IBM Supplier Booklet. Version 1.1 Dec 09,

Transcription

1 IBM Supplier Booklet Version 1.1 Dec 09,

2 Table of Contents 1 Company Information Update Who should supplier contact with when company information needs to be updated? What kind of documentation is required to update company name, address, contact information, bank account, etc? Invoice Submission & Invoice and Payment Status Check When and where should supplier submit invoice to IBM? The special points when submitting invoice How to check invoice or payment status? How to check RTV reason and details? How to check Remittance Advices details? Attachment AP POP contact information Incorrect invoice sample Invoice receiving process (only for Thailand)

3 1. Company Information Update 1.1 Who should supplier contact with when company information needs to be updated? All company information update, please contact IBM sourcing buyer directly. If supplier does not have IBM sourcing buyer s contact information, please contact IBM Asian Pacific Procurement One Place (AP POP) and provide PO number to them to check. AP POP contact phone number for each country is in attachment What kind of documentation is required to update company name, address, contact information, bank account, etc? Please contact IBM sourcing buyer for required documentation and process. There are three kinds of update: A. Company Name Required documentation (entity is not changed): India: Name Change Amendment, PAN card number with new company name, Name Change Announcement Korea: Name Change Announcement, Tax Registration Certificate Thailand, Vietnam, Singapore, Indonesia, Malaysia, Philippines: Tax Registration Certificate, Confirmation Hong Kong, Taiwan, Macau, Australia, New Zealand: Confirmation P.S.: If the company entity is changed, please contact IBM procurement sourcing buyer. B. Company Address Required documentation: company letter head which contains: company name, new address, contact person and contact phone number (or ID). C. Contact Information Please follow the instruction below to update the company contact person name and phone number/ ID: a. Login to: b. Click My portal, My function and then Update Profile - 3 -

4 c. Enter the User ID and click Continue d. Update the information - 4 -

5 D. Bank Account Information Ask for Direct Deposit Application Form (DDF) from IBM procurement sourcing buyer. Fill it, and then provide it back to IBM procurement sourcing buyer. 2. Invoice Submission & Invoice and Payment Status Check 2.1 When and where should supplier submit invoice to IBM? Supplier must acknowledge the PO in WOI first, and then submit invoice to IBM. When IBM receives invoice and finds the PO have NOT been acknowledged in WOI, invoice will be rejected or the payment will be delayed. Please mail out the paper invoice to the correct IBM address. 2.2 The special points when submitting invoice In order to receive payment on time, please pay attention to the special points below. If your invoice has the problem listed below, it will cause invoice rejection or payment delay. A. 5 points must be included in your invoice a. Correct PO number PO number must be listed on the invoice correctly and there must be ONE PO number on each invoice. b. Contact person and phone number/ ID Please write down your company s contact person name and phone number/ ID, in order for our procurement or accounts payable to contact if invoice has any problem. c. Correct company name and address Company name and address on the invoice must be the same with name and address in our system. If the name and address is updated, please contact IBM procurement sourcing buyer to update. Example: Company A receives IBM purchase order request, but the actually company A s branch company provides product or service to IBM. Therefore, company A s branch company submits invoice to IBM. Result: Invoice will be rejected by IBM, and IBM cannot pay for this invoice. Action: Company A must resubmit invoice to IBM. d. Item description and unit price - 5 -

6 According to IBM invoice processing procedure, all items on your billed-in invoices must match our PO item description and unit price. This is IBM principle rule for processing an invoice. Please follow it to submit invoices. The following picture is a common invoice format for your reference. Tips: Unit price and description should be per IBM PO, and quantity supposed to be less than or equal to IBM PO quantity. PO line item number which is specified in WOI must be listed. However, if your items are so many and cannot list all of them on the limitedspace invoice, please follow the steps below: 1. Fill the following attached Invoice Summary Report 2. Clearly state in form which PO item you want us to pay for your invoices 3. Submit it together with your invoice hardcopy to IBM Local Accounts Payable. Please kindly follow this procedure for your future payments and any error will lead late payment to you. We do appreciate for your attention and cooperation

7 P.S.: incorrect invoice samples (see attachment 3.2) e. IBM company name Correct IBM company name (billing entity) must be mentioned in the invoice. B. Important point when invoicing a. ONE invoice only has ONE PO number. Please submit invoice according to the IBM purchase order. b. You can check invoice payment status one week later after invoice submitting. Please IBM Accounts Payable team at or finance department at c. If your company information is updated, please contact IBM procurement before invoice submitting, or it will cause payment delay or rejection. d. Hotline: Any concerns when submitting invoice, please contact IBM AP POP for assistance. 2.3 How to check invoice or payment status? Invoice or payment status checking, please sent to the following address directly: should contain the following information: Supplier number, Supplier name, PO number, Invoice number 2.4 How to check RTV reason and details? When an invoice is received by Accounts Payable, a verification process is undertaken to ensure the invoice comprehensively meets the PO requirements. Any invoices which cannot meet IBM requirements will be rejected or returned back. Paper invoices: Supplier will receive an accompanying letter advising of a return reason (RTV codes: See attachment 3.3). Please contact IBM procurement souring buyer for detailed reason or any further assistance. Electronic WOI: The Supplier will be advised via an after the invoice is returned if the address is set up in WOI supplier profile, you can follow below steps to view rejected invoice in WOI: 1. Log in to supplier portal: 2. Click My Portal: My Functions 3. Enter the user ID and password 4. Click Web Order and Invoice on the bottom of the page 5. Click Rejected Invoices to view the rejection details - 7 -

8 2.5 How to check Remittance Advice? Fax: The bank will fax the remittance advices to the suppliers designated fax number. Electronic WOI: The Supplier will be advised via an after the invoices are paid if the address is set up in WOI supplier profile, you can follow below steps to view remittance advices in WOI: 1. Log in to supplier portal: 2. Click My Portal: My Functions 3. Enter the user ID and password 4. Click Web Order and Invoice on the bottom of the page 5. Click Remittance Advices to view the paid invoice details 3. Attachment 3.1 AP POP contact information The Asia Pacific Procurement One Place is located in Chengdu, China, and includes English, Mandarin, Japanese, and Korean language support. Hours of coverage are from 7:00 a.m. - 6:00 p.m. local country time, Monday through Friday. To contact the Asia Pacific Procurement One Place, please dial following numbers for your supported country. You can also submit your query through POP online request tool: ibm.com/partnerworld/wps/mem/pwes/OSCARTicket Country Toll-free number Australia China Hong Kong India Indonesia* Japan Malaysia New Zealand Philippines Singapore South Korea Sri Lanka Taiwan Thailand* Vietnam * Available only from phones with IDD facility 3.2 Incorrect invoice sample - 8 -

9 Sample One Clarification: 1. PO has no item described as Kensington Desktop Locks 2. PO has no item which unit price is Item has two items, and unit prices are both Correction: 1. Correct item description as same as PO 2. Correct item unit price and quantity as following: Sample Two - 9 -

10 Clarification: 1. PO has 3 items which unit price are all PO has no item which has quantity: 250 nos, it should be total quantity of those 3 PO items Correction: Separate list PO items although they have same unit price as following: 3. 3 Invoice Receiving Processing for Thailand Attention to Thailand supplier: you are required to read the following attached material for your reference. Thank you

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