PH_Revised_Invoicing_Guide

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ACCOUNTS PAYABLE
Revised As of February 2011
Invoicing Instructions
To obtain on-time payments, the following guidelines must be adhered to:
A. SENDING INVOICES AND PROPER ACKNOWLEDGMENT

ALL invoices are to be sent directly to the following MAILING ADDRESS:
ACCOUNTS PAYABLE
Procter and Gamble Asia Pte Ltd
10th Floor, Petron Megaplaza
358 Sen. Gil Puyat Avenue
Makati City 1200 Philippines
This should not be confused with the billing address (please refer to
section 11 of A)
As a general rule, all invoices sent to the company should be properly
acknowledged and dated thru the invoice receiving log book. It is the
Supplier’s responsibility to ensure that the invoices sent comply to the
requirements. Vendor messengers and representatives personally enter the invoice
details needed in the logbook and drop all invoice documents in the drop box.
Invoice receipt date is critical for payment terms (see below on Payment Terms).
Any discrepancies in the reconciliation of the log book details & invoices submitted
will be communicated to the supplier. Supplier should ensure that contact details
(e-mail, telephone no and address) are properly updated thru the Purchasing
contact. Lost invoices without proper details in the logbook will be deemed NOT
RECEIVED. The supplier must either re-issue a new invoice or issue a Certified
True Copy (CTC). Reckoning of payment terms will be based on the receipt
date of the new invoice or CTC.
Instructions
Please note that any deviations from below reminders would prompt our end to reject your
invoice(s) from payment processing
1. Invoice must be ORIGINAL or Certified True Copy (CTC-stamped on the invoice and
duly-signed). Soft copies of invoices are not allowed for processing per legal
requirement of the Bureau of Internal Revenue.
2. HP TAP receipt stamp is NOT present in the invoice (exemptions on a case-to-case
basis, but for previous issues on wrong billing, VAT, price, quantity and amount,
invoice alteration is NOT allowed). If invoices were returned, replacement invoices are
required for resubmission of billing(s).
3. Invoice date and currency are present in the invoice
4. The TIN or Tax Identification Number of the vendor is present under all
entities.
5. Separate VAT Line Item – required for invoices dated Feb 1, 2006 onwards
Example:
Sale of goods/services
100.00
12% VAT
12.00
Total amount payable
112.00
7. If transaction is not subject to VAT, invoice should be a NON-VAT or ZeroRated invoice or the term “VAT EXEMPT SALES” should be present
8. Invoices marked as “FOR REIMBURSEMENT” are not subject to VAT
9. The currency of the VAT amount should match the currency of the total invoice
amount
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ACCOUNTS PAYABLE
Revised As of February 2011
Invoicing Instructions
10. Ensure all invoices are readable, clear, understandable especially the Invoice
date, amount, billing name, address and TIN.
11. Completeness and accuracy of the billing details is a vital factor if your
compliance to our invoicing requisites will be adequate for processing; please
note that the Billing Entity (Billing Name & Address)to be indicated in your
billings would correspond to the Legal Entity (LE) in the PO details provided
to you
*Legend: In yellow circle - Client Number
In blue circle - PO number
In red circle - Legal Entity Number (LE)
Correct P&G Billing Entities
Procter & Gamble International Operations Pte
Ltd (LE 828)
216-718-166-000 VAT
c/o P&G Distributing (Philippines) Inc
6750 Ayala Office Tower, Ayala Avenue, Makati City
Procter & Gamble Distributing (Philippines) Inc
(LE 829)
211-379-144-000 VAT
6750 Ayala Office Tower, Ayala Avenue, Makati City
Procter & Gamble Philippines Inc (LE 403)
000-168-439-000 VAT
6750 Ayala Office Tower, Ayala Avenue, Makati City
Procter & Gamble Asia Pte Ltd (LE 753)
203-684-973-000 VAT
358 Petron Megaplaza, Sen. Gil Puyat Avenue, Makati
City
Kindly note further that BIR is now requiring issued sales invoices in PH to indicate the TIN
number of the entity a transaction invoice will be billed to. As such, TIN # details are provided
as well in the above date of P&G Billing Entities.
B. IMPORTANT INVOICE DETAILS
To ensure timely payment, Suppliers/ Vendors must provide PERFECT invoices which
contain all pertinent information to ensure smooth processing:
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ACCOUNTS PAYABLE
Revised As of February 2011
Invoicing Instructions

Invoices with Purchase Orders must provide the following details:

Purchase Order (PO) number – PO number must be the same PO number
as indicated in the PO (eg. 470/4500690011/829)

Price -- must be the same as price in PO. Any discrepancies must be
resolved with the buyer before invoicing to avoid payment delays (e.g. PO is
revised as appropriate)

Quantity -- on invoice must never exceed the quantity in PO. Any
discrepancies must likewise be resolved with the buyer before invoicing to
avoid payment delay (e.g. PO is revised as appropriate).

Specific currency of the amount to be paid. As a rule, Invoice currency should
follow the PO currency

Correct company name and billing address of P&G – must be
consistent with what is indicated in the PO (please refer to section 11 of
A)

VAT as a separate line item

Clearly indicate VAT as a separate line item

If transaction is not subject to VAT, invoice should be a NON-VAT or ZeroRated invoice or “VAT EXEMPT SALES” should be present
ALL INVOICES WITH INCORRECT AND INCOMPLETE DATA WILL NOT BE
PROCESSED UNTIL CORRECTED AND COMPLETED.
C. PAYMENT TERMS/ INVOICE RECEIPT DATE
 All payment terms are assumed to be pre-negotiated prior to the delivery of goods
or services. Vendors/ suppliers should strictly adhere to the negotiated term with
buyer and/ or contact person.
 As a company policy, the reckoning date for counting payment terms (we call this
the Baseline Date) is always RECEIPT DATE OF A CORRECT INVOICE (e.g.
receipt date of a new invoice or a CTC where original invoice is erroneous
or not acknowledged as received). (see Sending/ Proper Acknowledgment)
To illustrate:
Payment Terms
Invoice Date
Invoice Receipt Date
Payment Due Date
30 days
January 1
January 15
February 14
To illustrate: If initially-issued invoice has a wrong billing address
Payment Terms
30 days
Invoice Date
January 1
1st Invoice Receipt Date
January 15
2nd Invoice Receipt Date – invoice billing address
January 20
corrected
Payment Due Date
February 19
D. CITIBANK PAYLINK CHEQUES
All Citibank Paylink cheques can be picked up from Mondays through Fridays, from
10:00am 4:00pm at the address below:
EXL AYALA RELEASING CENTER
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ACCOUNTS PAYABLE
Revised As of February 2011
Invoicing Instructions
Unit LL3, Lower Level
V. Madrigal Bldg., Ayala Avenue
Makati City, Metro Manila
792-4541 to 44/689-1076/637-0766/910-1598
For text inquiry: 09274954024
*the paylink cheque will provide the breakdown details (reference numbers and
invoices dates) of the amount being paid to the Supplier/ Vendor
E. WITHHOLDING TAX (for PH-based vendors)
 All Philippine’s payments are net of Withholding tax. This is in compliance with the
country’s Revenue Regulations
 Generally, taxes are withheld for the following:

Services of Contractors

Services other than contractors

Rentals

Goods
 To utilize the benefits of Withheld taxes, WHT certificates are available for pick
every end quarter at
For P&G Philippines (LE 403) and for
P&G Distributing (LE 829)
20TH FLOOR 6750 BLDG.
AYALA, MAKATI
(mailroom)
For P&G Asia Pte, Ltd. (LE
753)
10TH FLOOR PETRON
MEGAPLAZA BLDG
SEN GIL PUYAT AVE, MAKATI
(GBS reception)
WHT certificates are available every 20th of the month following the end quarter
– April 20, July 20, October 20 and January 20
F. PAYMENT QUERY/ ALL OTHER QUESTIONS
 All payment query can be emailed to [email protected], or you
can call the hotline number at 632-886 7940 or 1800-1441-0145
 When making a query, ensure that you have important data on hand
(vendor name, invoice number, amount, PO/GRN, date received by GBS –
Petron, etc.)
 Service Level Agreements (SLA)
o Less than 10 invoices – available via phone call
o 10 or more invoices – answerable only via email within 72 hours after
email receipt
 For issue escalations: Kindly email [email protected]
G. OTHERS
 If you are a PO based vendor, always ensure all your transactions are PO
based. If there are instances where a P&G employee calls you and orders
without a PO, please inform Purchasing.
 PO based transactions are easier to process from P&G’s point of view and
will guarantee timely payment.
 Starting November 17, 2010, all invoices can be sent to 10F Petron Megaplaza
(P&G Reception) without Goods Receipt number. Please ensure that the applicable
supporting documents are attached to the invoices upon submission:
o Signed Delivery Receipt for Goods Delivered
o Signed Service Report/Approval to Invoice for Services Rendered
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ACCOUNTS PAYABLE
Revised As of February 2011
Invoicing Instructions
o
Revised quotation or cost estimate if invoice value is greater than PO
value
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