c

PROCURE TO PAY
Country Specific Operating Procedure

P2P.3 Reception Scan and Invoice Check

TOTAL Classification: Restricted Distribution

TOTAL - All rights reserved
 Organization/Area: P2P

Table of Contents

1. Invoice Reception, Scan and Check................................................................................................ 2

2. Invoice Example - Reception Date, Reception Stamp (Accueil)..................................................2

3. Vat Codes.......................................................................................................................................... 7

4. Check FI Posting Guide.................................................................................................................... 8

5. Document History............................................................................................................................. 9

1. Invoice Reception, Scan and Check................................................................................................ 2

2. Vat Codes.......................................................................................................................................... 4

3. Check FI Posting Guide.................................................................................................................... 4

4. Document History............................................................................................................................. 5
Y

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

1. Invoice Reception, Scan and Check

There are 3 different ways for the Local Affiliate to receive the documents:
 by Post
 by e-Mail
 downloaded from online doc

The invoices receive by e-Mail and downloaded from online doc,are not scanned , so, they are not booked . For
the foreign suppliers, only the original’s invoices are scannedpaid until the invoices are physically received. All
the invoices are received at the Total MS office reception in Ankorondrano, Antananarivo 101, Madagascar
Douala.,Cameroun.

All the documents received at the office reception are stamped with the reception date (date d'accueil). Based on
the invoice reception date and the payment terms mentioned in the master data is calculated the payment date.
For the invoices which don’t have an invoice date mentioned, SSC will use the date of the reception.

Once received the invoice will be scanned and sent to the SSC using the tool Service Now. The SSC will perform
the validity and format check on the invoice. If the document is valid and can be booked, SSC will perform the
posting in SAP and will block the invoice for payment.

BeforeAfter the scan and creation of the ticket in Service Now the invoice is sent for internal validation of the
costs. All the invoices must have the signature and the stamp “Ok for payment” (example below):

Once the invoice is validated the affiliate will inform the SSC to unblock the invoice for payment.send the invoices
to SSC.

All invoices must be kept in paper, retention period of 10 years in an archiving room.

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

2. Invoice Example - Reception Date, Reception Stamp (Accueil)

In the below example we can identify the main details:

1. Fiscal information;
2. Invoice reference;
3. Reception date;
4. Vendor stamp;

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

The SSC will perform the fiscal validity check of the document:
 Supplier Information:
1) Legal name of the supplier's entity;
2) Full address of the Head Office;
3) Tax Identification Number (TIN) in the country of incorporation;Fiscal number of identification -
NIF
4) VAT reg number;
5) STAT- statistic number;
65) Telephone number, fax number and e-mail address of the head office;
76) Country of incorporation;
8) Payment mode;
9) Payment date;

 Information about the service / property:

1) Total MadagasikaraCameroun S.A;/ Order Number Cameroun;
2) Invoice reference number;
3) Billing date;
4) Description / code of each article / group of articles, tyoe of service;
5) Quantity invoiced;
6) Unit price;
7) Invoice amount to be mentioned in numbers and letters;
8) Price reductions / adjustments (if applicable);
9) Total excluding taxes;
10) Taxes (VAT, TSR, withholding taxes for the non-enrolled);
11) Value including all taxes included in the invoice;
12) Billing currency(MGA;EUR; USD);
13) Any document justifying the invoice: PV of deliveries of the works, purchase order, , tax
certification (attestation de redevance), PV informatics, PV manuel

 Information on Total MadagasikaraCameroun S.A:

1) Company name: Total Madagasikara S.A;Total Cameroun S.A;
2) Complete address: Immeuble Fitaratra, Rue Ravoninahitriniarivo, Ankorondrano, Antananarivo
101, Madagascar;589, boulevard de la Liberté Akwa – Douala,BP 4048, DOUALA ;
3) Fiscal identification number – NIF:0000000318;Tax Identification Number(No. Contribuable):
M017600001859S;
4) RC:1999b00761CM: RC/DLA/1975/B/5138 ;, we can accept the mention 5138 DLA.
5) STAT:46610/11/1999/0/00202

Conditions validité
factures (002).pdf

Attention point:

For the foreign suppliers and government vendors (ex: SONARA etc…….), we can accept the invoices,
even if they do not have the amount written in letters.

From validity point of view the invoices must be rejected and not booked in SAP if they do not have all the
validity conditions mentioned above.

the following elements:

identification number (no. contribuable also for supplier and client);
the amount also must be written in letters (except for foreigngein vendors and government vendors );
correspondence between the amount written in letters and the amount in numbers cifres;
Last changed on: Last changed by: Page:
29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

Number of invoice.

If the invoice does not meet the requirements this will be rejected in Service Now and the local affiliate will
contact the vendor by phone/e-mail/ poste for a new invoice to be issued.

The invoice must indicate the exact amount of the goods or services provided at the price agreed in the
purchase order, without unplanned items or unforeseen cost elements. The invoices will be processed
and paid according to the payment terms agreed in the purchase order. However, in the event of
discrepancy between the invoiced amounts, the prices or other cost elements applied, the vendor will
then have to provide a credit and establish a new compliant invoice.

The invoice must be in the same currency as the purchase order except for some cases related to sap
orders (475………….)..
-

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

The invoices are categorized as follows:

 MM (will have the PO number stated on):
* Goods
* Products
* Services
 FI for the type of charges included in the Posting Guide (Guide de Comptabilisation).

GUIDE DE
COMPTABILISATION FI.docx
En attente de reception de l’equipe locale

hiérarchie CC et
CP.xlsm

3. Vat Codes

The following tax codes VAT are used based on the invoice description:

TVA_Total Mada.xlsx

- 0% for exports and international transports;

- 19,25% general rate.

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

4. Check FI Posting Guide

When receiving the invoices, it needs to be checked whether is an FI or an MM invoice. If the type of service is
mentioned in the FI posting guide, it should be processed as described in SOP P2P.8 Traitement FI des factures.

FOURNISSEUR
FI.xlsx
The FI posting guide is provided by Local Affiliate and will be updated constantly with the new FI cases.

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved
 Organization/Area: P2P

5. Document History
Document Location
This is an on-line document. Paper copies are valid only on the day they are printed. Refer to the approver for
location where last version of the document is stored or if you are in any doubt about the accuracy of this
document.

Document Creation
Creation
Created by: Approval by:
Date:
26.09.201929. Lungu Alexandra,Tanase Andreea
06.2020 TGSB

Revision History
Revision Version Change Pages Changed
Approval by:
Date: Number: reason: (pg. no.)
Month day,
01 Name, Title
year

Last changed on: Last changed by: Page:

29.06.20206.09.201
TOTAL Classification: Restricted Distribution Lungu ALexandra, Tanase Andreea Page of
9 TGSB
TOTAL - All rights reserved