Administration manual

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1 Administration manual Issued by: Operations Control, Stora Enso Logistics

2 1. Introduction Stora Enso has set sustainability requirements for all suppliers covering not only environmental issues, human rights and labor rights but also health and safety issues. These requirements include the protection of people involved in the supply chain process. This Administration Manual (the Manual ) stipulates a contractual minimum standard that the supplier must comply with regarding the administration of services that will or has been performed for Stora Enso. The supplier is, however, always and ultimately responsible for the performance of the agreed services. The supplier is to ensure that any activity is conducted in accordance with any recommendations, laws or regulations, national or international. In the event of a conflict between national and international laws and regulations, national regulations prevail. As long as the quality and safety standards achieved are equivalent to or surpass those set out in the Manual and there are no negative consequences for Stora Enso, the Supplier is free to use alternative methods. If necessary, the supplier may even, in individual cases, be obliged to deviate from the Manual in order to achieve best practice. This Manual presents the minimum requirements that Stora Enso demands from its suppliers. The Manual thus provides guidelines that can help the supplier to attain Stora Enso s basic quality standards for administration. The Manual consists of different sections that deal with the various activities required in an international supply chain. Different sections will apply and be relevant to different suppliers depending on the part of the chain that they are to perform. The Manual is an integral part of the Stora Enso Logistics Frame Agreement and any transport agreement concluded between Stora Enso Logistics and the supplier. 2. Payment policy Stora Enso payments shall be conducted in accordance with laws or regulations, national or international. The payment period starts after the final self-bill has been issued, or after receipt of a correct invoice and after receiption of services/goods. In case the self-bill or invoice, is not correct, it will be returned. The payment period will start after receipt of the agreed updated self-bill/invoice. Stora Enso payments are done from Monday to Thursday and invoices will be released for payment according to the invoice due date. If an invoice due date falls on a weekend, national holiday or bank holiday, invoices can be paid on the following workday. If an invoice due date falls on the last banking day of the month or on the first banking day of the following month, invoices can be paid on the following workday, due to the monthly closing period. The supplier are never entitled to charge Stora Enso Logistics for any cost in relation to creating, issuing or sending invoices, nor for any cost in relation to issuing of a late payment reminder. If a situation with late payments occurs, the supplier can charge interest rate in accordance with the European Central Bank (ECB) Guiding Average Inflation Rate (MFI,s) over last year +8%. Stora Enso shall only pay taxes, charges, expenses, costs, fees or similar if expressly agreed upon. All costs, damages or expenses for which the supplier under the agreement is liable to Stora Enso shall be paid to Stora Enso by the supplier on demand or may be deducted by Stora Enso from any invoice/self-bill due or becoming due or may be recovered by Stora Enso from the supplier. 3. Debiting and payment routines In order to ensure efficient freight cost administration, Stora Enso recommends self-billing as a first invoice routine. Costs considered to be accessorial costs (a cost not occurring on regular basis), need to be documented by the supplier and deviations shall be noted on waybill or a similar document. 2

3 Accessorial costs must be agreed with the Stora Enso Logistics procurement manager and the debiting cost of such costs should follow standard invoicing procedures. To ensure fast invoice handling process, all documents must be in English or include an English translation. 3.1 Self-bill With self-bill setup, it will no longer be necessary for the supplier to send paper invoices since the supplier will receive a self-bill (for example, weekly, biweekly or monthly) from Stora Enso Logistics for the services performed during a specific time period (week, month, ). Stora Enso Logistics will create a PDF file (it is also possible to create an Excel file). This document will contain all services performed during the selected time period, for example, the previous period. The supplier must check this preliminary self-bill, to ensure that the services and prices stated are correct (not too high and not too low) and that all services, performed during specified period are included. After confirmation from the supplier of the preliminary self-bill, Stora Enso Logistics will create a final self-bill and the supplier will receive payment for the service performed in accordance with the agreed payment terms. If the supplier does not confirm the preliminary self-bill due to an issue, the matter will be investigated further and the self-bill will be corrected if necessary. To ensure a fast procedure, the suppliers must answer within two days after sending the preliminary selfbill. The aim of the self-bill procedure is to ensure an efficient payment process. After the final self-bill is created, the supplier will receive payment in accordance with the agreed payment terms Self-bill approval via CarrierPoint Stora Enso will create a PDF file which will be available in CarrierPoint. The Supplier shall login to CarrierPoint and check the preliminary self-bill (Login data and detailed description regarding how to handle a preliminary self-bill in CarrierPoint, are sent out separately). The Supplier can choose between approve and reject the preliminary self-bill. If the supplier reject the preliminary self-bill, it is important that the supplier state the reason to the rejection when rejecting, Stora Enso Logistics will investigate the rejection and aim to reply within two days. If preliminary self-bill will be approved, final-self-bill will be created automatically. The Supplier will receive the final-self-bill via Self-bill approval via Stora Enso Logistics will create a PDF file and send to the supplier via . The supplier must check and confirm the preliminary self-bill via . After supplier confirm the preliminary self-bill. If the supplier reject the preliminary self-bill, it is important that the supplier state the reason to the rejection when rejecting, Stora Enso Logistics will investigate the rejection and aim to reply within two days. If preliminary self-bill will be approved, Stora Enso Logistics aim to create and send the final self-bill to the supplier within two days. Supplier will receive the final self-bill via Paper invoice / E-invoices In circumstances where the self-bill procedure cannot be applied, manual invoice routines will be applied. Manual invoice routine varies between paper invoice and e-invoice, content on the invoices in both cases shall be according to description in section 3.2 in this document. For further information regarding process for e-invoice, please access following site: Invoice and mailing adress Logistic invoices for Stora Enso Logistic AB (legal company) should be addressed to: 3

4 Stora Enso Logistics AB UPRN: IPS Box 2556 SE Gothenburg Sweden VAT number: SE And should be sent by post to: Stora Enso Logistics AB UPRN: IPS FE 1000 SE Östersund Sweden Requirements for information provided on the invoice To enable efficient and accurate invoice control the following invoice information must be provided on every invoice: - General Information - Each invoice must be printed with UPRN: IPS - Invoice address of our legal company - VAT number for Stora Enso - VAT number of the supplier - Invoice date - Invoice due date - Invoice number - Original invoice number in case of credit note - Amounts, including and excluding VAT - Type of VAT applied - Terms of delivery - Supplier information - Legal company adress - Bank details of the supplier - Specification of the Logistic Service Performed - Date activity (loading/sailing date in case of transport) - From location To location - Handled/Transported Weight/Number of units - Total price per transport unit and/or price per ton and total amount - Extra cost definition specified by price - Road and intermodal transports - Vehicle ID - Load ID/Tour number, if known - Mill order number/call off number, if known - Waybill id, if provided by Stora Enso - Rail transport - Wagon number - Mill order number, if known - Waybill id, if provided by Stora Enso - Sea transport Container - Container number - Supplier booking reference - Stora Enso booking reference 4

5 - Structure of the invoice should be the same as the Tender concerning naming and pricing. - Sea transport Break bulk - Mill order number - Cassette number in case of loaded on cassette - Ship name - Stora Enso voyage number, if known (for paper and woodpulp deliveries it can be found on Booking Note) printed on Freight Invoice - Handling - Type of activity - Mill order number - Rental - Mill order number - Period in stock (from date to date) - Days in stock for invoice period - Free rental days - If possible, Excel list with order information to be sent via 3.3 VAT regulations VAT regulations in the European Union Please note the European Union directives and regulations regarding VAT valid from When VAT is debited all base amounts and percentages are mandatory. - If VAT is not debited, reference must be given to the applicable rule in the European Union - Invoicing Directives: - For services to receivers within the EU: - Reverse charge procedure under Article 196 of the VAT Directive irective. - For services to receivers in a third country (export deliveries): - Export sale of services under Article e of the VAT Directive irective VAT regulations regarding self-bills or invoices handled via 3 rd party Please note the Swedish Tax Authoities directives and regulations regarding VAT. - Self-bill or invoices handled via 3 rd party must have a separate consecutive number series for each sellers behalf stated on each self-bill/invoice, making it possible to verify that there are no missing invoices/self-bills. - Information stated as mandatory in European Union directives and regulations regarding VAT valid from 2010 must be identical on preliminary self-bill and final self-bill. - Self-bill must include explanation how the VAT should be handled according to reverse charge rules, tax exempt or with local VAT amount. - All mandatory items must be stated (such as a self-bill must state that it is a self-bill, etc.) 3.4 Self-bill and invoice contact information Questions regarding the self-bill setup can be sent to: - Stora Enso Logistics Invoice Center - Questions regarding payments can be sent to: - Stora Enso Accounts Payable Helpdesk Building and Living products invoice and payment contact information Suppliers that have carried out services regarding Building & Living products are to use the following contact information if they require guidance on invoicing and payments. 5

6 Questions regarding invoices and payments can be sent to: - Stora Enso Accounts Payable Helpdesk Information integration In order to create and secure business value from an efficient logistics supply chain, Stora Enso Logistics strongly recommends that information exchange is based on Electronic Data Interchange (EDI). Stora Enso Logistics aims for electronic interfacing when supplier relations involve extensive information exchange for reasons of both quality and quantity. Our main standard is papinet XML via internet connection which is utilized in order to instruct and follow all cargo unit movements and property changes such as inload-, outload-, damage- and stock reporting. 4.1 Integrated information policy Stora Enso Logistics integration policy is based on the following conditions. Concept: - Waybill based on Transport Unit & Consignee Technology: - Integrations are based on developed standard - Critical information is to be encrypted - Critical information is only visible for the authorized recipient - The sender is responsible for the transfer until the receiver has confirmed receipt - Information is sent immediately when the activity has been completed - Standard guidelines are followed when creating and reading messages - The receiver must extract and store a sufficent amount of information in order to perform the agreed operation - Scanning equipment shall be used in order to reduce the risk for manual registration errors - The sender is always responsible for informing about errors in the event of failed communication Process: - The integration party is to have an identified process for change management of integration - Information must be sent in correct operative sequence - Exchanged information must have an identified owner - EDI solutions must have identified and available support - Specifications shall be archived and available for Stora Enso Logistics stakeholders - EDI agreements are to be established 5. Performance management Stora Enso has transport and warehousing insurance for its products in accordance with the delivery terms agreed between Stora Enso and the buyer of the goods. Nevertheless, Stora Enso will hold the supplier responsible for any damages occurred and either Stora Enso or its insurance company will make claims with the supplier. 5.1 Reporting The Stora Enso Logistics Claims Department must be informed in the case of pre-arrival damages. Contact in case of damage: - A damage assessment is to be performed on arrival of the material at the terminal, and a damage report is to be issued without delay. The damages, refurbished and rejected units are to be reported as agreed via the electronic reporting system. A copy of this report is to be delivered immediately to the Stora Enso 6

7 Logistics Claims Department. All rejected units and reconditioned pre-arrival damaged units are to be reported to the Stora Enso Logistics Claim Department on a daily basis. Note that Stora Enso requests photos of pre-arrival damage. The supplier must always check that the arriving goods and number of units concur with what is described on the waybill. If discrepancies are found and the units are overlanded or shortlanded, the supplier must document the discrepancies and immediately contact the local Stora Enso represantative to ensure that Stora Enso will not hold the supplier responsible for such deviations. In the event of an accident, damage or loss, the Carrier must immediately report discernible transport damage and loss of goods to Stora Enso. The following information (wherever relevant) is to be communicated to Stora Enso in the form of a written report within a reasonable period of time: - registration number and type of vehicles involved - place, time and details of accident or event of damage or loss - name, address of casualties - extent of product loss - consignment details - measures taken by Carrier - contact details, names, telephone numbers. Moreover, the Carrier is obliged to notify Stora Enso of any complaints made by the consignee concerning the quality and quantity of the goods and to have the Consignee to note any complaints on the POD (proof of delivery). Should the freight have any transport damage, the Carrier must notify Stora Enso immediately and ask for instructions. The damage is to be reported to the loading points and dispatch centres specified in the transport order and by to: Claims for goods received with transport damages When receiving goods, the customer is asked to follow the steps below. The supplier should also take these steps when receiving damaged goods from Stora Enso. Note that in many cases Stora Enso will make a direct claim with the supplier. Steps to be taken by Stora Enso s suppliers and documents required to support the claim to the Insurance Company. - At the time of receiving the goods, check the external condition and note in the delivery note (POD / Lieferschein) and transport document, whichever is presented for receipt upon delivery, regardless of the damage has been detected. - Visible or apparent damages must be notified immediately (reflecting unit no. (see product label) + type of damage), invisible damages as soon as possible but not later than seven days after delivery. - Ask the driver of the vehicle or delivering party to countersign the remarks. (Internal remark: These are the provisions which apply under CMR). - Notify the damage in writing and without delay to the local office of Stora Enso or the Settling Agent of the Insurance Company (mentioned at the bottom of the invoice in the field that serves as an insurance certificate). In the notification, please include the Stora Enso references (order number) and the packages and type of damage detected. - On receipt of notification, Stora Enso (or the Settling Agent of the Insurance Company) will determine whether it is necassary to instruct a surveyor to inspect nature, cause and extent of the alleged damage. Therefore the product must be kept aside for survey purposes until Stora Enso informs you otherwise. - The package is to be stored with its original wrappings and identification markings. 7

8 The claimant shall provide either the office of Stora Enso or the Settling Agent the following documents to support the claim: - copy of the written notification - copy of the original delivery document - copy of the commercial invoice covering the goods claimed, if applicable - copy of the weight specification / packing list - copy of the transport document (CIM, haulage note, B/L, AWB, CMR) Note that Stora Enso (or the subrogated Insurance Company) will attempt to recover the damage from the party likely to have caused it. All parties that handle the goods have a duty to prevent any damages. Should damage occur, every effort must be taken to ensure that the damage does not increase. The costs incurred to avoid or limit the increase of damage can be included in the insurance/recovery claim. If you need any further information, contact the nearest Stora Enso office or the Settling Agent in your area. 8

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