sony pictures entertainment spe it finance payment of spe it contractors january 2012
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Sony Pictures Entertainment
SPE IT Finance
Payment of SPE IT Contractors
January 2012
2
New Process was created with SAP/Ariba rollout in October 2004
Purchase orders are created based on PPM (SPE - Time Tracking System)
Please see slide 7 for an outline of important dates
IT Finance creates requisitions monthly based on PPM Time.
POs are sent to vendors via e-mail
Vendors should create one monthly invoice reconciled to Vendor Back-up Report and send it to central A/P address.
Sony Pictures Entertainment
Attn: IT Finance
P.O. Box 5146
Culver City, CA 90231-5146
A/P matches PO with invoice and pays.
3
You will be paid monthly according to time booked in PPM
You should be Ensuring you bill SPE according to time booked in PPM by your
resources (Tie your invoice to the Vendor Backup Report!) Aligning your invoice dates with IT Finance IT Labor cutoff dates
(see calendar on page 7) Sending one invoice per month only
You should not beBilling based on your own internal time trackingBilling based on verbal agreements with IT Project ManagersSending multiple invoices to SPE in one month
4
Don’t forget the SPE “No PO, No Pay Policy”
You should be Waiting for your Purchase Order to arrive before billing monthly Displaying the SPE purchase order reference prominently on your
invoices Making sure the dollar amount of your invoices agrees to the SPE
Purchase Order exactly Send a separate invoice for OT and any discrepancies between the
PO and your Internal records.
You should not beSending invoices without a purchase order referenceSending invoices that do not agree to the PPM time workedBilling dollar amounts which are inconsistent with the associated
Purchase Order
5
Remember: Exceptions to PPM and T&E expenses billed separately
You should be Reconciling your PPM “Vendor Backup Report” to your primary
invoice prior to invoicing SPEBilling for travel and other consultant expenses separately
You should not beSending primary monthly invoices if they are not reconciled to
Vendor Backup Report (and hence, PPM time)Billing expenses and consultant time on the same invoice Sending in a separate exception invoice instead of instructing your
resources to “rework” their timesheets.
Continue Working with IT Finance to resolve exceptions
6
Important: Send your invoices to the central A/P address!
You should be Sending your invoices to the following address
Sony Pictures Entertainment
Attn: IT Finance
P.O. Box 5146
Culver City, CA 90231-5146
You should not beSending invoices to IT FinanceSending invoices to individual IT Project Managers
7
IT Labor Period Cut-off Calendar for Sony’s Fiscal Year Ending 2012
SONY PICTURES ENTERTAINMENTIT FINANCE
LABOR BILLING PERIODSFISCAL YEAR 2012
Labor Labor
Month Start Date End Date
Apr-11 March 19 April 22
May-11 April 23 May 20
Jun-11 May 21 June 24
Jul-11 June 25 July 22
Aug-11 July 23 August 19
Sep-11 August 20 September 23
Oct-11 September 24 October 21
Nov-11 October 22 November 18
Dec-11 November 19 December 16
Jan-12 December 17 January 20
Feb-12 January 21 February 17
Mar-12 February 18 March 16
8
Getting Help
– IT Finance is responsible for creating of requisitions and Purchase orders for IT Contractor Vendors.
– Please contact us with any questions or issues you may have.
– Contact Information:
Director, IT Finance: Gaspar Vasquez (310) 244-4518• Gaspar_Vasquez@spe.sony.com
Financial Analyst: Liza Almeida
Accounts Payable Hotline: (310) 665-6770• Sony_Accounts_Payable@spe,sony.com
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