Supplier Invoice Submission Guide Version 4.0 Date: February 11, 2016 Status: Approved
Table of Contents 1 How to Use the SWIM... 3 1.1 Submitting an invoice via SWIM... 3 1.1 a Creating an Invoice... 3 1.1 b Creating a Credit Memo... 8 1.1 c Researching Invoice Status... 9 1.2 Supported Browsers... 10 2 Submitting Invoices to IPS (email or post)... 11 2.1 Submitting non PO invoices... 11 2.1 a How to Submit an Invoice... 11 2.1 b Where to Submit an Invoice... 12 2.1 c Additional Details... 13 2.2 Submitting PO invoices... 14 3 Who to Contact for Help... 15
1. How to use the SWIM 1.1 Submitting an invoice via SWIM 1.1 a Creating an Invoice Step 1: Login to SWIM at http://theswim.viacom.com Step 2: From the homepage, click expand the Invoices and Credit Memos section from the left hand navigation menu clicking. Click Create Invoice Click For a Purchase Order to view all PO s against which invoices can be created, invoices not here are not available for invoicing
Step 3: Select the Purchase Order for which an invoice needs to be created by clicking (clicking the document number will only allow you to review to Purchase Order) to highlight the line Click the Create Invoice button (under List of Purchase Orders heading) Step 4: In the Basic Data you will now be on the Process Invoice screen. Enter your invoice number in the blank Invoice Number field. Edit or Enter your invoice date in the Invoice Date field. VAT/GST number entry is required for users in Europe. Please enter the relevant information in the fields below:
Step 5: The system shows all the line items of the purchase order for which invoices can be created. No items are selected at first. In the Products and Services section, check the box under the Item Selection column for all line items you would like to invoice at this time. Click the Update Prices box at the top of the screen and it should show the updated Gross Price at the bottom of the screen. Any line items you do not check and do not invoice at this time will show up again when creating an additional invoice from this purchase order. Step 6: For a line item that has a quantity of more than one, you do not have to Invoice all of them at the same time. Enter the quantity to be invoiced in the Billed Quantity and click on Update Prices. You may also enter partial quantities. For example, for an item of quantity 1 for $10000, you may modify the quantity to 0.50. Hit Update Prices. The price will automatically be changed to $5000, and the remaining 50% will be available for a future invoice. NOTE: Viacom can only pay entire invoices. If you incorrectly submit an invoice for all line items, or for 100% when only 50% payment is due up front, your entire invoice will be held. See below for help crediting the entire invoice, and then you can re invoice for the appropriate amounts. Step 7 UNIT PRICE UPDATE: This step is only applicable if you want to change unit price of an invoice.
For example, in the purchase order below the price is $84,800 BRL each, whereas the correct price you want to invoice is $84,900 BRL each. To change the price, click on the pencil icon under EDIT at the end of the line item: You will be taken to a new window. Enter the new price in field Net Value and click on Update Prices and then Back to Item Overview. Note: You cannot modify your invoice currency in SWIM, however, you can submit an invoice to IPS. See section 2.2. Step 8: Add attachment Attachments (PDF/DOC copies of invoices, spreadsheets, contracts) can be added using the option shown below. This is near the bottom of the screen. Attachments are required for users in Europe, Australia, the Middle East, Africa and Latin America. Click the Add Attachment button. Click the Browse button, find the attachment on your computer, and click the OPEN button. Finally, click the UPLOAD button.
Note: that this attachment can be viewed for reference, and may be required or requested by the project, but it will not affect the amount or date of the invoice you are creating. Attachments are required for vendors doing business with Viacom entities in the Latin America, Europe, the Middle East, Africa, and Australia. Step 9: Verify all information, especially additional tax and shipping, before submission. Enter the tax amount if applicable in the Taxable field shown below and click on the Update Prices button which is near the top of the screen. Step 10: Click Send. This is the final step and will submit your invoice into our system.
1.1 b Creating a Credit Memo CREDIT MEMOS: Step 1: To create a credit memo against an invoice, you must open the invoice itself under Invoices and Credit Memos, click All. Step 2: Then, click Create Credit Memo at the top of the screen. The process is otherwise similar to invoice creation steps in section 1.1a. Note, if you manually added tax to your invoice, you will have to manually add tax to your credit memo. Step 3: Use the Update Prices button to ensure you will be submitting the correct amount. The only way to submit a credit memo in SWIM is against an existing invoice in SWIM.
1.1 c Researching Invoice Status Step 1: Click on All under the Invoices and Credit Memo section. You will see a list of all PO invoices and credit memos created through SWIM. Document Sent is the final status. If an invoice is In Process, Viacom has not received it. Open the invoice, click PROCESS to continue working on it. Examine all relevant fields, and hit SEND to submit this invoice when complete. When viewing an individual purchase order in SWIM, you may click Display Document Flow at the top of the screen to show a list of any Invoices or Credit Memos created from this purchase order. Step 2 Run an Invoice Status Report: Click the Invoice Status Report button. Further info, and ALL non PO invoices, or other invoices not created through SWIM, can only be found on the Step 3: A pop up will appear. Allow all pop ups from this site if necessary. The screen may be refreshed, which may log you out on the first attempt. Step 4: Enter the selection criteria and click the Execute button to see the status of the invoice.
If you have more than 10 invoices, there is a scroll bar on the far right to scroll down. You may click on the title of any column to sort by that title. If you have too many results, you can restrict your results using the selection criteria fields (invoice date range for example) and click Execute again. On this report: Submitted means the invoice is received, but still in processing and approval. Approved means the invoice is complete and waiting to be paid based on the vendor s net terms. Paid means the payment has been processed based on the vendor s payment method. 1.2 Supported Browsers PC Supported Browsers: Internet Explorer 11, Mozilla Firefox 36, Google Chrome 11 Java 1.7.0_45 Apple/Mac Supported Browsers: Firefox 36, Safari 8 Java 1.7.0_45 For additional information, see the document entitled Minimum System Settings Required for the SWIM in the HELP Section of our SWIM Help webpage at http://viasignup.viacom.com/theswim/pages/supplierhelp.aspx
2. Submitting Invoices to IPS (email or post) 2.1 Submitting non PO invoices 2.1 a How to Submit an Invoice A Non PO invoice MUST include all of the following information on the face of the invoice: a. Viacom company code and name (i.e. 3390 MTV Networks Europe, 2356 Viacom Networks Brasil, 8302 Viacom International) b. The Viacom Identification Number (VIN) of the Viacom employee ordering the goods and/or services c. Your supplier number (if known; not required) d. Include currency e. Please note: Company code and VIN are required to ensure the invoice is processed. f. If you are in one of the following countries please also provide your VAT, ABN, or GST number: Spain Portugal Germany Belgium Netherlands Italy France UK Poland Czech Republic Hungary Switzerland South Africa Nigeria Australia New Zealand Additional information may be required based on the statutory requirements in your country. Please make sure that your Invoice includes all of the information required to meet the definition of an invoice. Please submit your invoice by email (or mail) to one of the addresses noted on pages 12 13.
2.1 b Where to Submit an Invoice Please submit your invoice based on the location of the Viacom entity for which you are doing business. a. For Viacom entities In North America (Canada and the United States): a. You can email invoices to: vmninvoices@ipsservices.com b. You can send invoices by mail to: Viacom PO Box 2232 Secaucus, NJ 07096 2232 b. For Viacom entities In Mexico: a. You can email invoices to: AmericasSWIM@ipsservices.com b. You can send invoices by mail to: Viacom PO Box 2232 Secaucus, NJ 07096 2232 c. For Viacom entities In Colombia: a. You can email invoices to: AmericasSWIM@ipsservices.com b. You can send invoices by mail to: Royal Technologies S.A.S. c/o MTV Networks Colombia S.A.S. Cra. 29 Nro. 39A 22 Bogotá, Colombia d. For Viacom entities In Brazil: a. You can email invoices to: AmericasSWIM@ipsservices.com b. You can send invoices by mail to: GeDoc Do Brasil c/o Viacom Networks Brasil Luciano Av das Neves, 209 ed. Don Esteban Shop 01 Centro Vila Velha ES CEP: 29100 201 e. For Viacom entities In Argentina: a. You can email invoices to: AmericasSWIM@ipsservices.com b. You can send invoices by mail to: Document Technologies, SRL c/o MTV NETWORKS ARGENTINA S.R.L. Tacuarí 124 Piso 4 B Postal Code 1071 Capital Federal C1071AAD Buenos Aires, Argentina f. For Viacom entities In Europe (except Germany, Switzerland and Austria), Middle East and Africa : a. You can email invoices to: EMEASWIM@ipsservices.com b. You can send invoices by mail to: Viacom c/o Kefron Unit 4A Woodley Park Estate Reading Rd Woodley, Reading RG5 3AW United Kingdom g. For Viacom entities In Germany, Switzerland and Austria: a. You can email invoices to: invoice.gsa@vimn.com b. You can send invoices by mail to: Viacom Stralauer Allee 6 Berlin 10245 Deutschland
h. For Viacom entities In Australia & New Zealand: a. You can email invoices to: AUSinvoices@ipsservices.com b. You can send invoices by mail to: Viacom PO Box 2458 Secaucus, NJ 07096 2458 USA 2.1 c Additional details Additional non PO email formatting guidelines are below: Please be aware of the following guidelines and helpful hints from IPS, our Imaging partner, when sending a Non PO Invoice to the email address above: o For faster processing, please attach documents to a blank email message, i.e. don t include signatures or any logos, graphics or links in the message body. These are Ok, but will slow down processing a bit. PDF format is the most efficient for processing. o You are sending to a mailbox that is not monitored by a person, so emails are not read and read receipt and recall requests are not processed. Do not include any instructions in the email message body as by default, message body text is ignored. o The primary page(s) should be first in the document to be processed and any backup/supporting pages should follow, all within the same document, e.g. PDF. o There is a 10MB limit (per email message) for attachments, so if there are large attachments, they should be broken up and sent over multiple email messages. Do not split work items as they will not be combined back. o Filenames may not be longer than 100 characters. Files with longer names will not be processed. Do not use any symbol characters except space, dash/hyphen and underscore. o Sensitive/confidential documents (e.g. Social Security Numbers) should not be sent via email, as it is not a secure transport. o Multiple documents may be attached to a single email message. For efficiency, each document should be a separate invoice or work item. However, we can accept a document that contains multiple invoices (work items.) o If you will be scanning your own documents, e.g. with a Multifunctional Device (MFD, MFP, etc.), scan at 200 or 300dpi resolution and save as a black & white PDF document. o Emails will be processed up to the cut off time, which is usually 3PM Eastern Time (US). Emails received after that time will be processed with the next day s work.
2.2 Submitting PO invoices Note: Submitting invoice on the SWIM is the preferred method of invoice submission. Invoices submitted via SWIM are electronically received into our accounting system immediately for processing. For additional information on utilizing SWIM, see page 3, section 1.1 Submitting an Invoice Via SWIM If your organization is unable to submit invoices through SWIM, the PO invoices may also be mailed or emailed to the addresses referenced on pages 12 13. Please reference your PO number on the face of the invoice. If you are in one of the following countries please also provide your VAT, ABN, or GST number: Spain Portugal Germany Belgium Netherlands Italy France UK Poland Czech Republic Hungary Switzerland South Africa Nigeria Australia New Zealand Additional information may be required based on the statutory requirements in your country. Please make sure that your Invoice includes all of the information required to meet the definition of an invoice.
3. Who to Contact for Help For suppliers doing business with entities in the US, Canada, Latin America, and Australia, please reach out to the GBS Business Services team at businessservices@viacom.com or 1 212 846 5070. o Support available in English, Spanish, and Portuguese o Australian vendors can reach us using the locale number: (+61) 2 9921 0241 o Note: If you are routed to our voicemail, voicemails will be returned within 24 hours (excluding weekends and public holidays). For suppliers doing business with entities in Europe, Middle East, and Africa please email GBSBudapest@viacom.com. For you convenience, local numbers are available depending upon your language preference: This hotline currently supports the following languages: English, Spanish, Portuguese, Italian, Dutch, French, German and Polish. o The UK: +44 203 5803540 o Hungary: +36 1 877 9305 o Spain: +34 91 502 90 14 o Portugal: +35 121 1206634 o France: +33 (0)1 70 94 95 54 o Italy: +39 02 76211 7454 o Germany: +49 6969 712 5324 o Sweden: +46 85 067 8054 o The Netherlands: +31 20 493 7304 o Poland: +48 22 4772038 o Belgium: +32 34 003854 o South Africa: +27 11 4282965 Note: If you are routed to our voicemail, voicemails will be returned within 24 hours (excluding weekends and public holidays).