6. 2 Submission of Merchandise Invoices


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Section 6 - ACCOUNTS PAYABLE

6.1 Types of Invoices

6.1.1 Non-Merchandise Invoices

6.1.2 Merchandise Invoices

6.2 Submission of Merchandise Invoices

6.3 Freight Invoices

6.3.1 Freight Invoice Guidelines

W-9 Request for taxpayer ID # & Certification (Embedded Link)

6.3.2 Sample Freight Invoice

6.4 Timing of Payment Due Dates

6.5 Payment Issuance

6.5.1 Determination of Amount Paid on Invoice

6.5.2 Calculation of Amount Paid

6.5.3 Documentation Provided with Payment

6.5.4 Support

6.6 Chargeback Processing

6.6.1 Vendor Disputes

6.7 Allowance Agreements

6.7.1 Merchandise Allowance Agreements

6.7.2 Additional Allowance Program Requirements

6.7.3 Credit Allowance Contact List

6.8 Return Goods Defective (RGD)

6.8.1 Allowance RGD (True-up)

6.8.2 Non-Allowance RGD

6.8.3 Return Goods Contact List

6.8.4 Sample Form – Return/Destroy Disposition

6.9 Vendor Deal Portal (VPD)

VDP Vendor SA Manual (Embedded Link)

VDP User Guide (Embedded Link)

6.10 Merchandise Vendor Payable Portal (MVPP)

MVPP Access Manual (Embedded Link)

MVPP Guide (Embedded Link)

Adjustment Code Descriptions for MVPP (Embedded Link)

6.11 Accounts Payable Contact List



Section 6 - ACCOUNTS PAYABLE



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Toys “R” Us has established a number of procedures to ensure that Vendor invoices are paid by Toys “R” Us efficiently and on time.
Our ability to process timely and accurate payments starts with the Vendor’s agreement to the terms and order information noted on our Purchase Order prior to the Vendor filling and shipping the order. Any discrepancies between what is noted on the invoice and what is documented on the Purchase Order will inevitably cause delays in processing payment. Therefore, the Vendor must review all data noted on the Purchase Order and address any discrepancies within three business days, with your Toys “R” Us Buyer. Resolution of these discrepancies (including the prompt issuance of amended Purchase Orders, where applicable) before the Vendor ships the product will greatly facilitate the ability of Toys “R” Us to submit payment to the Vendor in a timely fashion
6.1 – TYPES OF INVOICES
6.1.1 – Non-Merchandise Invoices
Non-Merchandise invoices are paid through the Toys “R” Us Expense Payables system and should be sent to the Vendor’s account contact that is established at setup.
6.1.2 – Merchandise Invoices
Only EDI invoices will be accepted for Domestic U.S. merchandise payment processing. One invoice should be created and submitted per Purchase Order, shipment, and receiving location. “Location” may refer to either a Distribution Center or Direct-To-Store shipment.

6.2 – SUBMISSION OF MERCHANDISE INVOICES
Invoices must be sent via EDI within the required timeframes documented within the EDI section.
All EDI invoices must fully conform to the requirements stated in the EDI section of this Guide. Failure to comply with the Toys “R” Us EDI standards will result in a rejection of that invoice and the Vendor will need to re-transmit the invoice(s).
6.3 – FREIGHT INVOICES
Toys "R" Us Accounts Payable Department does not pay for any freight charges, including any freight charges that may be listed on a merchandise invoice. Invoices that include freight charges will be rejected and will not be available for payment processing until the Vendor removes the freight charges and re-submits the invoice. Vendors must follow freight invoicing guidelines and submit them on a separate freight-only invoice. All freight invoices should be sent to the following address:
Toys "R" Us

Attn: Freight Payables Department

One Geoffrey Way

Lake Building, 3rd Floor

Wayne, NJ 07470-2030
Freight Invoicing Guidelines and Sample freight Invoice listed on next page:
6.3.1 - Freight Invoicing Guidelines
TOYS ‘R’ US requires a separate vendor number for prepaid freight charges. Charges must not be on EDI invoices. Please see procedures below and provide completed W-9.
Supplier:


  1. Complete Request for Taxpayer Identification Number and Certification (W-9).




  1. Complete and sign the W-9 Form (http://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=3) or located in the Reference Center under Accounts Payable on the Vendor Extranet. Please indicate the “REMIT TO” address rather than your physical address.




  1. Return the completed W-9 Form:

TRU Logistics Department, W-9

One Geoffrey Way

Lake Building, 3rd Floor

Wayne, NJ 07470

Or email John.Gannon@toysrus.com


  1. Please include email contact information.



  1. As long as you’ve provided the contact information you’ll be provided with the new freight vendor number within one week.


Supplier:


  1. Prepare Freight Invoice.




  1. Once a month, prepare a consolidated invoice reflecting all appropriate freight charges for the preceding month. The invoice is to be prepared in Purchase Order, Shipment Date, Shipment Location, and Shipment Cost Order.

Note: A hard copy invoice is to be used. (These freight invoices are NOT to be transmitted via EDI Format).


    1. Carrier used

    2. Purchase order

    3. Ship date

    4. Ship to location

    5. Number of cartons shipped

    6. Shipment cost

    7. Total amount billed.


The Consolidated Invoice is to contain the following information, as a minimum:

  1. Vendor name

  2. Vendor number

  3. Unique invoice number

  4. Invoice date

  5. Payment terms

  6. Bill to address

  7. Remit to address

6.3.2 Sample Freight Invoice
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