Invoice Options

Phillips 66 has the capability to receive invoices or invoice data several ways. Our preference is for our vendors to utilize one of our electronic commerce options. We are working to increase the use of these options and eliminate/reduce the receipt of paper invoices.

Why implement an electronic commerce solution?

• Eliminates handling and routing of paper invoices
• Streamlines the coding and approval process
• Reduces cycle time and increases accuracy
• Reduces costs
  • Data entry
  • Invoice storage and archiving
  • Document imaging
• Maximizes procurement information to improve business processes

Electronic Commerce Invoicing Options

Evaluated Receipt Settlement

• What is ERS? Evaluated Receipt Settlement is an application which allows Phillips 66 to settle goods/services receipts without receiving or processing an invoice. ERS utilizes purchasing documents and goods/services receipts to determine the correct invoice amount. ERS is not a method of electronic funds transfer (EFT) although a vendor may select an EFT payment method to accompany ERS.
• How Does it Work? ERS involves an agreement between the vendor and Phillips 66 that the vendor will not issue invoices for purchasing transactions. Instead, the invoice document is posted automatically for payment within the Phillips 66 SAP system based on data from the purchase order and goods receipts for services and materials.
• How Do I Get Started? Contact your local purchasing agent or contact the Phillips 66 Accounts Payable Help Desk at 918-977-7909 with vendor name and contact information.

ePayables – Web Invoices

• What is ePayables? An application used by Phillips 66 which receives electronic invoice data. An electronic invoice is created by the supplier or a 3rd party provider, validated for errors, routed for approval, and processed for payment. It may be used for invoices or credit memos with or without reference to a purchase order and for verbal orders with reference to an existing contract/OLA where the purchase order is systematically created.
• How Does it Work? Phillips 66 offers vendors/suppliers the option to log on to the Phillips 66 Extranet, a controlled access website, and manually input invoice information into a free internet template. This information is then interfaced into our accounts payable system for processing and payment.
• How Do I Get Started? Contact your local purchasing agent or contact the Phillips 66 Accounts Payable Help Desk at 918-977-7909 with vendor name and contact information.

Actian

• What is Actian? A portal used by Phillips 66 which receives electronic invoice data. An electronic invoice is created by the supplier or a 3rd party provider, validated for errors, routed for approval, and processed for payment. It may be used for invoices or credit memos with or without reference to a purchase order and for verbal orders with reference to an existing contract/OLA where the purchase order is systematically created.
• How Does it Work? Phillips 66 offers vendors/suppliers the option to log on to Actian, a controlled access portal, and manually input invoice information into available templates. This information is then interfaced into our accounts payable system for processing and payment.
• How Do I Get Started? Contact your local purchasing agent or contact SupplierEnablement@p66.com with vendor name and contact information.

Payment via a Procurement/Credit Card

Phillips 66 currently offers some of our vendors the option of being paid via a Procurement/Credit Card for goods and services they supply to Phillips 66. Eligibility to become a Procurement Card vendor depends on the type of goods and services being supplied to Phillips 66.

Payment via Procurement Card ensures that you, as a vendor, receive accurate timely payments and eliminates the need to issue an invoice to Phillips 66 for payment.

For additional information, and to see if your company qualifies, please contact your local Phillips 66 Business Unit representative.

Invoice Requirements

Paper Invoice Requirements for Goods and Services and Associated Freight

Phillips 66 utilizes an imaging system to expedite the processing of paper invoices. Items referencing a purchase order must be invoiced separately from material or services not referenced by a purchase order.  A separate invoice is required for each purchase order or user id referenced.  As a general rule, Phillips 66 does not pay from statements.

Invoice requirements:   

• Valid Phillips 66 Purchase Order Number or Phillips 66 employee user id if a Purchase Order was not provided
• Vendor Name
• Remittance Address
• Invoice Date
• Invoice Number
• Invoice Amount
• Tax Amount (if applicable)
• Payment terms
• Purchase description

Invalid invoices will be returned to the vendor with a request to issue a new invoice with the current date and required information.  

Paper invoices should be addressed with the correct Phillips 66 affiliate or company name and mailed to the appropriate address:

COUNTRY	ADDRESS
Canada	PO BOX 366 STN M CALGARY AB T2P 2H9
UK/Ireland	PO BOX 96 IMMINGHAM, DN40 9AP UNITED KINGDOM
Germany	PO BOX 95 IMMINGHAM, DN40 9AN UNITED KINGDOM

Electronic (EDI) Invoicing Requirements

Phillips 66 is committed to pursuing Electronic Data Interchange (EDI) invoicing with all our trading partners.  For more information on utilizing this invoicing option, please view our Invoice Options tab. 

EDI Data Requirements by Invoice Type:

Invoices with reference to a Service or Material Contract Number:

• Contract Number
• Contract Line Item Numbers
• Service Number for Services
• Service Begin and End Date
• Material Number
• Material Delivery date
• Company Code
• Plant Code
• Approver ID
• Cost Object (PM Work order, Network or Cost center)
• GL Code Free (required for Free Form Items only)
• Activity / Operation Code (Activity is required if the cost object is a Network, Operation is required if the cost object is a PM work order and if PM confirmations are on)
• Quantity, Unit-of-Measure, and Price

Invoices with reference to a Material Purchase Order Number:

• Purchase Order Number
• Purchase Order Line Item Number
• Line Item Description
• Quantity, Unit-of-Measure, and Price

Invoices with reference to a Service Purchase Order Number:

• Purchase Order Number
• Purchase Order Line Item Number
• Service Number
• Cost Object (PM Work order, Network or Cost center)
• Activity / Operation (Activity is required if the cost object is a Network, Operation is required if the cost object is a PM work order and if PM confirmations are on)
• GL Code
• Approver ID
• Quantity, Unit-of-Measure, and Price

Invoices without reference to a Purchase Order or Contract Number (FI):

• Approver ID
• Cost Object (PM Work order, Network or Cost center)
• Activity / Operation (Activity is required if the cost object is a Network,
• Operation is required if the cost object is a PM work order and if PM confirmations are on)
• GL Code
• Company Code
• Quantity, Unit-of-Measure, and Price

Invoice and Payment Inquiries

Invoice and Payment status can be found on the Phillips 66 Vendor Invoice Status (VIS)-R/3 vendor or Actian – S/4 vendor portals. All vendors are asked to use these portals as a first point of contact. Follow-up questions may be directed to the Accounts Payable Help Desk via email P66AccountsPayable@support.p66.com or call 918-977-7909.