Invoice Submission Guidelines - The Mosaic …

1 Invoice Submission Guidelines Email Mosaic s preferred method of Invoice Submission is via email. submissions via email receive receipt confirmation or error notice and tracking information. Email Inbox Invoice Type Maximo Service Invoice Submission (Phosphates & Potash POs that begin with F, L, C, N, E, B, R, or S) Maximo Credit Memo Submission (Phosphates & Potash POs that begin with F, L, C, N, E, B, R, or S) SAP PO Invoice Submission (POs are 10 digits and begin with a 4 ) Non PO Invoice Submission (include Mosaic Contact name on front page of Invoice ) Pre-Approved Invoice Submission (Non PO w/ authorized Mosaic approval signature) Submit 1 Invoice per email. The system will combine multiple attachments included in each email into one image and not recognize them as separate invoices.

2 Invoices should be included as an attachment to the email. Accepted image types include: Word Excel (use Set Print Area for Excel attachments so images appear as intended) PowerPoint Text, HTML, MHT Image files (bmp, gif, jpg, tif) PDF Attachments must not be encrypted, zipped or marked for No Extraction. Do not include special instructions, inquiries, account statements, etc. in the body of the email. Our system only captures attachments. Include any relevant instructions on the first page of the attachment. Include Mosaic PO number on Invoice image. (Required or Invoice will be rejected.) PO Line item number with billing detail is strongly encouraged for multi-line PO s (or delays could result). Only 1 PO number can be submitted per Invoice . Non-PO invoices must include Mosaic contact name as well as vendor remittance and contact information.

3 Retain the automated confirmation email in order to help track invoices. We recommend utilizing PO and Invoice number in subject line of the email to easily identify confirmations. Please note: Failure to adhere to the above Guidelines may result in delay of payment. Invoice Submission Guidelines Mosaic s Dataloader Process For vendors approved for Mosaic s Dataloader process, please comply with the invoicing instructions, provided separately by Mosaic s Procurement and Accounts Payable teams. The following alternate methods will result in delays getting invoices into the Mosaic Accounts Payable system. In addition, no confirmation that the Invoice has been received will be provided with these methods. Fax Invoices can faxed to 630-787-4295. Image deterioration associated with faxing may also cause delays in processing.

4 Mail Invoices can be mailed to Mosaic s Accounts Payable department at the following address: Mosaic Business Services Attention: Accounts Payable Department 10210 Highland Manor Drive, Suite #350 Tampa, FL 33610 Please note that mailing invoices to Mosaic addresses other than the following will result in additional delays getting the Invoice into the system and paid. Account Statements Vendor account statements may also be mailed to the above referenced address. However, as a preferred method, please email statements to Contact Information Mosaic Accounts Payable 800-741-7765 *Please note Payments for materials. Mosaic utilizes Evaluated Receipts Settlement (ERS) and pays for material deliveries based on receipt of goods. These are processed directly by warehouse staff at the Mosaic physical receiving site via a signed proof of delivery ticket (packing slip).

5 Materials-only invoices will be discarded by Mosaic Accounts Payable.