Procure to Pay (P2P) Handbook P2P CONTACT INFORMATION 2 ACCOUNTS PAYABLE CONTACT INFORMATION 2 ESCALATION PATH 2 ADDRESS BOOK MAINTENANCE CONTACT INFORMATION 3 EPC PROCUREMENT BUYING ASSISTANTS 4 Direct Spend 4 Indirect Spend 5 PO CREATION WORKFLOW 6 FAQs: 6 REQUIREMENTS TO CREATE A NEW VENDOR FOR AP 8 Domestic Vendors 8 Foreign Vendors 8 REQUIREMENTS TO PAY AN INVOICE 9 INVOICE PROCESSING & PAYMENTS FAQ s 10 PAYMENT PROCESS OVERVIEW 12
P2P CONTACT INFORMATION ACCOUNTS PAYABLE CONTACT INFORMATION Type of request E-mail EPC Contact Contact For general A/P questions (Customer Service Team) Urgent or critical requests & Escalations. ap.support@amway.com catalina.aguilar@amway.com Jose Pablo Villar Jonathan Solis Luis Monge Milagro Mendez Catalina Aguilar, Supervisor Dial 616-787- 4913 Dial 616-787- 6600, then the extension 6765 ESCALATION PATH Note: Please submit scanned invoices to: ap.invoices@amway.com USE THIS EMAIL FOR INVOICE SUBMITION ONLY, DO NOT USE FOR INQUIRIES
ADDRESS BOOK MAINTENANCE CONTACT INFORMATION Type of request E-mail EPC Contact Contact New vendor creation & maintenance. address.book@amway.com Carlos Hernandez Karina Fernandez Dial 616-787- 6600 then ext 6738 Urgent or critical requests & Escalations. manrique.castro@amway.com Manrique Castro Supervisor Dial 616-787- 6600 then ext 6889
EPC PROCUREMENT BUYING ASSISTANTS Direct Spend Gurwitch Commodity E-mail EPC Contact Paper - Labels, Corrugated Packaging - Bottles, Closures, Buyouts, Yoshino, Cosmetic components, SV foils, DVDs, CDs, *OP/Reworks Paper & Packaging - Foils, Films, Drums, Pouches, Super Sacks, Bags, Beauty Buyouts (Beauty Cycle, Artistry, etc.), Glass, Aerosols (cans, valves, shrink bands) Durables - Hardware, Electronics, Cookware, Knives, Latin America, Singapore Raw Materials (Chemicals) Affiliate to Affiliate Raw Materials - Proteins, *OP, Food item buyouts, Vitamins, Minerals, Excipients, Botanicals, Softgels, Non-food buyouts Urgent or critical requests & Escalations procurement.gurwitch@amway.com procurement.paper@amway.com procurement.packaging@amway.com procurement.packaging@amway.com procurement.durables@amway.com procurement.raw.materials@amway.com procurement.raw.materials@amway.com procurement.nutrilite@amway.com ana.patricia.rodriguez@amway.com lady.diana.fuentes@amway.com Ana Patricia Rodriguez Roy Sanabria Roy Sanabria Lady Fuentes Arleen Manzanares Kendall Houston Jose Pacheco Jose Pacheco Paola Varela Ana Patricia Rodriguez Lady Diana Fuentes Contact Dial 616-787-6600, then the extension number x6873 x6704 x6704 x6866 x6675 x6799 x6896 x6896 x6879 x6873 x6866 Note: Suppliers and Non-Global Procurement employees, should refer their Procurement questions and requests to: procurement.us@amway.com
Indirect Spend Commodity Computers, IT, Marketing, HR, Special Events, Capital equipment, Immpower, Integration Page, OC Maintenance/Storeroom orders E-mail procurement.indirect@amway.com EPC Contact Maria Teresa Perez Julio Herrera Contact Dial 616-787-6600, then the extension number x6851 x6679 P-Card us.pcard@amway.com Rodrigo Jimenez x6887 Nutrilite indirect support, Capital equipment, Lab, Printing, Standard Requisitions and Corporate hangar procurement.indirect@amway.com Maria Teresa Perez Julio Herrera x6851 x6679 Urgent or critical requests & Escalations maria.teresa.perez@amway.com Maria Teresa Perez Senior Analyst x6851 Note: Suppliers and Non-Global Procurement employees, should refer their Procurement questions and requests to: procurement.us@amway.com
PO CREATION WORKFLOW FAQs: What are the requirements to create a Purchase Order? Before placing a Purchase Requisition, the vendor must be created in JDE. Contact procurement.us@amway.com to get the New Vendor Form. This form should be fully filled out and sent to address.book@amway.com. You will receive a vendor code in order to submit the requisition. I never placed a Requisition, who can walk me through the process? The Indirect Buying Assistant can help you in the Requisition creation process by sending an email to procurement.us@amway.com asking for help. Who will approve my requisitions? JDE recognizes the AIU of the person that places the requisition; once the REQ is created it goes to an electronic approval system, which allows the REQ to be routed through the organization to one or more individuals who have different levels of dollar-limit authority (FAC). If the purchase requisition needs to be approved by a different department or organization, the requisition can be custom router. How is the Purchase Order sent to the supplier? The Indirect Buying Assistant will convert a REQ into a Purchase Order after the approval process. The REQ will be created within 24 hours from the approval date and will be sent to the supplier according to the sending method (email, fax, EDI, etc) that is set up in the address book. How do I request a revision to a Purchase Order? The Indirect Buying Assistant will help you with the revision. Just make sure that the approval from the individual with the right dollar-limit authority (FAC) is included in the request (via e-mail). How does the supplier get paid? The supplier must send the invoice to ap.invoices@amway.com stating the Purchase Order number (ie. 567089 OI ). The system then finds the Requisitioner (individual that entered the REQ) on the to-be-approved invoice. Since the invoice has a PO (in this example), the FAC limit is not relevant (since it was already approved at the time of the requisition). The Requisitioner will confirm that the goods or the
services have been received. AP will process the voucher and the invoice will be paid according to the Payment terms. REQ to PO Process Purchase Need Requisitioner submit a Requisition through JDE REQ is approved in Webmethods Supplier acknowledge the Purchase Order and send invoice to ap.invoices Procurement coverts a REQ to Purchase Order PO is sent to the supplier
REQUIREMENTS TO CREATE A NEW VENDOR FOR AP Domestic Vendors Payment method The preferred payment method for domestic vendors is ACH (Automated Clearing House) To setup new domestic vendors the following documents are required: New Supplier Information Form (E-6855) Properly filled and signed/approved by requisitioner s upline. Completed W-9 form W-9 Taxpayer Identification Request Form. ACH Enrollment form (E-6963). Scanned copy of a voided check or Bank Letter with the account and routing numbers to confirm ACH Enrollment Form information. The forms should be sent to P2P Address Book Team within three days prior to placing a purchase order or requesting services from a vendor (address.book@amway.com) Foreign Vendors Payment method the require payment method for foreign vendors is wire transfer. To setup new foreign vendors the following documents are required: New Supplier Information Form (E-6855) Properly filled and signed/approved by requisitioner s upline. A completed and signed Supplier Wire Transfer Banking Details form (E-6856) The forms should be sent to P2P Address Book Team within three days prior to placing a purchase order or requesting services from a vendor (address.book@amway.com) Note: The processing time to create a new vendor in the system is 48 hours from the moment the request is received with all the required documentation.
REQUIREMENTS TO PAY AN INVOICE Invoice number Supplier remit-to address Invoice amount Invoice date Attention-to name (Amway contact) Bill to company (i.e. Access Business Group, Amway, Alticor, etc.) A valid general ledger account number or purchase order number & type. A Withholding Tax Determination for Payments Sent Outside the US form (E- 6958) is required for all payments for invoices not related to purchase orders and for purchase order types OC, OI and OS The foreign currency to be paid should be marked on the invoice PLEASE NOTE: P2P CANNOT PAY FROM STATEMENTS, QUOTES OR PRO FORMA INVOICES. Note: Invoices will be processed based on their received date and/or invoice due date. The processing time for invoices is 48 hours after they are received. Please email the invoices to: ap.invoices@amway.com
INVOICE PROCESSING & PAYMENTS FAQ s Where should I submit an invoice to be processed by AP? All invoices should be submitted to ap.invoices@amway.com for processing by AP. Each invoice should be send as a separate attachment. You may send multiple attachments within one e-mail. Can I receive the invoice directly from the vendor and then forward it to AP? Yes, you may receive the invoice directly from the vendor instead of having the vendor submit the invoice to ap.invoices@anway.com. However, we encourage the suppliers to submit the invoice directly to AP to ensure it is received in a timely manner. If the invoice is related to an OI or OS PO type, sign the invoice with an OK to pay (acknowledgement of service or product) and forward it to ap.invoices@amway.com. If the invoice is a Non-PO, filled out the Payment Request Form (E-1161), make sure to have the proper FAC approval signature on it and then forward it to ap.invoices@amway.com. All foreign payment request must come with a Withholding Tax Determination for Payment Sent Outside the US form (E-6958) What kind of information will need to be provided on the invoice for proper processing by AP? All invoices must have the following content: Invoice number. Supplier remit-to address. Invoice amount. Invoice date. Attention-to name (Amway contact). Bill to company (i.e. Access Business Group, Amway, Alticor, etc.). A valid general ledger account number or purchase order number & type. A Withholding Tax Determination for All Payments Sent Outside the US form (E-6958) is required for all foreign invoice payments. The foreign currency to be paid should be marked on the invoice. Can AP process payment with a Pro-forma, Quotes, Estimates or Statement documents? No, AP can not process payments through either one of these documents.
AP can only process from invoices or Payment Request Forms with proper approval and backup documentation. What if I don t have an invoice but I need to request a payment for a vendor? All payment requests such as license fees, contracts, sponsorships, etc, must come with the Payment Request Form (E-1161) properly filled out and approved. All Payment Request Forms must include proper backup documentation for processing. How do I know if a vendor is already setup in JDE? You can send an email to the Address Book Maintenance Team (address.book@amway.com) asking to double check for you. If the vendor is not setup in JDE what do I do? You will need to contact the vendor and ask them to fill out the New Supplier Information Form (E-6855) located at the Electronic Forms site http://access.intranet.local/forms/a_forms_alpha.asp along with a copy of their W9. Amway s preferred payment method is ACH so we encourage our vendors to complete the ACH form (E-6963) and provide a scan copy of a voided check or Bank letter to confirm their banking instructions. Once you gather all this information please forward it to the Address Book Maintenance Team at address.book@amway.com What s the normal turnaround time to process and pay an invoice? The normal turnaround time to process a pre-approved, coded or PO related invoice is 48 hours (2 business days). Payment is issued based on the payment terms setup in the Address Book record. Who can I contact to provide a payment status? Please address all your AP Inquiries (invoice & payment status) to the AP Support Team at ap.support@amway.com or call to 616-787-4913.
PAYMENT PROCESS OVERVIEW Standard Payment Terms: Net 30. Invoice date: The date the invoice is created by the supplier. The invoice should not be sent until the order item has been shipped to Amway. Due date: the date the invoice is due to be paid, calculated between the invoice date and the supplier payment terms setup in the Address Book. Payment Date: The date the payment is issued. Note: Any exception to the standard payment terms needs to be approved by the corresponding sourcing buyer. Payment Process Overview Pay Invoice based on Payment Terms (Day 10) Scan Invoice (Date 0) Receive Invoice back & processing (Day 9) Index Invoice (Day 1, 24 hrs) Send Invoice for Approval/Receipt to Match (Day 3, 48 hrs)