Financial Guide for Overseas Production Procurement Suppliers

Transcription

1 Financial Guide for Overseas Production Procurement Suppliers Honorable suppliers: Thank you for your support to Huawei. We draw up the Financial Guide for Overseas Suppliers to facilitate our communication, improve the timeliness and accuracy of procurement payment, and help you understand Huawei s requirements with respect to the financial settlement and payment. Huawei has adopted the Supplier Collaboration System (SCS) and Rosetta Net (RN) system. Without actually sending a paper invoice, the SCS system allows suppliers to query the invoice receiving and payment status, the RN system helps to realize automatic data transmission and increase the autoimmunization of the purchase process. Suppliers that have not adopted either of the two systems shall contact the finance contact person of Huawei to obtain the introduction material for applying to use SCS or RN system. Contents I Invoice Issue and Delivery Requirements for Issuing Invoices Sending and Receiving Invoice... 2 II AP Settlement and Payment Calculation of AP Due Date Calculation of the Starting Date of the Payment Term Payment... 4 III Supplier Information Change... 4 IV Payment Query... 4 V Introduction of SCS and RN SCS RN... 5 VI Attachment... 5 I Invoice Issue and Delivery 1 Requirements for Issuing Invoices 1.1 Invoice title Bill-to name: shall be consistent with the name of the contract/po signing party. (For details, see attachment 1 Table of Invoice Titles) 第 1 页, 共 6 页

2 1.1.2 Supplier full name: shall be consistent with the supplier name on the contract/po. 1.2 Invoice contents Must-have information The following information must be included in the invoice and should be consistent with that on the contract/po: contract No., PO No., currency, amount, invoice date, and invoice No Supplement information The following information should be noted to facilitate timely processing of invoices in Huawei: item No., buyer information, payment terms, and address (for the supplier to receive the invoice receiving information) Generally, all invoices shall be original and signed or stamped. 1.3 Invoice template The invoice issued by the supplier should include but is not limited to the items in the invoice template. See attachment 2 for the invoice template. 2 Sending and Receiving Invoice 2.1 Points for attention The supplier shall send the invoice to Huawei Finance directly. Please do not send the invoice to a procurement personnel or people in other department; otherwise it will result in your invoice delivery being delayed or other occasions To ensure that the invoice can be delivered to Huawei in a safe and timely manner, please send the invoice by express, which allows you to query the delivery status with the tracking number The invoice shall be delivered to Huawei 15 days prior to the AP due date for financial processing The supplier that is using SCS or RN for billing and invoicing does not need to send the paper invoice to Huawei; instead, it can enter detailed invoice information in the SCS or RN. 2.2 Invoice mail address The information about the contact person of Huawei Finance is as follows: 第 2 页, 共 6 页

3 Contact person: Miss Wu Songping Tel: Fax: Mail address:ap Department, Room T302, Xintianxia Industrial Estate, Huawei Industrial Base, Bantian Longgang, Shenzhen Guangdong Province,P.R. China Postcode: Invoice receiving and query The invoice from the supplier will be accepted and signed by the internal system of Huawei for invoice receiving. The process will be completed within two working days and the invoice receiving details will be sent to the box the supplier provided in the invoice The supplier shall contact the Huawei Finance contact person if the supplier does not receive the of invoice receiving details or there are discrepancies between the invoice sending and the invoice receiving details sent by Huawei The supplier that is using SCS or RN system can query the invoice receiving information in the system. II AP Settlement and Payment 1 Calculation of AP Due Date Huawei adopts the following formula to calculate the due date of account payables for procurement: AP due date = starting date of the payment term + payment term 2 Calculation of the Starting Date of the Payment Term 2.1 Payments paid on agreement: The start date of the payment term shall be determined strictly upon the payment terms defined in the contract/po. If the contract specifies that the start date of the payment term shall be calculated since the date when Huawei receives the documents needed for payment, then the payment term is calculated based on the date Huawei receives the eligible documents. 2.2 If the payment term in the PO differs from that in the contract, the payment term with the later due date shall prevail. 第 3 页, 共 6 页

4 2.3 If more than one payment terms are defined in the contract, the payment term with the later due date shall prevail. 3 Payment All APs shall be paid in the week in which the payment term is due. III Supplier Information Change The supplier shall contact the procurement qualification specialist of Huawei and submit the written information change application to have the following information changed under guidance: supplier name, address, deposit bank, bank account, finance contact person, address, and etc. The new information shall take effect 15 days after Huawei receives the written application. IV Payment Query Huawei will send the payment details via the "Automatic System for Payment Information". The system will send the detailed payment information (including the invoice No., payment amount and payment date) for each payment made to the address of the contact person of the supplier. Since there is time difference between the sending of notices and the actual arrival of payment into the bank account, the supplier shall query the bank account a few days later than having received the . The supplier that is using the SCS or RN system can query the payment details in the system. If you fail to receive the payment upon the payment term, please confirm whether it is caused by one of the following reasons: (1) The invoice has not arrived at Huawei; (2) The goods are not accepted into the warehouse or the services are not accepted; (3) The payment term is wrongly calculated by the supplier. If none of the reasons are applicable, please contact the finance contact person of Huawei for inquiry. For any questions, please contact Miss Wu Songping, the finance contact person of Huawei. V Introduction of SCS and RN 1 SCS 第 4 页, 共 6 页

5 Supplier Collaboration System, or SCS, is an electronic business platform that bridges the supplier with Huawei. With the help of SCS, Huawei can interact with the supplier to realize efficient collaboration with the supplier in procurement, goods acceptance, and financial processing. The financial collaboration function of SCS enables Huawei and the supplier to exchange invoice information online including all the information during the whole process starting from the invoice issue to payment. The advantages of SCS include: 1) Online real-time tracking of order acceptance status, which helps to determine the invoice issue time; 2) Online real-time query of invoice receiving, processing and payment status; 3) Online query regarding the reasons for which an invoice is returned; 4) Online invoice downloading at any time, which facilitates invoice application and reconciliation. 2 RN Rosetta Net, or RN, is an electronic business platform that integrates a series of B2B business processes and data standards and enables automatic business process between the two parties of commerce. With the help of RN, Huawei can efficiently carry out order fulfillment management and perform the end-to-end commercial activities from request for quotation, quotation, pricing, order list making, to shipment, status report, invoice delivery and payment notification. The financial function of RN is mainly to send invoice notification and payment notification. The advantages of RN include: 1) Paper-less invoice information delivery, which helps to increase the delivery speed and lower down the postage cost; 2) Payment notification, which helps to realize automatic invoice application and work efficiency improvement. VI Attachment 第 5 页, 共 6 页

6 Attachment 1 Table of Invoice Attachemnt 2 Invoice Template 第 6 页, 共 6 页