vendor invoice procedures brookfield gis€¦ · vendor invoice procedures brookfield gis may 2015...
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VENDOR INVOICE PROCEDURES
BROOKFIELD GIS
May 2015
Public Works and Government Services Canada (PWGSC) selected Brookfield Global
Integrated Solutions LP (BrookfieldGIS) to take over the Facility Management services
operation responsibility for their buildings in six regions across Canada effective April 1,
2015.
These services will include the management of approximately 3,800 government
buildings, facilities and land across Canada (8 million m2).
Follow this link for the official announcement from Public Works:
http://news.gc.ca/web/article-en.do?nid=901339
© 2015 Brookfield Global Integrated Solutions2
OVERVIEW
We encourage you to bookmark this web page and check back frequently for updates
© 2015 Brookfield Global Integrated Solutions3
WEB PAGE FOR PWGSC SUPPLIERS
http://www.brookfieldgis.com/our-suppliers/department-of-public-works-and-government-
services-canada-account-suppliersa/
It is absolutely critical that your invoice references our source document #
(work order / purchase order / contract).
In order for payment to be released, your invoice must match our PO and
Contract amounts on file otherwise payment process will fail resulting in delays
and rejected invoices.
Invoices are to be issued only after delivery of services per our contract terms
and conditions, and need to be submitted within two weeks of work being
completed.
Recurring service invoices are to be billed at the end of each month.
Any invoices received otherwise will be rejected and returned.
Invoices dated greater than 6 months will not be processed.
Building addresses must be clearly stipulated on the invoice documents.
© 2015 Brookfield Global Integrated Solutions4
HOW TO GET PAID FOR SERVICES
Please complete the Electronic Fund Transfer form for payment of invoices by
direct deposit. This will benefit your organization by eliminating your time spent
depositing payments, eliminating the possibility of delivery disruptions or lost
mailings.
Link: http://www.brookfieldgis.com/our-suppliers/supplier-invoice-process/
© 2015 Brookfield Global Integrated Solutions5
HOW TO GET PAID FOR SERVICES
All invoices should be Mailed OR Emailed to the below address.
All invoices should have the above address as the “Bill to”
For any questions regarding WO, PO, Contract#, please contact the manager who
engaged the service
For any questions or assistance with payment inquiries, please contact
© 2015 Brookfield Global Integrated Solutions6
INVOICE PROCESS
Mail to:
PWGSC RP1
c/o Brookfield Global
Integrated Solutions
PO BOX 4870
Markham ON
L3R 5N5
Email: [email protected]
For a Contract Invoice to be paid:
Please issue one invoice per region for all buildings in the Pricing Matrix
Ensure the invoice amount match with the Pricing Matrix on the contract
Purchase Order Invoice:
Ensure a valid Purchase Order number is referenced on the invoice
Ensure the invoice amount matches the Purchase Order line and amount
© 2015 Brookfield Global Integrated Solutions7
INVOICE PROCESS – CONTRACTS AND PO’S
For a Work Order Invoice to be paid:
Ensure the Work Order status is “Complete” and invoice indicates the Work Order
Number
Ensure that the Work Order type is “Invoiceable”
An approved quote is provided where applicable
Ensure invoice amount matches the quote and does not exceed approved Work
Order amount
Ensure your supplier name on the invoice matches supplier name on our Work
Order
Consolidated Wo Invoice:
Please consolidate on one invoice where you have multiple Work Orders (in
batches of 50 or less)
Ensure there is only one invoice per province with one consolidated tax amount
All WO requirements above also applies for consolidated invoices
Please refer to the format instructions and template outlined in the following slides
© 2015 Brookfield Global Integrated Solutions8
INVOICE PROCESS WORK ORDERS
Please format your consolidated "multiple work order invoices” using the following
guidelines:
The date should be in the required format DD-MM-YYYY (e.g. 31-MAY-2015).
The invoice number should not have special characters, e.g. hyphen, space etc. This is
the number inputted in our system and is the ref # on the cheque stub or direct deposit.
Province should be shown as AB, BC, MB, NB, NL, NS, NT, ON, PE, QC, SK. One
province per invoice
See example on next slide
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CONSOLIDATED WORK ORDER INVOICE INSTRUCTIONS
© 2015 Brookfield Global Integrated Solutions10
CONSOLIDATED WORK ORDER INVOICE TEMPLATE
Supplier Number
Invoice Date(DD-MMM-YYYY) Customer
Supplier Pay Site Code Invoice #
Supplier Name Total Invoice Amount
Supplier Address Contract # (for Recurring Services only)
Supplier City Supplier GST /HST # PO BOX
Supplier Province Supplier QST # Email AddressSupplier Postal Code
Supplier Country
Supplier Phone #
Remit to Address
Remit to City
Remit to Province
Remit toPostal Code
-$ -$ -$ -$ -$ -$ -$ -$ -$
Work
Order #
Service
Description Transit # Service Address Service Province/ State
Building ID (for recurring
services only) Labour Material Sub-Total GST PST HST QST US Tax Total
-$ -$
-$ -$
-$ -$
-$ -$
Cutomer Bill
To AddressINSERT SUPPLIER
COMPANY LOGO
CONTACT US
Payment Inquiry:
Contract Inquiry:
Email: [email protected]
Fax: 905-943-4127, Attention Brookfield Global Integrated Solutions Procurement Department
Mail:
Brookfield Global Integrated Solutions Procurement Department
7400 Birchmount Road, PO Box 4800
Markham, ON L3R 4E6
THANK YOU