ACCOUNTS PAYABLE Information for our Suppliers

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1 ACCOUNTS PAYABLE Infrmatin fr ur Suppliers As a supplier t Vectr r ne f Vectr s subsidiary cmpanies, we want t make it easy fr yu t d business with us. Here is sme useful infrmatin abut ur invice and payment prcesses t help ensure yu are paid n time. Purchase rders... 2 Purchase rder terms and cnditins... 2 What t include n yur invice... 2 If yu are a supplier registered fr Gds and Services Tax (GST) in New Zealand 2 If yu are a supplier nt registered fr GST in New Zealand 3 File frmats accepted fr ed invices 3 Where t send yur invices... 3 Electrnic invices by 3 Hardcpy invices nly 3 Payment f yur invice... 4 Payment Methds 4 Payment Terms 4 Changing yur accunt details... 4 Cntact us Accunts Payable... 4 Frequently Asked Questins (FAQ s)... 5 I dn t have a purchase rder number? 5 When will I be paid? 5 Why have I nt been paid? 5 What infrmatin d I need t prvide n my invice? 5 What file frmats d yu accept fr ed invices? 5 Wh d I send my invice t? 5 I made a mistake n my submitted invice, wh d I talk t? 5 Where d I send a credit nte? 5 Why has my invice been returned t me? 6 Can I send mre than 1 cpy f the invice? 6 Hw d I update my supplier details? 6 My invice has a supprting spreadsheet, which breaks dwn the invice amunts. Wh d I send that t? 6 Are there tax bligatins if I am a nn-resident prviding services in New Zealand? 6 DATE PUBLISHED: December 2013 CFO Office Website Supplier Inf Versin 1.0 1

2 Purchase rders Yu must btain a purchase rder frm Vectr befre supplying gds and/r services t us. Vectr pay suppliers based n apprved purchase rders matched t an invice thrugh a scanning system. The purchase rder relating t the gds and services yu prvide Vectr r relevant Vectr grup entity must be included n yur invice. If there isn t a valid purchase rder number shwn n an invice it may be returned t the supplier r delay payment. Yu shuld have received a purchase rder when the gds r services were requested. The purchase rder number is n this dcument. A valid purchase rder number is ten digits lng and begins with 45. If yu d nt have a purchase rder, please cntact the persn yu have been dealing with at Vectr t request this infrmatin. Purchase rder terms and cnditins Unless yu have an existing cntract with Vectr, Vectr s standard terms and cnditins will apply t all purchase rders. These can be fund at These terms and cnditins may change frm time t time. What t include n yur invice Yur invice must reference: a Vectr purchase rder number the same cmpany as named n the purchase rder If yu are a supplier registered fr Gds and Services Tax (GST) in New Zealand Yur invice must cmply with GST law. Yur invice must cntain the fllwing: The wrds Tax Invice in a prminent place Yur name and address Yur GST registratin number The name and address f the recipient (the name f the relevant Vectr grup entity) Date f issue f the tax invice Descriptin f the gds and/r services prvided The quantity r vlume f the gds and/r services prvided Either: the dllar value f the supply with the GST amunt shwn separately, r the ttal cmbined dllar value f the supply and GST amunt with a statement that the ttal is GST Inclusive. In the event that a supply is exempt frm GST, then this shuld be separately identified. Any adjustment t an invice will generally require either a debit nte r credit nte t be issued which is cmpliant with GST law. Infrmatin n GST recrd requirements can be btained frm Inland Revenue website: 2

3 If yu are a supplier nt registered fr GST in New Zealand File frmats accepted fr ed invices Yur invice must cntain the fllwing: Yur name and address The name and address f the recipient (the name f the relevant Vectr grup entity) Date f issue f the tax invice Descriptin f the gds and/r services prvided The quantity r vlume f the gds and/r services prvided Dllar value f supply If yu have any questins please either r call (+64) Vectr accepts the fllwing ed file frmat types: JPEG, Tif, and PDF. If yur invice has been created in Micrsft Excel r Wrd, please cnvert it t pdf frmat befre submitting t Vectr fr payment. Include nly ne invice per attachment (multiple attachments within ne are allwed) If yur has been returned t yu please check that yu have sent an apprpriate file frmat. Please nte that freeware (free dwnladed sftware) may cause a prblem. Yur file may have been crrupted; please create a new dcument using ne f the accepted file frmats (preferably pdf) and resend. If yu have any questins, either r call (+64) Where t send yur invices Please nly send yur invice t Accunts Payable ONCE. If yu re nt sure whether we ve received yur invice, r have any questins please us r call (+64) Dn t use clured pen r highlighters n yur invice. When scanned thrugh ur system, clured writing desn t shw up and highlighters appear black. This may delay payment. Electrnic invices by Hardcpy invices nly Please send yur invices t Vectr accepts the fllwing file frmat types: JPEG, Tiff, PDF If yur invice has been created in Micrsft Excel r Wrd, please cnvert it t pdf frmat befre submitting t Vectr fr payment. Include nly ne invice per attachment (multiple attachments within ne are accepted) Vectr Ltd Accunts Payable PO Bx Newmarket Auckland 1149 New Zealand 3

4 Payment f yur invice Invices must pass thrugh Vectr s invice apprval system befre they can be paid. Payment Methds Payment Terms Vectr s preferred methd f payment fr invices is by electrnic bank transfer directly int the supplier s bank accunt. Vectr s standard payment term is the 20 th f the mnth fllwing the date n yur invice (subject t the invice being apprved fr payment). Fr example, an invice that is dated: 31 January will be paid n 20 February 1 February will be paid n 20 March Exceptin If the 20 th falls n a weekend r statutry hliday, then it will be prcessed the next business day. Changing yur accunt details Please us at advising us f what has changed. Bank changes Name changes / Other Fr Bank accunt changes must be accmpanied with a valid dcument that includes the bank accunt details, such as: Bank depsit slip Bank verified printed dcument Internet banking screensht Fr all ther changes including changes t business trading names, cmpany names, cmpany registratin numbers, and GST r cmpany wnership please prvide infrmatin t assist with crdinatin and management f ur database. E.g. NZ Certificatin f Incrpratin ASIC references Valid invice Cntact us Accunts Payable Phne: (+64) Pst: Vectr Ltd Accunts Payable PO Bx Auckland 1149 New Zealand 4

5 Frequently Asked Questins (FAQ s) I dn t have a purchase rder number? When will I be paid? Why have I nt been paid? What infrmatin d I need t prvide n my invice? What file frmats d yu accept fr ed invices? Wh d I send my invice t? I made a mistake n my submitted invice, wh d I talk t? Where d I send a credit nte? If yu d nt have a purchase rder, please cntact the persn yu have been dealing with at Vectr t request this infrmatin. A valid purchase rder number is ten digits lng and begins with 45 Refer Purchase Orders Vectr s standard payment term is the 20 th f the mnth fllwing date n yur invice. If the 20 th falls n a weekend r statutry hliday, then it will be paid n the next wrking day. Refer Payment Terms Please r call (+64) D nt send anther cpy f the invice t Accunts Payable withut cntacting us first. Invices must be apprved befre they can be paid. It is imprtant that yu include a purchase rder number n yur invice s that we can match yur invice in ur system t what has been rdered. Refer What t include n my invice Vectr accepts the fllwing ed file frmat types: JPEG, Tiff, and PDF. If yur invice has been created in Micrsft Excel r Wrd, please cnvert it t pdf frmat befre submitting t Vectr fr payment. Include nly ne invice per attachment (multiple attachments within ne are allwed) If yur has been returned t yu please check that yu have sent an apprpriate file frmat. Please nte that freeware (free dwnladed sftware) may cause a prblem. Yur file may have been crrupted; please create a new dcument using ne f the accepted file frmats (preferably pdf) and resend. If yu have any questins, either r call (+64) Ref What t include n my invice Yu need t send yur invices t ur Accunts Payable department fr prcessing. Refer Where t send yur invices If a mistake has been made with yur riginal invice sent, please r call (+64) Please send credit ntes t the same address as invices Refer Where t send yur invices 5

6 Why has my invice been returned t me? Can I send mre than 1 cpy f the invice? Hw d I update my supplier details? My invice has a supprting spreadsheet, which breaks dwn the invice amunts. Wh d I send that t? Are there tax bligatins if I am a nn-resident prviding services in New Zealand? Please r call (+64) If yu are required t send a cpy t yur cntact at Vectr, please ensure that it is marked as a cpy t avid any cnfusin. D nt send anther cpy f the invice t accunts payable withut cntacting us first. Please r call (+64) Any changes t yur details need t be ed t Refer Changing yur accunt details Include it n yur t and cpy the Vectr cntact int the , clearly indicating that the Vectr cntact is receiving a cpy fr their infrmatin nly. If yu are a nn-new Zealand tax resident prviding services in New Zealand yu may have New Zealand tax bligatins. Yu can find ut mre abut yur tax bligatins (in particular relating t nn-resident cntractrs) at Vectr may be required t deduct withhlding tax frm payments t yu. Exemptins frm withhlding tax may be available. This can be a cmplex area. We recmmend yu cntact yur tax advisr if yu are unsure f yur psitin. 6

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