January 2015
Dear Valued Supplier
Cargill is in the midst of a multi-year SAP implementation that will establish common processes and
technology across all Cargill business units. The goals of this initiative are to enable increased
operational effectiveness and drive enhanced partner collaboration while maintaining the exceptional
level of service and solutions our customers enjoy.
This packet contains details you will need to know about the SAP implementation that is
affecting locations serving Cargill Case Ready in Hazleton, PA and Cargill Case Ready in
Marshall, MO effective March 1, 2015. It is very important that you thoroughly read the enclosed
information, and make the necessary changes as a failure to do so will result in delayed payment.
Please cascade this communication to key individuals within your organization who support these
facilities.
Thank you, in advance, for your full engagement in responding to our requests and adoption of new
processes required supporting this critical initiative.
This Packet Includes:



Summary of Changes
1. Evaluated Receipt Settlement (ERS)……………………….
2. Remittance Changes…………………………………………
3. Materials Numbers & Descriptions…………………………
4. Payments………………………………………………………
5. Purchase Orders………………………………………………
Sample of New Forms………………………………………………
Evaluated Receipt Settlement (ERS) Forms & Instructions……..
Page 2
Page 2
Page 3
Page 3
Page 4
Page 5 & 6
Page 7 - 13
If you have any questions, please contact your Cargill representative or email your questions to:
FSC_SupplierRelations@cargill.com .
We have also set up a website with supplier related information for your reference. The website link is:
http://www.cargill.com/authorization-forms/index.jsp
Best Regards
Cargill Case Ready
1
SUMMARY OF CHANGES
Beginning March 1, 2015 the following changes will apply to your transactions with the affected locations:
1.) Evaluated Receipt Settlement (ERS)
You have been identified as a supplier currently settling with Cargill via the self-billing method (two way
match). Also known as evaluated receipt settlement, self-billing eliminates invoicing activities by
automatically settling payments to you, our supplier, based on the purchase order price and goods receipt
quantity and/or service receipt. To ensure continued settling through the self-billing process where
you will not need to send invoices to Cargill for the Case Ready Hazleton, PA and Case Ready
Marshall, MO locations upon the deployment of SAP, please complete the action required below by
February 2, 2015. Once the completed forms are received, we will provide a signed copy for your records.
 Action Required:
1. Please Complete the ERS Self Billing Agreement forms on page 12-14
Instructions for completing the forms are included on page 7-11
2. Mail two signed copies of the ERS Self Billing Agreements to the address listed below.
Please note, electronic copies of the form will not be accepted.
Cargill Meats Solution Corporation
Attn: Case Ready Purchasing Department
151 North Main
5th Floor
Wichita, Kansas
67202
2) Remittance Changes
Remittance advice notifications will contain more detail. Payments will be made from the Cargill
legal entity, so you will see a consolidation of invoice payments. See the enclosed sample of the
new Remittance Statement form for more details.
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3) Material Numbers & Descriptions
Cargill material numbers and descriptions will change. These new material numbers will be present
on the purchase order form. If you have any questions regarding the new material numbers, please
reach out to the PO Contact shown on the purchase order form.
4) Payment
We have set up new banks and bank accounts. You will notice that your payment from Cargill is
coming from a different bank and/or bank account. If Cargill is paying you via paper check, you will
also notice a difference in the appearance of the check and the paper statement.
ACH is also known as Electronic Funds Transfer (EFT). Payment will deposit into your bank
account the day due, eliminating use of checks. Remittance advice will be provided by fax or
email, one day prior to payment. ACH provides great savings over conventional payment
methods, offering an alternative to paper checks. It costs nothing to enroll and affords you the
following advantages:
1. Greater level of detail for cash application process that is available in the ACH
remittance advice.
2. Better cash forecasting - accelerated funds availability – certainty of delivery
3. Provides available funds to our suppliers immediately
4. Establishment of excellent payment and credit records
5. Reduced operating costs through the elimination of paper check handling, check
depositing and reduction of clerical costs; increased human resource efficiencies
6. Eliminating the possibility of stolen checks and associated cost
7. Reduction of bank service charges and check fraud
8. Being part of “Going Green” by reducing paper
 Action Required: No action is required if you are currently enrolled. If you are not
receiving payment via ACH/EFT, Please submit an enrollment form
o Link to form and instructions:
 http://www.cargill.com/authorization-forms/index.jsp
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5) Purchase Orders
Cargill’s primary method is to require a purchase order for all materials and services. To ensure
prompt payment, your invoice must match Cargill’s purchase order.
Failure to provide a timely purchase order confirmation per the instructions below will result
in a delay of payment.

Purchase Order Confirmations: All purchase orders will require written confirmation
from our suppliers (via fax, e-mail, etc.) within one business day (24 hours) of receipt
of a purchase order. Please send PO confirmations directly to the PO contact name
listed on the purchase order form. You will be required to confirm the following details:
– Date when delivery will be received by Cargill plant
 If delivery is Cargill planned transportation, date when material will be available
for pickup and a pickup number
– Material
– Quantity
– Price stated on the purchase order
– Currency
– Confirmation of accurate tax amounts
– Any additional costs that are not part of the per unit cost need to be included in the
confirmation (i.e. freight, handling, pallets, etc.)
– Ship-from address (also known as the goods supplier address)
 You will need to review this address on each purchase order you receive, to
ensure the address is the correct location that the product is shipping from, as it
impacts tax determination.
 If the material is being shipped from outside the country, please notify the PO
contact before it is shipped.
– Note: there may be other special instructions listed on the PO

Purchase Order Form Changes: The look of the purchase order form will change as it is
output from SAP. See the enclosed sample of the new Purchase Order form, which
highlights changes to the purchase order form and purchase order processes.

Changes to Existing Purchase Orders: When purchase order content has been modified
(added to, changed, or deleted), you will receive a new copy of the purchase order, in which
the heading will read “Purchase Order Change.” Please use the most current purchase
order only. Purchase order changes are indicated by bolding the typeset of components
that have been added to or changed on the existing purchase order. If a line item has been
cancelled, the line item will be crossed out. Cargill will not be liable to the supplier for
any duplicate orders submitted to us in error. The supplier shall be liable for any and
all costs, including all return costs to supplier, for deliveries placed in error.
 ACTION REQUIRED: If you have any type of pricing arrangement (formal contract, price
letter, etc.) with Cargill for the goods or services you provide, and you intend to amend
this pricing, please submit a copy of the new pricing to
GBS_ContractMaintenance@cargill.com to ensure SAP pricing is updated correctly.
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SAMPLE of the new SAP Purchase Order form:
5
Sample of new SAP Electronic Remittance statement:
Test
6
Instructions to Complete ERS Self Billing Agreement
Self-Billing: Frequently Asked Questions
Note: This is intended for suppliers who use self-billing — also known as Evaluated Receipt Settlement (ERS) — in
doing business with Cargill. Keep this handy to help provide clarity around Cargill’s self-billing process as we migrate
to new business processes in a multi-year, company-wide initiative called Tartan. Cargill businesses that have been
implemented include Cargill Deicing Technology, Cargill Salt, Cargill Food Distribution, and Cargill Health & Nutrition.
What is Cargill’s self-billing approach?
In general, our self-billing approach is designed to streamline the process of payments sent to you, our suppliers. Once the
purchase order is confirmed by you, our supplier, and the goods are received by Cargill, we will create a voucher and pay you
per the received goods, thus eliminating the need for you to create and submit an invoice.
Please explain the self-billing process.
Cargill will create a purchase order which will need to be confirmed by you, our supplier, validating that all data on the
purchase order is accurate. Cargill will then pay you based on the purchase order after receiving the goods and related
receiving documents (e.g. sales order, bill of lading, etc.) This process eliminates the need for you to create and send an
invoice to Cargill. Please note that should there be any discrepancies that arise throughout the self-billing process (i.e. during
purchase order, receipt of goods, or payment phase), these issues should be resolved through direct contact with your Cargill
relationship manager.
Should we continue to submit credit memos to Cargill in cases where product is returned?
Credit memos can also be created using self-billing. If an invoice has already been posted for a goods receipt — and goods
have since been returned to you — the self-billing system on its own generates a credit memo for the returned quantity.
Therefore, no credit memo document is needed from you.
What does the "Jurisdiction(s)" field mean?
Jurisdiction refers to all of the states (i.e. jurisdictions) in which your transaction(s) with Cargill will require data entry for
assessing and collecting taxes. For example, if you are a supplier located in California and plan to ship goods to a Cargill
facility in Pennsylvania -- and could be assessed tax in each of these states-- you will need to populate the jurisdiction field
with the state tax ID number for both California and Pennsylvania.
What does the "Tax Type" field mean?
Cargill has already populated this field on the Self-Billing Agreement form as a sales tax. In the adjacent column (“Tax
Identification Number”), please enter the tax ID number(s) as it relates to sales.
What should I enter in the tax fields if taxes are not assessed in a state?
If you do not assess tax in any state you do business in or ship to, then you should enter “None” in the tax info field.
What number will be referenced with my payment remittance?
A number from the receiving documents will be noted in the system — such as a sales order or bill of lading number —
depending on the documents Cargill receives with the goods. As a supplier, you must be capable of applying payment with
this reference information, as no invoice number reference will be available or provided on the remittance.
How will the purchase order number be listed on the remittance?
The supplier must provide the purchase order number on the bill of lading/receiving documents. Otherwise, if Cargill does not
have that information at the time of receiving, we will not be able to provide the purchase order number on the remittance.
I am a broker and I do not handle invoices to customers. How should I proceed with this request?
At this time, your company may not be a good candidate for the self-billing process, as it could be difficult to know how much
will be charged. Please disregard this communication and the Self-Billing Agreement form.
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Print & fill out the enclosed duplicate
Self-Billing Agreement forms and mail
both completed forms by 02/02/2015
to:
Cargill Meats Solutions
SELF-BILLING AGREEMENT
Attn: Case Ready Purchasing Dept
151 North Main
5th Floor
This is an agreement to a self-billing procedure between Wichita, Kansas 67202
We will then mail you back one of the
original forms for your records, once we
have signed it.
Customer: __________________________ [Legal Name of Cargill Entity]
Self-Billing Agreement Form Instructions
and
Add your organization’s legal name here.
Vendor: __________________________ [Legal Name of Vendor]
Customer agrees:
1.
2.
3.
4.
5.
6.
To issue self-billed invoices, in the name of and on behalf of the Vendor, for all goods and services provided by Vendor to Customer from the
date of this Agreement until the Expiration Date (defined below).
That the self-billed invoices will be issued in the form attached as Exhibit A showing the Vendor’s name, address, relevant tax number(s) and
other relevant data set forth in Exhibit A so as to constitute a valid invoice for all tax purposes.
To retain a copy of the self-billed invoice and send a copy (via electronic, fax or hard copy) to the Vendor when required by law.
To make a new self-billing agreement (or amend this agreement) in the event:
a.
any changes are needed to the form of Exhibit A to comply with relevant laws; or
b. of any change to Vendor’s name, address and/or relevant tax number(s) set forth in Exhibit A
To inform the Vendor if the issuance of self-billed invoices will be outsourced to a third party.
The Termination Date shall mean 30-days after the date that one party notifies the other party that it wishes to terminate this Self-billing
Agreement.
Vendor agrees:
1. Until the Expiration Date, to accept invoices issued by the Customer in Vendor’s name and on Vendor’s behalf.
2. Self-billed invoices in the form and containing the information required in Exhibit A will meet all applicable invoicing, tax documentation and
other legal requirements.
3. Not to issue sales invoices for the transactions covered by this agreement.
4. That Vendor is not relieved from its tax and other legal obligations regarding invoicing and payment of any relevant taxes; and Vendor will pay
all taxes set forth on each self-billed invoice to the appropriate taxing authorities on time.
5. To notify the Customer immediately if:
a.
Vendor’s name, address, relevant tax number(s) or other data set forth in Exhibit A change;
b. Vendor ceases to be a tax registrant in the jurisdiction relevant to this agreement;
c.
Vendor sells all or any part of its business;
d. Vendor does not receive a copy of a self-billed invoice; or
e. Vendor identifies any errors on the invoice issued by Customer, including any error in tax rate(s) or taxes payable.
6. That the amounts in each self-billed invoice, including the determination of any tax rate and any tax payable, shall be deemed to be correct unless Vendor
objects, in writing, to Customer within 10 days of its receipt of the self-billed invoice.
Customer
Vendor
Your signature, title and date are required here
on both agreement forms; Cargill will sign and
return one of the originals to you.
By ________________________
By: ________________________
Title: _______________________
Title: _______________________
Date _______________________
Date: _______________________
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A Cargill representative will fill in the
Customer section once in receipt of both
agreement forms.
You must provide one, voided invoice with
pertinent information (i.e. your organization’s
name, address, relevant tax number(s), and any
other data required to constitute a valid invoice for
tax purposes).
Exhibit A
Invoice Form to be used for Self-Billing
[Insert invoice form relevant for vendor and customer – must include vendor name, address relevant tax number(s) and any other data
required to constitute a valid invoice for tax purposes]
Input your organization’s unique
tax identification number here.
Insert your organization’s
legal name here.
Exhibit A Spreadsheet
Vendor Legal Name
John Doe Supply
Company, Inc.
Vendor Address
Jurisdiction
John Doe Co- St. Paul
123 Anywhere St.
St. Paul, MN 55101
Minnesota, yes
John Doe Co- Oakland
987 Busy St.
Oakland, Calif. 94663
California, none
Tax Type
Tax Identification
Number
Sales tax
12-345-7899
Ohio, none
John Doe Co- Akron
XYZ Ave. North
Akron, Ohio 99999
We have already populated
this field for you as a sales
tax.
Input your organization’s ship-from
address (if you ship from multiple
locations, please provide all
relevant addresses).
Insert the state(s) in which your transaction(s) with
Cargill will require data entry for tax purposes. For
each jurisdiction, identify whether you collect sales
tax or not by putting a “yes” or “none” after each
jurisdiction.
Note: As an alternative to completing the Exhibit A Spreadsheet above, you may provide a document on
Company letterhead with the following details:

Vendor Legal Name

Vendor Legal Address

Jurisdiction(s)

Tax Type

Tax Identification number(s)
9
SELF BILLING AGREEMENT
This is an agreement to a self-billing procedure between
Customer: _______________________________________ [Legal Name of Cargill Entity]
and
Vendor: ______________________________________ [Legal Name of Vendor]
Customer agrees:
1. To issue self-billed invoices, in the name of and on behalf of the Vendor, for all goods and services provided by
Vendor to Customer from the date of this Agreement until the Expiration Date (defined below).
2. That the self-billed invoices will be issued in the form attached as Exhibit A showing the Vendor’s name, address,
relevant tax number(s) and other relevant data set forth in Exhibit A so as to constitute a valid invoice for all tax
purposes.
3. To retain a copy of the self-billed invoice and send a copy (via electronic, fax or hard copy) to the Vendor when
required by law.
4. To make a new self-billing agreement (or amend this agreement) in the event:
a. any changes are needed to the form of Exhibit A to comply with relevant laws; or
b. of any change to Vendor’s name, address and/or relevant tax number(s) set forth in Exhibit A
5. To inform the Vendor if the issuance of self-billed invoices will be outsourced to a third party.
6. The Termination Date shall mean 30-days after the date that one party notifies the other party that it wishes to
terminate this Self-billing Agreement.
Vendor agrees:
1. Until the Expiration Date, to accept invoices issued by the Customer in Vendor’s name and on Vendor’s behalf.
2. Self-billed invoices in the form and containing the information required in Exhibit A will meet all applicable
invoicing, tax documentation and other legal requirements.
3. Not to issue sales invoices for the transactions covered by this agreement.
4. That Vendor is not relieved from its tax and other legal obligations regarding invoicing and payment of any
relevant taxes; and Vendor will pay all taxes set forth on each self-billed invoice to the appropriate taxing
authorities on time.
5. To notify the Customer immediately if:
a. Vendor’s name, address, relevant tax number(s) or other data set forth in Exhibit A change;
b. Vendor ceases to be a tax registrant in the jurisdiction relevant to this agreement;
c. Vendor sells all or any part of its business;
d. Vendor does not receive a copy of a self-billed invoice; or
e. Vendor identifies any errors on the invoice issued by Customer, including any error in tax rate(s) or taxes
payable.
6. That the amounts in each self-billed invoice, including the determination of any tax rate and any tax payable, shall be
deemed to be correct unless Vendor objects, in writing, to Customer within 10 days of its receipt of the self-billed invoice.
Customer
Vendor
By ________________________
By: ________________________
Title: _______________________
Title: _______________________
Date _______________________
Date: _______________________
10
Exhibit A
Invoice form to be used for Self-Billing
[Insert invoice form relevant for vendor and customer – must include vendor name, address relevant tax
number(s) and any other data required to constitute a valid invoice for tax purposes]
Exhibit A Spreadsheet
Vendor Legal Name
Vendor Address
Jurisdiction
Tax Type
Sales Tax
11
Tax Identification
Number
SELF-BILLING AGREEMENT
This is an agreement to a self-billing procedure between
Customer: _______________________________________ [Legal Name of Cargill Entity]
and
Vendor: ______________________________________ [Legal Name of Vendor]
Customer agrees:
7. To issue self-billed invoices, in the name of and on behalf of the Vendor, for all goods and services provided by
Vendor to Customer from the date of this Agreement until the Expiration Date (defined below).
8. That the self-billed invoices will be issued in the form attached as Exhibit A showing the Vendor’s name, address,
relevant tax number(s) and other relevant data set forth in Exhibit A so as to constitute a valid invoice for all tax
purposes.
9. To retain a copy of the self-billed invoice and send a copy (via electronic, fax or hard copy) to the Vendor when
required by law.
10. To make a new self-billing agreement (or amend this agreement) in the event:
a. any changes are needed to the form of Exhibit A to comply with relevant laws; or
b. of any change to Vendor’s name, address and/or relevant tax number(s) set forth in Exhibit A
11. To inform the Vendor if the issuance of self-billed invoices will be outsourced to a third party.
12. The Termination Date shall mean 30-days after the date that one party notifies the other party that it wishes to
terminate this Self-billing Agreement.
Vendor agrees:
7. Until the Expiration Date, to accept invoices issued by the Customer in Vendor’s name and on Vendor’s behalf.
8. Self-billed invoices in the form and containing the information required in Exhibit A will meet all applicable
invoicing, tax documentation and other legal requirements.
9. Not to issue sales invoices for the transactions covered by this agreement.
10. That Vendor is not relieved from its tax and other legal obligations regarding invoicing and payment of any
relevant taxes; and Vendor will pay all taxes set forth on each self-billed invoice to the appropriate taxing
authorities on time.
11. To notify the Customer immediately if:
a. Vendor’s name, address, relevant tax number(s) or other data set forth in Exhibit A change;
b. Vendor ceases to be a tax registrant in the jurisdiction relevant to this agreement;
c. Vendor sells all or any part of its business;
d. Vendor does not receive a copy of a self-billed invoice; or
e. Vendor identifies any errors on the invoice issued by Customer, including any error in tax rate(s) or taxes
payable.
12. That the amounts in each self-billed invoice, including the determination of any tax rate and any tax payable, shall be
deemed to be correct unless Vendor objects, in writing, to Customer within 10 days of its receipt of the self-billed invoice.
Customer
Vendor
By ________________________
By: ________________________
Title: _______________________
Title: _______________________
Date _______________________
Date: _______________________
12
Exhibit A
Invoice form to be used for Self-Billing
[Insert invoice form relevant for vendor and customer – must include vendor name, address relevant tax
number(s) and any other data required to constitute a valid invoice for tax purposes]
Exhibit A Spreadsheet
Vendor Legal Name
Vendor Address
Jurisdiction
Tax Type
Sales Tax
13
Tax Identification
Number