Information for suppliers

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1 Information for suppliers Page 1 of 15

2 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: dkf@makro.pl Fax: Phone: , 0902 Page 2 of 15

3 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. Page 3 of 15

4 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, Page 4 of 15

5 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 address indicated in the Contract. In order to update the address please send 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 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 address dkf@makro.pl by filling in appropriate Form depending on the category of the enquiry (Appendix no 2) or use the website 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 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? Page 5 of 15

6 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 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 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. 11. To whom should I send the request for confirmation of balance? The requests for confirmation of balance should be sent to the address: rozrachunki@makro.pl; please specify the Makro supplier number in the 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 Page 6 of 15

7 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 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 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 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 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 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 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. Page 7 of 15

8 Załącznik nr 1: Żądanie faktury korygującej Page 8 of 15

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11 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 Page 11 of 15

12 Załącznik nr 3: Lista Hal Makro z danymi kontaktowymi do Kierowników Działów Logistyki Num er Hali Makr o Miasto Imię i nazwisko tel. fax. 1 Warszawa Artur Dębowski (022) (022) artur.debowski@makro.pl 2 Sosnowiec Zenon Rygał (032) (032) zenon.rygal@marko.pl 3 Łódź Maciej Tomczak (042) (042) maciej.tomczak@makro.pl 4 Ząbki k/warszawy Rejnert Jacek (022) (022) jacek.rejnert@makro.pl 5 Wrocław Izabela Stróż-Konopka (071) (071) izabela.stroz@makro.pl 6 Kraków Paweł Świtała (012) (012) pawel.switala@makro.pl 7 Poznań Radosław Twardowski (061) (061) radoslaw.twardowski@makro.pl 9 Gdynia Dariusz Gohra (058) (058) dariusz.gohra@makro.pl 10 Szczecin Wioletta Stypczyńska (091) (091) wioletta.stypczynska@makro.pl 11 Lublin Lidia Rudy (081) (081) lidia.rudy@makro.pl 12 Zabrze Wojciech Masełbas (032) (032) wojciech.maselbas@makro.pl 13 Bydgoszcz Michał Wadas (052) (052) michal.wadas@makro.pl 14 Rybnik Aneta Sierota (032) (032) aneta.sierota@makro.pl 15 Bielsko-Biała Tomasz Wieczorek (033) (033) tomek.wieczorek@makro.pl 16 Białystok Jarosław Bugajny (085) (085) jaroslaw.bugajny@makro.pl 17 Katowice Wojciech Kęska (032) (032) wojciech.keska@makro.pl 18 Kielce Wiesława Pasternakiewicz (041) (041) wieslawa.pasternakiewicz@makro.pl 19 Przejazdowo k/gdańska Piotr Dubieński (058) (058) piotr.dubienski@makro.pl 20 Częstochowa Marcin Michalak (034) (034) marcin.michalak@makro.pl 21 Opole Grzegorz Licznar (077) (077) grzegorz.licznar@makro.pl 22 Rzeszów Sabina Lis (017) (017) sabina.lis@makro.pl 23 Olsztyn Danuta Woźniak (089) (089) danuta.wozniak@makro.pl 24 Zielona Góra Monika Stopka (068) (068) monika.stopka@makro.pl Page 12 of 15

13 25 Kalisz Renata Czempińska (062) (062) Warszawa - Bielany Michał Pietrzyk (022) (022) michal.pietrzyk@makro.pl 27 Toruń Marcin Miler (056) (056) marcin.miler@makro.pl 28 Koszalin Mariusz Rolnik (094) (094) mariusz.rolnik@makro.pl 29 Rzgów Robert Adamski (042) (042) robert.adamski@makro.pl 30 Szczawno Zdrój Łukasz Miotek (074) (074) lukasz.miotek@makro.pl 31 Kraków 2 Agnieszka Kokoszka (012) (12) agnieszka.kokoszka@makro.pl 51 MP Tarnów Grzegorz Giemza (14) (14) grzegorz.giemza@makro.pl 52 MP Leszno Beata Krzyżanowska (65) (65) beata.krzyzanowska@makro.pl 53 MP Słupsk Małgorzata Kozłowska (59) (059) malgorzata.kozlowska@makro.pl 54 MP Radom Tomasz Garbacz (48) (48) tomasz.garbacz@makro.pl 55 MP Nowy Targ Mariusz Starobrat (18) (18) mariusz.starobrat@makro.pl MP Gorzów Wielkopolski MP Jelenia Góra Mariusz Miedzianowski brak mariusz.miedzianowski@makro.pl Tomasz Suski (75) (75) tomasz.suski@makro.pl 58 MP Włocławek Sławomir Kowalski brak slawomir.kowalski@makro.pl 59 MP Piła Wojciech Stachowiak brak wojciech.stachowiak@makro.pl 60 MP Tarnobrzeg Dominik Nawrot (15) 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 Page 13 of 15

14 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 Page 14 of 15

15 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, 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: PL 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. Page 15 of 15