k8����

Preparing an Invoice

We recognize that our suppliers play a crucial role in our overall success. For this reason, we are dedicated to building strong business relationships with them. We strive to ensure timely payment and efficient payment processes. However, we cannot accomplish this alone. We ask our suppliers to adhere to our invoicing requirements and submit invoices promptly to the correct legal entity to avoid any payment disruptions or delays. Please review our requirements and instructions carefully to ensure the successful submission of your invoice(s).​

Invoice Requirements

Each k8���� legal entity has specific instructions, and you MUST invoice the correct k8���� Legal Entity to prevent rejection. The legal entity information is listed at the top of every Purchase Order, and we strongly recommend that you also reference our Legal Entity Directory to ensure the legal entity information has not changed since the Purchase Order was issued. ​​

The preferred language of invoices is English* and MUST include:​

• Purchase Order (PO) Invoices: Ensure the invoice matches the Purchase Order and invoice must reference the PO number and PO line item for timely & accurate processing. Incorrect PO reference numbers will result in the rejection of the invoice.​ Please ensure that the invoice is billed against only one purchase order unless specified on every line item. k8���� reserves the right to return the invoices that do not adhere to this requirement

• Non-Purchase Order Invoices: Ensure the Non-Purchase Order invoice contains the full name and email address of the k8���� point of contact, for processing the invoice for payment. For any query related to raising an invoice, work with your k8���� point of contact prior to invoice submission.

• Invoice Number & Date: Each invoice must contain a unique invoice number and invoice generation date. This allows for tracking payment status, supporting reconciliation, and responding to any business inquiries. In the absence of the Invoice number, k8���� shall consider the Invoice date as the Invoice number.

• Supplier's name and address MUST match the Purchase Order/Contract. 

• Customer's name and address  MUST be the k8���� legal entity name and address as per the Purchase Order/Contract for which the Invoice is raised.

• Details of the materials or services provided MUST be invoiced on separate lines and must reference the appropriate Purchase Order line item number​ where applicable.

• Material quantity MUST be the same UoM (Unit of Measure) as the Purchase Order and not exceed 3 decimals to facilitate smooth processing and avoid potential invoice rejection or delay.

• Price of goods and/or services  MUST be the same currency and unit rate/price as on the Purchase Order and the invoice value should not exceed the Purchase Order value.

• Applicable Taxes (VAT, Sales Tax, GST, etc.) MUST be disclosed appropriately on the invoice, as per applicable local tax regulations and requirements.

• Additional miscellaneous charges (e.g. handling charges, packing charges, surcharge, freight, etc.) MUST be separate item(s) on the invoice.

*Locations where the invoice is legally required to be in local language will be accepted for processing e.g. Mainland China, Korea, Japan & Taiwan, Saudi Arabia etc.

Invoice Submission Instructions

It is important to submit a valid invoice to the designated Invoice Submission Contact (electronic invoices) or Mailing Address (paper invoices) as outlined in the Legal Entity Directory.

Invoice Generation Timing: Invoice MUST be generated only after the shipment of goods or completion of services to k8����.​ 

Invoice Receipt/Submission Date: Invoice receipt/submission date will be that of the receipt of a valid invoice at the designated Accounts Payable department as outlined in the Invoice Submission Instructions section and NOT to any k8���� contact person. The invoice receipt date will be used appropriately as per the terms and conditions of Purchase Order/Contract for processing the invoice for payment.

The guidance for how to use the Legal Entity Directory is available at this link -  /supplier-center/legal-entity-instructions.html

The Legal Entity Directory has many other important information and contact details which can be leveraged appropriately.

EXCEPTION: 

• If you have received an ERS Purchase order, which is explicitly mentioned in the Purchase Order, you should NOT email/mail us an invoice in any format. If received, this will be rejected with no notification.​

• Any invoice received with multiple documents that are not recognized as k8���� invoices will be automatically rejected by the k8���� Accounts Payable Department without any notification, and they will not be processed for payment.

Requirements for Electronic Invoice submission

The preferred method for sending an electronic invoice is to the designated Invoice Submission Contact as outlined in the Legal Entity Directory. The Supplier MUST follow the below instructions.

• It is important that you only submit invoices to one email address. Submission to multiple email addresses (individually or as CC) causes delays in processing and payment. Do not submit invoices to the helpdesk.

• The email submission mailbox is for invoice submission only. Any other requests such as rush payment request, payment requests, queries, etc., will not be considered and no action will be taken.

• The email subject line should include the vendor’s name and the country of the invoice.

• Each invoice should be submitted in PDF format per email. Other file formats/extensions are not encouraged/accepted except for countries where different format or extensions are legally notified.

• Please do not send invoices in zip files, even if the invoice is a PDF.

• PDF files must not be password protected or encrypted; any such invoice will be returned.

• The email size is limited to 10 MB. Our system will reject larger emails, you may or may not receive the failure notification that the email did not go through, so it's important to check the email size before submitting it.

Returning of Invoices Without Processing for Payment: 

The k8���� Accounts Payable Department aims to ensure accurate processing of invoices. Should an invoice be returned without processing for payment, an email will be initiated to notify the return of the invoice highlighting the reason. This notification will be sent to the email address maintained in our Vendor Master as Contact/Remittance Email ID.  If the email address needs to be updated, please refer to Legal Entity Directory and initiate a change request to the Helpdesk Email ID mentioned under section “Help and Support” 

To facilitate timely payment, please make the necessary amendments as advised in the email and resubmit the invoice following the invoice submission guidelines as outlined above.

Below are a few major reasons an invoice may be returned:

• Incorrect Legal Entity Name/Address: The Legal Entity name must be in full and must match the details on the k8���� Purchase Order.

• Invalid/Missing/Unaligned Purchase Order Reference: A valid Purchase Order number must be included on the invoice for a Purchase Order based invoice. In cases where the invoice references multiple Purchase Orders, each Purchase Order number must be clearly indicated alongside the corresponding line item on the invoice.

• Missing k8���� Contact: Non-PO invoices must include the full name and email address of k8���� point of contact.

• Vendor Name Mismatch: The vendor’s name mentioned on the invoice must match the name of the vendor specified in Purchase Order, unless there is a prior agreement.

• Price, UoM, Currency and Quantity Mismatch: The unit rate/price, UoM (unit of measure), Currency and Quantity listed on the invoice must match the details in the Purchase Order.

• Incorrect Extension Totals: The total value derived from the line items on the invoice must be accurate.

• Material/Service Description and Line Item(s) Mismatch: The description of the material or service and line item(s) must correspond and align with the relevant Purchase Order (PO).

• Region Specific Requirements Missing: Relevant regional legal/tax requirements, such as Supplier VAT ID, GST Number and k8���� VAT ID must be disclosed appropriately on the invoice. All relevant backup documents must be attached for the invoice during submission for payment.

• Material/Services Not Delivered/Received: In the event that the material or service has not been delivered or received, or if there are any other disputes, the invoice will be returned with the reason for the return indicated, along with the k8���� point of contact for further correspondence.