third party invoices related to expenses Other documents as defined in your purchase order and/or contract Note: Invoices submitted without required backup may be rejected and will require resubmission 1.4. Additional Requirements Invoices should be submitted directly to Accounts Payable as directed in Appendix B. Invoices should be issued to Suncor in a timely fashion in order to ensure timely processing of invoices for payment. Invoices should be issued to Suncor within one day of the date indicated on the invoice. o Suncor reserves the right to dispute payment for invoices submitted more than 90 days after completion of the work. Separate invoices are required for debit and credit charges Suncor AP does not accept the following: o Faxed invoices only send invoices via or mail. Faxed invoices/pay documents are no longer accepted and will not be processed. o Invoices with manual alterations - Corrections must be submitted on original invoices. Invoice amounts will not be adjusted and amounts paid must equal the amounts invoiced. o Invalid invoice documents Please do not submit documents other than invoices for payment. This includes but is not limited to: delivery slips, pro bills, work orders, acknowledgements, zero dollar invoice, etc. o Statements Statements will not be accepted for payments in lieu of invoices. This includes cover invoices which summarize or reference multiple additional invoices. Individual invoices must be submitted separately. o Partial submissions All invoices must be submitted in their entirety. For example, if the invoice has three pages, all three pages must be provided. o Illegible invoices Ensure invoices submitted are legible. Invoices should be typed or printed. If the details of the invoice are not legible invoices will be returned to the supplier, requesting a revised invoice Evaluated Receipt Settlement (ERS) Invoicing Evaluated Receipt Settlement (ERS) is a procedure for the automatic settlement of materials based on a goods receipt. Your purchase order will denote an ERS order in the invoice to section of the purchase order. See Appendix D, sample A for an example of an ERS order as identified in the invoicing instruction section of the purchase order. Please note the following key elements of the ERS process: In order to avoid payment issues or delays, please ensure that PO pricing is confirmed with your Suncor Supply Chain representative prior to shipping the requested materials. No invoice submission is required for an ERS order as payment is issued based on the goods received at site and the pricing indicated on the purchase order. The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. 3

5 For any agreed upon additional charges which are not included on the ERS PO, please submit an invoice to Accounts Payable as directed in Appendix B. Payment terms on ERS orders commence from the date the materials are received. For further questions or concerns regarding the ERS processes, please contact your Suncor Supply Chain representative. 2. Supplemental Information 2.1. Appendix A Suncor Legal Entity Names A list of current Suncor legal entities can be found here Appendix B Submission Policies Invoices should be issued to Suncor in a timely fashion in order to ensure timely processing of invoices for payment. To avoid delays in invoice processing, submit your invoice directly to Suncor AP by using one of the following options: 1. (preferred submission method) o invoices (as PDF attachments) to Suncor AP at ap@suncor.com. For invoices billing Norway entities, ap.norway@suncor.com. For invoices billing United Kingdom entities, abzacpay@suncor.com. For invoices billing Terra Nova, apecoast@suncor.com. o Limit one invoice per (include all relevant backup information). o Ensure that your file size does not exceed 10MB. o Note: Payment terms will be calculated as per the defined terms on your purchase order, agreement or contract. 2. Regular mail or courier (please note: to avoid delays, is strongly recommended) o Organize large invoices using an elastic band or clip please do not submit invoices in a binder. o Send invoices to the following address: Corporate Accounts Payable (all invoices except for Norway, UK, and Terra Nova) Standard Mail (Correct legal entity name) c/o Suncor Energy Services Inc. Accounts Payable P.O. Box 1720, Stn M Calgary, AB, Canada T2P 0A2 Courier (Correct legal entity name) c/o Suncor Energy Services Inc. Accounts Payable Avenue SW Calgary, AB, Canada T2P 3E3 The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. 4

6 UK Accounts Payable Aberdeen, Scotland London, England Norway Accounts Payable Stavanger, Norway Terra Nova Accounts Payable St John s, Newfoundland Suncor Energy UK Limited or Suncor Energy International Trading Ltd Attention: Accounts Payable 28B Albyn Place Aberdeen, Scotland AB10 1YL Suncor Energy Norge AS Attention: Accounts Payable P.B Stavanger Norway Suncor Energy Inc. Attention: Accounts Payable 130 Kelsey Drive St. John s, Newfoundland Canada A1B 0T2 Same as mailing address Suncor Energy Norge AS Attention: Accounts Payable Løkkeveien Stavanger Norway Same as mailing address 2.3. Appendix C- Frequently Asked Questions How will I be paid for my invoices? Suncor s preferred method of payment is electronic funds transfer (EFT). This direct deposit system streamlines payments to our suppliers and offers the following benefits: o o o Secure, fast, and reliable deposits of payments No need to manually deposit cheques Complete remittance advice sent via For further details on how to enroll for EFT, please contact your Suncor Supply Chain Representative or apadmin@suncor.com When will I be paid? Payments are made in accordance with standard payment terms as outlined in your purchase order or contract How do I know what Suncor entity to bill on my invoice? Suncor operates under multiple different legal entities, determined by the area to which the materials and/or services are delivered. The correct legal entity should be noted at the top of your Suncor issued The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. 5

7 purchase order. If you have any questions specific to the legal entity name required on your invoice, please contact your Supply Chain representative directly. If you were not issued a purchase order, please contact the Suncor contact who requested the material or services. A full listing of legal entities can be found in Appendix A of this standard How do I know if my purchase order is a framework order? Your Suncor issued purchase order will denote the difference between a standard purchase order and a framework order on the top right hand side of the first page of the purchase order. Note that a framework order has additional coding requirements as noted in the Suncor specific information section of this standard Who do I contact for support? If you have questions related to shipments, purchasing documentation or coding, contact the Suncor representative who placed the order, your Suncor buyer or the Contract Administrator. For Accounts Payable inquiries and issues, Supplier Help (supplierhelp@suncor.com). For invoice submissions, your invoice to Accounts Payable as per the instructions in Appendix B. For changes to a vendor account, including address changes, remittance address updates and banking information, AP Administration (APAdmin@suncor.com). The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. 6

8 2.4. Appendix D - Purchase Order Samples The following samples provide an overview of some key items provided on your Suncor issued purchase order. Sample A Standard Purchase Order 1) Suncor legal entity name (Bill to entity) 2) Delivery location 3) Purchase order type 4) Purchase order number 5) Suncor SCM contact details 6) Invoicing instructions 7) Terms of payment The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. 7

9 Sample B Framework Order 1) Suncor legal entity name (Bill to entity) 2) Delivery location 3) Purchase order type 4) Purchase order number 5) Suncor SCM contact details 6) Invoicing instructions 7) Terms of payment The current revision of this approved document is kept online. Printed and digital copies are uncontrolled. 8

10 Suncor Energy Entity Information As of December, 2017 Country Entity Company Code Canada Suncor Energy Oil Sands Limited Partnership 1000 Canada Suncor Energy Marketing Inc Canada Suncor Energy Logistics Corporation 1030 Canada Suncor Energy Services Inc Canada Suncor Energy Products Partnership 1060 Canada Suncor Energy Inc. 1061, 1160 Canada Sun Canadian Pipe Line Company Limited 1090 Canada Suncor Energy Offshore Exploration Partnership 1503 Canada Suncor Energy Inc. Arctic & East Coast 1505 Canada Petro Canada Terra Nova Partnership 1525 Canada Petro Canada Hibernia Partnership 1535 Canada Petro Canada Hebron Partnership 1550 Canada Suncor Energy Specialty Products Inc Canada Suncor Energy Ventures Partnership 1705 Canada Suncor Energy Inc. In Situ 1710 Canada Fort Hills Energy L.P Canada Suncor Energy Oil Sands Limited Partnership 1730 Canada Suncor Energy Joslyn Partnership 1740 Canada Suncor Energy Operating Inc Canada Thebacha Limited Partnership 1765 Canada Canadian Oil Sands Partnership # Canada Suncor Energy Products Inc. Magrath 8000 Canada Suncor Adelaide Wind Limited Partnership 8015 Canada Suncor Energy Inc./CO Canada Suncor Energy Foundation 9000 Canada Suncor Energy E&P Partnership 151 (QBYTE) United States Suncor Energy (USA) Inc United States Suncor Energy Sales Inc United States Suncor Energy (U.S.A.) Pipeline Company 2030 United States Suncor Energy (USA) Marketing Inc United States Petro Canada (Alaska) Inc UK Suncor Energy International Trading Ltd UK Suncor Energy UK Limited 3230 UK Suncor Energy UK Holdings Ltd Norway Suncor Energy Norge AS 3250 Norway Petro Canada Norway Investment Limited 3345