„Informacja dla dostawców” - Makro

„Information for suppliers”
„Information for suppliers”
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„Information for suppliers”
Contents:
Introduction
Financial Settlements –description of the process
Frequently Asked Questions
List of Appendixes:
Appendix no 1 –Request for corrective invoice
Appendix no 2 –List of Forms to be filled in by the Supplier, in order to direct enquiry to Makro
Appendix no 3 –List of Makro Stores with contact details to the Managers of the Logistics
Departments
Appendix no 4 – List of Types of Documents used in the communication with the Supplier
Appendix no 5 - Manual – Requirements concerning the issuing of paper invoice for the goods
purchased by Makro
Introduction
This instruction is dedicated for the Employees of the Suppliers of Makro Cash and Carry Polska S.A.
who work on financial settlements
The full, detailed description of the settlement method can be found in the Commercial Agreement
and the Appendixes thereto.
This manual has informative character and the issues described here will allow the Suppliers to
understand better the processes of Makro which have significant impact on the financial settlements.
We encourage our Suppliers to implement relevant processes and procedures and to adapt IT
systems to enable electronic exchange of documents through EDI report (Electronic Data
Interchange). The electronic exchange of documents allows much cheaper and faster financial
settlements between Makro and the Suppliers. EDI is the source of valuable announcements,
information and reports which reach relevant people immediately.
To get further information on EDI please contact us at edi@makro.pl.
In the matters concerning delivery invoices please contact us at:
E-mail:
dkf@makro.pl
Fax: 22 5000767
Phone: 22 5009652, 0902
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„Information for suppliers”
Financial settlements – description of the process.
1. Invoices in conformity with the valuation of the delivery at Makro
SUPPLIER’S
INVOICE
DELIVERY OF
GOODS
TRANSFER TO THE
SYSTEM
ACCOUNTING
PAYMENT
(MIAG)
Fig. 1 Simplified diagram of the acceptance of invoice in case of the conformity with the valuation of delivery at Makro.
The above diagram (figure 1) shows in a simplified way how accounting of the delivery invoices
proceeds in case when there is no incompatibility.
The invoices are matched with the delivery on the basis of the supplier’s number, the location of the
delivery (store number – the list in appendix no 3) and the order number indicated in the invoice by
the Supplier.
Helpful information to identify the proper delivery is also the goods receipt number (NPT) and the
delivery document number (NDD). Please put the abovementioned information in one place on the
invoice, indicating the kind of the included information (order number, goods receipt number etc.).
The invoices which are correctly matched with the delivery, when no divergence was detected are
directed to the payment. Money transfers are made within the period agreed in the contract.
The diagram below presents how the clarifying of the divergences in prices or/and in quality should be
conducted.
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„Information for suppliers”
2. Invoices incompatible with the valuation of the delivery at Makro.
Prices
(Makro Sales
Department)
Quantities
(Store)
Invoice
Delivery
Comparison in the system
Divergence
Request for corrective
invoice (consignment
to the supplier)
XOR
Lack of answer
from the supplier
Supplier’s acceptance
= corrective invoice
ygująca
Complaint = form – price
difference
XOR
Entry into the system
Cancelling the
request for the
corrective invoice
Request for the
corrective invoice – the
quantities and Makro
prices are correct
Payment
(MIAG)
Fig. 2 Simplified diagram of the acceptance of invoice in case of incompatibility with the valuation of delivery at Makro
In a few per cent of cases from among all the registered deliveries the divergence between the value
of the invoice and the valuation of the delivery at Makro is detected. Then, the method of clarifying the
divergence has significant impact on the time of the closure of the transaction and the settlement of
liabilities. The diagram above (fig.2) presents the simplified way of how the settlement of delivery
invoices proceeds when there is an incompatibility,
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„Information for suppliers”
In case of finding an incompatibility of the invoice with the received delivery, a letter entitled „Request
for corrective invoice” (Appendix no 1) will be sent to you, with the information on the amount of the
divergence and with enclosed delivery specification (Invoice Control Document”) containing the
information about the quantities and prices of the items received by Makro with the delivery.
The letter is sent by electronic means to the e-mail address indicated in the Contract. In order to
update the e-mail address please send your enquiry to the e-mail address dkf@makro.pl by filling
relevant Form – Request to update contact details (Appendix no. 2).
We expect, that you will send us the corrective invoice for the amount indicated in the ”Request for
corrective invoice” which will close the transaction.
If in your opinion the „Request for corrective invoice” is groundless please send your enquiry to
dkf@makro.pl by filling in relevant Form – Price difference or Quantity difference – Groundless
request for the correction (Appendix no 2), after previous clarification of the illustrated divergences:
- in quantity – with the Logistics Department at the Store
- in prices – with the Makro Sales Department
There is no need to send together the corrective invoice and the filled in Form, unless you partially
agree with Request for corrective invoice, but you question the remaining part.
Please do not send duplicates of the invoices mentioned in the Request for corrective invoice, as the
original documents are already in our system, we have detected the divergence and we ask you to
correct it.
3. Sending enquiries via suppliers.
If there is a need on the part of the Supplier to ask a question about the financial settlements or to
give some additional information helpful with settling the delivery invoices, please send the
information to the e-mail address dkf@makro.pl by filling in appropriate Form depending on the
category of the enquiry (Appendix no 2) or use the website www.makro.pl Supplier’s Zone.
The enquiries of the suppliers will be investigated if relevant, correctly filled in Form is sent to Makro.
Below is the list of available Forms:
Enquiry for unpaid invoices
Price difference – Groundless request for corrective invoice
Quantity difference - Groundless request for corrective invoice
Enquiry for settling the reimbursement
Request for duplicate of document
Application for update of the supplier’s contact details
Enquiry for the Makro procedure
Additional data for invoice settlement
The title of the e-mail sent by the Supplier to Makro should include the Supplier’s number at Makro
and the name of the attached Form.
Frequently asked questions
1. What should the invoice/ corrective invoice include?
Details in Appendix no 5 – Manual – Requirements concerning the issuing of paper invoice for goods
purchased by Makro.
2. Is it possible to issue one invoice for several deliveries?
Each delivery requires separate invoice. One invoice or corrective invoice (in case of the return of
goods), or invoice with corrective invoice related thereto, should correspond to one order.
3. What is the accounting note for the return of goods?
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„Information for suppliers”
The accounting note is the document issued by Makro on the basis of the return made by the Store
Logistics Department, if within 30 days we do not receive the corrective invoice.
4. On what basis is the accounting note for the return of goods issued?
The accounting note is issued on the basis of the Goods Return Note generated by the Store
Logistics Department at the moment of the return of goods.
5. Should we issue the corrective invoice for the accounting note concerning the return of
goods?
We ask you to issue the corrective invoices before the accounting note is issued. Of course, if we
receive the corrective invoice from you it will be booked and the accounting note will be submitted.
6. What is the number of initial invoice/order to which the return relates?
We do not have information on to which initial invoice the return relates. In the correction one should
refer to one of the latest invoices, in which the returned item appeared (the initial invoice should be
issued before making the return and it should be settled by Makro).
Note: In the corrective invoice concerning the return one should refer to the number of the goods
return note or to the number of the return order, not to the order number from the initial invoice. It is
helpful to attach the copy of the return note to the corrective invoice (to each one, if several
documents are issued to one return).
7. We do not have the Goods Return Note, how can we get the duplicate?
The Goods Return Note is given to the driver along with the returned goods. If you need a duplicate of
this document please contact the Store which returned the goods.
8. We do not get the goods listed in the Goods Return Note, or the quantity of the returned
goods is not in conformity with the actual return.
In case of questioning the return of goods one should contact appropriate Logistics Department at the
Store.
9. We noticed an incorrect number of our invoice / amount on the document.
In case of finding an incorrect accounting (incorrect number of document, incorrect value of
document, wrong assignment to the delivery) of your documents at Makro on the basis of e.g. the
Request for corrective invoice, MIAG specification, please send the filled in Form – Additional data for
invoice settlement (Appendix no 2) to the e-mail address dkf@makro.pl.
10. We do not receive the answer to the enquiry addressed to Makro.
The enquires sent to the Department of Invoice Confrontation (dkf@makro.pl) are registered and you
should be informed in return by e-mail about the acceptance of your application along with its number.
If the reported problem is not solved please send your enquiry again with appropriate Form attached
(Appendix no 2) to the e-mail address dkf@makro.pl and specify the Makro supplier number in the e-
mail title, the category of the enquiry: Repeating and number of the repeating notification.
11. To whom should I send the request for confirmation of balance?
The requests for confirmation of balance should be sent to the e-mail address:
rozrachunki@makro.pl; please specify the Makro supplier number in the e-mail title, along with the
annotation: Request for confirmation of balance.
12. What sum will we receive in the next money transfer?
Information about the sum of the money transfer is available on the website www.miag.com.
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„Information for suppliers”
13. Why do we not receive the payments on time?
The reasons for the lack of payments on time may be different:
lack of invoice in the MCC register
the invoice has been excluded from processing due to a formal mistake /MCC informs
the supplier about such circumstances by sending information via e-mail to the
address indicated in the contact/
the invoice has reached MCC but has been banned for payment due to differences –
the request for corrective invoice has been sent to the supplier via e-mail to the
address indicated in the contract.
A Supplier who does not identify any of the aforementioned reason for the lack of the payment may
send the filled in Form – Enquiry for unpaid invoices (Appendix No 2) to the address dkf@makro.pl
We remind that the due date for the delivery, including deductions of mutual claims made by the
Purchaser is the agreed number of days and the indicated time after the expiration of the calculation
period specified in Appendix no 1.4 to the ”Agreement on Terms of Trade” with the provision that the
calculation period in each case will not end earlier than with the expiry of 10 working days after
delivering to the Purchaser a VAT invoice or a corrective VAT invoice (or duplicates) meeting the
requirements specified in items 24-28 of Appendix 1.3 to the Contract.
The calculation period referred to above is calculated from the day following the day of delivery. If the
due date falls on a holiday, then it will fall on the first working day after the holiday.
At your own calculation of the due date, please take into consideration all the conditions affecting the
calculation of it: the number of days after the delivery, the day of the week when the payment is
made, the date of the delivery of the documents.
14. We do not receive the specification of the money transfer.
The Payment Agent (MIAG) each time makes available the payment specification via internet.
Notwithstanding the foregoing, the specification is sent as indicated by the Supplier: by electronic
means to the e-mail address or fax number indicated in the contract, or by a letter to the postal
address of the Supplier.
If you have not received the specification or you are not able to collect the specification for the money
transfer, then you should ask MIAG to resend the specification.
The Supplier is obliged to settle the payments in accordance with the received specification. The
specification of the money transfer constitutes effective statement of deduction of mutual obligations
and liabilities.
All enquires concerning this issue should be sent to the e-mail address: info@miag.com
If you have not received the original invoice issued by Makro, the request for the duplicate should be
sent to the e-mail address: bs@makro.pl
15. We have not received the acknowledgment of corrective invoice.
The specification of the payment sent to the Supplier is a proof of receiving corrective invoices, listed
in the specification, by the Purchaser. Therefore please do not send copies of the corrections in order
to confirm them.
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„Information for suppliers”
Załącznik nr 1: Żądanie faktury korygującej
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„Information for suppliers”
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„Information for suppliers”
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„Information for suppliers”
Załącznik nr 2: Lista Formularzy do wypełnienia przez Dostawcę,
aby skierować zapytanie do Makro
Zapytanie o niezapłacone faktury
1_FORMULARZ -
ZAPYTANIE O NIEZAPŁACONE FAKTURY.xls
Różnica cenowa – Niezasadne żądanie faktury korygującej
2_RÓŻNICA
CENOWA - NIEZASADNE ŻĄDANIE FAKTURY KORYGUJĄCEJ.xls
Różnica ilościowa - – Niezasadne żądanie faktury korygującej
3_RÓŻNICA
ILOŚCIOWA - NIEZASADNE ŻĄDANIE FAKTURY KORYGUJĄCEJ.xls
Zapytanie o rozliczenie zwrotu
4_FORMULARZ -
ZAPYTANIE O ROZLICZENIE ZWROTU.xls
Prośba o duplikat dokumentu
5_FORMULARZ -
PROŚBA O DUPLIKAT DOKUMENTU.xls
Wniosek o zmianę danych kontaktowych dostawcy
6_FORMULARZ -
WNIOSEK O ZMIANĘ DANYCH KONTAKTOWYCH DOSTAWCY.xls
Zapytanie o procedurę Makro
7_FORMULARZ -
ZAPYTANIE O PROCEDURĘ MAKRO.xls
Dodatkowe dane do rozliczenia faktur
8_FORMULARZ -
DODATKOWE INFORMACJE POTRZEBNE DO ROZLICZENIA FAKTURY.xls
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„Information for suppliers”
Załącznik nr 3: Lista Hal Makro z danymi kontaktowymi do
Kierowników Działów Logistyki
Num
er
Hali
Makr
o
Miasto Imię i nazwisko tel. fax. e-mail
1 Warszawa Artur Dębowski (022) 57 61 660 (022) 57 61 691 artur.debowski@makro.pl
2 Sosnowiec Zenon Rygał (032) 29 90 660 (032) 29 21 835 zenon.rygal@marko.pl
3 Łódź Maciej Tomczak (042) 63 18 660 (042) 63 18 662 maciej.tomczak@makro.pl
4
Ząbki
k/Warszawy
Rejnert Jacek (022) 77 15 660 (022) 77 15 661 jacek.rejnert@makro.pl
5 Wrocław Izabela Stróż-Konopka (071) 31 60 660 (071) 31 60 668 izabela.stroz@makro.pl
6 Kraków Paweł Świtała (012) 61 40 660 (012) 61 40 668 pawel.switala@makro.pl
7 Poznań Radosław Twardowski (061) 82 78 660 (061) 82 78 668 radoslaw.twardowski@makro.pl
9 Gdynia Dariusz Gohra (058) 62 88 660 (058) 62 88 672 dariusz.gohra@makro.pl
10 Szczecin Wioletta Stypczyńska (091) 46 95 660 (091) 46 95 668 wioletta.stypczynska@makro.pl
11 Lublin Lidia Rudy (081) 74 94 660 (081) 74 94 667 lidia.rudy@makro.pl
12 Zabrze Wojciech Masełbas (032) 27 35 660 (032) 27 35 668 wojciech.maselbas@makro.pl
13 Bydgoszcz Michał Wadas (052) 34 96 660 (052) 34 96 668 michal.wadas@makro.pl
14 Rybnik Aneta Sierota (032) 42 95 660 (032) 42 95 668 aneta.sierota@makro.pl
15 Bielsko-Biała Tomasz Wieczorek (033) 82 87 660 (033) 82 87 668 tomek.wieczorek@makro.pl
16 Białystok Jarosław Bugajny (085) 66 29 660 (085) 66 29 663 jaroslaw.bugajny@makro.pl
17 Katowice Wojciech Kęska (032) 20 79 660 (032) 25 06 502 wojciech.keska@makro.pl
18 Kielce Wiesława Pasternakiewicz (041) 36 50 660 (041) 36 50 668 wieslawa.pasternakiewicz@makro.pl
19
Przejazdowo
k/Gdańska
Piotr Dubieński (058) 30 06 660 (058) 30 06 672 piotr.dubienski@makro.pl
20 Częstochowa Marcin Michalak (034) 37 79 660 (034) 37 79 666 marcin.michalak@makro.pl
21 Opole Grzegorz Licznar (077) 40 01 660 (077) 40 01 667 grzegorz.licznar@makro.pl
22 Rzeszów Sabina Lis (017) 86 68 660 (017) 86 68 668 sabina.lis@makro.pl
23 Olsztyn Danuta Woźniak (089) 52 54 660 (089) 53 25 002 danuta.wozniak@makro.pl
24 Zielona Góra Monika Stopka (068) 32 20 660 (068) 32 20 668 monika.stopka@makro.pl
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„Information for suppliers”
25 Kalisz Renata Czempińska (062) 760 86 60 (062) 760 86 67 renata.czempinska@makro.pl
26
Warszawa -
Bielany
Michał Pietrzyk (022) 569 26 60 (022) 89 60 612 michal.pietrzyk@makro.pl
27 Toruń Marcin Miler (056) 619 96 61 (056) 61 99 667 marcin.miler@makro.pl
28 Koszalin Mariusz Rolnik (094) 344 96 61 (094) 344 96 67 mariusz.rolnik@makro.pl
29 Rzgów Robert Adamski (042) 665 96 61 (042)665 96 67 robert.adamski@makro.pl
30
Szczawno
Zdrój
Łukasz Miotek (074) 886 56 61 (074) 886 56 67 lukasz.miotek@makro.pl
31 Kraków 2 Agnieszka Kokoszka (012) 25 42 500 (12) 25 42 667 agnieszka.kokoszka@makro.pl
51 MP Tarnów Grzegorz Giemza (14) 631 85 00 (14) 6318501 grzegorz.giemza@makro.pl
52 MP Leszno Beata Krzyżanowska (65) 529 11 30 (65) 529 11 32 beata.krzyzanowska@makro.pl
53 MP Słupsk Małgorzata Kozłowska (59) 841 39 42 (059) 84-13-494 malgorzata.kozlowska@makro.pl
54 MP Radom Tomasz Garbacz (48) 360 07 96 (48) 360 07 98 tomasz.garbacz@makro.pl
55 MP Nowy Targ Mariusz Starobrat (18) 267 38 58 (18) 267-38-59 mariusz.starobrat@makro.pl
56
57
MP Gorzów
Wielkopolski
MP Jelenia
Góra
Mariusz Miedzianowski 665020331 brak mariusz.miedzianowski@makro.pl
Tomasz Suski (75) 7677127 (75)7677805 tomasz.suski@makro.pl
58 MP Włocławek Sławomir Kowalski 665020881 brak slawomir.kowalski@makro.pl
59 MP Piła Wojciech Stachowiak 665020733 brak wojciech.stachowiak@makro.pl
60 MP Tarnobrzeg Dominik Nawrot 665020442 (15)8230121 dominik.nawrot@makro.pl
80
Platforma DRY/NON FOOD brak brak MCCPLdrynfoodplatform@makro.pl
81 Platforma CHILLED brak brak MCCPLSCMChilled@makro.pl
82 Platforma Deep Frozen brak brak MCCPLSCMFrozen@makro.pl
84 Platforma DRY/NON FOOD brak brak MCCPLdrynfoodplatform@makro.pl
87 Platforma Fresh Fish brak brak MCCPLSCMFish@makro.pl
MP – Makro Punkt
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„Information for suppliers”
Załącznik nr 4: Lista typów dokumentów używanych w komunikacji
z Dostawcą
Rodzaj dokumentu Opis dokumentu
W5, WR Faktura sprzedaży/FVK_manualna
W9
Faktura/FVK z żądaniem korekty
WC
Faktura korygująca_zwrot towaru
WE
Faktura sprzedaży/Faktura korygująca_aut.
WP
Nota księgowa obciążeniowa_zwrot towaru
WQ
Storno noty księgowej
WS
Sprzedaż depozytów
W8
Żądanie faktury korygującej
WG
Żądanie faktury korygującej_zwrot towaru
WM
Dostawa niefakturowana
L6
Faktura wystawiona przez MC&C
L7
Faktura korygująca_ do Noty Bonusowej
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„Information for suppliers”
Załącznik nr 5: Instrukcja – Wymogi dotyczące wystawienia faktury
papierowej za towary zakupione przez Makro
Wyciąg z Załącznika 1.3 do Umowy Handlowej
Każda dostawa wymaga wystawienia oddzielnej faktury. Jednemu zamówieniu Zamawiającego
powinna odpowiadać jedna faktura bądź faktura korygująca (w przypadku zwrotu towaru) lub faktura z
fakturą korygującą jej dotyczącą.
Główne źródło danych do FV winno stanowić zamówienie.
Faktura musi zawierać:
adres siedziby Zamawiającego i Dostawcy:
Dział Konfrontacji Faktur
Makro Cash and Carry Polska S.A.
Al Krakowska 61, 02-183 Warszawa
b) numer zamówienia Zamawiającego i numer dowodu dostawy oraz miejsce dostawy /nazwa i numer
magazynu Zamawiającego (Platforma XX Store: XX)/
c) numer Dostawcy w systemie Zamawiającego,
d) numer identyfikacyjny towaru w systemie Zamawiającego,
e) nazwę towaru,
f) ilość jednostek sprzedaży Zamawiającego tzn. Makro Unit (MU),
g) cenę za jednostkę sprzedaży Zamawiającego - MU (z dokładnością do dwóch miejsc po
przecinku), pomniejszoną o wszelkie udzielone rabaty, upusty znajdujące zastosowanie do
konkretnych cen towarów,
h) dane wymagane przepisami ustawy o podatku od towarów i usług oraz przepisów wykonawczych,
i) na fakturach wystawianych przez Dostawcę - pisemną informację o zakazie przelewu wierzytelności
wynikających z faktury o następującej treści: „Zgodnie z pkt 27 Załącznika nr 1.3 do Umowy „Warunki
handlowe i płatności, „ przelew wierzytelności wynikający z niniejszej faktury wymaga pisemnej zgody
nabywcy towaru.”
j) nazwę Zamawiającego i/lub symbol platformy, dla której przeznaczony jest towar (Platforma XX
Store:XX).
k) NIP - europejski numer identyfikacji podatkowej Dostawcy i Zamawiającego: PL5220002860
l) faktura musi być wystawiona w walucie PLN/EUR i w języku polskim i/lub angielskim
Faktura korygująca VAT dotycząca rozliczania zwrotu towaru musi zawierać numer zamówienia
zwrotnego (14 cyfrowy - umieszczony na dokumencie Nota Zwrotu Towaru) oraz numer
Hali/Platformy MCC, z której faktycznie nastąpił zwrot towaru. Informacje te są niezbędne do
prawidłowego zaksięgowania oraz rozliczenia transakcji zwrotu.
Układ asortymentu podanego na fakturze musi odpowiadać kolejności towarów wedle zamówienia
Zamawiającego zgodnie z dokumentami dostawy.
W przypadku otrzymania od Zamawiającego pisemnej informacji o różnicach na fakturze w stosunku
do danych dotyczących dostawy u Zamawiającego, Dostawca jest zobowiązany do wyjaśnienia tych
różnic na piśmie i przesłania Zamawiającemu w terminie 10 dni od otrzymania powyższej informacji.
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