Information for suppliers

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1 Information for suppliers Page 1 of 17

2 Contents: I. Introduction II. Financial Settlements description of the process III. Frequently Asked Questions IV. List of Appendixes: Appendix no 1 Request for Correction 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/Central Warehouse Appendix no 4 List of Types of Documents used in the communication with the Supplier Appendix no 5- Manual Return Note I. 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 at edi@makro.pl. In the matters concerning delivery invoices please contact us at: dkf@makro.pl Fax: Phone: +48 (22) ; 9655; 9665; 9651; 0869; > Strefa Klienta -> Kontakt dla dostawców (Customer s Zone => Contact for Suppliers) Page 2 of 17

3 II. 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 Note Number (DN) or Purchase Order (PO). Please put the above mentioned information in one place on the invoice, indicating the kind of the included information (order number, goods receipt number, PO 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. Page 3 of 17

4 2. Invoices incompatible with the valuation of the delivery at Makro. Prices (Makro Offer Management) Quantities (Store) Invoice Delivery Comparison in the system Divergence Request for Correction invoice (consignment to the supplier) XOR Lack of answer from the supplier Supplier s acceptance = Correction invoice Complaint = form price difference XOR Entry into the system Cancelling the request for the Correction invoice Request for the Correction 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. Until full clarification of the difference invoice is blocked for payment. Page 4 of 17

5 The diagram above (fig.2) presents the simplified way of how the settlement of delivery invoices proceeds when there is an incompatibility. In case of finding an incompatibility of the invoice with the received delivery, a letter entitled Request for Correction 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 address indicated in the Contract. In order to update the address please sends your enquiry to the address dkf@makro.pl by filling relevant Form Request to update contact details (Appendix no. 2). We expect, that you will send us the Correction Invoice for the amount indicated in the Request for Correction Invoice which will close the transaction. If in your opinion the Request for Correction 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/ Central Warehouse - in prices with the Offer Management There is no need to send together the Correction Invoice and the filled in Form, unless you partially agree with Request for Correction Invoice, but you question the remaining part. Please do not send duplicates of the invoices mentioned in the Request for Correction 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 address dkf@makro.pl by filling in appropriate Form depending on the category of the enquiry (Appendix no 2) or use the website Customer s Zone => Contact for Suppliers. The Query must be preceded by prior verification by the Supplier of all available information from the MCC in the reports and s, and after explaining the Supplier quantity differences with the corresponding Store/ Central Warehouse, and the price difference with our Offer Management. 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 Correction Invoice Quantity difference - Groundless request for Correction Invoice Enquiry for settlement of Return 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 sent by the Supplier to Makro should include the Supplier s number at Makro and the name of the attached Form. 4. Sending information to the Suppliers by Makro Invoice Control Department is sending to the Suppliers via the following information about goods invoices: Page 5 of 17

6 Refusal to accept an invoice (with justification) => => document cannot be posted due to formal errors, the supplier should verify the reason for refusal referred to in the mail and have to issue a valid document or send the required documents Request for Correction Invoice => invoice is blocked for payment due to the identified differences (price or/and quantity) between the goods and the invoice; the supplier must issue a credit note for the entire value of the difference or explain the quantity difference with the corresponding Store/Central Warehouse, and the price difference should be explained with Offer Management; the payment will be released after: -receiving a Correction Invoice adjustment on the entire value of the difference -the Store will correct supply (quantity difference) -the Offer Management accept the price difference for the supplier favor Accounting Note for the Return goods => It is the document issued by MCC on the basis of the return made by the Store/Warehouse Logistics Department if within 30 days MCC does not receive the Correction Invoice; If the Correction Invoice will be issued by the Supplier it will be booked and the accounting note will be submitted Request to send on dkf@makro.pl current address to which MCC Invoice Control will be able to send information about the rejection of invoice, about invoice with request for correction and with an Accounting Notes for Returns III. Frequently asked questions 1. Is it possible to issue one invoice for several deliveries? Each delivery requires separate invoice. One invoice or Correction Invoice (in case of the return of goods), or invoice with Correction Invoice related thereto, should correspond to one order. 2. What is the Accounting Note for the return of goods? It is the document issued by MCC on the basis of the return made by the Store/Warehouse Logistics Department if within 30 days MCC does not receive the Correction Invoice; If the Correction Invoice will be issued by the Supplier it will be booked and the accounting note will be submitted 3. What is the reason of issue debit note for the return of goods? Debit note is issue based on Return Note generated by the Store Logistic Department in the moment of return of goods. 4. Do we have to issue correction invoice to debit note for the return of goods? Please issue correction invoice before debit note generation. Of course when we receive such invoice, it will be booked and debit note will be cancelled. 5. What is the number of original 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 Correction 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 Correction Invoice (to each one, if several documents are issued to one return). ( Appendix no 5) 6. 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 or with Central Warehouse. 7. 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. Page 6 of 17

7 In case of questioning the return of goods one should contact appropriate Logistics Department at the Store or with Central Warehouse. 8. 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 Correction Invoice, MIAG specification, please send the filled in Form Additional data for invoice settlement (Appendix no 2) to the address dkf@makro.pl. 9. We do not receive the answer to the enquiry addressed to Makro. The enquires sent to the Invoice Control Department (dkf@makro.pl) are registered and you should be informed in return by 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 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. 10. To whom should I send the request for Balance Confirmation? The request for Balance Confirmation should be sent to the address: dkf@makro.pl ; please specify the Makro supplier number in the title, along with the annotation: Request for Balance Confirmation. 11. What is the next payment amount? Information about the payment amount and the payment specification is available on the website What is the reason of lack of payment? The reason of lack of payment can be: lack of invoice in the MCC systems the invoice has been excluded from processing due to a formal mistake /MCC informs the supplier about such circumstances by sending information via to the address indicated in the contact => Refusal to accept the invoice with the reason/ the invoice has reached MCC but has been blocked for payment due to differences the Request for Correction Invoice has been sent to the supplier via 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 agreed Payment Date is calculated as of the next day following the delivery date. 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 and their approval, done by Makro mutual deductions. 13. We didn t receive payment specification. Payment Agent (MIAG) every time share to the Supplier via Internet payment specification. Independently payment specification is sent on the address or fax which was indicated by the Supplier in the contract. If you didn t receive payment specification or you are unable to download it please contact directly with the MIAG using the address info@miag.com or pl@miag.com 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. Page 7 of 17

8 14. We don t have original invoice issued by Makro debited in the payment If you have not received the original invoice issued by Makro, the request for the duplicate should be sent to the address: bs@makro.pl All requests related to invoices or debit notes issued by Makro please contact directly using the address bs@makro.pl 15. We have not received the acknowledgment of Correction Invoice. The specification of the payment sent to the Supplier is a proof of receiving Correction Invoices, listed in the specification, by the Purchaser. Therefore please do not send copies of the corrections in order to confirm them. 16. Where we should send our invoices for the delivered goods /post transactional rebate/ Paper invoices related to Goods Received issued in PLN currency should be sent to SSC Szczecin on address (with the exception of the arrangements for sending invoices to CWB). METRO SERVICES PL Sp. z o.o. Skrytka pocztowa Szczecin 26 With an important note: INVOICES RELATED TO GOODS RECEIVED Paper invoices related to Post Transactional Rebate should be send on the address: Makro Cash and Carry Polska S.A. Aleja Krakowska Warszawa With an important note : Bonus Settlement Department Page 8 of 17

9 IV. List of Appendixes Appendix No 1: Request for Correction Invoice Page 9 of 17

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12 Appendix No 2: List of Forms to be filled in by the Supplier, in order to direct enquiry to Makro Enquiry for unpaid invoices 1_FORMULARZ - ZAPYTANIE O NIEZAPŁACONE FAKTURY.xls Price difference Groundless request for Correction Invoice 2_RÓŻNICA CENOWA - NIEZASADNE ŻĄDANIE FAKTURY KORYGUJĄCEJ.xls Quantity difference - Groundless request for Correction Invoice 3_RÓŻNICA ILOŚCIOWA - NIEZASADNE ŻĄDANIE FAKTURY KORYGUJĄCEJ.xls Enquiry for settlement of Return 4_FORMULARZ - ZAPYTANIE O ROZLICZENIE ZWROTU.xls Request for duplicate of document 5_FORMULARZ - PROŚBA O DUPLIKAT DOKUMENTU.xls Application for update of the supplier s contact details 6_FORMULARZ - WNIOSEK O ZMIANĘ DANYCH KONTAKTOWYCH DOSTAWCY.xls Enquiry for the Makro procedure 7_FORMULARZ - ZAPYTANIE O PROCEDURĘ MAKRO.xls Additional data for invoice settlement 8_FORMULARZ - DODATKOWE INFORMACJE POTRZEBNE DO ROZLICZENIA FAKTURY.xls Page 12 of 17

13 Numer hali/store number Appendix No 3: List of Makro Stores with contact details to the Managers of the Logistics Departments/Central Warehouse Makro Stores Miasto/City Adres/Address Adres mailowy/ address Page 13 of 17 Telefon kontaktowy/phone 1 Warszawa Al. Jerozolimskie 184 logistic1@makro.pl /661/662 2 Sosnowiec ul. Długosza 80 logistic2@makro.pl /661/662 3 Łódź ul. Kasprzaka 8 logistic3@makro.pl /661/662 4 Ząbki k/warszawy ul. Wolności 50 logistic4@makro.pl /661/662 5 Wrocław ul. Tyniecka 3 logistic5@makro.pl /661/662 6 Kraków ul. Jasnogórska 2 logistic6@makro.pl /661/662 7 Poznań ul. Serbska 51 logistic7@makro.pl /661/662 9 Gdynia ul. Hutnicza 8 logistic9@makro.pl /661/ Szczecin ul. Południowa 8 logistic10@makro.pl /661/ Lublin ul. Chemiczna 5 logistic11@makro.pl /661/ Zabrze Al. Korfantego 17 logistic12@makro.pl /661/ Bydgoszcz Al. Jana Pawła II 123 logistic13@makro.pl /661/ Rybnik ul. Żorska 60 logistic14@makro.pl /661/ Bielsko-Biała ul. Klubowa 185 logistic15@makro.pl /661/ Białystok Al. Jana Pawła II 92 logistic16@makro.pl /661/ Katowice ul. Pukowca 25 logistic17@makro.pl /661/ Kielce ul Transportowców 15 logistic18@makro.pl /661/ Przejazdowo k/gdańska ul. Główna 6 logistic19@makro.pl Częstochowa ul. Jagiellońska 38 / 40 logistic20@makro.pl /661/ Opole ul. Partyzancka 84 logistic21@makro.pl Rzeszów ul. Armii Krajowej 92 logistic22@makro.pl /661/ Olsztyn ul. Lubelska 26 logistic23@makro.pl /661/ Zielona Góra ul. Gorzowska 2 logistic24@makro.pl /661/ Kalisz ul. Wojska Polskiego 7 logistic25@makro.pl /661/ Warszawa - Bielany ul. Pstrowskiego 8/Kolumbijska logistic26@makro.pl /661/ Toruń ul. Marii Skłodowskiej Curie 105 logistic27@makro.pl /661/ Koszalin ul. Syrenki 1 logistic28@makro.pl /661/ Rzgów ul. Rudzka 40 logistic29@makro.pl /661/ Szczawno ul. Szczawieńska 1 logistic30@makro.pl Zdrój/Wałbrzych Kraków 2 ul. Zakopiańska 70A logistic31@makro.pl /661/ No Limit (valid from ul. Promyka 153, piotr.porucznik@makro.pl ) Pruszków Quality Packers Quality Packers Sp. z o.o. LS Logistics LS Logistic T1B 95 Makro Kalisz Delivery ul. Ogrodowa 1A, Chynów ul. Kostowiec 18, Młochów Al. Wojska Polskiego Kalisz piotr.porucznik@makro.pl piotr.porucznik@makro.pl mccplwebshopsall@makro.pl

14 Makro Points Makro Punkty/Satellite Stores Miasto/City Adres/Address Adres mailowy/ address Telefon/Phone 51 Tarnów ul. Tuchowska Leszno ul. Spółdzielcza 8 53 Słupsk ul. Jana Kilińskiego Radom ul. Wrocławska 8 55 Nowy Targ ul. Ludzmierska 34B 56 Gorzów Wielkopolski ul. Małorolnych 5C 57 Jelenia Góra ul. Wincentego Pola 8 58 Włocławek ul. Zielna 37/39 59 Piła ul. Jana Styki 3 dominik.nawrot@makro.pl wojciech.dudasz@makro.pl katarzyna.marszalek@makro.pl beata.mazur@makro.pl mariusz.wysocki@makro.pl waldemar.plociniak@makro.pl donata.piskorz@makro.pl ewa.zbyszewska@makro.pl malgorzata.kozlowska@makro.pl kamil.bartniczak@makro.pl emilia.harasim@makro.pl agnieszka.makulska@makro.pl tomasz.garbacz@makro.pl piotr.zareba@makro.pl agnieszka.kocjan@makro.pl grzegorz.wozniak54@makro.pl pawel.klapyta@makro.pl roman.czerkas@makro.pl pawel.pudzisz@makro.pl katarzyna.hajda@makro.pl artur.plecke@makro.pl grzegorz.gasiorowski@makro.pl marek.markgraefe@makro.pl joanna.gancarz@makro.pl tomasz.suski@makro.pl andrzej.wisniewsi@makro.pl adrian.brzozowski@makro.pl izabela.makarewicz@makro.pl krzysztof.buryn@makro.pl ewa.zielinska@makro.pl katarzyna.zielinska@makro.pl grzegorz.gasiorowski@makro.pl marcin.plecke@makro.pl elwira.jacukowicz@makro.pl iwona.burcon@makro.pl paweł.garczarczyk@makro.pl tel fax tel fax tel fax tel fax tel fax tel tel fax tel fax tel fax Page 14 of 17

15 60 Tarnobrzeg ul. Sienkiewicza Kołobrzeg ul. Sienkiewicza 10a tel fax tel Makro Warehouses Numer/Number Nazwa Platformy/Name of Paltform Chilled&Meat Telefon/Phone Adres mailowy/ address Numer/Number Nazwa Platformy/Name of Paltform Telefon/Phone Fruit&Frozen Adres mailowy/ address Numer/Number Nazwa Platformy/Name of Paltform Telefon/Phone Adres mailowy/ address Fish Numer/Number Nazwa Platformy/Name of Paltform Dry/Non Food Telefon/Phone Adres mailowy/ address Numer/Number Nazwa Platformy/Name of Paltform Import Telefon/Phone Adres mailowy/ address Page 15 of 17

16 Makro Multi Stores Distribution Centers Numer hali/store number 327 Makro Toruń Delivery Miasto/City Adres/Address Adres mailowy/ address ul. Marii Skłodowskiej Curie Makro Koszalin Delivery ul. Syrenki Makro Łódź-Rzgów Delivery ul. Rudzka Makro Szczawno-Zdrój Delivery edyta.gladka@makro.pl kamila.serwczynska@makro.pl agata.solecka@makro.pl barbara.kaszyca@makro.pl adam.gadzinowski@makro.plada m.malinowski@makro.pl przemyslaw.wieczorek@makro.pl Telefon kontaktowy/phone ul. Szczawieńska 1 aleksander.karkosz@makro.pl Appendix No 4: List of Types of Documents used in the communication with the Supplier Rodzaj dokumentu W5, WR W9 WC WE WP WQ WS W8 WY WG WM L6 L7 Opis dokumentu Faktura sprzedaży/fvk_manualna Manual INV/CINV for Goods Faktura/FVK z żądaniem korekty INV with Request for correction Faktura korygująca_zwrot towaru CINV for Return Faktura sprzedaży/faktura korygująca_aut. automatic INV/CINV for Goods Nota księgowa obciążeniowa_zwrot towaru Debit Note for Return Storno noty księgowej Storno of Debit Note Sprzedaż depozytów Sales of deposits Żądanie faktury korygującej Request of correction value Storno żądania faktury korygującej- storno of request of correction Żądanie faktury korygującej_zwrot towaru - Request of correction for Return Dostawa niefakturowana Open GR lack of INV Faktura wystawiona przez MC&C Invoice issued by MCC Faktura korygująca_ do Noty Bonusowej CINV for Note of bonus Page 16 of 17

17 Appendix No 5: Manual Return Note Page 17 of 17