Version 3.0 February Supplier Invoice Guidelines

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1 Version 3.0 February 2013 Supplier Invoice Guidelines

2 1. OVERVIEW GENERAL INVOICING REQUIREMENTS INVOICE SUBMISSION METHODS INVOICE MAILING and ADDRESSES CONTRACT INVOICE FOR RECURRING SERVICES WORK ORDER INVOICE FOR DEMAND SERVICES PROJECT INVOICE FOR PROJECT SERVICES CONSOLIDATED INVOICE TEMPLATE INVOICE PAYMENT ELECTRONIC FUND TRANSFER (EFT) FREQUENTLY ASKED QUESTIONS P age

3 1. OVERVIEW As Canada's leading provider of management services for real estate portfolios, Brookfield Johnson Controls works with thousands of supplier partners across the country, from service providers to contractors and material suppliers. Brookfield Johnson Controls processes hundreds of thousands of supplier invoices annually and it is very important to us that our suppliers are paid on time. This document outlines the Brookfield Johnson Control supplier invoicing requirements that our suppliers must comply with in order for their invoices are processed on time. There are three main types of supplier invoices including: 1) Contract or Purchase Order invoice for Recurring Services 2) Work Order invoice for On demand services 3) Purchase Order invoice for Project services See page 3 to 9 for detailed invoicing instructions and requirements for each invoice document type. Brookfield Johnson Controls has implemented an automated invoice process solution that shortens the invoice process cycle time. It is very important that suppliers follow the invoicing requirements in order to avoid any exception manual handling that will delay the invoice payment. This Supplier Invoices Instruction Manual can also be found on the Brookfield Johnson Controls supplier website at Johnson Controls.com/en/suppliers/ 3 P age

4 2. GENERAL INVOICING REQUIREMENTS Mandatory information to be provided on the invoice: 1) Supplier Name 2) Supplier Remit To Address including postal/ zip code 3) Invoice Number 4) Invoice Date 5) Bill To: Client Specific Name c/o Brookfield Johnson Controls 6) Brookfield Johnson Controls Address with correct Post Office Box (see list of PO Boxes below) 7) Building Service Address 8) Service Description (matches Order description) 9) Authorized Order reference number, i.e., Work Order or Purchase Order or Contract Number Note: Invoice will be returned if WO/PO/Contract number reference is not provided when applicable. 10) Tax type, e.g., GST, HST, PST, QST for Canadian invoices. US tax for US invoices. 11) Supplier GST, HST and QST number (if applicable) 4 P age

5 3. INVOICE SUBMISSION METHODS USE CORRECT BROOKFIELD JOHNSON CONTROLS Post Office BOX (see below for list) DO NOT SEND THE SAME INVOICE TWICE (e.g., hard copy and ) DO NOT FAX IMAGE GETS DISTORTED AND DATA RECOGNITION DO NOT USE PERSONAL USE BROOKFIELD JOHNSON CONTROLS CLIENT SPECIFIC INVOICE ADDRESS (see below for list) ATTACH INVOICE in DO NOT USE Multi Tabs in Excel ONE INVOICE ATTACHMENT PER AVOID COLORED BACKGROUND USE BROOKFIELD JOHNSON CONTROLS STANDARD CONSOLIDATED INVOICE TEMPLATE (for multiple Work Orders and Contract Recurring Variable) GENERAL INQUIRIES Specific Invoice Inquiries Please use Invoice Address (see below for list) or contact the Shared Services Centre at or Contract Reference Number If contact # is not known, please contact Brookfield Johnson Controls Procurement at Supplier Qualification Program Please contact ComplyWorks Help Desk at or support@complyworks.com. If you wish to contact a Brookfield Johnson Controls Representative regarding your qualification, please contact Brookfield Johnson Controls Supply Chain Administration at SCA@brookfieldjci.com or P age

6 4. INVOICE MAILING and ADDRESSES Suppliers are required to their invoice at the BROOKFIELD JOHNSON CONTROLS client specific address listed below. For post office mail, please ensure the BROOKFIELD JOHNSON CONTROLS client specific PO Box is in the mailing address. BROOKFIELD JOHNSON CONTROLS Client Address Post Office Mailing Address CIBC 7400 Birchmount Road Markham, On L3R 4E CPC 7400 Birchmount Road Markham, On L3R 4E SHELL 7400 Birchmount Road Markham, On L3R 5S SSBC 3318 Oak Street # 21 Victoria, BC V8X 1R1 TORONTO DOMINION BANK CANADA TDC.Invoice@brookfieldjci.com 7400 Birchmount Road Markham, On L3R 0W TORONTO DOMINION BANK UNITED STATES TDU.Invoice@brookfieldjci.com 380 Smith Street Farmindale Mass TELUS Telus.Invoice@brookfieldjci.com 7400 Birchmount Road,Markham, On L3R 6H PUROLATOR Purolator.Invoice@brookfieldjci.com 7400 Birchmount Road Markham, On L3R 4E ROGERS Rogers.Invoice@brookfieldjci.com 7400 Birchmount Road Markham,On L3R 2W EPCOR Epcor.Invoice@brookfieldjci.com Oak Street, Victoria, BC V8X 1R1 SOBEYS Sobeys.Invoice@brookfieldjci.com 7400 Birchmount Road Markham ON L3R 5S P3 P3.invoice@brookfieldjci.com 7400 Birchmount Road Markham ON L3R 5S Post Office Box WEATHERFORD Weatherford.Invoice@brookfieldjci.com 7400 Birchmount Road Markham ON L3R 5S MONDELEZ Mondelez.Invoice@brookfieldjci.com 7400 Birchmount Road Markham ON L3R 5S ALL OTHER INVOICES AP.Invoice@Brookfieldjci.com 7400 Birchmount Road Markham, On L3R 4E P age

7 5. CONTRACT INVOICE FOR RECURRING SERVICES Please reference your contract number and/or PO when invoicing for recurring variable services under a contract. If you do not know your contract number(s), please There are two types of recurring services that are invoiced under a contract: 1) Fixed Price Recurring Services Contract and 2) Variable Recurring Services Contract. Supplier is required to submit an invoice to Brookfield Johnson Controls for both fixed and variable price recurring services. Invoice Process and Requirements: Please use the Brookfield Johnson Controls s standard invoice excel template for recurring services if possible as this would expedite the invoice process. See appendix One below for an image of the template. The standard invoice excel template is posted onto the Brookfield Johnson Controls Supplier portal at Johnson Controls.com/en/suppliers/ Please reference your contract number or purchase order on the invoice. Reference the Building ID on the invoice is not required but would assist in expediting the invoice process. the invoice using the standard excel template. One invoice attachment per . On Demand Services should be billed on a separate invoice and the Work Order # must be referenced on the invoice. Invoice will be returned if Contract or PO number is not referenced on the invoice when applicable. 7 P age

8 6. WORK ORDER INVOICE FOR DEMAND SERVICES For all BROOKFIELD JOHNSON CONTROLS Demand Services, Suppliers must have a Brookfield Johnson Controls authorized work order number. If the service relates to a project, an authorized purchase order number must be obtained, see section 5 below for the invoice process requirements for purchase order invoice. Single Work Order Invoice Work order number must be referenced on the invoice. Invoice will be returned if WO number is not referenced on the invoice when applicable. Work order must be in Complete status. The invoice will be rejected if the status is not Complete. Please use one of the following options to notify Brookfield Johnson Controls that the work order is complete: For multiple Work Orders Invoice Please use the Brookfield Johnson Controls standard Consolidated Invoice excel template for invoicing multiple work orders. See section 8 below for an image of the template. The standard template is posted onto the BROOKFIELD JOHNSON CONTROLS Supplier website at One Province per invoice the consolidated invoice using the standard template. One invoice attachment per . 8 P age

9 7. PROJECT INVOICE FOR PROJECT SERVICES For all project related services, suppliers must have a Brookfield Johnson Controls authorized purchase order number. Purchase order number must be referenced on the invoice. Invoice will be returned if PO number is not referenced on the invoice. One PO per Invoice If Multiple PO on invoice (exception basis and agreed by BROOKFIELD JOHNSON CONTROLS) Must be from same Brookfield Johnson Controls Project Manager One Province Service Description matches PO Description The following Mandatory Documentation to be provided with project invoice: Project Invoices Mandatory Documentation WSIB Clearance Certificate Valid Workers Compensation Certificate from the operating province. Providing the Contractor's Legal Name, Address, Classification unit and description, Clearance Certificate Number and Validity period. Plus: Additional Mandatory Documentation for CCDC Certificate of Payment Deliverables have been met as per project specifications. Statutory Declaration Progress payment distribution by contractor to be made prior to payment when required as a condition for either second and subsequent progress payments or release of holdback. 9 P age

10 8. CONSOLIDATED INVOICE TEMPLATE The supplier is required to use the Brookfield Johnson Controls standard Consolidated Invoice template for invoicing multiple Work Orders or Contract Recurring Variable Services. Below is an image of the excel template. For a copy of the invoice excel template, please go to the Brookfield Johnson Controls supplier website at Johnson Controls.com/en/suppliers/ Invoice Date Supplier Number Customer (DD-MMM-YYYY) Supplier Pay Site Code Invoice # Supplier Name Total Invoice Amount Cutomer Bill To Supplier Address Supplier City Contract # (for Recurring Services only) Address PO BOX Supplier Province Supplier GST /HST # Address Supplier Postal Code Supplier QST # Supplier Country Supplier Phone # Remit to Address Remit to City Remit to Province Remit topostal Code Work Order # Service Description Transit # Service Address Service Province/ State Building ID (for recurring Labour Material Sub-Total GST PST HST QST US Tax Total services only) 10 P age

11 9. INVOICE PAYMENT ELECTRONIC FUND TRANSFER (EFT) Electronic Fund Transfer is mandatory for all payment to Suppliers. Payment of invoices by direct deposit will benefit your organization by eliminating your time spent depositing payments, eliminating the possibility of post office delivery disruptions or lost mails, and the threat of fraud, lost, or stolen cheques. In order to take advantage of our direct deposit program, please complete the consent form and return it to us with a void cheque sample. The consent form can be found on our supplier website at Johnson Controls.com/en/suppliers/ Please note that if you are providing services for the following Brookfield Johnson Controls clients (TD Bank or CIBC Bank), EFT is not available because these clients are on a different payment system. 11 P age

12 10. FREQUENTLY ASKED QUESTIONS Q. Where should I send my invoices and who do I contact for invoice inquiries? By Mail: BROOKFIELD JOHNSON CONTROLS mailing address with client specific PO Box, see section 4 above for listing By BROOKFIELD JOHNSON CONTROLS client specific invoice address, see section 4 above for listing Q. Who do I contact for other general AP inquiries (non invoice related)? Please call or at AP.invoice@brookfieldjci.com Q. Who do I contact if I don t know my contract reference number? Please procurement@brookfieldjci.com Q. If BROOKFIELD JOHNSON CONTROLS requests for extra work, how do I invoice? All non recurring extra work requires a work order and must be billed separately. Work order number must be referenced on the invoice. For extra work that is recurring, a signed contract or authorized Service Level Change Form must be in place before performing the service. IMPORTANT NOTE: For Fixed Price Contract BROOKFIELD JOHNSON CONTROLS will self generate the invoice with the new scope/ price as per the signed contract. Q. Can we bill for more than one work order on an invoice? Yes you can. You will need to use BROOKFIELD JOHNSON CONTROLS s standard consolidated invoice excel template which can be downloaded from the BROOKFIELD JOHNSON CONTROLS Supplier website, Johnson Controls.com/en/suppliers/. Using BROOKFIELD JOHNSON CONTROLS s standard template will ensure all required information is provided and avoid payment delays. IMPORTANT: only one province per invoice. Q. What is meant by work order complete status? After the work is completed, the work order status needs to be changed to Complete status and this can be done via access to RealSuite, or Call the BROOKFIELD JOHNSON CONTROLS Operations Center, or Telephony Interactive Voice Response. If the work order is not in Complete status or invoice does not reference the work order #, invoice will be returned to supplier. 12 P age