PMI Secondary invoice requirements

How to submit an invoice

Secondary invoices are accepted in different forms and should be submitted using only one invoicing method. Please do not send your invoices through multiple channels.

Before submitting invoices 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 to submitting 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 every secondary invoice, please ensure to submit on below email addresses depending on the area of operations:

• Europe
  • Invoice only: pmi.eu.service.purchase@exxonmobil.com
  • Submit support documentation & communication to pmi.service.payables@exxonmobil.com
• Asia Pacific & International Supply & Trading
  • Invoice & communication: pmi.service.payables@exxonmobil.com
• North America/Canada/NGL/XTO Crude
  • Invoice & communication: secondarypayments.crude.ngl@exxonmobil.com
• North America/Latin America/Canada Products
  • Invoice & communication: secondary.payments.products@exxonmobil.com
• Brokers

Broker invoices should be submitted to the designated channel in accordance with the signed Broker Service Agreement (BSA).  For the following affiliates, invoice can be submitted to miscellaneous.charges@exxonmobil.com

3^rd Party Portals

Mainly for US region, please ensure timeliness when submitting the invoices. Further, if a supplier is new to using a 3^rd party portal for invoicing, please ensure to inform your ExxonMobil contact prior to submitting invoices.

Important:

• Invoice must be in PDF machine readable format. Exceptions for country specific invoicing requirement (i.e Italy, Germany)
• Invoice must not be encrypted or require a password to access (.zip files cannot be accepted).
• Invoices must be submitted directly as attachments. Do not submit invoices as links to documents.
• Include the invoice reference number, due date, amount, and invoice currency on email subject. Preferred email subject: Invoice1234, dd/mm/yyyy, US$300.
• Send only one invoice per e-mail. Invoice file must contain the word “invoice” in the name, separate, without any other character immediately preceding or following it (i.e., Correct: “ABC invoice ver 2” – Incorrect: “ABCInvoice2”).
• Supporting documentation should be included as a separate file named accordingly.
• E-mail size cannot exceed 10MB.
• Invoices must comply with the minimum invoice content described below. Invoices with missing or incorrect information may be returned to the supplier unpaid.

Minimum Invoicing Requirements

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

• Bill To details (refer to ExxonMobil PMI invoicing address list):
  • ExxonMobil affiliate name
  • ExxonMobil affiliate address
  • ExxonMobil affiliate tax registration number (if applicable) - Please choose the correct tax registration number according to the delivery location/country
• Invoice details:
  • Document type title (i.e. Invoice, Credit Note, Tax invoice)
  • Document number/reference
  • Document date (format DD-MM-YYYY or in words)
  • Name and e-mail address of the EM business contact/client who ordered the Work
  • Net amount
  • Tax amount
  • Invoice currency
  • Gross amount
  • Cost share
  • Tax break-down per Tax rate/type or exemption
  • Withholding Tax amount & Withholding Tax rate (if applicable)
  • Discount rate (if applicable)
• Services details:
  • Invoice amount broken down by service type provided (if applicable)
  • Description of services provided (incl. test method if applicable)
  • Quantity and Unit of Measure of services invoiced
  • Unit Price of each item or service
  • Service location
  • Service date/BOL
  • Vessel details (where applicable)
• Supplier details:
  • Supplier name
  • Supplier address
  • Supplier tax registration number (if applicable)
  • Supplier remittance information (bank account details)

Supporting Documentation

Supplier must provide EM with the following documentation as applicable to the services provided:

• Bill of Lading
• 3rd party invoice (if applicable)
• Terminal report (if applicable)
• Escalation sheet (if applicable, i.e rates update)
• Shipping statement

Payment status tracking

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

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, references to the original debit, and brief information of the credit invoicing reasons.

Q: What should I do if my electronic invoice file size is larger than 10MB?
A: You may submit the invoice to the proper submission channel and separately send supporting documentation to an ExxonMobil representative.

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 & incorrect invoice submission channel. You may submit a ticket via the ServiceNow Supplier Portal for specific questions regarding invoices submitted.

Q: How can I check my invoice status?
A: You can check invoice status in the ServiceNow Supplier Portal.
Note: in order to successfully search your invoice, please try the first or last 16 character & with or without special characters with no space.

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. Additionally, you may update your own details in the Supplier record update.

Q: My invoice was rejected or is not in the system after due date. Who should I contact?
A: If the invoice is not found in the ServiceNow Supplier Portal, please submit a ticket via the tool, and we will look into the matter.