Invoicing - APAC - China

Overview

We value our partnerships with our suppliers and are committed to making it simple to do business with Cargill. We understand how important it is for our suppliers to paid in a timely manner, so we urge you to carefully go through the instructions on how to create and submit an invoice to avoid any errors that may result in payment delays.          

Cargill strongly recommends using electronic means (eInvoice or email) to ensure speedy payment. Though paper invoicing remain an option in other regions, we recommend using electronic options where legally allowed so that to we can process your invoice swiftly.

ARIBA NETWORK NOTE: Some of the specific content in this section may not be applicable for Cargill Ariba Network (AN) Transactions.  Please refer to the Understanding Ariba section of Supplier Central for information on AN transactions. 

Invoice Status

For Ariba related invoices, check the Ariba portal for the status. 

For all other invoices contact your Cargill Buyer. You will receive a ticket number immediately, and a correspondence from supply relations within three business days.  Be sure to submit a new email to receive a new ticket number for each invoice inquiry. Emails referencing closed ticket numbers or without ticket numbers will not receive a response.

LEGAL / TAX NOTE: The information in this section isn’t intended to provide guidance on Legal/Tax requirements. Understanding and complying with Legal/Tax requirements remains the responsibility of suppliers. We also have not provided an exhaustive list of requirements for transacting with Cargill. There may be other requirements specific to your transaction. 

 

Invoice Content Requirements

The information below is required on all invoices to ensure timely payment processing and avoidance of manual review. 

NOTE: For suppliers who have been upgraded to SAP, it is especially critical that the values you submit on your invoice match the values on your PO.

Include on all invoices:

• Cargill PO number, where applicable; Each invoice can only reference ONE purchase order.  (See Purchase Orders for additional information about POs and PO confirmation requirements.)

• “Attn Line” number, if there is no Cargill PO number (See the FAQ for more information)

• Cargill business name

• Cargill ship to address

• Supplier remittance address for payment

• Supplier name and address (must match the name and address on the PO)

• Supplier invoice number

• Line-item number

• Line-item description of goods or services, including Cargill Material #, if applicable

• Quantity of items

• Unit of measure (must match the PO if applicable)

• Price

• Currency (must match the PO if applicable)

• Tax, if applicable

• Cargill contact name

Invoice Format and Submissions Requirements

• Invoices must be submitted via email only (effective 7/12/2019, Cargill will no longer accept FAXed invoices)

• ONE invoice per attachment

• ONE attachment per email

• Originals only

• No handwritten or illegible information

• No shading for header boxes

• No compressed files with multiple documents, such as ZIP files, or Word, CSV, JPEG, or audio files requesting payment

• Minimum resolution of 300 dpi (dots per inch)

• Supported file types include: PDF

• Email size cannot exceed 10 MB

• No password protection or encryption within the email attachment

• Supplier statements, quotes or proforma invoices are not accepted as a valid invoice

We offer a SAMPLE INVOICE that you can use to update your system outputs or to generate invoices to Cargill. We also offer a document that shows "good and bad" invoices.

 

Where to Submit an Invoice

Cargill does not accept any invoices submitted via fax. Unless you have been instructed otherwise, most invoices must be submitted via email  to your Cargill buyer for processing. This email address should be used ONLY for submission of invoices. Any other documents or statements submitted to this email will be deleted. If you are uncertain about if or where you should be submitting an invoice to Cargill, please verify instructions with your Cargill contact. The information on Supplier Central is meant as general guidance, and you should follow any specific instructions you receive. See the contact list at the bottom of this page for additional ways to reach us. 

Korea: Invoices must be submitted via hard copy to your Cargill contact

Do not submit invoices to your Cargill buyer in the following cases:

• If the transaction is ERS or two-document match  (See the  Evaluated Receipt Settlement section of the Purchase Orders page for more information.)

• If the instructions on your PO state alternate invoice submission locations

• If the transaction is in Ariba Network. AN Transactions must be completed in AN (including invoicing when applicable) for transactions to be paid by Cargill. 

• Please confirm invoice submission requirements for Cargill Animal Nutrition with your contact in that business

TIP: Do not send duplicate copies of your invoices without specific instructions from your Cargill contact, as our control procedures may keep us from paying either one and result in a delayed payment.

Most frequent errors we see regarding supplier invoice submission

1. No Attention Line

2. No reference to or incorrect Cargill PO #

3. Invoice submitted to incorrect location

TIP: If you are uncertain about how, if, or where you should be submitting an invoice to Cargill, please verify instructions from the PO or with your Cargill contact or buyer.

See the Purchase Orders section for additional information about POs.

 

 

 

 

Review Supplier Central

Your question or concern may be answered by information in Supplier Central. Visit our main landing page for some common needs and concerns. We encourage suppliers to visit Supplier Central regularly, particularly the Announcements section, to stay aware of changes to processes and policies.

Reach Out to your Buyer

The contact information for your Cargill buyer should be on each PO or email authorizing the purchasing event. Suppliers should direct confirmations, questions, and/or information regarding a specific PO or purchasing event to the Cargill contact listed on the PO.

NOTE: Buyers do not answer questions related to past due payments or settlements from Cargill; those inquiries should be directed to Supplier Relations (see below).

Still have an issue?  Contact Supplier Relations

Contact Supplier Relations for all concerns related to:   

• Issues with past due payment

• Requests for or questions about remittance notices

• General inquiries

For requests to update company information, including address, contact, or bank information – This is handled by your Cargill buyer

What can I expect when I contact Supplier Relations?

• You will get an email confirming we received your inquiry with an incident number. You can expect auto response email from the Supplier 

• Cargill Supplier Relations register all inquiries in an incident management system, which assigns a ticket number to each inquiry.

Once you have your ticket number, please follow these KEY tips:

• Please reply to the response from Supplier Relations with the ticket # in the subject line for any follow up communications. DO NOT change the subject line or email address. This will ensure that duplicate inquiries aren’t created for the same issue. It also will ensure that your response routes to the staff member working the ticket and helps with expediting responses.

• Do not submit invoices with your inquiry if you are ERS enabled with a Cargill location. Instead, please provide only an SAP PO#, or Supporting documents (packing slips, proof of delivery, order confirmation, or similar)

General guidelines for submitting inquiries to Supplier Relations

• Email your Inquiries!  Cargill’s preferred method of communication is email.  

• Ask one type of question per inquiry. For example, do not submit a past due payment inquiry with a new address notification. Similarly, be sure to send a separate inquiry for each business you support.

• Give us as much information as possible. Fill in ALL of the information in the pre-populated email and attaching all supporting documents.

• Read the responses you receive from Supplier Relations and follow directions. If information is requested from Supplier Relations, please send it back attached to the inquiry email chain per the instructions (do not submit requested information via a new email chain).

• Manage your own inquiries. Cargill employees should not be filing inquiries on your behalf.

• Avoid CCing other email addresses on your inquiries unless Supplier Relations specifically requests that you do so. Supplier Relations will only responding to the supplier email that submitted the inquiry. 

• Please avoid CCing Supplier Relations  if your query intended for Supplier Relations as it will not generate a ticket. Supplier Relations should be in “TO” Field.

• Send each inquiry once, using the same email chain for back and forth communication.  New emails create duplications that can be confusing and will create extra work for Supplier Relations and a possible delay in them responding to you.

• Please do not forward Marketing/ Promotional mails as this will generate tickets.

Guidelines when submitting past due inquiries

• Include invoice copies or related documentation (i.e. packing slip, bill of lading, or remittance notice, as applicable) so Supplier Relations can respond efficiently to the request.

• Remember that Supplier Relations only reviews past due balances. Past due is defined by the payment terms on a PO or purchase agreement unless otherwise defined by your contact at Cargill. Payment inquiries for payments that are not yet due will be rejected back to the supplier.

Guidelines for submitting inquiries about payment/credit discrepancies

If a response from Supplier Relations shows a partial payment has been made and you need clarification on the difference, respond to Supplier Relations with a request for an accounting of the difference so that you can apply the payment correctly and clear the difference as required.

Guidelines for inquiries relating to remittance notices or pay application

When asking for remittance notice or payment application information please supply:

• Cargill payment number

• Date

• Amount

If additional information is needed on a Remittance notice you have received from Cargill, please provide a copy of the remittance notice to us for reference.

Guidelines for submitting Statements of Accounts to Cargill

• Auto generated statement of accounts should be directed to your Cargill buyer or manually submitted by the supplier.

• Email Us

• Statements of Accounts must include the following information:

  • Invoice number (when applicable)

  • Date

  • Amount

  • Cargill purchase order

  • Cargill location

PLEASE NOTE Supplier Relations only reviews past due balances. Past due is defined by the payment terms on a PO or purchase agreement unless otherwise defined by your contact at Cargill. Payment inquiries for payments that are not yet due will be rejected back to the supplier.

Cargill works to review all statement of accounts submitted to Supplier Relations but cannot guarantee this in all cases.  Suppliers should submit past due payment inquiries per the guidelines above.

Guidelines for submitting inquiries if you are ERS enabled

If you are ERS enabled with a Cargill location, do not submit invoices with your inquiry. For payment inquiries relating to an ERS transaction please include the following information with your inquiry:

• Supporting documents (packing slips, proof of delivery, order confirmation, or similar)

• Cargill PO #

• Line item # and description including item value and total line value.

If you would like more information about ERS, visit the ERS section of the Purchase Orders page.

How do I escalate an issue?

If you believe you are not receiving adequate follow up, you may escalate your request by replying to your email with the ticket number in the subject line and adding “ESCALATION REQUEST” next to the Ticket reference number. Copy your Cargill Buyer on the email. A Supplier Relations lead will escalate your request.