24 Kimberly Clark Requirements for OB10 invoicing · 6 / 24 - Product Code: If KC supplies a (Kimberly Clark) material code, this should be entered in the product code box (this

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Kimberly Clark Requirements for OB10 invoicing Supplier invoices submitted to Kimberly-Clark "must" include the information contained in this document. These guidelines are being

implemented to establish a more efficient and cost effective means of transacting business. We thank you in advance for your adherence to

these guidelines as they are needed to ensure proper and timely processing of invoices. Once e-Invoicing has been implemented suppliers must submit all of their invoices electronically.

1) Create Invoice (All invoices except freight invoices) 1.1. Invoice Header 1.2. Invoice Line Item 1.3. Special Detail Line 1.4. Invoice Attachments

2) Create Freight Invoice (I2 invoices using 99 reference, i.e. cross border shipments managed by Smartway Logistics and

KCP Brighton Planning Team)

2.1. Invoice Header (I2 invoices) 2.2. Invoice Line Item (I2 invoices) 2.3. Special Detail Line (I2 invoices) 2.4. Invoice Attachment (I2 invoices)

3) Create Freight Invoice quoting delivery note number on invoice (relating to customer deliveries) 3.1. Invoice Header (Delivery note freight invoices) 3.2. Invoice Line Item (Delivery note freight invoices) 3.3. Special Detail Line (Delivery note freight invoices) 3.4. Invoice Attachment (Delivery note freight invoices)

4) Validations for all suppliers

Title of Data Sheet, Language, mm/yy © Copyright 2010 OB10. OB10 and the OB10 logo are trade marks of OB10 and protected by law.

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1) Create Invoice (All invoices except freight invoices)

When entering invoices for Kimberly Clark on the OB10 network, the following data must be included:

The supplier must select:

* Mandatory fields

The account you use for invoicing

The KC entity to which you are invoicing

(this must be the KC account that the

Purchase Order is on)

The invoice number is mandatory

- The account to use for invoicing and the KC (buyer) account to which they are invoicing (this must be the KC account that the

purchase order is on). Your invoice must reference the correct legal entity name of the Kimberly-Clark location that you provide

goods/services to. This name should be shown exactly as it appears on the Purchase Order or as provided by the Buyer if it is a non- PO purchase. How to determine the KC Buyer OB10 number

- Select option: The must be completed (to indicate whether you are raising a new invoice or credit note) - mandatory.


http://ob10.com/Customers/KimberlyClark/Docs/How_Determine_Buyer_OB10_number_KC.pdf

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1.1 Invoice header * Mandatory fields

The Ship from

location can be filled

in if required

The VAT code should be automatically populated

The Ship to address should be completed.

These fields will not be used by KC for any purpose

Invoice date

The currency must match the PO currency

The PO number must be10 digits starting with 4

Orders beginning with 45 or 40: if there is more than 1 PO, chose only 1 for the header

Value orders/logistic orders: the value order must be quoted

- VAT Registration: The relevant VAT codes should be automatically populated. Kimberly-Clark expects all suppliers to apply relevant

country and EU council specific tax rules & regulations on their invoices. It is mandatory for Supplier partners to ensure that Kimberly-Clark has their current and most recent Tax ID’s and/or Tax clearance certificates as applicable. It is important to quote Kimberly-Clark’s relevant


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VAT registration number if applicable. It is important for Kimberly-Clark to receive your accurate tax information "Properly updated" to

process your invoice without delays.

- Ship to: The Ship to address must be completed (in general, the ship to location will be different from the invoice to location) - this is

not mandatory for KC receiving the invoice.

- Ship from: The Ship from location can be filled in if required.

- Document type: The document must be automatically populated from first screen - mandatory.

- Invoice number: The invoice number must be automatically populated from first screen - mandatory.

- Invoice date: This is the issue date of the invoice which should be equal or later than the date of shipment of goods or the

completion of services. The invoice date must be populated - mandatory.

- Currency: The currency must be completed - mandatory. The invoice currency must match the PO currency.

- Purchase Order number: The purchase order number must be completed for all invoices (except I2 invoices) - mandatory.

For any orders beginning with 45xxxxxxxx or 40xxxxxxxx: if there is more than 1 PO on the invoice, please choose only 1 for the

header. The Purchase order will always be a 10 digit number starting with 4.

For value orders/logistic orders, it is always the value order that must be quoted. (The logistics order can be included at invoice line item

level under the section of “additional information”).

- Tax Point Date: will automatically default to invoice date

Any of the fields shown in the additional information section WILL NOT be used by KC for any purpose but can be completed by suppliers if they wish.


5 / 24 Product /service description is mandatory

* Mandatory fields

1.2 Invoice line item

PO’s starting with 45

For invoice line detail, the following rules must be followed: or 40: Quantity is a mandatory field

If KC supplies a PO’s starting with 43 material code, this (service order): should be entered here Quantity must be 1

PO’s starting with 45

PO’s starting with 45 or 40: Not mandatory or 40: Unit is a

mandatory field PO’s starting with 43: The delivery date on

PO’s starting with 43: the order line or the Unit must be EA KC PO line item

number must be

quoted

Not to be used by KC Any discount given can be entered either as a percentage or an amount

This information will not be automatically uploaded buy may enable

PO’s starting with 45 or 40: More than one PO processing the invoice more quickly. Logistics order can be included

can be invoiced against on the same document. here

PO’s starting with 43: Only one line item of one

PO can be submitted on one invoice Title of Data Sheet, Language, mm/yy © Copyright 2010 OB10. OB10 and the OB10 logo are trade marks of OB10 and protected by law.

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- Product Code: If KC supplies a (Kimberly Clark) material code, this should be entered in the product code box (this is not a

mandatory field but will enable processing of the invoice more quickly).

- Product description: The product description must be entered (mandatory).

- Quantity: For PO’s starting with 45xxxxxxxx or 40xxxxxxxx: The quantity must be entered as the quantity being invoiced for

(mandatory).

For POs starting with 43xxxxxxxx (KC service orders): The quantity entered must always be 1. This applies even if it is for things like

labour that is charged by the hour.

- Unit: For PO’s starting with 45xxxxxxxx or 40xxxxxxxx: The unit of measure must be entered (mandatory). It is essential that the unit of measure used on your invoices matches the unit of measure detailed in the Kimberly-Clark purchase order. For POs starting with 43xxxxxxxx (KC service orders): The unit of measure must always be EA.

- Price: The unit price must be entered (mandatory).The unit price on your invoice must agree with the unit price on the Kimberly-

Clark purchase order for each line item. Care should be taken with this: when KC order by an amount (e.g. per 1000), the system will

divide on one invoice i.e. it is one invoice per service performed.

- PO line number: For PO’s starting with 45xxxxxxxx or 40xxxxxxxx: The PO line number is not a mandatory field (but will enable processing of invoices more quickly).If this information is provided, it should be the line number of the Purchase Order (otherwise the invoice will park and this will delay payment). The same PO line number should not be referenced more than once for the same PO and the same invoice.

For PO’s starting with 43xxxxxxxx (KC service orders): For all KC service orders, either the delivery date shown on the order line item

or the PO line must be quoted.

- Delivery note number: Delivery note number is not required (but will enable processing of invoices more quickly).

- Additional information: This information will not be automatically uploaded but may enable processing of the invoice more quickly.

Value orders/logistics orders, the logistic order can be included here. (The value order must be captured at invoice header level).

- EAN, GL and cost centre: These fields will not be used by KC. Title of Data Sheet, Language, mm/yy © Copyright 2010 OB10. OB10 and the OB10 logo are trade marks of OB10 and protected by law.

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1.3 Special Detail Line * Mandatory fields

Quantity should

be 1

For PO’s starting with 45xxxxxxxx or 40xxxxxxxx: If the invoice has any extra charges (freight/insurance etc.), it must be included in the

special detail line. The quantity should always be 1. Extra charges must not be entered as line item detail as this causes failure and will delay payment.

For PO’s starting with 43xxxxxxxx (KC service orders), special detail lines must not be included. Title of Data Sheet, Language, mm/yy © Copyright 2010 OB10. OB10 and the OB10 logo are trade marks of OB10 and protected by law.

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1.4 Invoice attachments

If extra information is required by KC (e.g. timesheets) this can be provided as an attachment. To do this, you can browse to the attachment and upload it. On the right hand side you can find information what types, number and size of attachments is accepted.


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2) Create Invoice (I2 invoices using 99 reference, i.e. cross border shipments * Mandatory fields

managed by Smartway Logistics and KCP Brighton Planning Team) Please note you should only combine shipments of the same material type into one invoice (e.g. either finished materials; or base

sheet; or bought in goods). When entering invoices for Kimberly Clark on the OB10 network, the following data must be included:








purchase order is on). Your invoice must reference the correct legal entity name of the Kimberly-Clark location that you provide

goods/services to. This name should be shown exactly as it appears on the Purchase Order or as provided by the Buyer if it is a non- PO purchase. Link to How to determine the KC Buyer OB10 number



10 / 24 - Select option: The must be completed (to indicate whether you are raising a new invoice or credit note) - mandatory.

- Invoice number: The invoice number is mandatory. KC will strip out any non-alpha-numeric characters, including spaces, when

entering the invoice into the system.

You, the supplier, assign this number to uniquely identify each invoice. This is the number that will be referenced on the remittance advice when payment is made. Care must be taken to avoid repeating invoice numbers within any 12 month period. Kimberly-Clark does not accept duplicate invoice numbers. Please audit and verify your past invoice records to ensure unique invoice number submissions.


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The Ship from location can be filled in if required

The VAT code should be automatically populated

The Ship to address should be completed

Wrong field was highlighted (change arrow to point to invoice date not tax point date)

Invoice date


Any supplier invoicing using I2 references MUST leave the purchase order blank


- VAT Registration: The relevant VAT codes should be automatically populated. Kimberly-Clark expects all suppliers to apply relevant country and EU council specific tax rules & regulations on their invoices. It is mandatory for Supplier partners to ensure that Kimberly-Clark has their current and most recent Tax ID’s and/or Tax clearance certificates as applicable. It is important to quote Kimberly-Clark’s relevant VAT registration number if applicable. It is important for Kimberly-Clark to receive your accurate tax information "Properly updated" to process your invoice without delays.’

- Ship to: The Ship to address must be completed (in general, the ship to location will be different from the invoice to location- this is not

mandatory for KC receiving the invoice). - Ship from: The Ship from location can be filled in if required.


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- Invoice number: The invoice number must be automatically populated from first screen - mandatory. -

Invoice date: The invoice date must be populated - mandatory.

- Currency: The currency must be completed - mandatory. The invoice currency must match the PO currency. -

Purchase Order number: Any supplier invoicing using I2 references MUST leave the purchase order blank. - Tax

Point Date: This will default from the invoice date.

Any of the fields shown in the additional information section WILL NOT be used by KC for any purpose but can be completed by

suppliers if they wish.


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2.2 Invoice line item (I2 invoices)

For invoice line detail, the following rules must be followed:

Product /service description is mandatory

Please ignore

The unit must be EA

Please ignore

Format: 99XXXXXXX i.e. 994586545

The I2 Reference number: 9 digit number beginning with 99 must be quoted for each line item Please ignore This information will not

be automatically uploaded buy may enable processing the invoice more quickly


* Mandatory fields

Quantity must always be 1

Please ignore

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- Product description: The product description must be entered (mandatory). -

Quantity: The quantity entered must always be 1 (mandatory).

- Unit: The unit of measure must always be EA (mandatory).

- Price: The unit price must be entered (mandatory).

- Delivery note number: The I2 reference number (a 9 digit number beginning with 99) must be quoted in the Delivery note field for

each line item - mandatory.

Additional information: This information will not be automatically uploaded but may enable processing of the invoice more quickly.

- Product Code, Discount, PO number, PO line number: please ignore

- EAN, GL and cost centre will not be used by KC.

IMPORTANT: No purchase order number should be quoted in any order number field.


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2.3 Special Detail Line (I2 invoices) Please ignore.

2.4 Invoice attachments (I2 invoices)

If extra information is required by KC (e.g. timesheets) this can be provided as an attachment. To do this, you can browse to the

attachment and upload it. On the right hand side you can find information what types, number and size of attachments is accepted. Title of Data Sheet, Language, mm/yy © Copyright 2010 OB10. OB10 and the OB10 logo are trade marks of OB10 and protected by law.

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3) Create Freight Invoice quoting delivery note number on invoice (relating to customer deliveries) When entering invoices for Kimberly Clark on the OB10 network, the following data must be included:








purchase order is on).

Your invoice must reference the correct legal entity name of the Kimberly-Clark location that you provide goods/services to. This name should be shown exactly as it appears on the Purchase Order or as provided by the Buyer if it is a non-PO purchase. Link to

How to determine the KC Buyer OB10 number



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- Select option: The must be completed (to indicate whether you are raising a new invoice or credit note) - mandatory.

- Invoice number: The invoice number is mandatory. KC will strip out any non-alpha-numeric characters, including spaces, when entering the

invoice into the system.

You, the supplier, assign this number to uniquely identify each invoice. This is the number that will be referenced on the remittance advice when

payment is made. Care must be taken to avoid repeating invoice numbers within any 12 month period. Kimberly-Clark does not accept duplicate invoice numbers. Please audit and verify your past invoice records to ensure unique invoice number submissions.


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3.1 Invoice header

* Mandatory fields

The Ship from location can be filled in if required

The VAT code should be

automatically populated

The Ship to address should be completed.


Invoice date


Any supplier invoicing using delivery note references MUST leave the purchase order blank

- VAT Registration: The relevant VAT codes should be automatically populated. Kimberly-Clark expects all suppliers to apply relevant country and EU council specific tax rules & regulations on their invoices. It is mandatory for Supplier partners to ensure that Kimberly-Clark has their current and most recent Tax ID’s and/or Tax clearance certificates as applicable. It is important to quote Kimberly-Clark’s relevant VAT


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registration number if applicable. It is important for Kimberly-Clark to receive your accurate tax information "Properly updated" to process your

invoice without delays.

- Ship to: The Ship to address must be completed (in general, the ship to location will be different from the invoice to location) - this is not mandatory for KC receiving the invoice.

- Ship from: The Ship from location can be filled in if required.


- Invoice number: The invoice number must be automatically populated from first screen - mandatory.

- Invoice date: This is the issue date of the invoice which should be equal or later than the date of shipment of goods or the completion of services. The invoice date must be populated - mandatory.

- Currency: The currency must be completed - mandatory. The invoice currency must match the PO currency.

- Purchase Order number: Any supplier invoicing using delivery note references MUST leave the purchase order blank. -

Tax Point Date: This will default from the invoice date.

Any of the fields shown in the additional information section WILL NOT be used by KC for any purpose but can be completed by suppliers if they wish.


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3.2 Invoice line item (delivery note freight invoices) For invoice line detail, the following rules must be followed:

Product /service description is

Please ignore

The unit must be EA

Please ignore

Format: SD5 xxxx xxx i.e. SD57654321

The delivery note reference number (which needs to be a combination of the two letters “SD” and an 8 digit number beginning with 5), must be quoted in the Delivery note field for each line item

mandatory Quantity must always be 1

Please ignore

Please ignore This information will not

be automatically uploaded buy may enable processing the invoice more quickly


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- Product description: The product description must be entered (mandatory). -

Quantity: The quantity entered must always be 1 (mandatory).

- Unit: The unit of measure must always be EA (mandatory).

- Price: The unit price must be entered (mandatory).

- Delivery note number: The delivery note reference number (which needs to be a combination of the two letters “SD” and an 8 digit number

beginning with 5), e.g. SD57654321, must be quoted in the Delivery note field for each line item - mandatory. IMPORTANT: No purchase order

number should be quoted in any order number field.

- Additional information: This information will not be automatically uploaded but may enable processing of the invoice more quickly. -

Product Code, Discount, PO number, PO line number: please ignore

- EAN, GL and cost centre will not be used by KC.

3.3 Special Detail Line (delivery note freight invoices) Please ignore.


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3.4 Invoice attachments (delivery note freight invoices)

If extra information is required by KC (e.g. timesheets) this can be provided as an attachment. To do this, you can browse to the attachment and upload it. On the right hand side you can find information what types, number and size of attachments is accepted.


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4) Validation rules PO validation

Kimberly-Clark uses as Purchase Order validation: Instance. This means that the Purchase Order number you are quoting on your invoice needs to be in the OB10 portal against the same KC OB10 buyer account that you are raising the invoice against.

Please note that certain suppliers may be exempt from this validation rule. Should this be the case, they need to provide one of these other reference

numbers: either an I2 reference number (9 digit number beginning with 99) or a delivery note reference number (e.g. “SD5xxxxxxx”).

Validation rules

There are two main validations in place that you must take into consideration.

Validation 1: checks the PO Number for each line item (line item PO number, if available. Header level PO number, if not available), and if the

PO Number begins with “43”, rejects invoices where the quantity is not equal to 1.

Validation 2: checks the PO Currency and compares it to the invoice currency. It rejects the invoice if these do not match.

Additionally, there are fields in the system that could cause your invoice to fail. Please look at the data items below.

For Integrated Suppliers Only

Data Item Comment

Invoice number Assign this number to uniquely identify each invoice. This is the number that will be referenced on the remittance advice when payment is made. Care must be taken to avoid repeating invoice numbers within any 12 month period. If possible, avoid using non alpha numeric characters as part of your invoice number.

Unit price excluding VAT This information is taken from the supplier data file and is the supplier’s responsibility to ensure that it is correct.


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Original invoice number (credit notes only)

Late payment penalties if applicable

Discount terms if applicable

The legal basis for exemption of VAT (if applicable)

Taxable amount for each VAT rate and VAT amount for each VAT rate

Invoice Currency

Name and address of Supplier and customer

Precise description of supply

Value of any discount

VAT rate for each supply (Line)

Invoice total excluding VAT

Date of the supply (Tax Point)

Quantity supplied

Invoice date

Invoice total including VAT

Name and address of Supplier

VAT Number of Supplier

Original invoice date (credit notes only)

This information is taken from the supplier data file and is the supplier’s responsibility to ensure that it is present where applicable.

This information is taken from the supplier data file and is the supplier's responsibility to ensure that it is present where applicable.

This information is taken from the supplier data file. No invoices are processed without this data.

This is the issue date of the invoice which should be equal or later than the date of shipment of goods or the completion of services. The invoice date must be referenced on the invoice.

Total VAT amount payable We expect all suppliers to apply relevant country and EU council specific tax rules & regulations on their invoices


Documents

24 Kimberly Clark Requirements for OB10 invoicing · 6 / 24 - Product Code: If KC supplies a (Kimberly Clark) material code, this should be entered in the product code box (this