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Invoicing And Payments

Invoicing

Invoicing and Payments

Prerequisite

Accurate supplier information is crucial for enabling on-time payments, and P&G suppliers are now able to manage their account information in Aravo. Please ensure your invoice information and payment details are up-to-date and accurately reflected in Aravo.

P&G Invoicing Methods

We are committed to making payments as quickly and efficiently as possible, and electronic invoicing best enables this. Thus, P&G is actively phasing out the processing of paper & PDF invoices where legally allowable. Starting May 1, 2020, P&G will no longer receive paper invoices in the USA, Canada OR Puerto Rico. All PO boxes are closed and all mail will be returned to sender. Though Paper and PDF invoicing currently remain available in other geographies, we strongly request your support to leverage electronic invoicing wherever legally allowed. Learn more about the electronic invoicing options available for your country here. 


Check out these videos from our Global P2P Director
about our e-invoicing initiatives:

Tungsten
Coupa


How Does e-Invoicing Benefit You?

By digitizing the invoices we receive from you, we’ll be able to jointly reduce the errors which cause late payments. Electronic invoicing enables many other benefits, such as:

  • Instant Invoice Validation → Get notified of errors before you send your invoice, preventing the issues which cause late payments,
  • Expedited Payments Processing → Electronic transfer of data enables P&G to process your payments more quickly,
  • Real-Time Status → You can track the status of your invoice to see when you will get paid, and
  • Global Tax Compliance → An e-invoice is a digitally-signed tax document which can be used to reclaim VAT, unlike a PDF.

What e-Invoicing Options Are Available?

P&G has partnered with Tungsten and Coupa to help enable P&G’s digital journey, and each offers several options for submitting your invoice information (e.g. submitting via a portal or direct integration with your company’s ERP). See the table below for more details. Please hover on each solution to know the specific countries  or markets per region where these are available.



Important Information to Note:

  1. The geographies listed in the table refer to that of the “buying” or “sold to” P&G Legal Entity listed on your Purchase Order/Scheduling Agreement. Please ensure you perform your own due diligence to ensure the invoicing solution you select also meets your country or market's invoicing requirements.

  2. This table depicts the invoicing methods available for countries or markets where electronic invoicing is available. If the country or market you are looking for is not listed in the table, electronic invoicing is not available and you must submit paper invoices.

  3. This table may not be visible on mobile devices.

Please note: Though the matrix will help identify appropriate invoicing methods for your business case, it’s your responsibility to ensure your invoices comply with local law. Please see the interactive map below for help in identifying country or market - specific invoicing requirements.


How Do I Enroll?

Your next steps depend on the type of Purchase Order (PO) against which you intend to invoice:

  1. For Coupa POs (POs which start with the number 8): Please contact our chat using the following link Get Support to get an invite to use the portal and also the manual of how to use it.
  2. For non-Coupa POs (POs which start with the number 3, 4, or 5): Please follow this link in the Tungsten portal dedicated for P&G suppliers, or partner with your P&G P2P contact by emailing Pgesupport.im@pg.com to add these invoices to your existing electronic solution.
  3. If you don’t have a Purchase Order: Follow this link in the Tungsten portal dedicated for P&G suppliers to submit a “one time” invoice.

P&G Invoicing Requirements and Country or Market Specifications

For P&G to be able to pay your company on-time:

  1. Your Invoices and credit notes must meet all relevant country or market, legal, tax and P&G requirements.
    • For the general P&G requirements please review this document.
    • For the P&G requirements by Country or Market please select your Region then Country or Market in the interactive map below.
  2. If your invoices and credit notes do not meet all legal, tax, and P&G requirements, P&G will return these invoices or credit notes to you. This includes indicating P&G entity name, address, and tax ID in full as prescribed in the checklist. P&G will explain the reason why your invoice or credit note has been returned further clarifications. For further support, we can be reached through the Invoice Status app (for non-Coupa invoices) or through the Coupa Supplier Portal (for Coupa invoices).
  3. You will be asked to resubmit your invoice or credit note once it is compliant with these requirements.
  4. P&G reserves the right to have payment terms begin only when P&G receives a compliant invoice or credit note.
  5. As of December 31, 2018, electronic invoicing will be the only supported invoicing method for most* invoices to P&G U.S. legal entities (excluding Puerto Rico).
  6. For countries or markets where paper invoices are required, it is critical that you submit invoices and credit notes to the correct mailing address to avoid payment delays. These can be found by selecting your Region then Country or Market in the interactive map below.

How to Check the Status of Your Invoice

P&G has simplified how you can access real-time invoice status information, and you have multiple options to check the status of invoices:

  1. For Coupa invoices, use your Coupa Supplier Portal credentials to log-in and track the status of your Coupa invoices.
  2. For non-Coupa invoices,
    1. Use Simple Invoice Status to check the high-level status of a single invoice without logging on to P&G’s supplier portal, or
    2. Get comprehensive invoice and payment status information by using the Invoice Status app. Click here for more information on how to do so.

Click here if you need help in navigating the Invoice Status APPs.

P&G Payment Terms Strategy

  • P&G has target payment terms of 120 days for all external business partners domiciled outside of the European Union, where legally permitted. For external business partners domiciled within the European Union, P&G’s standard payment terms are 75 days. In every country or market where there are restrictions, P&G will abide by those.
  • Payment terms will be applied as contractually agreed with each supplier when P&G receives a compliant invoice from the supplier. For external business partners enrolled in a digital invoicing platform, Payment Terms will begin on the date of the invoice.
  • Invoices due on a weekend or on a local holiday will always be settled on the following workday.

If you need more information on P&G Payment Terms, please contact your P&G Purchasing Contact.

P&G Payment Receiving Methods

P&G's preferred payment method is Electronic Funds Transfer (EFT). With EFT, payments can be electronically deposited utilizing Automated Clearing House (ACH) or other electronic payment types. Funds are deposited directly into your company's designated bank account, generally within 2-5 working days.

If you need to update your bank information, please log into Aravo.

*Note: There are limited exceptions where alternate methods will be considered compliant. If you have not been informed by P&G that your business with us falls into one of these limited exceptions, we will expect to receive 100% of your invoices to P&G U.S. electronically.

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