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How to invoice us //

How to invoice us

Qolac values relationships with suppliers with whom we conduct business. We are committed to automating and streamlining our procure-to-pay processes to improve operational efficiency and enable faster and on-time invoice payments.


With environmental sustainability at the heart of everything we do, we recognize that we can make a significant contribution to this agenda, by moving away from paper invoicing, to electronic invoicing solutions.

To know more about our invoicing processes, including how to check the status of a payment, please select the region that you are doing business in.

North America & Europe

Qolac is actively phasing out the processing of paper invoices across the globe, to take advantage of the benefits that electronic invoicing provides to our business and to you as our supplier. Eventually this will be the only way to submit invoices and receive payments. Find out more about the available e-invoicing solutions.

Paper invoices may be submitted as an agreed exception; however, you must ensure you follow the guidelines to get paid in time.

Please note that Qolac has a ‘No PO, No Pay’ policy, which is designed to ensure that all payments are accurately authorized and recorded. You must ensure you have a valid Purchase Order (PO) number before you submit an invoice for payment, which must be included on the invoice copy.

To provide you with near real-time updates on the status of invoices and payments, we provide an invoice status service through our e-invoicing solution providers.

Submitting invoices in North America & Europe

Our vendor partners in Europe and North America can now invoice us electronically via Tungsten Network (earlier known as OB10) and Ariba Network. We strongly recommend that you move away from paper invoicing methods and adopt electronic invoicing, as it gives you better oversight, added visibility and improved control over your invoices. Most importantly, it speeds up the process for getting paid. It offers other benefits including:

1. Online tracking of invoice status and payment
2. Guaranteed delivery of invoices
3. Improved on-time payment, enabled by faster processing
4. Fewer rejected invoices, as you can identify and rectify potential errors on submission of an invoice
5. Confirmation emails that will precisely tell you when the invoice was received

How to submit invoices electronically

You need to first register with at least one of our e-invoicing partners; Tungsten Network, Trade shift (European regions only) or Ariba Network.
If you are an existing supplier already registered to any of the above service providers, please continue to submit your invoices through the registered platform.
If you are a new supplier based in Europe, we recommend you register with Trade shift.
If you have any questions about platform selection, please contact the e-invoicing team.

Tungsten Network Integrated Solution

If you generate high volumes of invoices, we recommend you use the Tungsten Integrated Solution. The Tungsten e-invoicing solution provides a fully automated process that extracts invoice data from your accounting systems and delivers it directly to Qolac, without the need for any additional software or hardware. It allows you to send us a consolidated data file for all your invoices.

If you usually generate lower invoice volumes, you can choose the Tungsten web-based form. There is no annual license fee for this method.

Ariba Network Integrated Solution

The Ariba e-invoicing solution will require an adaptor (EDIFACT, X12, cXML) to enable the integration of your system with Qolac system. The integration will enable a touchless, two-way communication that will fully automate transactions between suppliers and Qolac.

Trade shift

Qolac has partnered with Trade shift, an e-invoicing solution provider, to receive and pay your invoices electronically. Trade shift is a flexible platform that streamlines the end-to-end procure-to-pay process between you, our valued partner, and us.

Trade shift enables Qolac to receive, approve and pay invoices without the need to wait for the traditional paper invoices. It offers you complete visibility of your invoice and payment status, which will significantly reduce the time you spend raising queries with our Accounts Payable Service Desk.

Trade shift makes free e-invoicing quick and easy, so you can focus on what matters most.

Please note

Qolac has a ‘No PO, No Pay’ policy, which is designed to ensure that all payments are accurately authorized and recorded. You must ensure you have a valid Purchase Order (PO) number before you submit an invoice for payment, which must be included on the invoice copy.

Effective 1st December 2018, Suppliers will receive payments from Qolac via bank transfers only.

If you are an existing supplier and haven’t yet registered your bank account details with us, please contact your Qolac procurement focal before 30th November 2018 to do so. Bank account details will be mandated for all new contracts effective 1st June 2018.

More help and information

You can write to us at e-invoicing@Qolac.com
For information on Ariba Network, please refer to service.ariba.com

Guidelines to paper invoices in North America & Europe

If you have an agreed exception that allows you to submit paper invoices, you must ensure that your invoice is compliant with our general guidelines, and all country specific requirements. A clear and complete invoice will help avoid inefficiencies and ensure timely payments.

Any invoice not complying with requirements will be returned to suppliers, who will need to cancel the non-compliant invoice and issue a new invoice. This will reset the payment due date.

Please refer to this sample invoice (PDF | 2MB) and the following guidelines, to ensure that your invoice contains all relevant information required for processing. Please note, this invoice is for most countries, but there are exceptions which are also listed below.

Invoicing guidelines and country specifications

Please do not commence your work until you have received a Purchase Order (PO)/Direct Order (DO) number.

Invoices must not be submitted until goods or services have been delivered.

You must include the following in your invoice which can be found on the PO:

1. PO number (or schedule agreement number if applicable)
2. Supplier name and address
3. Bill to address
4. Supplier number
5. Qolac VAT registration number
6. Unit price, quantity, description and currency as set out in the PO (e.g. if the order is in kg the invoice should be in kg, if the currency is EUR the invoice should be in EUR)
7. In addition, please do not consolidate multiple purchase order lines into one line on the invoice (for example, if the PO has service rate on line 1 and expenses on line 2, do not consolidate them as one entry on the invoice)
8. Ensure that freight costs are clearly mentioned on the invoice in a separate line
9. Material number (in case of goods orders)
10. Net, tax (amount and percentage) and gross amount
11. Invoice number, date and description
12. Your bank details (including SWIFT and IBAN numbers if applicable)
13. Your tax registration number (e.g. VAT) and the amount/rate of VAT (where applicable)
14. Delivery note/receipt/remittance number with delivery date and delivery address for goods (not services)
15. The date must not precede the date on the DO/PO/MO
16. Exchange rate
17. Ensure the invoice is compliant with any additional local fiscal requirement

Please note

Qolac has a ‘No PO, No Pay’ policy, which is designed to ensure that all payments are accurately authorized and recorded. You must ensure you have a valid Purchase Order (PO) number before you submit an invoice for payment, which must be included on the invoice copy.

Effective 1st December 2018, Suppliers will receive payments from Qolac via bank transfers only.

If you are an existing supplier and haven’t yet registered your bank account details with us, please contact your Qolac procurement focal before 30th November 2018 to do so.

Bank account details will be mandated for all new contracts effective 1st June 2018.

Select the relevant country below for additional country specific requirements.

Country exceptions

North America

1. Mailing addresses can be different to billing and shipping addresses. The supplier should confirm address details with the service requestor.
2. For non-PO order exceptions (where no purchase order has been raised): invoices must include coding details (General Ledger account number, cost center, profit center, internal order) and approval or signature. 3. Foreign, service-based invoices should indicate if there was any travel included. If yes, please provide the destination.

France

1. • Non-PO invoices: coding details to be provided by the vendor on the invoice image.

Poland

1. Exchange rate and VAT amount in PLN should be mentioned on invoices issued by Polish suppliers in foreign currency.
2. For invoices related fixed assets: please indicate if it is with or without instalment.

Nordics

1. Supplier should mention precisely the type of transaction (goods/services)

Italy

1. Custom invoices should have FAI documents attached.
2. Invoices billed by domestic vendors for 0% vat should contain the Article number.

Switzerland

1. • In attachment of invoice image: ESR number should be mentioned for all documents when bank details are missing.

Hungary

1. TRD (Tax Reporting Date) should be mentioned on the invoice image
2. Group VAT number
3. EU VAT art quotation in case of an intra-EU invoice
4. For domestic invoices with foreign currency, the VAT amount should be mentioned in HUF
5. EU VAT act quotation in case of an export invoice
6. Reverse-charge phase in case of reverse-charge transaction

Czech and Slovak

1. TRD (Tax Reporting Date) should be mentioned on the invoice image.
2. Ensure “quantity and type of delivered goods or range and type of services provided” is included. If the list/description is too long and detailed, it should be part of an annex.
3. If goods are purchased goods from another EU country, the supplier should include:
    1. customs tariff number
    2. country of origin
    3. net weight of goods
    4. delivery condition
    5. type of transport (truck, ship, aircraft, train)

Check the status of your payments

When you enroll for electronic invoicing via Tungsten Portal, you will be able to track and trace the invoices you submit online, without having to call the Qolac helpdesk. Find out more and register to use the Tungsten Portal.

Tungsten Portal also allows you to track the status of paper invoices.

Vendor Query Portal

Tungsten Invoice Status Service (also known as Vendor Query Portal) is an online service that gives you full visibility of your invoice processing and payment status, regardless of your invoice submission method.

What are the benefits of Vendor Query Portal?

1. Simple, fast registration
2. Online tracking of invoice payments which means you spend less time on the phone, chasing payments
3. Invoice information available from time of receipt through to final payment
4. Free for Qolac Suppliers

Asia, Africa & Latin America

Qolac is actively phasing out the processing of paper invoices across the globe, to take advantage of the benefits that electronic invoicing provides to our business and to you as our supplier. Eventually this will be the only way to submit invoices and receive payments. Paper invoices may be submitted as an agreed exception; however, you must ensure you follow the guidelines to get paid in time.
Please note that Qolac has a ‘No PO, No Pay’ policy, which is designed to ensure that all payments are accurately authorized and recorded. You must ensure you have a valid Purchase Order (PO) number before you submit an invoice for payment, which must be included on the invoice copy.

To provide you with near real-time updates on the status of invoices and payments, we provide an invoice status service through our e-invoicing solution.

Submitting invoices in Asia, Africa & Latin America

Qolac is actively phasing out the processing of paper invoices across the globe, to take advantage of the benefits that electronic invoicing provides to our business and to you as our supplier. Eventually this will be the only way to submit invoices and receive payments.

If you want to send and check your invoices from anywhere, on your mobile phone or tablet, if you want to reduce the potential for errors in invoice submission, and above all, if you want on-time payment, we strongly recommend that you send us your invoices electronically.

Trade shift solution

Qolac has partnered with Trade shift, the e-invoicing solution provider to receive and pay your invoices electronically. Trade shift is a flexible platform that streamlines the end-to-end procure-to-pay process between you, our valued partner, and us.

Trade shift enables Qolac to receive, approve and pay invoices without the need to wait for the traditional paper invoice. It offers you complete visibility of your invoice and payment status, which will significantly reduce the time you spend raising queries with our Accounts Payable Service Desk.

Trade shift makes free e-invoicing quick and easy, so you can focus on what matters most.

NOTE: If you are doing business in UAPL, the Tungsten network is also available to you to submit your invoices.

What are the benefits of e-invoicing?

1. Secure, guaranteed electronic delivery of invoices
2. Identify and fix errors upon invoice submission, allowing you to take proactive and timely corrective action
3. Automated confirmation emails upon invoice submission
4. Lower operating cost and elimination of printing and postal cost
5. It is free of charge for Qolac suppliers

How to submit invoices electronically

You must register with our e-invoicing, Trade shift, to start sending invoices electronically.

Visit the Trade shift portal for more information on registering and getting started with e-invoicing.

There are several ways to upload invoices into Trade shift:


Automated Option: Integrated solution (EDI):

If you generate high volumes of invoices, we recommend that you use the Trade Shift Integrated Solution. This options allows you to send us a consolidated data file for all your invoices. This is a fully automated process where invoice data is extracted from your billing system and delivered directly to Qolac, without the need for any additional software or hardware. However, you will need to ensure that your invoice file format matches one of the multiple file formats supported by Trade Shift. A Trade Shift technician will contact you to assist with the system setup.


Manual Option: PO Flip:

If you send low volumes of invoices, this option allows you to create e-invoices with ease. The systems uses the PO sent from your Qolac buyer to quickly produce an electronic invoice which includes relevant information from the PO automatically while allowing you to update any missing information, if required.


Web Interface Option:

This option allows approved non-PO suppliers to update and send non-PO invoices to Qolac.

Where can I find more information/help?

1. To learn about the e-invoicing solution and visit our frequently asked questions, visit the Trade shift portal.
2. To learn about the services VQP offers, visit the Trade shift VQP site.
3. For any questions or support, please email Qolac’s E-Invoicing support team at: e-invoicing@Qolac.com and we will be happy to assist you.

Guidelines to paper invoices in Asia, Africa & Latin America

If you have an agreed exception which allows you to submit paper invoices, you must ensure that your invoice is compliant with our general guidelines, and all country specific requirements. A clear and complete invoice will help avoid inefficiencies and ensure timely payments.



Any invoice not complying with requirements will be returned to suppliers, who will need to cancel the non-compliant invoice and issue a new invoice. This will reset the payment due date.

Please refer to this sample invoice (PDF | 2MB) and the following guidelines, to ensure that your invoice contains all relevant information required for processing. Please note, this invoice is for most countries but there are exceptions which are also listed below.

Invoicing guidelines and country specifications

Please do not commence your work until you have received a Purchase Order (PO)/Direct Order (DO) number.

Invoices must not be submitted until goods or services have been delivered.

You must include the following in your invoice which can be found on the PO:

1. PO number (or schedule agreement number if applicable)
2. Supplier name and address
3. Bill to address
4. Supplier number
5. Qolac VAT registration number
6. Unit price, quantity, description and currency as set out in the PO (e.g. if the order is in kg the invoice should be in kg, if the currency is EUR the invoice should be in EUR)
7. In addition, please do not consolidate multiple purchase order lines into one line on the invoice (for example, if the PO has service rate on line 1 and expenses on line 2, do not consolidate them as one entry on the invoice)
8. Ensure that freight costs are clearly mentioned on the invoice in a separate line
9. Material number (in case of goods orders)
10. Net, tax (amount and percentage) and gross amount
11. Invoice number, date and description
12. Your bank details (including SWIFT and IBAN numbers if applicable)
13. Your tax registration number (e.g. VAT) and the amount/rate of VAT (where applicable)
14. Delivery note/receipt/remittance number with delivery date and delivery address for goods (not services)
15. The date must not precede the date on the DO/PO/MO
16. Exchange rate
17. Ensure the invoice is compliant with any additional local fiscal requirement
Please note:


Qolac has a ‘No PO, No Pay’ policy, which is designed to ensure that all payments are accurately authorized and recorded. You must ensure you have a valid Purchase Order (PO) number before you submit an invoice for payment, which must be included on the invoice copy.

Effective 1st December 2018, Suppliers will receive payments from Qolac via bank transfers only.

If you are an existing supplier and haven’t yet registered your bank account details with us, please contact your Qolac procurement focal before 30th November 2018 to do so.

Bank account details will be mandated for all new contracts effective 1st June 2018.

Check payment status

Qolac has partnered with Trade Shift to create a free platform that allows you, our valued partner to track the status of your invoices. The Trade Shift Vendor Query Portal gives you full visibility of the status of your invoice and payment, without having to chase or call the Qolac helpdesk.


What is Trade Shift Vendor Query Portal?

Trade Shift Vendor Query Portal is a flexible online platform that gives you access to your current and historic invoice status, from receipt to payment, by simply logging in to your account.

What are the benefits of Trade Shift Vendor Query Portal?

1. Simple, fast registration
2. Online tracking of invoice payments, enables you to become more productive and spend less time on the phone chasing payment status.
3. Invoice information available from time of receipt through to final payment
4. Proactively manage issues/queries by running reports
5. Instant tracking of invoices, available 24/7
6. Enables on-time payment by provides insights for proactive actions
7. Supports predictable cash-flow for your business
8. Free for Qolac Suppliers

How can I register for Trade Shift Vendor Query Portal?

Visit Trade Shift and register as a supplier.
Click here (PDF | 871KB) to know how to check your payment status on the portal.

Where can I find more information/help?

If you have any issues, please contact the Trade Shift support team.

Our payment policies

No PO no payment

Qolac No PO No Pay Policy is designed to make sure that all expenditure is properly authorized and recorded. The Purchase Order enables efficient and on-time processing of Invoices. If you have not received a valid Purchase Order (PO) or Direct Order (DO), please contact your Qolac buyer.

Remember:

(a) Requests for goods or services without purchase orders should not be accepted. You must ensure that you have a valid PO/DO number from the Qolac buyer, before commencing work or delivering the goods
(b) You MUST NOT submit an Invoice until the goods are delivered or services are rendered. Invoices without reference to a purchase order will be rejected.
(c) If you are submitting a credit note, kindly ensure you quote the corresponding invoice number and PO number as reference against which the credit note is being issued. This will enable us to account it appropriately.

Our policy on cheques

UPDATE: from 20 February 2018, Qolac will be replacing cheque payments with bank transfers for all new and existing suppliers across countries (this policy excludes government suppliers in these regions). Please get in touch with your Qolac procurement contact to change your details.

How does this benefit you?

1. Greater payment transparency
2. Faster payment and added operational efficiency
3. More security and convenience








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