Stora Enso Logistics
Administration
manual
March 1, 2014
Issued by: Operations Control, Stora Enso Logistics
Stora Enso Logistics
Administration manual
March 1, 2014
1. Introduction
Stora Enso has set sustainability requirements for all suppliers covering not only environmental issues,
human rights and labor rights but also health and safety issues. These requirements include the
protection of people involved in the supply chain process. This Administration Manual (the “Manual”)
stipulates a contractual minimum standard that the supplier must comply with regarding the
administration of services that will or has been performed for Stora Enso.
The supplier is, however, always and ultimately responsible for the performance of the agreed services.
The supplier is to ensure that any activity is conducted in accordance with any recommendations, laws or
regulations, national or international. In the event of a conflict between national and international laws and
regulations, national regulations prevail. As long as the quality and safety standards achieved are
equivalent to or surpass those set out in the Manual and there are no negative consequences for Stora
Enso, the Supplier is free to use alternative methods. If necessary, the supplier may even, in individual
cases, be obliged to deviate from the Manual in order to achieve best practice.
This Manual presents the minimum requirements that Stora Enso demands from its suppliers. The
Manual thus provides guidelines that can help the supplier to attain Stora Enso’s basic quality standards
for administration. The Manual consists of different sections that deal with the various activities required in
an international supply chain. Different sections will apply and be relevant to different suppliers depending
on the part of the chain that they are to perform. The Manual is an integral part of the Stora Enso
Logistics Frame Agreement and any transport agreement concluded between Stora Enso Logistics and
the supplier.
2. Payment policy
Stora Enso payments shall be conducted in accordance with laws or regulations, national or international.
The payment period starts after the final self-bill has been issued, or after receipt of a correct invoice and
after receiption of services/goods. In case the self-bill or invoice, is not correct, it will be returned. The
payment period will start after receipt of the agreed updated self-bill/invoice.
Stora Enso payments are done from Monday to Thursday and invoices will be released for payment
according to the invoice due date. If an invoice due date falls on a weekend, national holiday or bank
holiday, invoices can be paid on the following workday. If an invoice due date falls on the last banking day
of the month or on the first banking day of the following month, invoices can be paid on the following
workday, due to the monthly closing period.
The supplier are never entitled to charge Stora Enso Logistics for any cost in relation to creating, issuing
or sending invoices, nor for any cost in relation to issuing of a late payment reminder. If a situation with
late payments occurs, the supplier can charge interest rate in accordance with the European Central
Bank (ECB) – Guiding Average Inflation Rate (MFI,s) over last year +8%.
Stora Enso shall only pay taxes, charges, expenses, costs, fees or similar if expressly agreed upon.
All costs, damages or expenses for which the supplier under the agreement is liable to Stora Enso shall
be paid to Stora Enso by the supplier on demand or may be deducted by Stora Enso from any
invoice/self-bill due or becoming due or may be recovered by Stora Enso from the supplier.
3. Debiting and payment routines
In order to ensure efficient freight cost administration, Stora Enso recommends self-billing as a first
invoice routine. Costs considered to be accessorial costs (a cost not occurring on regular basis), need to
be documented by the supplier and deviations shall be noted on waybill or a similar document.
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Accessorial costs must be agreed with the Stora Enso Logistics procurement manager and the debiting
cost of such costs should follow standard invoicing procedures. To ensure fast invoice handling process,
all documents must be in English or include an English translation.
3.1 Self-bill
With self-bill setup, it will no longer be necessary for the supplier to send paper invoices since the supplier
will receive a self-bill (for example, weekly, biweekly or monthly) from Stora Enso Logistics for the services
performed during a specific time period (week, month, …).
Stora Enso Logistics will create a PDF file (it is also possible to create an Excel file). This document will
contain all services performed during the selected time period, for example, the previous period. The
supplier must check this “preliminary self-bill”, to ensure that the services and prices stated are correct
(not too high and not too low) and that all services, performed during specified period are included.
After confirmation from the supplier of the “preliminary self-bill”, Stora Enso Logistics will create a “final
self-bill” and the supplier will receive payment for the service performed in accordance with the agreed
payment terms.
If the supplier does not confirm the “preliminary self-bill” due to an issue, the matter will be investigated
further and the self-bill will be corrected if necessary.
To ensure a fast procedure, the suppliers must answer within two days after sending the “preliminary selfbill”. The aim of the self-bill procedure is to ensure an efficient payment process. After the “final self-bill” is
created, the supplier will receive payment in accordance with the agreed payment terms.
3.1.1 Self-bill approval via CarrierPoint
Stora Enso will create a PDF file which will be available in CarrierPoint. The Supplier shall login to
CarrierPoint and check the “preliminary self-bill” (Login data and detailed description regarding how to
handle a “preliminary self-bill” in CarrierPoint, are sent out separately). The Supplier can choose between
approve and reject the “preliminary self-bill”. If the supplier reject the “preliminary self-bill”, it is important
that the supplier state the reason to the rejection when rejecting, Stora Enso Logistics will investigate the
rejection and aim to reply within two days. If “preliminary self-bill” will be approved, “final-self-bill” will be
created automatically. The Supplier will receive the “final-self-bill” via E-mail.
3.1.2 Self-bill approval via E-mail
Stora Enso Logistics will create a PDF file and send to the supplier via E-mail. The supplier must check
and confirm the “preliminary self-bill” via E-Mail. After supplier confirm the “preliminary self-bill”. If the
supplier reject the “preliminary self-bill”, it is important that the supplier state the reason to the rejection
when rejecting, Stora Enso Logistics will investigate the rejection and aim to reply within two days. If
“preliminary self-bill” will be approved, Stora Enso Logistics aim to create and send the “final self-bill” to
the supplier within two days. Supplier will receive the “final self-bill” via E-mail.
3.2 Paper invoice / E-invoices
In circumstances where the self-bill procedure cannot be applied, manual invoice routines will be applied.
Manual invoice routine varies between paper invoice and e-invoice, content on the invoices in both cases
shall be according to description in section 3.2 in this document. For further information regarding
process for e-invoice, please access following site:
- www.storaenso.com/e-ostolasku
3.2.1 Invoice and mailing adress
Logistic invoices for Stora Enso Logistic AB (legal company) should be addressed to:
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Stora Enso Logistics AB
UPRN: IPS
Box 2556
SE- 40317 Gothenburg
Sweden
VAT number: SE556039869401
And should be sent by post to:
Stora Enso Logistics AB
UPRN: IPS
FE 1000
SE-831 88 Östersund
Sweden
3.2.2 Requirements for information provided on the invoice
To enable efficient and accurate invoice control the following invoice information must be provided on
every invoice:
- General Information
- Each invoice must be printed with “UPRN: IPS”
- Invoice address of our legal company
- VAT number for Stora Enso
- VAT number of the supplier
- Invoice date
- Invoice due date
- Invoice number
- Original invoice number in case of credit note
- Amounts, including and excluding VAT
- Type of VAT applied
- Terms of delivery
- Supplier information
- Legal company adress
- Bank details of the supplier
- Specification of the Logistic Service Performed
- Date activity (loading/sailing date in case of transport)
- From location – To location
- Handled/Transported Weight/Number of units
- Total price per transport unit and/or price per ton and total amount
- Extra cost definition specified by price
-
-
-
Road and intermodal transports
- Vehicle ID
- Load ID/Tour number, if known
- Mill order number/call off number, if known
- Waybill id, if provided by Stora Enso
Rail transport
- Wagon number
- Mill order number, if known
- Waybill id, if provided by Stora Enso
Sea transport – Container
- Container number
- Supplier booking reference
- Stora Enso booking reference
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-
-
- Structure of the invoice should be the same as the Tender concerning naming and pricing.
Sea transport – Break bulk
- Mill order number
- Cassette number in case of loaded on cassette
- Ship name
- Stora Enso voyage number, if known (for paper and woodpulp deliveries it can be found on
Booking Note) printed on Freight Invoice
Handling
- Type of activity
- Mill order number
- Rental
- Mill order number
- Period in stock (from date – to date)
- Days in stock for invoice period
- Free rental days
- If possible, Excel list with order information to be sent via e-mail
3.3 VAT regulations
3.3.1 VAT regulations in the European Union
Please note the European Union directives and regulations regarding VAT valid from 2010.
2010
- When VAT is debited all base amounts and percentages are mandatory.
- If VAT is not debited, reference must be given to the applicable rule in the European Union
- Invoicing Directives:
- For services to receivers within the EU:
- Reverse charge procedure under Article 196 of the VAT Directive.
irective
- For services to receivers in a third country (export deliveries):
- Export sale of services under Article 146.1.e of the VAT Directive.
irective
3.3.2 VAT regulations regarding self-bills or invoices handled via 3rd party
Please note the Swedish Tax Authoities directives and regulations regarding VAT.
VAT.
- Self-bill or invoices handled via 3rd party must have a separate consecutive number series for each
sellers behalf stated on each self-bill/invoice, making it possible to verify that there are no missing
invoices/self-bills.
- Information stated as mandatory in European Union directives and regulations regarding VAT valid
from 2010 must be identical on preliminary self-bill and final self-bill.
- Self-bill must include explanation how the VAT should be handled according to reverse charge rules,
tax exempt or with local VAT amount.
- All mandatory items must be stated (such as a self-bill must state that it is a self-bill, etc.)
3.4 Self-bill and invoice contact information
Questions regarding the self-bill setup can be sent to:
- Stora Enso Logistics Invoice Center
- [email protected]
Questions regarding payments can be sent to:
- Stora Enso Accounts Payable Helpdesk
- +358 2046 28800
- [email protected]
3.5 Building and Living products invoice and payment contact information
Suppliers that have carried out services regarding Building & Living products are to use the following
contact information if they require guidance on invoicing and payments.
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Questions regarding invoices and payments can be sent to:
- Stora Enso Accounts Payable Helpdesk
- +358 2046 28800
- [email protected]
4. Information integration
In order to create and secure business value from an efficient logistics supply chain, Stora Enso Logistics
strongly recommends that information exchange is based on Electronic Data Interchange (EDI).
Stora Enso Logistics aims for electronic interfacing when supplier relations involve extensive information
exchange for reasons of both quality and quantity. Our main standard is papiNet XML via internet
connection which is utilized in order to instruct and follow all cargo unit movements and property changes
such as inload-, outload-, damage- and stock reporting.
4.1 Integrated information policy
Stora Enso Logistics integration policy is based on the following conditions.
Concept:
- Waybill based on ”Transport Unit & Consignee”
Technology:
- Integrations are based on developed standard
- Critical information is to be encrypted
- Critical information is only visible for the authorized recipient
- The sender is responsible for the transfer until the receiver has confirmed receipt
- Information is sent immediately when the activity has been completed
- Standard guidelines are followed when creating and reading messages
- The receiver must extract and store a sufficent amount of information in order to perform the agreed
operation
- Scanning equipment shall be used in order to reduce the risk for manual registration errors
- The sender is always responsible for informing about errors in the event of failed communication
Process:
- The integration party is to have an identified process for change management of integration
- Information must be sent in correct operative sequence
- Exchanged information must have an identified owner
- EDI solutions must have identified and available support
- Specifications shall be archived and available for Stora Enso Logistics stakeholders
- EDI agreements are to be established
5. Performance management
Stora Enso has transport and warehousing insurance for its products in accordance with the delivery
terms agreed between Stora Enso and the buyer of the goods. Nevertheless, Stora Enso will hold the
supplier responsible for any damages occurred and either Stora Enso or its insurance company will make
claims with the supplier.
5.1 Reporting
The Stora Enso Logistics Claims Department must be informed in the case of pre-arrival damages.
Contact in case of damage:
- [email protected]
A damage assessment is to be performed on arrival of the material at the terminal, and a damage report
is to be issued without delay. The damages, refurbished and rejected units are to be reported as agreed
via the electronic reporting system. A copy of this report is to be delivered immediately to the Stora Enso
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Logistics Claims Department. All rejected units and reconditioned pre-arrival damaged units are to be
reported to the Stora Enso Logistics Claim Department on a daily basis. Note that Stora Enso requests
photos of pre-arrival damage.
The supplier must always check that the arriving goods and number of units concur with what is
described on the waybill. If discrepancies are found and the units are overlanded or shortlanded, the
supplier must document the discrepancies and immediately contact the local Stora Enso represantative
to ensure that Stora Enso will not hold the supplier responsible for such deviations.
In the event of an accident, damage or loss, the Carrier must immediately report discernible transport
damage and loss of goods to Stora Enso. The following information (wherever relevant) is to be
communicated to Stora Enso in the form of a written report within a reasonable period of time:
- registration number and type of vehicles involved
- place, time and details of accident or event of damage or loss
- name, address of casualties
- extent of product loss
- consignment details
- measures taken by Carrier
- contact details, names, telephone numbers.
Moreover, the Carrier is obliged to notify Stora Enso of any complaints made by the consignee
concerning the quality and quantity of the goods and to have the Consignee to note any complaints on
the POD (proof of delivery).
Should the freight have any transport damage, the Carrier must notify Stora Enso immediately and ask for
instructions. The damage is to be reported to the loading points and dispatch centres specified in the
transport order and by e-mail to:
- [email protected]
5.2 Claims for goods received with transport damages
When receiving goods, the customer is asked to follow the steps below. The supplier should also take
these steps when receiving damaged goods from Stora Enso. Note that in many cases Stora Enso will
make a direct claim with the supplier.
Steps to be taken by Stora Enso´s suppliers and documents required to support the claim to the
Insurance Company.
- At the time of receiving the goods, check the external condition and note in the delivery note (POD /
Lieferschein) and transport document, whichever is presented for receipt upon delivery, regardless of
the damage has been detected.
- Visible or apparent damages must be notified immediately (reflecting unit no. (see product label) +
type of damage), invisible damages as soon as possible but not later than seven days after delivery.
- Ask the driver of the vehicle or delivering party to countersign the remarks. (Internal remark: These
are the provisions which apply under CMR).
- Notify the damage in writing and without delay to the local office of Stora Enso or the Settling Agent
of the Insurance Company (mentioned at the bottom of the invoice in the field that serves as an
insurance certificate). In the notification, please include the Stora Enso references (order number) and
the packages and type of damage detected.
- On receipt of notification, Stora Enso (or the Settling Agent of the Insurance Company) will determine
whether it is necassary to instruct a surveyor to inspect nature, cause and extent of the alleged
damage. Therefore the product must be kept aside for survey purposes until Stora Enso informs you
otherwise.
- The package is to be stored with its original wrappings and identification markings.
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The claimant shall provide either the office of Stora Enso or the Settling Agent the following documents to
support the claim:
- copy of the written notification
- copy of the original delivery document
- copy of the commercial invoice covering the goods claimed, if applicable
- copy of the weight specification / packing list
- copy of the transport document (CIM, haulage note, B/L, AWB, CMR)
Note that Stora Enso (or the subrogated Insurance Company) will attempt to recover the damage from
the party likely to have caused it.
All parties that handle the goods have a duty to prevent any damages. Should damage occur, every effort
must be taken to ensure that the damage does not increase. The costs incurred to avoid or limit the
increase of damage can be included in the insurance/recovery claim. If you need any further information,
contact the nearest Stora Enso office or the Settling Agent in your area.
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