Preface
This how-to guide provides instructions to CGI vendors and business units on how to communicate with CGI’s Accounts Payable (AP) team. It explains how to complete and submit the team’s Vendor Request Form.
The form streamlines the communication process by enabling the AP team to organize and prioritize requests, delegate tasks to the appropriate operational resources and maintain visibility on the volume of cases reported to its customer service staff. It helps to ensure all requests are managed efficiently and in alignment with the team’s defined service level objectives (SLO).
1 Accessing and downloading the form ... 4
1.1 Location of form ... 4
1.2 Requirements and steps for downloading ... 5
2 Completing the form ... 6
2.1 Request classification ... 6
2.2 Request classification types ... 8
2.2.1 PAYMENT STATUS ... 8 2.2.2 REFUND ... 10 2.2.3 EXCEPTION ITEM ... 11 2.2.4 REMITTANCE ADVICE ... 12 2.2.5 GENERAL QUESTIONS ... 13 2.2.6 STATEMENT OF ACCOUNT ... 13
3 Submitting the form ... 14
3.1 Saving the form ... 14
1
Accessing and downloading the form
1.1
Location of form
The CGI Accounts Payable Vendor Request Form is located on www.cgi.com, CGI’s global website. The form can be found under the Vendor request tab on the Contact us page.
1.2
Requirements and steps for downloading
Please review the system requirements necessary for completing and submitting the Vendor Request Form. Failure to satisfy these requirements will result in errors. A link to download the form, along with a list of system requirements, is available on the Vendor Request Form page on www.cgi.com.
2
Completing the form
2.1 Request
classification
The first field to complete on the form is the Request Category, which denotes the type of request the user is submitting to the CGI Accounts Payable (AP) team. Below is a list of request types.
Payment Status: Request for payment status of an invoice submitted to CGI AP.
Refund: Notification of a refund to be submitted to CGI AP or a request to refund a payment made to CGI by mistake.
Exception Item: Inquiry about invoices that have gone into exception.
Remittance Advice: Request for remittance advice for one (or more) payments made by CGI AP. General Questions: Any question or comment that does not fall under another category.
Statement of Account: Request for status on the supplier’s account with CGI.
In the next field—Type of Requester—users must indicate whether they are a CGI vendor or business unit member.
Users must then provide their contact information so that the CGI AP team can get in touch with them about their inquiry. This information includes the following:
Vendor Name and Vendor ID Number: Both are found on the purchase order (PO). Please provide the information exactly as it appears on the PO to ensure that the CGI AP team can respond as efficiently as possible. The Vendor Name must indicate the exact entity of the supplier that was provided to CGI when services were purchased. This is to prevent the AP clerk from searching the wrong vendor entity within the finance system.
2.2 Request
classification
types
2.2.1 Payment
Status
This category should be chosen to request the payment status of an invoice submitted to CGI AP.
1. PO#: This is the purchase order number that was provided for the payment of the invoice in question. This number usually has 10 characters and begins with multiple zeros (0).
2. Legal Entity: The legal entity is usually the CGI entity listed on the bill-to address.
A copy of the invoice should be sent along with the request (as an attachment in the email). The Invoice Number is mandatory in order to effectively research the payment status.
If a user is inquiring about an unpaid invoice, it is extremely important that he or she attach a copy of the invoice to the request. This is not for processing purposes, as it will not be sent to the scanning center, but rather to ensure thorough research is performed in order to avoid duplicate payment.
Note: All invoices must be mailed to the CGI bill-to address indicated on the purchase order, unless an arrangement has otherwise been made with the supplier’s CGI business contact. Invoices are currently not being accepted electronically by the AP team, with the exception of North-American subcontractors.
2.2.2 Refund
This category should be chosen to provide notification of a refund to be submitted to CGI AP or to request a refund for a payment made to CGI by mistake.
A copy of the invoice should be sent along with the request (as an attachment in the email). The Invoice Number is required in order for the AP team to effectively research the refund details and payment history, if applicable.
of a refund request, remittance details on the company or bank letterhead must be attached to ensure the funds are sent to the appropriate account.
Note: In the event that a refund has been submitted to CGI, the user must provide documentation showing the transaction (e.g., a bank statement). If the funds submitted to CGI are to reimburse an amount
represented in a credit note, the user must provide a copy of the credit note with the request.
2.2.3 Exception
Item
This category should be chosen to communicate with the CGI AP team about invoices that have gone into exception.
PO#: This is the purchase order number that was provided for the payment of the invoice in question. This number usually has 10 characters and begins with multiple zeros (0).
Voucher ID / Workflow: This information is mandatory as there may be multiple exceptions related to the invoice in question. There are two types of exceptions. The voucher ID should be provided if dealing with an eProc Exception, and the workflow number should be provided if dealing with a Livelink Exception.
Exception Resolution Comments: A comment related to the resolution of the exception is necessary in order for the Exception Handler to resolve the issue at hand.
2.2.4 Remittance
Advice
This category should be chosen to request remittance advice for one (or more) payments that has been made by CGI AP.
included with the amount received at the bank.
Payment Type: This information will help the AP clerk research the remittance. Payment Date: This information will help the AP clerk research the remittance.
2.2.5 General
Questions
This category should be chosen for any question or comment that does not fall under another category.
2.2.6
Statement of Account
This category should be chosen to request a status on the supplier’s account with CGI.
This category is not for submitting invoices, but rather to receive a payment status on more than 10 invoices. The statement of account should be submitted with the Vendor Request Form in an attached Excel document. Due to high volume, one statement of account request per supplier per month is the
3
Submitting the form
3.1 Saving
the
form
The Vendor Request Form can be saved only as a blank copy; it cannot be saved with data included in its fields. If users need a copy of their request, they must print it for their own records.
3.2 Sending
the
form
If using Outlook, select the first option (Default).
If using a separate web-based email system, select the second option (Use Webmail). This will drill down to an option for adding an email account that will remain available in the form for future submissions.
A new email window will be generated with a predetermined Email address, Subject, Attachment and Text body. The user must not modify any of these fields.
The form must be sent to [email protected].
The subject must always read “CGI Accounts Payable - Vendor Request,” as any other subject will send the submission into exception and will not be processed.
The attachment is the form’s data in XML format. This must remain attached to the message. Any other necessary document may also be added as an attachment to this email, such as an invoice PDF, a statement of account Excel, etc.
The text body is a set of instructions. Nothing added to this text will be reflected in the request once it hits the AP Team’s queue; therefore, there is no reason to modify it.
After submitting the form via email, the user indicated in the form as the Contact will be emailed the request number associated with the request (see above example).
