Invoice Requirements

For timely payments, please ensure the invoice includes the following:

1. Bill to company name and address, matching the purchasing company listed on your Vylor PO
2. VAT number
3. Ship to address
4. Supplier details
5. Supplier Remit to address/payment instructions
6. Invoice number
7. Invoice date
8. Purchase order Number, where applicable (Each invoice can only reference one purchase order)
9. Clear description of product or service
10. Currency
11. Gross & Net amount, Taxes calculated correctly
12. Vylor Contact Name
13. Contact name from your organization in case of questions
14. Invoice is electronically generated or scans clearly

Invoice Submissions

Unless otherwise specified (see exceptions below), invoices should be submitted via e-mail, using a pdf attachment, to the appropriate mailbox below. If the “Bill To” name does not match the Purchasing Entity listed on the Vylor Purchase Order, the invoice will be returned.   

For any business or purchasing entity not shown above or to look up a VAT#  please check the Invoice Submission Instructions document and refer to the columns titled “Electronic invoices (preferred)” or “VAT #”.

For instructions how to submit paper invoices, please find the applicable purchasing entity name in the Invoice Submission Instructions document and refer to the column titled “Paper Invoices”.

Payment Queries

1. Please review the Vylor Supplier Center Accounts Payable Page to see if you can find information to help guide you with your query or concern. Common answers are found in the “FAQ” section of this page.
   
   
2. Get help and support in one place through Source‑to‑Pay (S2P) Central, our official channel for Procurement and Accounts Payable inquiries.
   
   
3. For any other inquiries related to past due payment, payment remittance notices, or general invoice queries, please contact the appropriate desk below.

TIPS for fastest resolution: E-mail your query to ONLY ONE MAILBOX below to avoid duplication! For late payments, include the PO number and invoice number in the request. For remittance details, please supply the payment number, payment date, and amount received.

For any business or purchasing entity not listed, please review the Invoice Submission Instructions document and refer to the column titled “Accounts Payable Help Desk”. 

FAQ

1. What company should I address my invoice to (Bill To)?
   
   a.       It is critical that you use the correct legal entity name in the “Bill To” section of your invoice. Please review your Purchase Order Instructions for the appropriate legal entity.  If you need to verify a legal entity name, please reference “Invoice Submission Instructions.”
   
   
2. Should Vylor be included in the delivery instructions?
   
   a.       As we update the signage at our sites to reflect the change to doing business under Vylor, there has been confusion when deliveries are addressed to only the legal entity. We ask that you please include the name “Vylor” in delivery instructions (either in house or to a carrier) to alleviate any confusion. 
   
   
3. Where should I send my invoice or credit note?
   
   a.       The functional or physical mailbox where each invoice should be sent will depend on the system, region, and category in which the purchase was made. Please reference the “Submissions” section to verify the correct location. It is critical that invoices are sent to the proper location to facilitate on-time payments.
   
   
4. How can I reach the Vylor Accounts Payable department?
   
   a.       Please reference the “Payment Queries” Section of this page to find the accounts payable department’s contact information for your country.
   
   
5. How can we ensure to receive timely communications from Vylor about our invoice?
   
   a.       Ensure that you include a valid email ID from your organization on the invoice.  This will enable the Vylor Accounts Payable team to connect with you when necessary.
   
   
6. What are some of the common reasons an invoice will be rejected/returned?
   
   a.       Some of the most common reasons why Accounts Payable will reject & return an invoice include the following:
   
            i.     Purchase Order Number is not correct/valid  or is missing
            ii.     Vylor Legal Entity in “Bill To’ section doesn’t match the Purchase Order (see question 2 above)
            iii.    Missing/incorrect VAT #
            iv.    APAY/Procurement has a question on the invoice but there is no supplier contact listed to answer the question/issue.
            v.     The quantity & price on the invoice do not match the Purchase Order
            vi.    There is no clear description of the product or service purchased
            vii.    Taxes (if appropriate) are not calculated correctly
            viii.   Invoice copies are illegible
             ix.    Invoice date is in the future
              x.    Invoice total not calculated correctly