“No Purchasing without Purchase Order” Policy

  
Nokia Group functions & Networks has implemented “No Purchasing without Purchase Order” Policy: It defines that all Nokia Group functions & Networks employees must send a formal purchase order (PO) to you as our supplier when purchasing goods or services from you.

 

This policy helps eliminate Nokia Group functions & Networks’ exposure to uncontrolled spending, reduce processing costs and allows Nokia to be more efficient through a fully digitized and automated process.

 

What does it mean for Nokia Group functions & Networks suppliers?

You must receive a Purchase Order from Nokia Group functions & Networks prior to delivering your goods and/or services.

Working for Nokia Group functions & Networks without a PO is in direct violation of this policy and will have negative consequences for you as our supplier, such as:
-Significant delays in invoice handling and payment (or)
-Rejection of invoices without valid PO reference or name of Nokia Group functions & Networks issuer of the PO
-Potential refusal to pay unauthorized delivery of goods or service

 

Invoice contents requirements

To avoid any invoice processing issues, your invoice should meet the following requirements:
-Invoice must include a valid PO reference and name of Nokia Group functions & Networks issuer of the PO
-Nokia Group functions & Networks accepts and processes invoices sent in appropriate format and channel. All information and country specific requirements can be found on Invoice Address Search tool  .

 

What is a “valid PO” for Nokia Group functions & Networks?

The valid standard Purchase Orders sent by Nokia Group functions & Networks are system generated. Other formats (e.g. email agreements) will not be considered valid POs.

 

Limited exception list

Nokia Group functions & Networks has a very short and limited preapproved list of exceptional cases, where this policy does not apply due to systems limitation. If you are in doubt whether the goods and services you supply fall under an exception category, please check the enclosed Q&A (Questions & Answers) document and/or contact your respective Nokia Category Manager.

 

Your support needed!

 

All Nokia Group functions & Networks employees aware of the policy and it is now the responsibility of each Nokia employee to comply with it. As ensuring correct purchasing behaviour is a crucial element for our business, we would like to ask for your support to follow the correct purchasing processes. We count on you!

For any further questions, please read the Q&A document first. For any doubts about this policy, do not hesitate to contact your respective Nokia Category Manager. In lack of a dedicated contact from Nokia please turn to GAS Procure to Pay (Global Accounting Services) team raising a query on the Nokia AP Portal.

 

Thank you for your cooperation!

 
 
Questions & Answers (incl. Exception List) for “No Purchasing without Purchase Order” Policy

 

Question: What information should be included on the invoice, in addition to the legal content requirements?

Answer:

-Valid Purchase Order (PO) number
-Name of the Nokia Group functions & Networks requestor
-Payment Terms
-Clear description of the goods or service delivered

 

Question: How can I guarantee the payment of my invoice if I have not received a Purchase Order from Nokia Group functions & Networks?

Answer: Please make sure you receive a Purchase Order before delivering any goods/services to Nokia Group functions & Networks.

During the initial implementation phase of the new policy, if you have issued invoices without PO reference, you are kindly requested to follow the instructions below in order to have your invoice paid:

-Get in contact with the Nokia purchase requestor and ask him /her to raise a Retrospective Purchase Order with reference to your goods/service invoice.

Make sure you provide him/her with a pdf copy of your invoice.

-The Retrospective PO will be sent to you by email. Please note that this is not an additional PO request for goods/services delivery but an administrative PO to be able to pay your already issued invoice. 

-Once you have received the retrospective PO reference, please provide it via email by replying to the original rejection email from the Global Accounting Services Procure to Pay (GAS P2P) so that we’ll be able to proceed with the payment. Please note that such cases will be paid with the Nokia Solutions and Networks standard 90 days Payment Terms, starting from the date of the retrospective PO.
 
 

Question: If I get no reply/retrospective PO from Nokia requestor after various reminders, what should I do?

Answer: Contact your Nokia Category Manager. In lack of a dedicated contact (Category Manager) from Nokia, please turn to GAS Procure to Pay (Global Accounting Services) team raising a query on the Nokia AP Portal.

 
Question: What are the approved exceptions for where no PO is required?

Answer:

Banking / Credit card

Courier

Fleet (depending on countries)

Freight (Transportation)

Intellectual Property Rights

Insurances (certain types)

Logistics (Customs/Broker)

Rentals, Real Estate

Tax/Pension fund/Government agency related payment

Travel related costs (depending on countries)

Utilities (e.g. electricity)

 
Question: What to do if my case belongs to the approved exception list?

Answer: If you are providing goods/services that are approved exceptions, you do not need a PO reference. Your invoices will be paid in case they contain the below information: 
 
-Name of Nokia Group functions & Networks requestor
-Payment Terms as agreed with Nokia Group functions & Networks
-Clear and complete description of the goods and services provided

Please note that, without the complete information, Nokia Group functions & Networks will not be able to guarantee correct and timely payment and invoice will be rejected.

If possible, please also provide information about cost center and/or department because this will enable faster processing.

 

Question: Are there any country-specific exceptions? How to know if the case follows a specific exception? 

Answer: Some commodities follow non-standard processes in different countries: e.g. Travel and Fleet related purchases. Please get in contact with your respective Supplier Manager or Category Manager at Nokia. In lack of dedicated contact (Category Manager) from Nokia, please turn to GAS Procure to Pay (Global Accounting Services) team raising a query on the Nokia AP Portal.

 

Question: In which format should the invoice be submitted?

Answer: In all countries where legally allowed invoice should be submitted electronically. For further information, you can check the following link: Invoice Address Search tool  or write to e-invoice@nokia.com
 

Question: What are the country specific requirements for invoices? 

Answer: Please visit our Invoice Address Search tool on Nokia AP Portal for correct invoice sending addresses, methods and country specific requirements here .

 

Question: Who can I contact for clarification or doubts?

Answer:

For creation of retrospective PO:
-->Please contact the Nokia Group functions & Networks originator of the purchase request
 

For clarification about the new process and policy:
-->Your respective Nokia Group functions & Networks Category Manager
-->In lack of dedicated contact (Category Manager) from Nokia, please turn to GAS Procure to Pay (Global Accounting Services) team raising a query on the Nokia AP Portal. In this case, please select “No PO, No Purchase” as query type. 

 

Question: What is Nokia AP Portal (Accounts Payable Portal)?

Answer: Nokia Group functions & Networks has introduced AP Portal for our suppliers to enable better collaboration between Nokia Group functions & Networks and its suppliers. Please feel encouraged to register to the AP Portal. This free of charge online tool requires only internet connection and one-time registration to access several useful functionalities. 

 

Functionalities that Suppliers can find from AP Portal:
- Free of charge electronic invoice submission to Nokia Group functions & Networks. Mass upload of e-Invoices is also available by using a readymade template
- Follow the status of your invoices registered in our accounting system from 1st January 2013-based on invoice receipt date.
- Validate and update your company details registered in Nokia financial system
- Download remittance advices online
- Submit queries for accounts payable related issue resolution
- Find invoicing instructions by using Invoice Address Search tool for all Nokia Group functions & Networks companies globally.

--> Instructions how to start E-invoicing with Nokia

--> Search invoice sending addresses for all types of invoices

--> Legal requirements for invoice content in different countries

AP Portal can be accessed from here .