invoice procedure - altalink invoice procedure1.pdf · invoice procedure form pmfd0503 rev 3, 6...
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INVOICE PROCEDURE
Form PMFD0503 Rev 3, 6 May, 2015 Page 1 of 5
1. INVOICE PROCEDURES
In order to ensure that invoices are processed in an accurate and timely manner, suppliers should submit their invoices in the following manner.
2. INVOICE SUBMISSION METHODS
Electronics submission (option 2.1) is AltaLink’s preferred method of receiving invoices, as it is a more efficient way to process invoices and is environmentally friendly.
2.1. Email Submission (Preferred Method) Email invoices to [email protected]. Please follow these guidelines:
Do’s
Indicate supplier’s name, invoice number(s), and PO number (if provided) in the subject line
Adobe Acrobat PDF format is preferred, but Excel and Word format are acceptable
Each invoice must be a separate attachment; however multiple attachments may be attached to the email. For example, if there are 3 invoices then there must be 3 attachments to the email.
The supporting documents (back-up) must be provided in the same document as the invoice
The invoice must be the first page of the document
Don’ts Avoid hand written invoices (these cannot be read by the automated system and have to
be manually entered, therefore the process will take longer)
Do not have different tabs in an Excel file
Do not zip files
INVOICE PROCEDURE
Form PMFD0503 Rev 3, 6 May, 2015 Page 2 of 5
Do not send the original via mail or send another email to the AltaLink contact person as this will cause duplicates and result in processing delays. Suppliers may cc the AltaLink contacts on the email submission.
2.2. Mail Submission Invoices may be submitted by mail to:
AltaLink, LP Accounts Payable 2611 – 3rd Avenue SE Calgary, AB T2A 7W7
3. INVOICING REQUIREMENTS
Ensure the following requirements are followed for all invoice(s). If these are not followed, it may result in the delay of payment until the information is obtained.
Ensure that the invoice(s) includes all of the following information. A sample invoice has been included for further reference:
The supplier’s name, address, phone number, email address.
The AltaLink “Invoice To” name and address as shown on the Purchase Order.
The first and last name of the contact person at AltaLink as shown as “AltaLink Delivery Contact Name” on the Purchase Order.
The invoice number, invoice date, contract number (if applicable), Purchase Order number (Service PO’s start with 47” or Material PO’s start with 45”) and billing period.
The line item number, description as shown on the Purchase Order.
The quantity, price per unit and amount per line. The total amount of each line may not exceed the amount shown on the PO.
The relevant coding for each line item on the invoice as provided by AltaLink. Use a space in between the coding (e.g. 4020200 35018198 0014 instead of 4020200/35018198/0015). It is preferred that the item description, coding, and the line total are on the same line on the invoice. The automated system picks up the information more accurately if it is in a fixed position on every invoice.
The Subtotal (before GST), GST, and Total.
The GST number.
Provide backup information as required by the AltaLink Delivery Contact Person when performing the work on a separate form.
DO NOT shade the invoice as it cannot be read properly by the automated system
Issue a Credit Memo for any credits. DO NOT bill credit(s) together with regular charges. For example:
INVOICE PROCEDURE
Form PMFD0503 Rev 3, 6 May, 2015 Page 3 of 5
4. BANKING INFORMATION FOR ELECTRONIC FUNDS TRANSFER (EFT)
Ignore this section if EFT/WireTransfer is already being used.
To be set up to be paid by EFT or Wire Transfer, please contact the AltaLink AP Contact listed below.
5. CONTACT INFORMATION
If there are any further questions, please contact [email protected] or:
Supplier Name AltaLink AP Contact Phone Number
Supplier name starts with letters A – L and numbered companies
Yulia Leznik 403 267-4265
Supplier name starts with letters M-Z David Liu 403 387-8319
INVOICE123 Main Street INVOICE # 100
Calgary, AB T2P 0R0 DATE 15-Jan-14
Phone 403-555-1234 Email: [email protected] TERMS NET 30PAGE # 1 OF 2
Invoice To: CONTACT # ALP-PROC-01
AltaLink L.P. PURCHASE ORDER # 4700004422
Account Payable BILLING PERIOD Dec 1 - Dec 31, 2014
2611 - 3 Avenue SE
Calgary, AB T2A 7W7
Attention: Jane DoeThe supplier name, address, phone number, email address.
PO Line Qty Price/Unit Amount
10 90 100 9,000.00$
20 Service B 40 95 3,800.00$
30 Service C 20 75 1,500.00$
30 Service C 25 75 1,875.00$
30 Service C 40 75 3,000.00$
19,175.00$
GST # $958.75
Payment Information $20,133.75
BACKUP123 Main Street Subtotal (before GST), GST, and Total.Calgary, AB T2P 0R0
Phone 403-555-1234 Email: [email protected] GST number. Provide backup information as required by you AltaLink contact when
performing the work on a separate form.
Staff 3 Total
TOTAL
Work Order #
Sub-Total (before GST)
Project Name
Period
INVOICE SAMPLE
ABC Supplier
Date Staff 1 Staff 2Description
Service A
GST
ABC Supplier
4021110 45006
Description
The first and last name of the contact person at AltaLink as shown as “AltaLink
Delivery Contact Name” on the Purchase Order.
The AltaLInk “Invoice To” name and address as shown on the Purchase Order.
The invoice number, invoice date, contract number (if applicable), Purchase
Order number (Service PO’s start with 47” or Material PO’s start with 45”) and
billing period.
In order to process invoices through AltaLink's automated system and
ensure timely invoice payment, invoices should mirror the details on the
Purchase Order and any back information should be included with the
invoices. Please note invoices should include all of the following
information.
The relevant coding for each line item on the invoice as provided by AltaLink.
Please use a space in between the coding (4020200 35018198 0014 instead of
4020200/35018198/0015) It is preferred that the item description, coding, and
the line total are on the same line on the invoice. AltaLink's automated system
picks up the information more accurately if it is in a fixed position on every
invoice.
The quantity, price per unit and amount per line. The total amount of each line
may not exceed the amount shown on the PO.
The line item number and description as shown on the Purchase Order.
Coding
4020200 35018202 0014
4020200 35018198 3512
4021110 45005
4021110 45003
The Purchase Order Number
The first and last name of the contact person at AltaLink.
The line item number, description as shown on the Purchase Order
PURCHASE ORDER SAMPLE
The billing period must be within the Validity Date.
The quantity, price per unit and amount per line. The total amount of each line
may not exceed the amount shown on the PO.
The AltaLInk “Invoice To” name and address as shown on the Purchase Order.
PMFD0503 Rev 3, 6 May, 2015 Page 5 of 5