Best Practices for Submitting Tesco Invoices via Tungsten

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1 Best Practices for Submitting Tesco Invoices via Tungsten 1. Objectives To ensure speedy and accurate processing of Invoices To avoid delay in payment of your invoices To highlight the importance of entering the correct format of information into Tungsten for successful submission of invoice To avoid invoice being returned due to missing information To avoid invoice going on hold due to incorrect information or information provided in the wrong fields 2. Purchase Order Number Tungsten invoices are matched to the Tesco accounting system based on the Purchase Order numbers. Invoices will be rejected if the incorrect purchase order number is submitted on the invoice Invoice will be rejected if the invoice has more than one purchase order number Incorrect information or unnecessary details increases the time taken to process invoices and can delay payment A Tesco purchase order number will always be an eight digit number beginning with two. Eamples of valid purchase order numbers, can be found below Eample of invalid purchase order numbers can be found below. As you can see letters have been incorrectly included in the purchase order field V PO The purchase order number should ONLY be entered in the Purchase Order field. Please see a purchase order eample in appendi 1 highlighting where to locate the purchase order number. 1

2 3. Line Number All Tesco Purchase Orders have line number(s) which are used to match the line number on the purchase order to the invoice. A line number MUST be submitted on all Tungsten invoices including single line orders. Without the line number the PO will go on hold Please see a purchase order eample in appendi 1 highlighting where to locate the line number(s). 4. Quantity and Price The quantity and unit price corresponding to each line must be identical to those listed on the Purchase Order. Invoicing a higher quantity or unit price than the line price on the purchase order, will put the invoice on hold which may delay payment Do not breakdown the purchase order line (e.g. for a purchase order with line of quantity 1 X 1000 unit price do not invoice 2 X 500 unit price), the invoices will go on hold. It is mandatory the invoice line is eactly how it appears on your purchase order line If a quantity or unit price discrepancy occurs you MUST contact the Tesco Buyer/Requestor quoted on the purchase order to have the purchase order amended before submitting the invoice. 5. Line Description The description of each line of your invoice must match eactly to the corresponding line on the purchase order. Additional information can be entered in the additional information field Please see a purchase order eample in appendi 1 highlighting where to locate the description number. 6. Delivery By Date This is the date the goods/services must be delivered by. Invoice(s) must not be submitted to Tesco unless the "Delivery By" date has passed. If submitted, the invoice will be put on hold until the delivery by date has passed If the Purchase Order contains the incorrect "Delivery By" date please contact your Tesco Buyer/Requestor detailed on the purchase order Please see a purchase order eample in appendi 1 highlighting where to locate the delivery by date. 2

3 7. Invoice Date This is the date you submit your invoice; this must not be prior to the delivery date on the purchase order. 8. Delivery Address This is the address to where the goods/services would be physically delivered to. This is different to the invoice address. Please see a purchase order eample in appendi 1 highlighting where to locate the delivery address. 9. Purchase Order Raiser This is the name of the person who has raised the purchase order within the Tesco ordering system. On your purchase order they are referred to as the buyer or requestor. Please note this is not your Corporate Purchasing Buyer. This information is essential for us to route any queries relating the invoice. Absence of this information or mentioning this information in the wrong or any other place may result in delay of queries getting routed to the right person and this in turn will delay payments Please see a purchase order eample in appendi 1 highlighting where to locate the buyer name. 10. VAT Total Please ensure you apply the correct VAT rate corresponding to the VAT rate at the time when work was carried out. Incorrect VAT rate will result in invoice going on hold and the invoice will have to be resubmitted. 11. Invoice Number This should always be a unique number and should not be duplicated for another Tesco invoice. If the invoice is submitted with the same invoice number again, it will result in the invoice being cancelled. 3

4 12. Potential Reasons of why Invoices failed at Tungsten? The above essential information is not given on the invoice Purchase order number is not provided Invalid purchase order number provided Purchase order provided on the invoice is closed, as it has been fully billed against another Tesco invoice submitted by you The invoice has a duplicate Invoice Number Invoicing before the delivery by date Invalid Ta point date Invalid Ta Summary 13. General Enquires If you have any additional questions on the areas below, please contact the relevant teams marked by using the contact details in the table below. Issue/ Question Tungsten Support Tesco Accounts Payable Tesco Supplier Registration Tesco Buyer/ Requester Late payment To change company details, for eample a change in supplier name Price / Quantity discrepancy on PO Delivery date discrepancy on PO Invoice fails due to invalid PO number Supplier is having trouble submitting invoice(s) to Tungsten Supplier is having trouble with Tungsten website Supplier did not receive confirmation from Tungsten of a successful submission Supplier has a general question about entering invoice details into Tungsten 4

5 Tungsten support Tesco Accounts Payable Tesco Supplier Registration Purchase Order Raiser/ Requester Contact Raise a ticket at or call the Support Team on [email protected] [email protected] This can be found on the purchase order. Key Points to Remember: Invoices submitted through Tungsten should not be sent again as soft copy or hard copy (via , fa or mail) to Tesco Accounts Payable. This will cause a duplicate invoice on the Tesco Accounting System. Please provide all the mandatory information listed in previous pages while sending invoices to Tesco for payment. If any one or more of the essential information is missing on the invoice, it will lead to your invoice being returned. Please provide the PO line number, line description, the right quantity and the right unit price while submitting your invoice. This in turn will ensure speedy processing of your invoice and ensure ontime payments. 5

6 Appendi 1 An eample of a Tesco purchase order 6