vendor handbook

VENDOR HANDBOOK

To Support Procure to Pay Processes Within European Facilities

Confidential: Caterpillar Green

Confidential: Caterpillar Green2

CONTENTS

INTRODUCTION 3

MASTER DATA MANAGEMENT 4

PURCHASE ORDERS & SCHEDULING AGREEMENTS 5

DETAILS TO INCLUDE ON THE PERFECT INVOICE... 6

DEBIT NOTES / CREDIT NOTES 9

DETAILS TO INCLUDE ON THE PERFECT CREDIT NOTE... 10

POST TO/SOLD TO INFORMATION 12-17

EDI INVOICING 18

EMAILING INVOICES 19

SUPPLY CHAIN FINANCE 20

CATERPILLAR SUPPLIER PORTALS 21

CONTACTING US 22

CONCLUSION 23


INTRODUCTION

This handbook has been created to help improve supplier understanding of Caterpillar’s

requirements across the Procure to Pay process.

This information is intended to improve communication between suppliers and Caterpillar

Finance Shared Services by explaining our standard working practices as well as prerequisites

for vendor payment. Some of the topics covered include: Master Data, Purchase Orders,

Invoices, Credit Notes and Debit Notes.

Finance Shared Services performs Accounts Payable activity on behalf of the following

Caterpillar entities in Europe:

Caterpillar Entities • Turner Powertrain Systems • Caterpillar Grimbergen • Caterpillar OEM Solutions » Caterpillar SARL, Represented by Caterpillar

» Caterpillar SARL, Represented by: Belgium Holding SA » Caterpillar Belgium Holding SA • Caterpillar Poland Sp z.o.o. » Caterpillar France SAS • Caterpillar Skinningrove Ltd. » Mec-Track • Caterpillar Industries (Pty) Ltd (CIPL) • Caterpillar (NI) Ltd. • Caterpillar Africa (Pty) Ltd. • Perkins Engines Co. Ltd. • Zeebrugge EPC (European Processing Centre) • Perkins Small Engines Ltd. » Caterpillar SARL, Represented by Caterpillar • Caterpillar Shrewsbury Ltd. Belgium Holding SA • Caterpillar Marine Power UK Ltd. • Caterpillar Grenoble

» Caterpillar SARL, Represented by Caterpillar France SAS » Caterpillar France SAS » Caterpillar Commercial Services

Payment Overview

There are three types of Purchase Order:

1. Material - Purchase Order/Scheduling Agreement2. Services - Service PO3. Tooling - both acquisition and alteration to existing tooling

For all the above purchase types the following checks are performed against each invoice:

• Is the PO valid? • Does the invoice price match the PO price? • Does the quantity invoiced match the quantity received? (Where applicable)

Where a match can not be found, the invoice is placed on hold and can not be paid until resolution has been received from our business partners.

1


MASTER DATA MANAGEMENT

Up-to-date supplier master data for your account is critical to enable us to process and pay your

invoices.

SIA is the Caterpillar application used to add, update and maintain supplier codes. Please

contact your buyer or email [email protected] for access and instruction details.

To assist you with completing the required fields within the portal, you will need to have the

following information and/or documents available.

• Key Addresses: Corporate, Remittance, Plant

• Key Contacts: CEO, President, Sales Rep / Account Manager, Primary/Secondary Identity Manager, Secondary Identity Manager, Regulations Manager, Accounts Receivables Manager including telephone, address and email

• Company Size

• EDI capability status

• Quality Certifications (ISO 9000, ISO 1400 )

• Supplier Diversity Information

• Banking Information

• Tax ID (or equivalent)

• North American industry Classification System (NAICS) Codes (service / product categorization code http://www.census.gov/eos/www/naics/)

If any of the above details change, including extending services between facilities, it is

imperative that you notify your Caterpillar Buyer immediately to assess if you require a data

amendment or a complete new set-up.

NOTE: Please ensure that the information provided is complete and accurate. The information

you provide will remain confidential.

2

[email protected]

http://www.census.gov/eos/www/naics/


PURCHASE ORDERS & SCHEDULING AGREEMENTS

Purchase orders and scheduling agreements are key documents for Caterpillar and its vendors.

Purchase order numbers are essential on the majority of invoices in order to allow them to

be processed and paid. If you do not know your purchase order number or if you are unsure

whether it is required, please contact your Caterpillar Buyer or scheduling contact.

Invoice lines raised for additional charges like packaging, freight and other testing charges that

might not be covered by the purchase order must also include detail of the purchase order to

which they relate. Here is a guide to purchase order number formats by each legal entity.

Legal Entity PO Format

Caterpillar Industries (Pty) Ltd Numerical. Prefixed with 55 or 45

Caterpillar Africa (Pty) Ltd Numbers with prefixes: H, I000

Turner Powertrain Systems Numbers with letter prefixes: TPT, PC

Caterpillar OEM Solutions Group Numbers with a three-letter prefix: WAM, WAC, WIM, WIC, WBJ, WHJ

Caterpillar Shrewsbury Ltd. Numbers with prefixes: CO, CDP, SH, I000

Perkins Engines Co. Ltd. (Peterborough) Numbers with prefixes: DX, PB, PT, I000

Perkins Engines Co. Ltd. (Stafford) Numbers with a two-letter prefix: PO, PA

Perkins Small Engines Ltd. Numbers with prefixes: PO, I000

Perkins Engines Co. Ltd. (Irlam) PO is not required but valid part number must be quoted

Caterpillar (NI) Ltd. Numerical. Prefixed with 55 or 45

Caterpillar (NI) Ltd. (Desford) Numerical. Prefixed with 20

Caterpillar Marine Power UK Ltd. Numerical. Prefixed with 55 or 45

Caterpillar SARL, Caterpillar France SAS, Caterpillar Commercial Services SARL

Numbers with prefixes: F, I000

Caterpillar SARL, Grimbergen Letters followed by numbers; always beginning with 'G'

Caterpillar Poland Numerical. Prefixed with 55, 51, 45, 41 or 37 (direct material) Numbers with a three letter prefix: I000 (indirect material

Caterpillar SARL, Zeebrugge EPC Numerical. Prefixed with 55 or 45

Caterpillar Skinningrove Ltd. Numbers with a two-letter prefix: JKPerkins Engines and Caterpillar Shrewsbury tooling orders will be typically five/six digits. More detail on

specific purchase order formats for tooling for Caterpillar SARL is included in Chapter 8

3


DETAILS TO INCLUDE ON THE PERFECT INVOICE...

1. If no VAT is applied, a statement reference to the national/EU legislation as to why the sup-

ply is free from VAT (exemption narrative).

2. The document must state that it is an invoice.

3. Supplier name and legal mentions (i.e. Address, VAT number).

4. Unique invoice number.

5. Correct ‘Bill-to’ address, including customer’s legal entity name, VAT registration number

and Caterpillar Fiscal representative, if applicable (see Chapters 7 for guidance). Please

note, customer’s VAT registration number is essential for suppliers billing to Caterpillar

Poland. For all other entities it is only essential for suppliers from EU countries outside of

the customer’s country.

6. Include your delivery note reference number to expedite processing and payment (this

information is essential if you are a steel mill delivering directly to a forger).

7. ‘Ship from’ address, including country of origin of goods. Please note, this is only essential

for suppliers from outside of the customer’s country.

8. Invoice date and shipment/delivery date (if different from invoice date). Invoice must not be

future dated.

9. Valid purchase order (PO) number (if applicable).

10. For each line invoiced:

a. Quantity

b. Description of goods/services and/or part numbers

c. Unit price and unit of measure

d. VAT rate (if applicable)

e. Commodity/HTC code (if available)

f. Sequence number (if provided on PO)

11. Currency.

12. Net total value (per VAT rate charged if applicable), gross total

value and VAT amount total if applicable. If invoice in non-domes-

tic currency and domestic VAT charged, VAT amount in domestic

currency must be shown.

Invoices that do not include this essential information will be rejected,

sent back to you and only registered for payment once corrected and

returned.

4

FACTURE


4

Item Number Item Description (incl. Purchase Order Number) Qty.

Unit Price

Total Price

VAT Rate VAT

123 Please include a Description of Goods or Service ProvidedPurchase Order Number 000000000

2 20.00 40.00 20% 8.00

Currency: GBPExchange Rate

Total Net 40.00Total VAT 8.00Gross Total 48.00

Reg. no with Companies & Commercial Registry legal status and amount of share capital, place

BILL TO:

Customer/Our Legal EntityNameAddressVAT Number

SHIP FROM:

Your AddressCountry of Origin of Goods

SHIP TO:Delivery Address

ABC Company Limited1 Beverley Drive, East District, London BD20 123

www.webaddress.comVAT No GB1234567

Invoice Number: 123456

Delivery Note: 5678

Date of Invoice/Tax Point Date:01/01/2013

Delivery/Shipment Date:01/01/2013

INVOICE2

3

45

6

7

8

910a

10b10c 10d

11 12


Common Invoicing Errors

• Supplier name and legal mentions (i.e. Address, VAT number)

• Purchase order number is missing from the invoice or is invalid (see Chapter 3 or contact your Buyer for guidance on purchase orders)

• Caterpillar legal entity name and/or address is incorrect (see Chapter 7 for guidance in this area)

• VAT registration numbers are missing or incorrect

• VAT rate quoted is incorrect or does not reflect the VAT amount charged

• Legally required information missing, for example: sub-total, VAT total, net total, exchange rates on foreign VAT, unit price, currency payable

• Calculation errors, for example: not including freight charges, excise amount, VAT amount for the net amount payable

• The invoice copy is not clear to read

• Pages of the invoice are missing

• Copy invoices are not signed by the vendor

• CMR documents are missing (required for freight carriers only)

• Purchase order numbers stated are for multiple supplier codes - only one supplier code per invoice can be processed

• Emailed invoicing rules not followed (see Chapter 9 for more information on emailed invoicing rules)

4

FACTURE


DEBIT NOTES / CREDIT NOTES

Debit Notes

Caterpillar raises debit notes for the following reasons:

• Parts are not received

• Overcharging for goods/services

• Service not completed/cancelled

• Invoicing errors (duplicates etc.)

• Material rejections

• Commercially agreed price adjustments or rebates

Debit notes will be issued by post to your company. If you have noticed a deduction on your

payment but have not yet received the debit note document, you may contact the Finance

Shared Services team for an electronic copy.

If you feel you have been debited in error and would like to raise a dispute, please contact the

individual that is named on the debit note directly or your buyer. Please also ensure that any

debit note disputes are raised with the appropriate contacts promptly.

Credit Notes

If you have agreed a credit note rather than a debit note for one of the reasons above, please

ensure you send the credit note to the Finance Shared Services team on a timely basis. Credit

notes must include the same information as an invoice as well as the following

additional details:

• Reason for raising the credit note

• Relating invoice number(s) - these can be listed either individually or collectively if a credit relates to more than one invoice. For example, 'all invoices raised between Jan - March 2011'

5

DÉBIT


DETAILS TO INCLUDE ON THE PERFECT CREDIT NOTE...

1. If no VAT applied, a statement reference to the national/EU legislation as to why the supply

is free from VAT (exemption narrative).

2. The document must state that it is a ‘credit’.

3. Supplier name and legal mentions (i.e. Address, VAT number).

4. Unique credit reference number.

5. Correct ‘Bill-to’ address, including customer’s legal entity name, and VAT registration num-

ber (see Chapters 7 for guidance). Please note, customer’s VAT registration number is only

essential for suppliers from EU countries outside of the customer’s country.

6. Document date which must not be future dated.

7. Currency.

8. It is essential to quote the invoice that the credit note relates to. If only crediting part of the

invoice, please quote part numbers and quantity (if applicable).

9. Explain the reason for the credit and include related invoice number.

10. Net total value (per VAT rate charged if applicable), gross total value and VAT amount total

if applicable. If invoice in non-domestic currency and domestic VAT charged, VAT amount in

domestic currency must be shown.

6

CRÉDIT


6

Item Number Item Description incl. Invoice(s) Number(s) & Reason Qty. Unit Price

123 Credit for parts billed on Invoice Number 123456Due to short shipment of goods

5 20.00

Currency GBPExchange Rate

Total Net 100.00

Total VAT 20.00

Gross Total 120.00

Reg. no with Companies & Commercial Registry legal status and amount of share capital, place

BILL TO:

Customer/Our Legal EntityNameAddressVAT Number

SHIP FROM:

Supplier /Your AddressCountry of Origin of Goods

SHIP TO:Delivery Address

ABC Company Limited1 Beverley Drive, East District, London BD20 123

www.webaddress.comVAT No GB1234567

Credit Note Number: 123456

Date of Invoice/Tax Point Date:01/01/2013

CREDIT NOTE2

3

45

6

7

8 9

10


7

POST TO/SOLD TO INFORMATION

This chapter includes information on the correct bill-to address to include on your invoice, and the

postal address that you must include on your envelope if sending invoices by standard mail. If you

prefer to submit your invoices electronically, then please also see Chapter 9.

NOTE: If you are using express mail (e.g. TNT, DHL, Fedex), you must mail your documents to our

physical address. This is the same for all facilities: Caterpillar Finance Shared Services, 1 Millennium

Way, Belfast, BT12 7AL, United Kingdom.

POST TO/SOLD TO Information (BELGIUM)

SOLD - TO address (required on your invoices)

For Purchase Orders Issued by

Caterpillar SARL (the text in italics may appear anywhere on your invoice if it does not fit into your bill-to-field)

Production material orders starting with:WAM + WAC + WIM + WIC + WBJ + WHJ

Production material orders starting with: GETG + GETX + GITG + GITX + GEUG + GEUX + GIUG + GIUX

Caterpillar SARL Route de Frontenex 76 CH-1211Geneva SwitzerlandVAT BE 466 550 796 Represented for VAT purposes byCaterpillar Belgium Holding SAAvenue de Finlande 81420 Brain-L'Alleud, BelgiumVAT BE 0418913108

Caterpillar SARL Route de Frontenex 76 CH-1211 GenevaSwitzerlandVAT BE 466 550 796 Represented for VAT purposes byCaterpillar Belgium Holding SAAvenue de Finlande 81420 Brain-L'Alleud, BelgiumVAT BE 0418913108

MAIL – TO address (where you send your invoices)

Caterpillar Finance Shared ServicesOEM Solutions Group PO Box 867 Belfast BT10 9BH United Kingdom

Caterpillar Finance Shared ServicesGrimbergen PO Box 866 Belfast BT10 9BJ United Kingdom


POST TO/SOLD TO Information (UK)

SOLD - TO address (required on your invoices)

Mailing Address

Turner Powertrain Systems LtdHexagon House First Floor, 3 Trinity CourtWolverhampton Business ParkWolverhamptonWV10 6UHGB 661 5461 37

Caterpillar Finance Shared Services PO BOX 867 Belfast BT10 9BF United Kingdom

Caterpillar (NI) LtdPO Box 869, BelfastBT10 9BH United KingdomGB254733945

Caterpillar Finance Shared Services PO BOX 869 Belfast BT10 9BH United Kingdom

Caterpillar (NI) LtdPeckelton LaneDesford, LeicesterLE9 9JT United KingdomGB254733945


Caterpillar Marine Power UK Ltd22 Cobham RoadFerndown Industrial Estate, WimborneDorsetBH21 7PW United KingdomGB186063453


Caterpillar Shrewsbury LtdLancaster Road, ShrewsburySY1 3NX United KingdomGB6615461370


Perkins Engines Company LtdEastfield, PeterboroughPE1 5FQ (PE1 5NA is also acceptable)United Kingdom GB661546137


Perkins Engines Company LtdTixall Road, StaffordST16 3UB United KingdomGB661546137


Perkins Small Engines LtdEastfield, PeterboroughPE1 5NA United KingdomGB661546137


Perkins Engines Company LtdParts Distribution CentreNorth Bank Industrial ParkIrlam, ManchesterM44 5PP United KingdomGB661546137


Caterpillar Skinningrove Ltd.Skinningrove WorksCarlin HowSaltburn By The SeaCleveland - TS13 4EE United KingdomGB661546137

Caterpillar Finance Shared ServicesPO Box 867 Belfast BT10 9BF United Kingdom

7


POST TO/SOLD TO Information (POLAND)

SOLD - TO address (required on your invoices) Mailing Address

Caterpillar Poland Spółka z o.o.ul. Lubelska 7423-300 Janów LubelskiPolandVAT PL8621252392

Caterpillar Finance Shared Services PO Box 2108 Belfast BT10 9EE United Kingdom

POST TO/SOLD TO Information (FRANCE)

SOLD TO address (required on your invoices)


Caterpillar SARL (the text in italics may appear anywhere on your invoice if it does not fit into your bill-to-field)

Caterpillar France SAS (SD)

Caterpillar Commercial Services SARL (ZA)

Production material orders starting with WAM + WAC + WIM + WIC + WBJ + WHJ

Production material orders starting with FAFE + F

If you supply transport/services (includes subcontracting)

Caterpillar France SAS40 Avenue Leon Blum CS 800 55F-38041Grenoble Cedex 9VAT FR54 061 500 245

Caterpillar Commercial Services SARL40 Avenue Leon Blum CS 800 55F-38043Grenoble Cedex 9VAT FR60 434 398 996

Caterpillar SARLGeneva, SwitzerlandVAT FR 0642 4077 790Represented by Caterpillar France SAS40 Avenue Leon BlumF-38041 Grenoble, CedexVAT FR 054 061 500 245

Caterpillar SARLGeneva, SwitzerlandVAT FR 0642 4077 790Represented by Caterpillar France SAS40 Avenue Leon BlumF-38041 Grenoble, CedexVAT FR 054 061 500 245

Caterpillar SARLRoute de Frontenex 76 CH-1211Geneva, SwitzerlandCHE-116.294.411 TVA


Caterpillar Finance Shared ServicesOEM Solutions GroupPO Box 867Belfast BT10 9BH

Caterpillar Finance Shared Services – GrenoblePO Box 868 Belfast BT10 9BE United Kingdom

7


POST TO/SOLD TO information (ITALY)

POST TO/SOLD TO information (AFRICA)

SOLD-TO Address (required on your invoices) Mailing Address

Caterpillar Africa (Pty) Ltd7A Lindsay StreetWitfonteinKempton Park1620South AfricaVAT ID: 4920113604

Caterpillar Africa (Pty) LtdPO Box 197IsandoGauteng1600South AfricaVAT ID: 4920113604

Same as SOLD - TO address

Caterpillar Industries (Pty) Ltd19 Richards DriveHalfway HouseMidrandGautengSouth Africa

Same as SOLD - TO address

SOLD TO address (required on your invoices)


Caterpillar SARL (the text in italics may appear anywhere on your invoice if it does not fit into your bill-to-field)Production material orders starting with WAM + WAC + WIM + WIC + WBJ + WHJ

Caterpillar SARL 76 Route de Frontenex CH – 1211 Geneva Switzerland IT 02091451209

Mec-TrackVia Muzza Spadetto 30I-40053 Bazzano (Bologna)ItalyIT 02091451209


Caterpillar Finance Shared Services OEM Solutions GroupPO Box 867 Belfast BT10 9BH United Kingdom

7


POST TO/SOLD TO Information (Tooling Invoices)

When an invoice is for tooling for Grenoble there are certain rules that must be applied for the

bill to address. Please refer earlier in this chapter for the postal address where you must send

your invoices.

Tooling invoices have the following formats:

Type of Order Grenoble

Acquisition of new tooling FYJM or FXJM followed by numbers

Alteration of existing tooling FXJS followed by numbers

There are three possible scenarios:

Scenario 1 (acquisition order type): The tooling leaves the country of the vendor and is

delivered to another country.

In this scenario the invoices are not subject to VAT and must be billed to the address of

Caterpillar SARL with the Caterpillar VAT number and fiscal representative of the country you

are invoicing.

Invoicing France (Grenoble)

Caterpillar SARLRoute de Frontenex 76CH-1211 Geneva FR 06424 077 790

Represented fiscally by:Caterpillar France SAS40 Avenue Leon Blum36041 Grenoble FranceFR054 061 500 245

7


Scenario 2 (acquisition order type): The tooling stays in the country of the vendor.

In this case the VAT rate applicable to the country in question should be charged. The bill to

address on the invoice must also change. These should be billed to Caterpillar SARL, and include

the applicable Caterpillar VAT number and fiscal representative address as per the below table.

Country Caterpillar SARL VAT# CSARL Fiscal Rep

Austria AT U50178105Ernst & Young, Wagrammer Str. 19 A-1220 Wien Austria AT U61962512

Belgium BE 466 550 796

Caterpillar Belgium Holding SAAvenue de Finlande 81420 Brain-L'Alleud, BelgiumVAT BE 0418913108

Bulgaria N/A N/A

Czech Republic N/A N/A

France FR 06 424 077 790

Caterpillar France SAS, 40 Avenue Leon Blum CS 800 55 F-38041 Grenoble Cedex 9 VAT FR 54 061 500 245

Germany DE 812754007 N/A

Hungary HU 26960337Aaps Uzletviteli Tanacsado Kft 1134 Budapest vaci UT 35 Hungary 13579674

Italy IT 02091451209Mec Trac Via Muzza Spadetto 30, 40053 Bazzano (Bologna) ltaly IT 02091451209

Netherlands NL 801194131B01 N/A

Poland PL 5262888650

Process Solutions Poland Sp. z o.o.Koszykowa 5400-675 WarszawaVAT PL 1070009314

Slovakia SK 4020136494 N/A

Spain ES N0391238CErnst & Young, Abogados S.L.Torre Picasso, planta 3 Plaza Pablo Ruiz Picasso 1 28020 Madrid Espagne ES B28266526

U.K. GB 705331176 N/A

Switzerland CHE-116.294.411 TVA N/A

All Others CHE-116.294.411 TVA N/A

Scenario 3 (alteration order type): In this scenario, the invoices are typically billed to the address of Caterpillar SARL with the Swiss Caterpillar VAT number and this order should be treated as a service not subject to VAT in your country. However, if you consider that you have to charge VAT on a tooling alteration order to comply with your local VAT rules, please ask your Buyer to double-check with the Caterpillar VAT team for guidance before issuing your invoice.

7

Caterpillar SARLRoute de Frontenex 76 CH-1211Geneva, SwitzerlandCHE-116.294.411 TVA


EDI INVOICING

Suppliers to Caterpillar are encouraged to use EDI or e-invoicing to support the procure to

pay process, improve information quality and realise cost improvements that deliver business

benefit to all.

Caterpillar has expertise to provide suppliers with EDI advice to enable electronic invoicing. We

support public standard invoice messages including x12 810 and EDIFACT INVOIC. There are

also several connectivity options including via Value Added Networks with interconnectivity to

Caterpillar in all regions.

Caterpillar also partners with business to business e-invoicing network providers to facilitate

increased automation in the invoicing process.

To move forward with this programme please contact your Caterpillar Buyer.

EDI

Background or additional information on EDI with Caterpillar is available online at:

supplier.cat.com - Doing Business with us - Business Requirements and Regulations -

Electronic Data Interchange

If you are already working with EDI and are having technical issues sending invoices, please

contact the Caterpillar European EDI Helpdesk at [email protected].

E-invoicing

Background or additional information on e-invoicing with Caterpillar is available online at: http://

www.Tungsten-Network.com/Caterpillar. Or contact the E Solutions team at e-invoicing@cat.

com.

Selfbill

Background or additional information on selfbill within Caterpillar can be provided by raising a

ticket on https://Financeatwork.cat.com

Coupa

When submitting invoices in relation to Coupa PO's, Caterpillars preferred approach is for the

seller to submit directly via the Coupa Supplier Portal. The Coupa Supplier Portal service is free

and Paper/PDF Copies of the invoice are not required.

To do this, simply click below and follow the link below and download the Compliant Invoicing

Playbook specific to your country or region: https://supplierconnect.cat.com/wps/myportal/

8

https://supplierconnect.cat.com/wps/myportal/catconnect/!ut/p/a1/04_Sj9CPykssy0xPLMnMz0vMAfGjzOJdwoxCLZ0MHQ0MggwsDRxNgn3NPcwMDQw8TIEKIoEKDHAARwNU_e5B7uYGjv4BnqaegYYGFgFGUP3Olv5GvkZOzk4WJgZBXk7mji4wE_Da72sM1Y_HAor0WxqSqB9TAYHwC9ePAivBFwJgBfiCGG8gg_yA1xWeRvoFuaFAEGGQ6ZmuCAADULs9/dl5/d5/L2dBISEvZ0FBIS9nQSEh/

mailto:Europe_edi_hd%40cat.com?subject=

mailto:[email protected]

mailto:[email protected]

https://supplierconnect.cat.com/wps/myportal/catconnect/!ut/p/z1/04_Sj9CPykssy0xPLMnMz0vMAfIjo8ziXcKMQi2dDB0N3IPczQ0c_QM8TT0DDQ0sAoz0wwkpiAJKG-AAjgZQ_ejCTkFGTsYGBu7-EP0E7cdjAUH9UViciOoCQn6IwmuJpaF-QW5oaIRBpicAomz_rQ!!/dz/d5/L2dJQSEvUUt3QS80TmxFL1o2X0RWMlU5QjFBMDBSMDkwQTRTTTdINjEwMEUx/


EMAILING INVOICES

Caterpillar's preferred method of receiving invoices is via EDI or through its e-invoicing partners

However, where this is not yet available, registered suppliers may be eligible to submit their

invoices by email directly to Finance Shared Services.

Benefits include instant delivery of invoices without delay of post, no risk of undelivered or in

correctly delivered post, reduction in paper waste, envelopes and no copies to print.

If you send an invoice by email then you do NOT have to send a paper copy.

Receipt date of your invoice is the date the email is received in Caterpillar.

To send your invoices via email there are five steps to follow:

1. Regulatory bodies require that invoices received via email must be from a preregistered

email address. To register your email address all you need to do is complete a short application

form, then we can begin to accept your invoices by this method.

2. All emails must be sent to a designated mailbox. Forwarded emails will not be accepted.

3. All attachments must be in non-encrypted PDF format and attached to a non-encrypted email.

4. PDFs attached to an email should not exceed 100 pages

5. Retain the unique ID sent to you by reply for further follow up of your invoices

For more information and to find out whether your company is eligible for emailed invoicing,

please contact the Finance Shared Services team.

9


SUPPLY CHAIN FINANCE

Supply Chain Finance (SCF) is a low cost, on-demand financing option, which extends to our

suppliers a discount rate that is based on the investment grade credit rating of Caterpillar. SCF

is offered in cooperation with J.P. Morgan.

If you take advantage of this offering, J.P. Morgan will become the financial entity for the

payment of purchase orders and provide you with a web-based payment system for online

payables presentment and settlement.

Some benefits of the SCF offering include:

• Accelerated payment options

• Reduced days sales outstanding

• More predictable cash flows

• Potentially lower financing cost

• Alternate source of liquidity

• Improved balance sheet and financial statements

For further information and details of your local J.P. Morgan representative, please

contact your Caterpillar Buyer

10


CATERPILLAR SUPPLIER PORTALS

Caterpillar Supplier Portals are available online and allow suppliers to check the status of

invoices, due payments and recent payment remittance details in a single web-based tool. The

main aim of the portals is to empower vendors to reconcile their open items, and self-serve on

payment queries whenever required.

Up-to-date billing instructions and guidelines in relation to payment terms for individual

Caterpillar entities are also available. To find out more about payment term guidelines for each

of the Caterpillar entities please refer to EU Supplier Invoice Instructions.

To help you get the most out of the portals, training sessions are available in both English and

French on request. Training materials are also available to download directly from the sites.

Currently the Caterpillar Global Purchasing Europe online portal is available to suppliers for

continental European facilities - Grenoble, and Grimbergen.

https://gpe.cat.com/N0BE0006/supplier/Controller

The Supplier Connect website contains detail regarding Caterpillar Poland, Caterpillar NI,

Caterpillar Marine Power, Perkins, Grenoble and Grimbergen invoicing as part of the Invoice

Inquiry module.

https://supplier.cat.com

For more information, or to request a training session, please contact the Finance Shared

Services team.

Requesting login details

In order to access the websites you must first have a CWS login.

1. Go to the following site: https://supplier.cat.com

2. Click on the option ' Request New CWS Account'

3. Complete the online form where you will be asked to select your Caterpillar Buyer's name

and supplier code. These details are available on any recent purchase orders you have received

from Caterpillar. Your CWS ID will be issued within 5 working days of approval from your

Caterpillar Buyer. (Freight suppliers, please contact the Finance Shared Services team if you do

not know your Buyer's name

4. When the form is completed, click on the button 'Submit Form'

11

https://globalsuppliers.cat.com/cda/files/4676780/7/EU%20Supplier%20Invoice%20Instructions_Confidential%20Green_8.22.14.pdf

https://gpe.cat.com/N0BE0006/tuf/security/authorization_failed.html

https://supplier.cat.com


CONTACTING US

Vendors to many facilities may benefit from up-to-date payment information available on

Caterpillar's web based supplier portals (See Chapter 11) before contacting Finance Shared

Services.

Vendors can contact Finance Shared Services via the Customer Relations Helpdesk. Our

Customer Relations team is equipped to respond to the following queries:

Invoice status ➡ Received/Not Received

Processed/Not Processed

Pending Clearance

Rejected

Payment status ➡ Paid/Not Paid

Payment Details

Payment Issues

Telephone:

Phone us on:

Australia +61399539950 Belgium +3222544744 China +861059210555 France +33476237997

Germany +4943139952255 India +914433403555 Indonesia +62218239970 Italy +390516607222

Mexico +52818319298 Panama +551921062544 Poland +48323683949 Singapore +6568287272

South Africa +27119615088 Spain +34952418833 Sweden +46317548088 Switzerland +41228494545

Thailand +6633658395 UAE +97148106444 UK +441733584111 USA +13096754488

Online:

Use your CWS logon to register your query online at https://financeatwork.cat.com

Once your ticket has been registered, you can also log in at any time to check the status of all

your open Accounts Payable helpdesk tickets.

If your query is urgent please call.

12


CONCLUSION

This handbook is designed to help ensure that the experience of doing business with Caterpillar

is a positive one.

No single publication can serve every question, however, we hope that this will provide you

with useful information about dealing with Caterpillar.

Further information can be obtained from our Customer Relations Helpdesk (see Chapter 12 for

contact information).

13

Confidential: Caterpillar Green

© 2020 Caterpillar • All Rights ReservedCAT, CATERPILLAR, BUILT FOR IT, their respective logos, “Caterpillar Yellow,” the “Power Edge” trade dress as well as corporate and product identity used herein, are trademarks of Caterpillar and may not be used without permission.

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