Walkthrough for Web-Form solution users: Invoicing via the Tungsten Network portal. How to submit the perfect invoice and avoid payment delays

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1 Walkthrough for Web-Form solution users: Invoicing via the Tungsten Network portal How to submit the perfect invoice and avoid payment delays

2 1. Getting Started Begin your journey on the Procter & Gamble microsite hosted by Tungsten-Network: On this page you will find specific information on the electronic invoicing initiative, together with a host of helpful links and tips. (i.e. which legal entities are in scope, how to select the correct legal entity). One essential new tool that P&G has introduced to this page is the P&G Account Finder. Using the P&G Account Finder tool ensures that suppliers are selecting the correct legal entities to bill.

3 2. Selecting the correct legal entity Clicking on the P&G Account finder link will take you to this menu. From here, you will be required to answer 3 simple questions about the company you wish to invoice. Based upon your answers to these questions, the correct AAA account number, billing information and VAT ID number will be automatically populated below. Billing information can also be picked-up from the purchase order you received from P&G, and as such should match the results of this account finder. (If you have incorrectly entered information, simply hit the Clear form button to reset the form and begin the process again).

4 2. Selecting the correct legal entity Step 1 Log into the Tungsten portal ( and selected create invoice. Then hit the customer + icon. Step 2 Copy / paste the company VAT ID number from the P&G Account finder into the search box, or input this from the purchase order you received from P&G. Step 3 confirm this is the correct entity you wish to bill, and then hit select customer. This will then auto-populate the correct bill to information.

5 3. Basic information Once in the invoice creation form there are a few pieces of information that are important to enter correctly in order to avoid any blocks in processing for payment. Start by entering the correct contact details this will not ultimately block the invoice for payment, but is always helpful should P&G have any questions or need clarification.

6 4. PO backed invoices When entering your PO number, please be advised that the P&G format = 3 digital SAP box, followed by a 10 digit number. - For example: G4P NB* There is a validation in place to ensure the correct PO format is being used, so you will need to be careful in entering the PO number from your paper purchase order. Should your PO number have any appendages eg. G4P you will need to omit this from the portal entry. Otherwise your invoice will fail validation, and kick back to you for correction.

7 5. Non-PO backed invoices For non-po backed invoices, it is important to enter the approver contact information in the who are you invoicing section. You can use the + button to add and save contact details to use in future invoices should you so wish. This is important to complete, otherwise your invoice will be delayed for payment in most cases while P&G investigate the legitimacy of the invoice. Even where you have a valid PO number, it would be advised to complete this information for reference.

8 5. Bill of Lading Missing Bill of Lading / Delivery Note information is another important piece of information that can result in delays to payment. In order to enter this information, click on the blue text to reveal the drop-down menu. From here you will be able to enter the Bill of Lading / Delivery Note number. This is a crucial piece of information allowing P&G to do a 3-way match, and reconcile the payment to goods delivered. Upon completion, all header level information will be present, and you can move onto the next stage of submission.

9 6. Invoice line items At this sage you will be able to enter invoice line items detailing product / service type, units of measure, quantity etc. P&G require: Quantity & detailed description of goods/services Unit costs & unit of measure of goods Value of goods per line - net value, VAT rate applied and gross amount. It is important to select the correct tax type. Selecting the incorrect tax rate will not cause your invoice to fail in the Tungsten portal, however, P&G have additional checks at their side, and any incorrect entries will be returned to you for corrections.

10 6. Invoice line items As witnessed before, clicking on the blue text reveals another drop down menu allowing you to complete additional information. This will allow you to enter other delivery note information at line level, should it be different from the header level information, and assign a unique reference point to each line on the invoice. The material number is a very important field to mark, which you will be able to copy from your paper PO. Simply select the appropriate option from the drop-down list (i.e. customer part no.), then enter the corresponding reference number. NB* All customer part numbers for P&G are 8 digits long. Once complete, hit save line item and then move onto the next section of the submission. If you have multiple lines, simply repeat this process for each line item before moving on.

11 7. Attachments As of September 2016, you will now be able to add supporting documents as an attachment to the invoice. Providing it meets the following criteria: PDF format only Does not exceed 12MB One attachment per invoice This is very simple to do, and works in exactly the same way as you would attach a document to an . Once attached, the supporting document will be delivered to P&G along with the invoice.

12 8. Final checks and submission You have now completed all the necessary information and are a ready to submit your invoice. Before you proceed, we suggest taking this opportunity to quickly review the data entered, and confirm that the remit address and bank information is correct. Should you wish to edit this remit information, you can find information how to manage your remit details in the next section. Before sending, you have the opportunity save the invoice as a template, save, preview or send. Once you hit send, you will receive immediate feedback from Tungsten Network on whether your invoice has passed validation.

13 9. Managing you Vendor Master Data Under the My account section of the portal, you have the opportunity to edit and manage all your company details. Should you have a name change, address or VAT ID update to you company, all of this can be maintained here. NB* it is imperative that any changes you make on the portal, are also communicated to P&G. Otherwise your payments will be blocked.

14 9. Managing you Vendor Master Data In the same way, should you wish to manage your remit details, simply click the remit details section. This will then take you to section of the portal where you can update / manage your remit address and bank information. Toggle between the two tabs to view and update. NB* it is imperative that any changes you make on the portal, are also communicated to P&G. Otherwise your payments will be blocked.

15 9. Managing you Vendor Master Data All of this data is available for you to edit. One of the important fields to be aware of is the IBAN number. Again, it is imperative that any changes made are also communicated to P&G. You also have the opportunity to manage multiple bank accounts and assign specific bank accounts to particular buyers on the network. It also affords the possibility to be paid in different currencies etc., and individual accounts can be engineered to default to the desired settings.

16 10. Portal reporting One important tool to be aware of is the Tungsten Network report tool. To access this, simply click the Reporting tab and then select Invoices submitted. In this section of the portal you will be able to view the status of the your invoices within the Tungsten-Network sphere. NB* For a view of your invoice status invoice within the P&G billing environment, please visit the P&G supplier portal, as referenced in the appendix (page 18). This tool also allows you to pull a report on all the invoices you have submitted, which is exportable into an excel file or CSV format. As such, you can use this as a tool to perform reconciliations on invoices sent through Tungsten Network. You also have the ability to save reports, allowing you to quickly re-run the same report at a later date.

17 11. Help and Support Should you run into any issues using the Tungsten Network portal, there is an extensive help and support section available. On here you will find a host of short help video s which outline the portal functionality. Should you need further support, please utilise one of our support team members, either by raising a support ticket or by calling one of our local language representatives.

18 12. Appendix P&G Supplier Portal NB* Tungsten invoice status in not linked to PG supplier portal. Tungsten invoice status only indicates if the invoice was successfully transmitted to PG system: DELIVERED = invoice has been processed through Tungsten system and has been successfully delivered ACCEPTED = invoice is still processing in Tungsten system (waiting for an attachment/ creating buyer files from supplier files/ applying validation/ encountering technical issues investigated by Tungsten technical team) OR invoice was delivered successfully, but did not change the status of the invoice, because we have not received positive acknowledgment from the PG side. For an more comprehensive view of your invoice status within the P&G environment: Step 1. Vendor connects to PG Supplier Portal and searches the invoice by date or invoice number: Step 2. Vendor checks if invoice is paid or not. This status is linked to SAP system and it can be: Ready for payment/ waiting on GR / invoice received in process etc. Additionally, vendor can also see payment term and estimated payment date per invoice: Also, vendor is informed if any action is required from his side: