PMI Marine invoice requirements

How to submit an invoice

Marine freight and related miscellaneous invoices should be submitted to the dedicated shared mailboxes.

Before submitting your first invoice to ExxonMobil, you must have a vendor account set up in our systems. Please ask your ExxonMobil contact to ensure your account is created and up to date prior sending invoices. For any updates to your company information (i.e. address, bank account, etc.), please register on the Supplier record update.

E-mail Invoices

For Marine related services, please submit your invoice, including required supporting documentation, to one of the following email addresses depending on the type of service and area of operations:

Important:

• Invoice must be in PDF machine readable format.
• Invoice must not be encrypted or require a password to access (.zip files cannot be accepted).
• Send only one invoice per e-mail.
• Supporting documentation should be included as a separate file named accordingly.
• Invoices must comply with the minimum invoice content described below. Invoices with missing or incorrect information may be returned to the supplier unpaid.

Paper invoices

Invoices should not be submitted in paper form unless it is mandatory as per local regulations.

Minimum Invoicing Requirements

The following information is mandatory to process vendor invoices. If incorrect or missing, invoices may be returned to vendor unpaid.

General requirements:

• The invoice should be “original“ or certified true copy confirmed by vendor with authorized signature as needed (Germany, etc.) where Tax Regulation applicable.
• Vendor Name
• Bill To details – Seariver Maritime LLC. (ExxonMobil PMI invoicing address list)
• Address and Tax registration number (GST, VAT, etc.) of ExxonMobil & supplier, as applicable. Tax exemption of supplier, as applicable.
• Invoice date, Invoice number, and Document type (i.e. Invoice, Credit Note, Tax invoice)
  • Wording “Tax Invoice” if GST/VAT or TAX applicable (only AP)
  • For Singapore: if net amount less than 1K SGD, wording “Tax Invoice” is not required for tax invoice.
• Description of goods or services supplied and the type of supply
• Quantity of goods or extent of services supplied and unit price/fee
• Total amount payable in document currency including tax, if applicable
  • Rate of Tax (%) or total tax amount
• Exchange rate or/and tax equivalent (If needed)
• Bank Account or IBAN if available

Specific requirements & supporting documents / invoice type:

US Barge:

• Description of services provided
  • Invoice amount broken down by service type provided (if applicable)
  • Barge name
  • Loading & Discharge Ports
  • Unit of Measurement

IMPORTANT: Freight and other type of charges must be invoiced separately

EU Barge:

• Description of services provided
  • Invoice amount broken down by service type provided (if applicable)
  • Barge name
  • BL Quantity
  • Loading & Discharge Ports
  • Start/finish date
  • Unit of Measurement

IMPORTANT: Freight and other type of charges must be invoiced separately

Misc/Secondary cost:

• Complete and clear port/Bunker and miscellaneous cost supporting documents needs to be issued matching with invoice amount
• Multiple charges, e.g. port, bunker or miscellaneous cost should not be included altogether
• Charges should be issued within contractual time frame
• Off hire period charges should be excluded from invoice
• Duplicate supporting documents should be excluded

Term Hire & Miscellaneous:

• Description of services provided
  • Invoice amount broken down by service type provided (if applicable)
  • Vessel name
  • Unit of Measurement

IMPORTANT: Freight and other type of charges must be invoiced separately

Spot Freight & Miscellaneous:

• Description of services provided
  • Invoice amount broken down by service type provided (if applicable)
  • Vessel name
  • Loading & Discharge Ports

IMPORTANT: Freight and other type of charges must be invoiced separately

 Bunker:

• Description of services provided
• Invoice amount broken down by service type provided (if applicable)
• Vessel name
• Owner’s name
• Loading & Discharge Ports
• Unit of Measurement 

IMPORTANT: Freight and other type of charges must be invoiced separately

Invoice/Payment status tracking

You can check payment status or submit payment-related questions via the ServiceNow Supplier Portal.

Submit ticket via Supplier Portal & route as “PMI Marine invoice inquiry”

Vendor frequently asked questions (FAQs)

Q: How do I submit a credit invoice (credit note)?
A: You can submit credit invoices the same way you submit other invoices. Please ensure the credit includes a negative balance and references the original debit.

Q: Why is my invoice not yet paid?
A: Delayed payments can be caused by various factors, such as a vendor account not being created or up to date, prices on the invoice not matching the agreement, items invoiced not matching nomination, a missing minimum invoice requirement or missing supporting documentation. You may submit a query for specific questions regarding invoices submitted through the shared mailboxes.

Q: How do I update my contact details?
A: Please inform your ExxonMobil contact if you need to make any updates to your vendor account such as address, name, tax ID or bank details. Alternatively, you can submit data update requests at Supplier record update.