SUPPLIER’S GUIDE TO PAYMENTS
GE TechM Internal
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Revision Section
Name
Reason
Date
Christine Rogowicz
Dinah Bourne
Isablle Demars
Christa Eames
Ryan Sanger
Erik Lundquist
Creation
Updating/review
Review
Update SMF section
Update
Update
2005
2005
2009
2011
2013
2014
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TABLE OF CONTENTS
Introduction ...................................................................... 4
Invoice Quality – GET PAID ON TIME! ........................................................... 4
Quick 10 Point Guide to Invoicing ................................................................ 4
INVOICING PRACTICES – DOs and DONTs ..................................... 6
Additional information for international suppliers supplying the US: .................. 7
Information for suppliers supplying outside the US: ........................................ 7
TERMS OF SETTLEMENT ......................................................... 11
Payment Terms ...................................................................................... 11
GE Capital’s Accelerated Payment Program ................................................. 11
Early Payment ........................................................................................ 11
TPS (Trade Payable Services) ..................................................................... 11
Receipt of Funds ..................................................................................... 11
The Perfect Invoice for Materials ............................................. 12
The Perfect Invoice for Services ............................................... 13
ELECTRONIC COMMERCE; Electronic Funds Transfer (EFT) and Banking
........................................................................................ 14
ClearOrbit (CO), and iSupplier Web Applications........................................... 14
CREDIT MEMO: .................................................................... 15
MATERIAL DELIVERY ............................................................. 16
Delivery ................................................................................................ 16
Special Note for Shipments Direct to GE Customers: ..................................... 16
Packing Lists .......................................................................................... 16
APSS (Accounts Payable Self Service) ........................................ 16
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Introduction
Meeting customer expectations in every possible way is GE Digital Energy’s key
priority. A significant portion of our product is purchased from external suppliers,
and supplier satisfaction is also a top priority.
Therefore, one of our goals is timely and accurate payment of your (our suppliers’)
invoices. This booklet will provide the essential information that we need from you
in order to expedite payment of your invoices.
Invoice Quality – GET PAID ON TIME!
We process hundreds of thousands of invoices per year and have automated and
streamlined standard processes to ensure timely and accurate payment. Your role in
providing invoices that enable us to quickly process your invoice is crucial. Invoices
must accurately show the key information needed to process payment accurately
and on time or they may be cancelled, put on hold or returned to you for correction.
This inaccuracy will also delay your payments, so please ensure your invoices meet
these requirements.
Quick 10 Point Guide to Invoicing
1) PO contains terms governing the order.
The Purchase Order (PO) is the central authority of the order and contains the GE terms and
conditions which the supplier accepts on processing the order. These terms include invoicing
instructions and payment terms.
2) Read the “Bill To” section on GE’s PO.
The first instructions for invoicing will be on the “Bill To” field of the PO. For POs where
electronic invoicing is permitted, there may be further instructions in the body of the PO.
3) Use the Legal Entity and the Address EXACTLY as it is listed on the PO.
For POs with a physical “Bill To” address we suggest you copy and paste all the information in
the “Bill To” field on the PO to the “Bill To” field of your invoice, without removing or adding
any information. This “Bill To” on the PO contains the correct Legal Entity (GE Company
name) and the correct address of the GE processing center. Where there is a physical “Bill
To” PO address the invoices must be mailed by post to that address. Invoices issued against
legal entities within the GE Digital Energy group of companies are processed for payment by
APEX Payables Centers world-wide.
4) Include the GE PO Number on the invoice.
For all PO based orders GE has a “no PO, no Pay policy”. For all orders processed please
ensure you are processing as per the PO line items. For contractor invoicing please ensure
you check with the GE requestor when the PO commences (if this is not clear) and keep your
own running total of hours so that you know when the PO is due to end. This will enable you
to liaise with the GE requestor of the services in good time if an extension is required, and
will enable you to reconcile your invoicing with the PO amount.
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5) Include the PO release number (if applicable since blanket POs will contain the release
number), line number, shipment number and/or the description of the PO line number on
the invoice.
For each invoice, please invoice as per the line items, giving the PO release number, line
number, shipment number and PO line description on each billing line of the invoice.
However, in all cases the invoice lines must match the PO lines. If there is a PO line for units,
that PO line must likewise be invoiced in units. A PO line for an amount must be similarly
invoiced by amount. If you are unsure if your invoice has a release number, check the PO
Number field on the purchase order. The release number appears after the hyphen:
The PO line number and PO shipment number can be found within the PO:
6) Only one PO Number can appear on an invoice.
You cannot submit multiple PO’s against one invoice; however, multiple invoices may be
submitted against one PO.
7) Ensure that the bank accounts and pay sites are up to date.
During the supplier set-up time you should have provided GE with your banking details
and/or the pay site address. This information must appear on your invoice, and if you change
your banking or pay site details, your company name or main company address from the
details you have previously given to us, please send an email either to the buyer listed on
your PO. When providing these detail changes, please request they confirm that the details
have been updated in our system via a documented email.
8) Please do not send statements, packing lists or shipping tickets/logs.
Please do not send any correspondence that is not an invoice (e.g. account
statement/reminder) to the Accounts Payment Center (the “Bill To” address on the PO) as
these documents are disregarded. The only backup to an invoice that will be kept are hour
statements logged for a contracted service PO (e.g. 40 hours logged for employee XXX for
week ending 1/4/14).
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9) If an invoice needs to be corrected, please request that the invoice be cancelled.
Invoices containing an error should be cancelled and a new invoice submitted. Please ask
your buyer to cancel the incorrect invoice. The invoice number on your corrected invoice will
need to be a revision of the original so that it won’t be mistaken for a duplicate. For example,
if your incorrect invoice had an invoice number of 1234, when corrected, might show as
invoice number 1234A in GE Internal systems.
10) Learn how to help yourself to your invoice and payment information.
For all questions related to the status of your invoices, please contact the buyer. A second
option to review your information is to set up a Single Sign On account through APSS
(Accounts Payable Self Service) (Please see the APSS section further information related to
registration and updating your account).
Important: DO NOT submit paper (hard copy) invoices in connection with IBS
(Internal Billing System), EDI (Electronic Data Interchange) or “paperless invoice”
transactions. The information of how to invoice either by electronic or paper
invoicing will be on the “Bill To” field of the Purchase Order.
INVOICING PRACTICES – DOs and DONTs
To ensure timely payment, your invoice must contain certain information. An
example of a perfect invoice for Materials and Services can be found in later pages. If
your invoices to GE Digital Energy do not currently contain the required information,
please make the necessary changes.
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Reference only pertinent information in the body of the invoice. Other
information, not critical for payment, can be included in supplemental pages
to the invoice.
Please ensure all information on the “Bill To” field of the PO is copied exactly
to the “Bill To” on your invoice with no information removed or extra
information added.
If possible, always submit an original invoice. Submitting an invoice marked
as copy or duplicate could potentially cause delays with processing and delay
payment.
We data enter all invoice information from a scanned image of the invoice
you submit. Illegible, smudged or poorly printed invoices can cause delays
with processing and in most cases, re-submission.
Never use your invoice document to submit a statement, “reminder” or past
due notice to our processing center. Such documents, whether on your
invoice or other company letterhead, will cause confusion and delays with
processing.
Do not ink stamp an original invoice as it may be mistaken for a copy.
Do not send any physical or email correspondence to the processing center.
Invoice inquiries can be sent to the buyer. The buyer’s email address is
detailed on the PO. Please note that we have more than one buyer,
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therefore please ensure that you contact the buyer named on the relevant
PO.
Additional information for international suppliers supplying the US:
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For goods imported to the US, because your invoice is used to clear your
goods through US Customs, the quality of the data provided on the invoice
can affect the timeliness of your payment.
To clear Customs, your invoice must be in English (Spanish acceptable from
Mexico only), must identify the country of origin, and must contain all
elements listed on the ‘perfect invoice’.
In addition, items furnished by GE for the production of merchandise not
included in PO price (aka Assists), or other additions to value, and other
statements for US Customs purposes (GSP/NAFTA) must be included.
If you have questions please contact your buyer whose email address is
stated on the face of the PO or alternatively if known, the GE requester of the
goods or services on the PO..
Information for suppliers supplying outside the US:

You should be aware that local country requirements may affect the
information you are required to include on your invoicing. These
requirements may include, but are not limited to:
o Inclusion of your local tax registration number (for VAT, TVA, MST
etc…);
o Inclusion of your company registration number;
o Notification of your trading capital
If you are unsure of requirements for international invoicing, please contact
your buyer whose email address is stated on the face of the PO.
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TOP REASONS FOR PAYMENT DELAYS AND INVOICE
CANCELLATIONS/REJECTIONS/SEND BACKS
Most common payment delays are caused by one or more of the following reasons:
PROBLEM
SOLUTION
Invoice has missing or invalid Purchase Order
number.
We cannot pay your invoice until we match it
against the most current version of the
Purchase Order (PO) in our database, using
the number you provide. Your invoice must
include the complete PO number, exactly as
it appears on the PO. If there are questions
about the PO number, please contact your
buyer.
Our Accounts Payable Center handles
payments for more than one GE division.
Where the PO “Bill To” contains a physical
address please copy this to your invoice,
exactly as it appears on the PO and post to
this address. Please do not add or remove
any lines. Missing or incorrect address lines
or PO Box numbers may result in failed
delivery of the invoice.
The Legal Entity is the GE Company name
exactly as it appears in the “Bill To” field of
the PO. For statutory and tax reasons, it is
essential that the invoice addressee matches
the Legal Entity name of the company issuing
the Purchase Order. Please ensure the GE
Company Name is copied from the “Remit
To” field on the PO directly above your “Bill
To” address on your invoice. Please do not
add a second GE Company Name to the “Bill
To” field on the invoice. If this is incorrectly
displayed on the invoice it will be cancelled
and returned.
Where payment is made by check (US only),
we cannot pay your invoice unless we have a
complete mailing address to which to send
your payment. If you are being set up as a
new supplier please provide the full mailing
address of your pay site to the buyer on your
PO.
Where payment is to be made by Electronic
Funds Transfer, your bank details MUST be
included on your invoice. In the event you
change your bank account please contact the
appropriate buyer named on your PO with
Invoice was sent to the wrong address.
Invoice was addressed to the incorrect Legal
Entity.
Invoice is missing a “Remit To” address
Invoice is missing your EFT (Electronic Funds
Transfer) Bank details
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the details of the changes. To prevent fraud,
GE’s Accounts Payable team is unable to pay
an invoice on the basis of new bank account
information presented on an invoice without
formal notification and approval from the
business leadership.
We match every invoiced amount against a
specific PO line number. If the correct PO
line number is not clearly shown for each
invoiced amount, delays will result as we
attempt to make a match. Please include the
PO line number and the description of the
PO line for accurate matching. If the PO
Number contains a release number, please
include the release number so the invoice
can be matched correctly.
For each PO line, we compare extended
price & quantity on your invoice with the
same information on the most current
version of the PO in our database.
Discrepancies delay your payment. If the PO
line is set up in quantities of a unit or item,
please invoice likewise in units or per item. If
you wish to itemize further this can be
performed in the description part of the
invoice, quoting the PO line number. If the
PO is set up as an amount, please invoice as
an amount.
We cannot pay your invoice until your item
or service has been received into our
Purchasing system. If you suspect a delay in
receiving, contact the GE Buyer whose email
address is detailed on the PO of your
material or service.
We begin to count days for payment terms
on the day your invoice is processed at our
processing center and for some GE
Operating Units, the terms commence on
either the date the invoice is received, the
date the goods are received or the invoice
date (whichever is the latest. Please see the
section on Payment Terms for further
clarity.). For invoices physically mailed,
please allow time for delivery to GE and 3
business days for scanning and processing
before it is visible in the GE payment system.
Each invoice can reference only one PO
number.
If there are multiple lines on the invoice,
please ensure that the total amount of the
lines add correctly to the total amount of the
Invoice has missing or incorrect Purchase
Order line number reference(s)
Invoice shows incorrect Quantity and/or Unit
Price
Receipt not recorded in GE Purchasing
system
Invoice delayed in reaching Accounts
Payable
Invoice references multiple Purchase Orders
The “gross amount” of the invoice is not
correct.
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invoice.
Other Common reasons that an invoice would be cancelled / rejected / sent back:
 The invoice is not clearly marked as an invoice
 The invoice is not readable.
 There is no invoice number on the invoice.
 There is no invoice date on the invoice.
 There is no gross amount on the invoice.
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TERMS OF SETTLEMENT
Payment Terms
Standard payment terms for Oracle based businesses are noted on the Purchase
Order Terms & Conditions. These terms are effective from whichever is the latest of
these three dates: the invoice date for physical invoices, the date the invoice is
scanned and validated at GE or the date the goods are received in the System. GE
standard payment terms include a cash discount for early payment. The payment
terms are stated on the Purchase Order. If there are questions related to payment,
please contact the buyer. SAP based business term of settlement time frames differ
from the above. The terms for SAP ERP’s will always begin on the date that the
invoice is scanned and validated at GE.
GE Capital’s Accelerated Payment Program
Early Payment
(For US Vendors only) Discount percentage and early payment days are established
through automatic enrolment in GE Capital’s Accelerated Payment Program. For
more information on this Program please call 1-800-227-3218.
TPS (Trade Payable Services)
(For EMEA and Asia vendors) Under TPS, GE pays your invoices in full and early, less
a commercial discount/fee, determined by the days of acceleration of your payment.
This offers an accelerated payment program which equates to our daily payment
process that allows for tiers. No changes for you to make: your invoicing process
stays the same. To sign up for the Program for deliveries in EMEA & Asia visit our
website, www.getps.com, or contact:
TPS Customer Service
Phone +31 76 573 3000
Fax +31 76 573 3001
Email info@getps.com
If your invoice is delayed in reaching the Accounts Payable Processing Center, your
payment will be delayed as well.
Receipt of Funds
Payment terms do not include time for delivery of payment. When planning for
receipt of funds, you should consider time for delivery of the funds above and
beyond the days described in the payment terms.
 For payment by check, allow a reasonable time for mail delivery.
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
For Electronic Funds Transfer, allow 3 business days for funds to be available
in your bank account once the invoice has been paid.
The Perfect Invoice for Materials
ANY VENDOR CO
ANY STREET
ANY TOWN
ZIP/ POST CODE
INVOICE
INV NUMBER
INTERNAL CONTACT
Accts Department
INV DATE
19-Dec-13
12345M
TELEPHONE
(888) 123-4567
SHIP DATE
18-Dec-13
EMAIL
accts@anyco.com
BILL TO:
DELIVER TO:
REMIT TO:
SEE INFORMATION ON YOUR
GE P/O DELIVERY ADDRESS
ANY VENDOR CO
PURCHASE ORDER
PO BOX 123
OR CONTACT LOCAL BUYER
ANYTOWN
ZIP/POST CODE
GE REQUESTOR: Thomas Edison
ORDER NO
DESC - LINE - SHIP'T NO
PART NO
UOM
505XXXXXXX
Copper Wi re LINE XX SHIP XX
1200XXXX
EA
QTY
200
$1.50
Y
$300.00
505XXXXXXX
Bl a s ting Ki t LINE XX SHIP XX
1200XXXX
BOX
50
$0.25
Y
$12.50
505XXXXXXX
Hi Gl ow Torch LINE XX SHIP XX
1200XXXX
EA
5
$4.50
Y
$22.50
505XXXXXXX
Fus eWi re LINE XX SHIP XX
1200XXXX
30m ROLL
10
$12.50
Y
$125.00
SUB TOTAL
$460.00
UNIT PRICE
TAX
EXT PRICE
PACKING/
DELIVERY NOTE
No: 12356NY
CARRIER:
UPS
VAT
DELIVERY TERMS: FOB
TOTAL
$80.50
$540.40
PAYMENT TERMS: P/O PAYMENT TERMS
INVOICE CURRENCY: P/O CURRENCY
VENDOR BANK ACCOUNT DETAILS FOR PAYMENT:
VENDOR VAT REGISTRATION NUMBER:
‘
’Bill To’ address: Address must match address shown on GE PO
Purchase Order Shipment Number – Invoice line item should
reference the corresponding PO shipment line number for the item
being billed. Each PO Line must have at least one scheduled
shipment line, but may have more
Deliver to Address – to correspond with Ship To address on GE PO
GE Requestor – Name of the GE Requestor of material or service as
indicated on Purchase Order
Purchase Order Line Item – Invoice line item must indicate the
respective PO line item being billed
Internal contact - contact department at vendor, including phone
number and email address
Part Number – As stated on Purchase Order
UOM – Unit of Measure as stated on Purchase Order
Quantity – As stated on Purchase Order
Remit to address’ Where the payment should be sent:  If payment by Electronic Funds Transfer ( EFT), Remit to must
match exactly the details submitted on EFT application form
 If not on EFT, DO NOT change ‘Remit To’ address without
emailing the buyer on the PO and asking for confirmation
once the changes are completed
 If Bank information is required, include Bank Name, branch,
address (PO Box, Street, City, Country, Routing (ABA, BLZ,
CHIPS, Swift, Sortcode, etc) Account number and Beneficiary
of Account). Please notify any changes in this information by
emailing the buyer on the PO.
Unit Price - As stated on Purchase Order
Tax – Indicate whether items are taxable using Y/N or indicate rate of
tax / tax amount for VAT
Delivery terms - terms as stated on Purchase Order
Payment terms – terms as stated on Purchase Order
Purchase Order Number – must match exactly to the GE PO number.
Do not truncate or alter in any way
Invoice Currency – Currency of invoice should be stated and should
match the currency of Purchase Order
Description – As stated on Purchase Order
VAT Registration Number – VAT or local tax registration number of
vendor company
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The Perfect Invoice for Services
ANY VENDOR CO
ANY STREET
ANY TOWN
ZIP/ POST CODE
INVOICE
INV NUMBER
12345S
INV DATE
19-Dec-13
INTERNAL CONTACT
Accts Department
TELEPHONE
(888) 123-4567
EMAIL
accts@anyco.com
BILL TO:
DELIVER TO:
REMIT TO:
SEE INFORMATION ON YOUR
GE P/O DELIVERY ADDRESS
ANY VENDOR CO
PURCHASE ORDER
PO BOX 123
OR CONTACT LOCAL BUYER
ANYTOWN
ZIP/POST CODE
GE REQUESTOR: Thomas Edison
QTY
ORDER NO
DESCRIPTION - LINE - SHIPMENT NO
505XXXXXXX
Total ma n hours
UNIT PRICE
TAX
EXT PRICE
505XXXXXXX
Total l a bour hours LINE XX SHIP XX
$40.00
Y
$440.00
505XXXXXXX
Total expens es LINE XX SHIP XX
$300.00
Y
$300.00
505XXXXXXX
Mi s c Expens es LINE XX SHIP XX
$625.00
Y
$625.00
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SUB TOTAL
VAT
TOTAL
$1,365.00
$238.88
$1,603.88
PAYMENT TERMS: P/O PAYMENT TERMS
INVOICE CURRENCY: P/O CURRENCY
VENDOR BANK ACCOUNT DETAILS FOR PAYMENT:
VENDOR VAT REGISTRATION NUMBER:
‘’Bill To’ address: Address must match address shown on GE PO
Purchase Order Line Item – Invoice line item must indicate the
respective PO line item being billed
Location of Service: – to correspond with address for service
provision on GE PO
Purchase Order Shipment Number – Invoice line item should
reference the corresponding PO shipment line number for the item
being billed. Each PO Line must have at least one line indicating
dates of completed service
GE Requestor – Name of the GE Requestor of material or service as
indicated on Purchase Order
Internal contact - contact department at vendor, including phone
number and email address
Quantity – hours worked or quantity shown on Purchase Order
‘Remit to address’ Where the payment should be sent:  If payment by EFT, Remit to must match exactly the details
submitted on EFT application form

If not on EFT, DO NOT change ‘Remit To’ address
without notifying Accounts Payable by emailing the
buyer on the PO and asking for confirmation once
the changes are completed
 If Bank information is required, include Bank Name, branch,
address (PO Box, Street, City, Country, Routing (ABA, BLZ,
CHIPS, Swift, Sortcode, etc) Account number and Beneficiary
of Account). Notify Any changes in this information by emailing
the buyer with the new information and asking for
confirmation once the changes are completed
Unit Price - As stated on Purchase Order
Purchase Order Number – must match exactly to the GE PO number.
Do not truncate or alter in any way
VAT Registration Number – VAT or local tax registration number of
vendor company
Tax – Indicate whether items are taxable using Y/N or indicate rate of
tax / tax amount for VAT
Payment terms – terms as stated on Purchase Order
Invoice Currency – Currency of invoice should be stated and should
match the currency of Purchase Order
Description – As stated on Purchase Order
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ELECTRONIC COMMERCE; Electronic Funds Transfer (EFT) and Banking
Under this arrangement, invoice payment funds are electronically transferred to the
bank account you designate within 3 business days.
This is not available for part of Europe, but where operational; we highly recommend
EFT as a method of payment and encourage you to use this service.
If you have general questions, or would like to sign up for EFT, please contact your
buyer. Ask for confirmation once the changes are completed.
Note: Each new “Remit To” address must be established in our Supplier database in
order for (EFT) payments to be made. If you change your “Remit To” your payments
will be delayed until you notify your buyer with your bank account details. Ask for
confirmation once the changes are completed.
ClearOrbit (CO), and iSupplier Web Applications
These web applications allow suppliers to receive Purchase Orders and submit
invoices electronically. You can request access to this application by visiting this web
site: https://www1.ge-energy.com/scp/endeavour. At this link, you will be required
to register for an SSO (single sign on) number which is a user-id that will allow you to
access the tool, as well as other GE supplier based applications.
We highly recommend CO as a method of securing Purchase Orders and invoicing if
available for your Operating Unit. We recognize that some GE businesses may not be
using this tool with their suppliers, but we encourage you to investigate this
application and use it if you can. To find out please ask the buyer or requestor by
their email address. If you have general questions, or if you would like to sign up for
the CO application, please contact your buyer.
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CREDIT MEMO:
Regarding pricing errors on invoices it is advisable to ask your buyer (via their email
addresses on the PO) to cancel the original invoice. Please re-submit a corrected
invoice (if a new invoice is submitted, please append an “A” to the invoice number
that you are requesting to be cancelled or provide a fresh invoice number) by the
invoicing method as stated on the PO once the invoice is cancelled. The original
invoice can also be cancelled by emailing the buyer wiith the details provided. Ask
for confirmation once the changes are completed.
GE will only pay up to the contracted amount on the PO, and follows a no PO, no PAY
policy. Please ensure all goods and services are covered by a Purchase Order before
provision. For utility supplies that are not PO-based, please contact your requestor
(or buyer if the requestor is unknown) and arrange a meeting with them to discuss
how a credit memo can be submitted.
In the event that a PO amount was not correct and a payment has been made at a
higher amount than due, please issue a credit note including the following
information:
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Purchase Order Number
PO Line Item number and quantity being credited
Invoice number of original payment
Net amount being credited (before any applicable local tax)
VAT (or applicable local tax) being credited – where applicable
Total amount being credited
Important: Credit Memos/Credit Notes issued by a supplier strictly for their own
internal accounting purposes should never be transmitted to GE Accounts Payable.
Credit Memos/Credit Notes are processed with immediate terms and will apply
against future payments that are made to the same Operating Unit, GSL (Global
Supplier Listing) Number and pay site.
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MATERIAL DELIVERY
Delivery
Material must be delivered in accordance with the instructions on the Purchase
Order. Sending material to the wrong location leads to payment delays.
Special Note for Shipments Direct to GE Customers:
If you are shipping direct to a GE Customer, you must send a bill of lading
immediately upon shipment to the Requestor or Buyer of material or service as
indicated on the PO, or to your GE Logistics Contact. Bill of Lading delays lead to
payment delays.
Packing Lists
Each shipment must have a complete and accurate Packing List, numbered uniquely.
The Packing List must match the Purchase Order and contain the following
information:
 Purchase Order and PO line item number
 Quantity shipped
 Unit of measure
 Part Number and, if applicable, the part number revision referenced on the
PO
APSS (Accounts Payable Self Service)
APSS allows vendors to review statuses of invoices and payment information. In
order to access this site, please go to the website http://site.geenergy.com/online_tools/apss.htm and follow the documentation to register for a
SSO (single sign on) number. If you already have a valid SSO Number, there is no
need to register for an additional SSO. You can also follow the documentation to
setup your profile and editing your profile to request additional accesses.
Once approved, please use the following link to login to APSS:
https://www4.ge-energy.com/apss/
If there are questions, please contact your GE buyer for assistance.
Please note APSS is not available for SAP businesses. Suppliers can contact their
buyer for further information.
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