SUPPLIER GUIDE With the introduction of the Purchase Order process for Marketing suppliers, there are new requirements in the invoice process that must be met. This document will summarize these new requirements as well as improvements that you, the Supplier, can incorporate into your invoice formats in order to facilitate on- time payments. We will also provide instruction on how to obtain status on invoices you have already sent to us. CONTENTS Invoices... 2 General Rules and Guidelines... 2 An invoice must match its purchase order... 2 Reference only one purchase order in an invoice... 2 Payment terms are identified on the purchase order... 2 Invoices without purchase orders must meet certain requirements... 3 Electronic Invoicing Our Preferred Method... 3 Paper Invoice Requirements... 4 New addresses for mailed- in invoices... 4 Include the correct reference information... 5 Only send duplicate invoices if requested... 5 Update your invoice templates per Mondelēz International and Kraft Foods requirements... 5 Format for invoices or credit memos related to purchase orders... 6 Example of an invoice or credit memo related to a purchase order... 7 Format for invoices or credit memos NOT related to purchase orders... 8 Example of an invoice or credit memo NOT related to a purchase order (Internal Order)... 9 Getting Invoice Status and Answers to Questions... 10 Page 1 of 10
INVOICES The following requirements and options that relate to invoices will be presented in this document: General rules and guidelines Electronic invoicing our preferred method Paper invoice requirements Getting invoice status and answers to questions Please make sure you understand this information. GENERAL RULES AND GUIDELINES There are certain general rules and guidelines that apply to invoices: All suppliers must have a W- 8 or W- 9 on file in order for payments to be made An invoice must match its purchase order One invoice for one purchase order Payment terms are indicated on the purchase order Invoices without purchases orders must meet certain requirements AN INVOICE MUST MATCH ITS PURCHASE ORDER When invoicing against a purchase order, the invoice s line items must always match the purchase order s line items. This includes Spend Type, Line Description, Cost per spend type and Currency. By making sure the invoice exactly matches the purchase order, you will help ensure your payment is processed as quickly as possible. REFERENCE ONLY ONE PURCHASE ORDER IN AN INVOICE While you may still submit invoices that reference more than one Purchase Order, we are informing you that this may cause a delay in payment when you choose to send invoices that reference more than one Purchase Order. Any issues with one of the referred Purchase Order would hold up the entire invoice for payment. Therefore, to avoid any delays in payment, please submit invoices that reference only one Purchase Order. However, more than one invoice can reference a single Purchase Order. PAYMENT TERMS ARE IDENTIFIED ON THE PURCHASE ORDER Payment terms have changed for some suppliers, so make sure you understand the terms that apply to your invoices. Refer to your purchase orders for the correct details. Page 2 of 10
Please be aware of these key facts: If you service both Mondelēz International and Kraft Foods, you should have already received notice of the new coordinated payment terms If you are fulfilling orders without a purchase order, payment terms will default to Kraft Foods policy of Net 75 days INVOICES WITHOUT PURCHASE ORDERS MUST MEET CERTAIN REQUIREMENTS Mondelēz International and Kraft Foods require purchase orders for nearly every purchase. However, you may receive an order without a purchase order. In these cases, you will be given an Internal Order Number (IO#) as authorization to proceed with a project. You must include this IO Number on your invoice as well as the email address of the Mondelēz International or Kraft Foods invoice coder, to ensure that your invoice is properly processed and payment is made on time. The email address should be of the person who will code your invoice to the correct internal cost accounts. Note that this email address may belong to someone other than your contact. Work with your contact to agree on the correct email address to be printed on the invoice. ELECTRONIC INVOICING OUR PREFERRED METHOD Regardless of how the order is initiated or how you re currently submitting invoices, both Mondelēz International and Kraft Foods preferred method for receiving invoices is electronic invoicing through our third- party service provider, OB10. This option reduces invoice processing time and enables faster payments. OB10 is a world leader in e- invoicing, and enables organizations to electronically deliver invoices from their accounting systems to Mondelēz International and Kraft Foods, without the need to install additional hardware or software. If you have further questions about, or are interested in electronic invoicing, contact the Electronic Invoicing Team at einvoicing@mdlz.com for Mondelēz International or einvoicing@kraftfoods.com for Kraft Foods. Or call or email your primary contact in Mondelēz International or Kraft Foods Procurement. Page 3 of 10
PAPER INVOICE REQUIREMENTS If you submit invoices using a method other than a postal service, continue to use that process. The process to submit paper invoices via a postal service is the only method that is changing at this time. If you are mailing in paper invoices and do not plan on converting to OB10 in the near future, the following are rules and guidelines to ensure your invoices are delivered to the correct processing center and then routed to the appropriate Kraft Foods contact. NEW ADDRESSES FOR MAILED- IN INVOICES The addresses for invoices have changed. Please refer to the table below to determine the appropriate mailing address: Invoice Submission Addresses US CANADA US CANADA Kraft Foods Group, Inc. P.O. Box 469017 San Antonio, TX 78246-9017 Kraft Canada, Inc. P.O. Box 469018 San Antonio, TX 78246-9018 Mondelēz Global, LLC P.O. Box 469014 San Antonio, TX 78246-9014 Mondelēz Canada, Inc. P.O. Box 469015 San Antonio, TX 78246-9015 Also note these key points: If you are unsure to which P.O. Box to send an invoice, check its purchase order the correct invoice mailing address is identified there. All invoices for Mondelēz International or Kraft Foods should be sent to one of the P.O. boxes mentioned above. Do not send invoices to any other addresses, such as our manufacturing plants or headquarter locations. Page 4 of 10
INCLUDE THE CORRECT REFERENCE INFORMATION Invoices without any reference information will be rejected and returned for additional information. For any invoice related to a purchase order, you must include the Purchase Order Number in the Purchase Order Number field. For any invoice NOT related to a purchase order, you must include the IO# as well as the Mondelēz International or Kraft Foods email address of the contact person who will review and prepare the invoice for payment. (Mondelēz International email addresses end with @mdlz.com.) (Kraft Foods email addresses end with @kraftfoods.com.) ONLY SEND DUPLICATE INVOICES IF REQUESTED Only send duplicate invoices if Mondelēz International or Kraft Foods specifically requests them. Do not send duplicate invoices if they are not requested; doing so could result in a payment delay. If a duplicate invoice is sent per a request from Mondelēz International or Kraft Foods, use the original Invoice Number. For example, do not add additional digits or letters to the original Invoice Number to indicate that it is a duplicate invoice. UPDATE YOUR INVOICE TEMPLATES PER MONDELĒZ INTERNATIONAL AND KRAFT FOODS REQUIREMENTS Our system has the ability to scan invoices and automatically read data from various invoice fields. In order to minimize errors, please update your invoice templates according to the requirements on the following pages: Requirements for invoices or credit memos related to purchase orders Requirements for invoices or credit memos NOT related to purchase orders (Internal Orders) Adhering to the following requirements will help expedite the time it takes to process your invoices. Page 5 of 10
FORMAT FOR INVOICES OR CREDIT MEMOS RELATED TO PURCHASE ORDERS 1. Indicate clearly that your invoice is an Invoice or a Credit Memo/Invoice with a distinct title at the top of the page. 2. Match the invoice template s line items and structure to that of the original purchase order. Elements such as Spend Type, Line Item Description, Cost per Spend Type and Currency should be consistent with the original purchase order. 3. Make sure the font used is Calibri or Times New Roman, with a font size of 12 or 14, and is black in color. In addition, invoices themselves should not have any handwritten notes, stamped information, correction tape, correction fluid or stickers on the surface of the paper. 4. Check the print quality to be sure all information is clear and legible. 5. Do not include diagonal text. 6. Limit shading of text or fields. 7. Set the page orientation to portrait (vertical format), not landscape (horizontal format). 8. Improve the quality of the paper to withstand our scanning process. Invoices should be printed on white paper stock. Carbon copies reduce our ability to read your invoices. 9. Use only one or a limited number of invoice templates. Many variations increase processing time. 10. Format all dates to be in the numeric format MM/DD/YYYY (e.g., 04/23/2011) 11. Include a PO Number in the PO Number field. a. Only PO Numbers should be included in the PO Number field. No other information should be included in this field. b. Do not include any extra text or characters in the PO Number field. Hyphens, dashes, colons, semi- colons and other punctuation marks can cause your invoice to be misread or rejected by the system. c. Make sure the PO Number field is big enough to fit the entire Purchase Order Number. Purchase Order Numbers should not run off beyond the Purchase Order Number field. d. If the template is for a Credit Memo, incorporate the original Invoice Number or Purchase Order Number in the body of the invoice. 12. Use numeric Invoice Numbers. Limit the use of alphabet characters in your Invoice Numbers. 13. Place the Remit To Address and Ship To Address near the top of the invoice. 14. Indicate Make Payment To or Remit To in the header. Do not use any other references, such as Correspond with. 15. For Canadian invoices, include the GST/HST and QST/PST Registration Numbers. 16. Indicate the currency denomination of the invoice amounts. 17. Include your company s Accounts Receivable contact s email address, phone number, and fax number. This allows Kraft Foods to direct questions about the invoice to the appropriate person. Following is an example of an invoice or credit memo related to a purchase order. Page 6 of 10
EXAMPLE OF AN INVOICE OR CREDIT MEMO RELATED TO A PURCHASE ORDER Page 7 of 10
FORMAT FOR INVOICES OR CREDIT MEMOS NOT RELATED TO PURCHASE ORDERS 1. Indicate clearly that your invoice is an Invoice or a Credit Memo/Invoice with a distinct title at the top of the page. 2. List any other requirements as requested by Kraft Foods in the body of the invoice. For example: a. For Marketing invoices, list the Internal Order Number in the body of the invoice. b. For invoices related to plant trials, list the Internal Order Number in the body of the invoice. 3. Include your company s Accounts Receivable contact s email address, phone number, and fax number. This allows Kraft Foods to direct questions about the invoice to the appropriate person. 4. Make sure the font used is Calibri or Times New Roman, with a font size of 12 or 14, and is black in color. In addition, invoices themselves should not have any handwritten notes, stamped information, correction tape, correction fluid or stickers on the surface of the paper. 5. Check the print quality to be sure all information is clear and legible. 6. Do not include diagonal text. 7. Limit shading of text or fields. 8. Set the page orientation to portrait (vertical format), not landscape (horizontal format). 9. Improve the quality of the paper to withstand our scanning process. Invoices should be printed on white paper stock. Carbon copies reduce our ability to read your invoices. 10. Use only one or a limited number of invoice templates. Many variations increase processing time. 11. Format all dates to be in the numeric format MM/DD/YYYY (e.g., 04/23/2011) 12. Insert the Mondelēz International or Kraft Foods invoice coder email address in the Purchase Order Number field or in the Bill To address as a part of the Attention To line. If you have character limits in either of these two places, you can include the Mondelēz International or Kraft Foods email address in the body of the invoice. 13. Use numeric Invoice Numbers. Limit the use of alphabet characters in your Invoice Numbers. 14. If a credit memo, incorporate the original Invoice Number or IO Number in the body of the invoice. 15. Place the Remit To address and Ship To address towards the top of the invoice. 16. Indicate Make Payment To or Remit To in the header. Do not use any other references, such as Correspond with. 17. For Canadian invoices, include GST/HST and QST/PST Registration Numbers. 18. Indicate the currency denomination of the invoice amounts. Following is an example of an invoice or credit memo not related to a purchase order. Page 8 of 10
EXAMPLE OF AN INVOICE OR CREDIT MEMO NOT RELATED TO A PURCHASE ORDER (INTERNAL ORDER) Page 9 of 10
GETTING INVOICE STATUS AND ANSWERS TO QUESTIONS There are two primary ways to find out the status of an invoice and obtain answers to other questions via the Mondelēz International and Kraft Foods Contact Center (Customer Service Center). Please note that you should not reach out to your Kraft Foods contacts to find out the status of invoices. For assistance regarding invoice inquires or payment status, use the following options: Mondelēz International: Go to https://mdlzbsc.kayako.com or call the Contact Center at 210-530- 7333 for urgent concerns. Kraft Foods Group: Go to https://kraftbsc.kayako.com or call the Contact Center at 210-530- 7200 for urgent concerns. Page 10 of 10