Invoicing - APAC - Indonesia

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  does not process invoices submitted by fax and strongly recommends using electronic means (eInvoice or email) & paper invoicing to ensure speedy payment.

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 invoice status contact:

• CASC & CFR: [email protected]
• CTP: [email protected]
• CTL: [email protected]
• CFN: [email protected]
• Sorini: [email protected]
• CCC: [email protected]

You will receive correspondence from supplier relations within two business days.  Be sure to submit a new email to receive an update for each invoice inquiry.

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. 

Mandatory requirements applicable both Po & Non-Purchase orders (Non PO) based invoices. 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, bank account number & routing details for payment

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

• Supplier invoice number & date

• 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)

• Gross amount (before Tax)

• Tax, if applicable ( VAT & WHT)

• Net Amount ( After Tax)

• Cargill contact name

• Supporting documents (Tax Invoice, Signed and Stamped Delivery Order or courier note/Airway Bill, Work in Progress report/BAPP,SIUJK, SBUJK, B/L, PIB, Tax exemption Letter)

• Overseas suppliers ( Original DGT Form & Certificate of Origin ( if service related) submitted per year

Additional requirement for Non PO based invoices

• Cargill contract reference number or work order or valid/active Cargill Business contact name & e-mail address or Attention line

• Item description and line item amount, as applicable 

Invoice Format and Submissions Requirements

• Invoices must be submitted via email & hard copies only

• ONE invoice per attachment

• ONE attachment per email / courier

• Originals only

• No 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  (except BPJS & Amex payment)

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

• Proforma invoices are accepted as a valid invoice only in case of Advance payment request

Where to Submit an Invoice

Cargill can accept invoices through either e-mail or post mail. If you don’t submit your invoices to the right place with the right information and on time, your invoice may be rejected or require manual review, which can delay payment.

Please inform us if when you choose to change your standard method of invoicing from electronic to paper invoicing or vice versa. If we identify you as electronic invoicing vendor we may not (timely) process your paper invoices or if we identify you as paper invoicing vendor we may not (timely) process your electronic invoices.

Please refer the Invoicing Guideline document you’ll find some helpful information to support you in submitting invoices properly

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. 

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 reference to or incorrect Cargill PO #

2. Invoice submitted to incorrect location / Department

3. Incorrect Bill To Entity

4. Incomplete Invoice submission (missing information like DO, Tax Invoice, PO)

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 by emailing:

• CASC & CFR: [email protected]
• CTP: [email protected]
• CTL: [email protected]
• CFN: [email protected]
• Sorini: [email protected]
• CCC: [email protected]

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 –

• If there is a valid Cargill PO or Contract – Procurement team
• If there is no Cargill PO or Contract (Non-PO) – Jakarta Finance team

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.

• 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. 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.

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:

• Date

• Amount

• Invoice number

• PO / Contract number

• Payment entity

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.

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” to the subject line.