Invoicing & Payments FAQs

Why Is GP Changing Its Invoicing and Credit Memo Requirements?

On June 1, 2019, Georgia-Pacific will transition from its current system to The SAP Ariba Invoice Management Module. Some changes to the invoicing process are necessary to facilitate efficient invoice processing and payment remittance with the new system.

What Fields Are Now Required on My Invoice?

Going forward, the following fields are required on your invoices:

  • PO number
  • PO line item number and description
  • Credit/Debit memo adjustment type (price or quantity adjustment)
  • Bill of Lading number
  • Invoicing “Bill To” GP Entity Name
  • GP Requester email address (for Non-PO invoices only).

If there are applicable miscellaneous charges for your invoice, include them at the header level. Also, ensure your invoice number is in all uppercase letters. Lastly, the only special character allowed is a hyphen. Follow the formatting guides outlined in the Sample Invoice Guide and include the fields in the correct locations on your invoice, to ensure prompt processing
and payment.

What Fields Are Now Required on My Credit Memo?

Going forward, the following fields are required on your credit memos:

  • Original invoice number
  • PO number
  • PO line item number and description
  • Invoicing “Bill To” GP Entity Name
  • Material release number (for material returns only)
  • Adjustment type (for price adjustment only)
  • GP Requester name and email address (for Non-PO credit memos only).

Also, ensure invoices and credit memos are kept separate; credit and debit lines cannot be included in the same invoice. Follow the formatting guides outlined in the “Sample Credit Memo Guide” and include the fields in the correct locations on your credit memo, to ensure prompt processing.

Will My Invoice and/or Credit Memo Still Be Processed if I Do Not Make Requested Format Changes?

Formatting and field changes are mandatory for your invoices and credit memos to be processed in the new system. Failure to comply with new invoicing requirements may result in a delayed payment or invoice being rejected. Contact apservice@gapac.com if you foresee not meeting the deadline for these required changes.

Can I Submit a Single Invoice Which References Multiple Purchase Orders (POs)?

No. Include only one PO per invoice.

Can I Submit My Invoice or Credit Memo by Fax or Us Mail?

No. GP is phasing out invoice and credit memo submission via fax and US Mail. GP will allow invoice and credit memo submission via email or via the Ariba Network. More information will be provided about required updates to the submission process soon.

How Will I Know if My Invoice or Credit Memo Was Rejected?

Suppliers in the Ariba Network will receive rejected invoices and/or credit memos directly through the Network for correction and resubmission. For Suppliers not in the Ariba Network, the process will work similarly to today, where the Supplier may be contacted by the AP Processing group or a Buyer depending on the reason for the rejection.

What Is Changing About the Invoice or Credit Memo Submission Process?

When GP transitions to The SAP Ariba Invoice Management Module, there will be changes to the invoice submission process. All suppliers submitting invoices outside of the Ariba Network will be asked to send them to the appropriate email address. These email addresses will be different than the ones used for invoice submission today. Detailed information about the new submission process will be shared soon

Who Can I Reach Out to for More Information About the Transition to the SAP ARIBA Invoice Management Module?

Please visit the GP Supplier Website for more information about Georgia-Pacific’s transition to The SAP Ariba Invoice Management Module on June 1, 2019. If you have additional questions, please contact apservice@gapac.com. For more information about how you can become an enabled supplier with GP, please contact gp_supplier_enablement@gapac.com.

Can I Still Do Business With GP if I Am Not an Enabled Supplier?

Yes. You will still be able to transact with GP if you are not an enabled supplier, however, there will be changes to the way you format and submit invoices. Please see the Sample Invoice Guide  to learn more about new invoice requirements. Detailed information about the new submission process will be shared soon.

My Company Has an ARIBA Network Account. However, We Do Not Have an Ariba Relationship Established With Georgia-pacific. When Will We Receive a Request?

Until your connection is established, you should continue to submit invoices via email. Please see the Invoice Submission Guidelines for additional details.

If you know your Ariba Network ID, send the following information to GP_Supplier_Enablement@gapac.com and GP will work with you to determine more exact timing for establishing a connection.*

  • Company legal name
  • Ariba Network ID # (ANID)
  • Any business and/or technical points of contact
  • Email subject line: ANID – Connection Needed

*Note: new connections will be established after our system implementation on June 1, 2019.