Invoicing - EMEA - Russia

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) to ensure speedy payment. Though paper invoicing remains an option in other regions, we recommend using electronic options where legally allowed so that to we can process your invoice swiftly.

 

Invoice Status

For all invoices contact Vendor Support (see the key contacts table below). 

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.

 

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 Vendor Support (see below).

Still have an issue?  Contact Vendor Support

Contact Vendor Support by emailing [email protected]  for all concerns related to:   

• Issues with past due payment

• Requests for or questions about remittance notices

• General invoice inquiries

What can I expect when I contact Vendor Support?

You will get an email confirming we received your inquiry. You can expect auto response email from the Vendor Support email box to the email that the inquiry was sent from.   The auto response will tell you what to expect and give guidance for you in managing your inquiry.  If you do not receive this response please verify you have emailed to the correct email, or check your junk email files and take corrective action for future email responses to be received.

General guidelines for submitting inquiries to Vendor Support

• 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 act of reconciliation. 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 Vendor Support and follow directions. If information is requested from Vendor Support, 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  Vendor Support specifically requests that you do so. Vendor Support will only respond to the supplier email that submitted the inquiry. 

• 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 Vendor Support 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. act of acceptance, letter to refund as applicable) so Vendor Support can respond efficiently to the request.

• Remember that Vendor Support 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 Vendor Support shows a partial payment has been made and you need clarification on the difference, respond to Vendor Support 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 submitting Statements of Accounts to Cargill

• Statement of accounts should be directed to [email protected]

• Email Us   

• Statements of Accounts must include the following information:

  • Invoice number

  • Date

  • Amount

  • Cargill purchase order

  • Cargill legal entity name

PLEASE NOTE  Vendor Support 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 Vendor Support but cannot guarantee this in all cases.  Suppliers should submit past due payment inquiries per the guidelines above.

What information should I include on the invoice?

Click the Requirements tab to display the information that 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 corresponding values on your PO.

What are the invoice submission and format requirements that I need to follow?

Click on the Requirements tab to view submission and format requirements.

Where should I submit the invoice?

Cargill does not accept any invoices submitted via fax and email. In order to submit electronic invoices the supplier must use only e-invoice channel (SBIS, Kontur etc) to send invoices in predefined legally approved format. 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. 

What should I do if I have sent an invoice and payment appears to be delayed?

Invoices may be disputed for any of a number of reasons and will always be sent back to the supplier along with the reasons the invoice is being disputed. Below are a few examples. Please contact Vendor Support via email if one of these situations applies to your invoice:

• No Purchase Order number quoted on the invoice (Contact your Cargill Buyer)

• None compliant invoice with county regulations

• Delay in Cargill receiving Goods or Services

• Purchase Order number quoted is now completely utilized

• Purchase Order number does not match Cargill’s issued order

• Purchase Order number does not match the description/dates on the invoice

• Unit of measurement and unit price on Invoice not matching with Purchase order

• Mistakes in the following fields (supplier name and address, supplier TIN, customer name and address, customer TIN) 

What do I do if I can’t meet all the requirements for invoice submission?

Please see the Supplier Queries tab for instructions.