Guidelines on submitting invoices
Because a clear and complete invoice helps to ensure timely payment, we have included some additional tips and background information to answer some of the practical questions that you might have about your invoice and what happens once it has been dispatched to Huntsman. Please be aware that the use of a mail center only applies to US and EAME regions, not to the APAC region.
As part of the move to a standardized way of payment processing, vendors will now need to quote a purchase order number on invoices. This is in keeping with standard industry practice and enables much better reconciliation of all invoices received within our procurement processes. Your account manager or main point of contact at Huntsman will be able to advise you if a purchase order is necessary. If it is, the person at Huntsman that is authorizing the requisition of goods or services from your company should be able to supply you with all the relevant details so you can include them on your invoice.
How to send your invoice
With the introduction of the new system, Huntsman will continue to accept invoices from vendors in the usual variety of ways – paper, fax and electronic.
While Huntsman will continue to accept traditional, paper invoices, we would like to encourage our vendors to consider migrating towards paperless invoicing where possible and acceptable according to local legislation. As well as obvious environmental benefits, paperless invoicing has excellent results for on-time payment plus additional advantages such as:
- Cash predictability – vendors know when payment will be made
- Reduction in the number of incorrect, unpaid and misdirected invoices
- Reduction in the cost and administration of sending paper invoices.
If your organization would like to benefit from electronic invoicing, please talk to your purchasing or accounts payable contact for more information.
What happens when your paper invoice arrives at the mail centre?
Once received at the centralized mailbox, paper and fax invoices will be scanned into a document management system, grouped by the PO box number in which they were received. They are then sorted by unit into relevant categories. This is why the PO number on the invoice and ‘Bill to Address’ is vital to an effective sorting process and why vendors need to submit their invoices to the correct address. Mailing the invoice correctly, in the right format, can reduce any delays that could affect the invoice payment process.
Scanning requirements for paper invoices
We open and categorize all incoming invoices, then scan and check the image quality of all electronic documents before we archive them into the payment workflow system. The scanned document is then ready to be picked up by the different invoice verification teams.
Incorrect invoices and returns
Any invoices with incorrect or missing information will be returned to the vendor with a letter that explains why the invoice cannot be processed. This contributes to streamlining the invoice verification and payment process to benefit Huntsman vendors.
Vendors need to be mindful that paper invoices must comply with some legal and quality requirements to guarantee that they meet the criteria for payment. We scan all the paper-based invoices we receive, so that they can be processed as an electronic image. Paper quality is therefore a very important factor that affects the scanning process. If an invoice is received with poor paper quality, it impacts on the success of the scanning process, which can then affect timely payment. For instance, bright colored backgrounds or fonts, unclear information or even handwritten numbers or dates on invoices are elements that can diminish scan quality. The preferred perfect format for the scanning process is a black and white invoice.
- Invoices sent on regular bond paper are easier to scan than invoices on thin or thick paper
- Small size fonts or handwritten information are difficult to read compared with regular size font
- Staples in the envelopes in which the invoices are delivered may damage the invoice paper
- The use of highlighter pen on any important data on the invoice may cause a shadowy effect on the image
- We only need to scan the original invoice, copies of the same invoice may cause confusion when the documents are sorted and grouped.