Supplier Guidelines - 3S Solvay Shared Services

SOLVAY GROUP
PROCUREMENT TO PAY
Supplier User Guide
3S Solvay
Shared Services

3S Solvay Shared Services - Who are we?
3S Solvay Shared Services is a Solvay Group company responsible for
delivering Financial and Human Resources services to the Group
entities, serving the world from 3 centers:
Lisbon (Europe), with a Hub located in Devnya
Curitiba (all Americas)
Bangkok (India, Japan, Thailand, South Korea, China)
3S LISBON 3S CURITIBA BANGKOK HUB
Our services are based on a standard global model and respect and
apply Procurement to Pay international Best Practices
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Supplier User Guide
This user guide provides Solvay Suppliers with guidelines and
support for a correct use of the Solvay 3S Supplier dedicated
portal - available on the 3S Extranet (http://www.3ssolvaysharedservices.com/)
In this guide you will find instructions to assist you in the
following:
Invoice Requirements
Invoice Sending
Extranet - Supplier Inquiry
Extranet - Invoice Instructions
Extranet - List of Companies
Extranet - Invoice Status
Extranet - Contact Details
Hints & Tips
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Invoice Requirements
Mandatory rules to accept invoices for posting and payment -
Solvay Group Policy and Country Legal Policy the invoice
must include the following information:
Purchase Number
Correct Solvay Company name - e.g. Solvay Sodi
Correct VAT Registration number of the Solvay company
In case of non compliance, invoices will be
REJECTED by e-mail and therefore NOT PAID
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Invoice Sending
Invoices must be addressed to the e-mail address mentioned
in the “Invoice Instructions” or to the post office address as
indicated in the “List of Companies”:
Link to Invoice Instruction - Extranet site (where you may check the
invoice and payment instructions corresponding to the country where
your customer Solvay company is located and language)
(http://www.3ssolvaysharedservices.com/EN/SuppliersInquiry/InvoiceInstructions.aspx)
Link to List of Companies - Extranet site (where you may access each
country's list of Solvay companies and the corresponding company
codes and PO boxes)
(http://www.3ssolvaysharedservices.com/EN/SuppliersInquiry/ListofCompanies.aspx)
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Extranet - Suppliers Inquiry
THE EXTRANET IS ONLY
AVAILABLE IN ENGLISH
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Extranet - Suppliers Inquiry
The Solvay 3S Supplier dedicated portal offers you the
possibility to access:
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Invoice Instructions: Support in addressing your invoices to us properly
Select Solvay invoiced country flag
(http://www.3ssolvaysharedservices.com/EN/SuppliersInquiry/InvoiceInstructions.aspx)
List of Companies: Tool to check the list of Solvay companies with the
respective 3S AP e-mail address and PO box (mail address where to send
your invoice), Solvay billing address (Solvay invoiced fiscal address), and
VAT nr Select the corresponding country flag
(http://www.3ssolvaysharedservices.com/EN/SuppliersInquiry/ListofCompanies.aspx)
Invoice Status: Online tool for checking your invoice status
(http://www.3ssolvaysharedservices.com/EN/SuppliersInquiry/InvoiceStatus.aspx)
Self-Invoicing FAQs: Frequently asked questions regarding self-invoicing
procedures
(http://www.3ssolvaysharedservices.com/EN/SuppliersInquiry/Documents/FAQs/Self-
Billing%20FAQs.pdf)

Extranet - Invoice Instructions
General Instructions
Self-Invoicing
Frequently Asked
Questions
Click on the Solvay
country flag to check
invoice instruction
Direct link to check
your invoice status
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Extranet - List of Companies
In this page you will find the Solvay list of companies with support invoice
information e-mail address where to send your invoices and/or PO Box; Solvay
invoiced fiscal address; and VAT nr
Direct link for Bank
Data changes/creation
instructions
Click on the Solvay company flag to
check out instructions
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Extranet - Invoice Status
You may check your invoice status & payment information
directly on the Solvay 3S Extranet portal:
Invoice Status - Extranet link
(http://www.3ssolvaysharedservices.com/EN/SuppliersInquiry/InvoiceStatus.aspx)
FACILITATED BY INTERNET EXPANSION,
INTERNATIONAL SUPPLIER-CUSTOMER COMMUNICATION AND
BUSINESS TOOLS ARE RAPIDLY EVOLVING TO ELECTRONIC TOOLS
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Extranet - Invoice Status
Introductory note that gives you some hints for
the proper use of the tool:
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This page will not work properly with Google
Chrome, please use other search engines

Extranet - Invoice Status
Your Invoice Reference: type information
“as is” on invoice document for invoice
reference/number. Wildcard characters (*)
are not permitted
Solvay Fiscal Year: invoice document
date year
Solvay Purchase Order number: 10 digit
number Solvay provided when purchase
was made with You (e.g. “4510xxxxxx”,
“31xxxxxxxx”, “4511xxxxxx”)
Your VAT Number: Your VAT registration
number or Tax payer identification number
(ex: PT0123456 or 012345678901).
Your Vendor Number: Your Solvay internal
number in the system
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Extranet - Invoice Status
Your “Invoice Status” search results are:
Please contact
3S Contact
Center
(http://www.3ssolv
aysharedservices.
com/EN/ContactU
s.aspx)
for more details
Invoice was received by Solvay. Status: pending for price approval waiting for a
payment confirmation
Invoice was received by Solvay and is currently in process invoice still in
process by Solvay
You have more than 1 document with this reference, please contact our Contact
Center support for detailed information on each document tool encountered
more than one document in the system with these filter elements
Invoice sent to payment invoice has been paid (it will appear in the end field
“Date of the Invoice payment” that refers to the payment date)
Self-Invoice created but its payment authorization requires content confirmation by
supplier self-invoice is still blocked for payment due to law requirements.
Document payment authorization requires confirmation by supplier. Supplier needs
to: send e-email to general.3S-AP@solvay.com mentioning word “ACCEPTED” in
its text, attaching a copy of the document, or at least its number, date and value in
the e-mail body
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Extranet - Invoice Status
Date in which your invoice entered the
Solvay system for payment
Invoice current status: return invoice
searched status on the system
Date of the Invoice payment: invoice
payment date; by default will be the day
amount will be on your bank account
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If You want to do another search click
“New Inquiry” - if not click “Exit”

Extranet - Contact Details
In case you are not clarified by the “Extranet” response or if you have
any other specific query, please contact the Solvay 3S Contact Center:
Contact details (http://www.3ssolvaysharedservices.com/EN/ContactUs.aspx)
Form: Extranet form
(http://solvaybusinessservices.force.com/SuppliersInquiry)
By email to: general.3S-AP@solvay.com
By phone to:
-EUR Tel: +351 218 319 225
-US Toll Free Nr: 1 877 463 7645
-THA Tel: +66(0)2610-6400
-BRA Tel: 0800 891 8278
-ARG Tel: 0800 888 7658
The 3S Contact Center team offers support in 8 languages (BG, DE,
FR, EN, ES, IT, NL, PT)
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Tips & Hints
What if your invoice doesn’t have a PO number?
The 3S Contact Center will inform you to contact your Solvay Procurement agent and ask for the
PO number
What if your invoice is in litigation?
The 3S Contact Center will inform you to contact your Solvay Procurement agent
What if your bank data is missing?
The 3S Contact Center will require you to provide a document with your bank account reference,
Bank Data PO Box
(http://www.3ssolvaysharedservices.com/EN/SuppliersInquiry/Documents/Companies%20and%20PO
%20Boxes/BANK%20DATA%20CREATION,CHANGE.pdf)
or E-mail address payment.securityprocess@solvay.com
What if my Self-Invoice is blocked for payment?
Due to law requirements, document payment authorization requires confirmation by supplier.
Supplier needs to send e-email to general.3S-AP@solvay.com mentioning word “ACCEPTED”
in its text, attaching a copy of the document, or at least its number, date and value in the e-mail
body
What if my Self-Invoice has a price or quantity difference?
The 3S Contact Center will inform you to contact your Solvay Procurement agent
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Other languages
This Document is also available in Bulgarian (BG)
https://www.solvaysites4editors.com/sites/3ssolvay/EN/SuppliersInquiry/Documents/PPTs/Supplier%20Guidelines_BG.PDF
www.3ssolvaysharedservices.com