Invoicing Requirements

• It is important to check the information of the issued purchase order (PO) with the contract manager before generating the invoice in order to prevent reprocessing or rejection of your invoices.
• You must indicate the municipality from which you implemented the service.
• The order number of the purchase, which is sent by the Procurement department to the supplier’s registered email address.
• Number of the service entry sheet to include in the invoice and proceed with submission. This information will be supplied by the contract manager. Keep in mind that the service entry sheet cannot be repeated in several invoices. This can only be done if the service entry sheet has several positions in SAP that apply for the purchase of materials.
• Before sending the invoice, check with the contract manager that the agreed payment amounts are the same as those on the service entry sheet.
• All paper invoices must be the original.
• These provisions apply for all the invoices of suppliers and contractors, except for residential public utility bills, bank debts, borrowings, tax payment receipts, reimbursement of employee travel expenses and petty cash expenses.
• You can track the delivery and registration through  Snetwork platform https://snetwork.summa-sci.com/home or mail snetworkteam@summa-sci.com

In accordance with the current norm of the DIAN in its doctrine in Article 73 of Resolution 000042 of 2020, Colombian suppliers with Purchase Order / Order in foreign currency, must invoice in COP at the TRM of the day the invoice is issued. So:

1. The invoice must be prepared in COLOMBIAN PESOS (COP), in the observations of the invoice include the text to how many dollars or TRM the invoiced pesos correspond to.

2. The TRM to be used is the one in force at the time the invoice is prepared.

3. Payment will be settled at the TRM of the invoice payment date, in accordance with the provisions of the payment policy.

Place for submitting invoices

Invoices are received from suppliers of goods and services from Monday to Friday at the following times:

• CAD Medellín: 8:00 a.m. to 12:00 noon, and 1:30 p.m. to 5:00 p.m.
  Address: Carrera 43B No. 1A sur-128.
• CAD Yumbo: Monday to Thursday: 7:30 a.m. to 12:00 noon, and 1:00 p.m. to 4:30 p.m.
  Friday: 7:30 a.m. to 12:00 noon, and 1:00 p.m. to 4:00 p.m.
  Address: Calle 15 No. 29 B-30 Autopista Cali – Yumbo.
• CAD Ibagué:   Monday to Thursday: 7:30 a.m. to 12:00 noon, and 1:30 p.m. to 5:30 p.m.
  Friday: 7:30 a.m. to 12:00 noon, and 1:30 p.m. to 4:30 p.m.
  Address: Carrera 39A No. 5-15. This is the only place in Tolima authorized to receive invoices.

We now have two new points for submitting invoices in Central America, which operate from Monday to Friday with the following opening hours:

• CAD Panamá, Torre Argos: Monday to Thursday: 8:00 a.m. to 12:00 noon, and 1:00 p.m. to 5:00 p.m.
  Friday: 8:00 a.m. to 12:00 noon, and 1:00 p.m. to 4:00 p.m.
  Address: PH Nightfall, Torre Argos, Piso 2, Llano Bonito, PH Santa María Business District.
• CAD Costa Rica: Monday to Thursday: 8:00 a.m. to 12:00 noon, and 1:00 p.m. to 5:00 p.m.
  Friday: 8:00 a.m. to 12:00 noon, and 1:00 p.m. to 4:00 p.m.
  Address: 8 km Noreste de la Guardia Rural, Guayabo de Bagaces Provincia de Guanacaste, Costa Rica.

Remember that you need to know the legal requirements for each country to be able to coordinate the invoicing process:

• Panama: To invoice the hired services, it is essential that the invoice meets the requirements indicated in Law 72/2011 of the Republic of Panama or the regulations that amend, add to or replace them.
• Costa Rica: To invoice the hired services, it is essential that the invoice meets the requirements indicated in Article 8 of General Tax Law on Sales of the Republic of Costa Rica, or the regulations that amend, add to or replace them.

• To ensure the receipt of electronic invoices, take the following information into account:
  • The mailbox for notification of the image, XML file and attachments is Colombia facturaelectronica@celsia.com and Central America cadca@celsia.com
  • The image must contain the order number, the entry sheet of the service or product, and the place the service is provided (country and city).
  • This information is supplied by the contract manager at Celsia.
  • Invoices that do not meet said requirements shall be rejected, indicating the specific reason.
  • If you have any query or require any clarification, please write to the email: Colombia facturaelectronica@celsia.com and Central America cadca@celsia.com

Last day of the month for submitting invoices

• January 25
• February 26
• March 26
• April 25
• May 27
• June 25
• July 25
• August 26
• September 25
• October 25
• November 25
• December  23

Payment policy

The Company uses the invoice receipt date in order to determine the payment date, which will be consistent with the payment conditions agreed and recorded on the order.

Updating a supplier’s payment terms, whether permanently or for a specific purchase, may only be agreed by the Strategic Supply department or by the department requesting the order, when applicable, with prior fulfillment of the requirements established in the purchase process for updating the supplier master record.