Electronic invoicing is a computer-to-computer receiving of invoices from the supplier in a prescribed industry format. It is also seen as a language used to transfer invoices via a “Value Added Network” (VAN) or third party.

• Eliminates handling and cost of paper invoices
• Eliminates lost invoices
• Invoices will post automatically in the P&G accounting system
• Availability 24 x 7
• Faster time line: payment terms will start running from the day the invoice data is received
• Reduces invoicing errors

• More than 500 invoices per year (preferred)
• EDI Capability
• Engagement to work on the EDI conversion
• Set-up a contract with the EDI third party provider or VAN.
• Cover the cost of sending EDI invoices (depends on invoices volume)
 

Cost for the services should be aligned between the Supplier and the Value Added Network (VAN).  For Procter & Gamble, the VAN is called Kleinschmidt Inc. and the main contact is Mr. Kevin Pape (Office 810-231-2006 / Corporate 847-945-1000

The conversion process has 5 phases:

• Pre-implementation Phase
• Test Phase
• Implementation Phase
• Support Process Phase
• Project Closure Phase

The entire process takes 3 to 4 weeks, depending on the Test phase results

a) Connectivity: Supplier and P&G ID’s are verified.
b) Transmission: Check EDI format and detect any error/issue.
c) SAP Electronic invoice: Ensure all electronic invoices are being reflected in the SAP system properly.
d) Review Results: Mapping 100% accurate
 

The target date is an alignment between the Supplier and P&G

At this time, P&G does not have the capability to transmit purchase orders through the EDI system

There are several root causes why an electronic invoice can be rejected. These are the most common reasons:

• Bad or missing Purchase Order / Scheduling Agreement
• Incorrect line item
• Missing bill of lading (if it is applicable)
• Mathematically incorrect

If you would like to get the complete list of reasons (including descriptions), please contact us

The credits cannot be transmitted through the EDI system. They should be sent via the normal process to the P&G PO Box

Kryshia Fallas (fallas.k@pg.com) – EDI Expansion Project Leader