GROUPM ELECTRONIC INVOICING MEDIA PAYABLES

GROUPM ELECTRONIC INVOICING

MEDIA PAYABLES

GUIDELINES TO SUPPORT TIMELY PAYMENT OF SUPPLIER INVOICES

        

 
CONTENT 
 PURPOSE OF THIS DOCUMENT ................................................................................................................ 3 
UNDERSTAND GROUPM’S REQUIREMENTS ............................................................................................ 3 
1. HOW DO WE BUY FROM OUR SUPPLIERS? ...................................................................................... 3 
2. HOW DO WE PROCESS SUPPLIER INVOICES? ................................................................................ 4 
3. WHICH GROUPM ENTITY SHOULD I INVOICE? ................................................................................. 5 
TIPS & TRICKS FOR FAST INVOICE PROCESSING & PAYMENT ......................................................... 6 
1. KNOW YOUR BOOKING REFERENCE .................................................................................................. 6 
2. WHAT IF MY INVOICE WAS REJECTED BY TUNGSTEN? ............................................................... 8 
3. HOW DO I CHECK THE STATUS OF MY INVOICES? ........................................................................ 8 
4. WHAT DO THE INVOICE STATUSES MEAN? ...................................................................................... 9 
5. WHERE WILL I FIND PAYMENT DETAILS .......................................................................................... 11

1. PURPOSE OF THIS DOCUMENT

One of the many reasons why GroupM have moved to the Tungsten Network e-Invoicing platform

is to evolve and improve our existing financial practices, which will improve and expedite invoice

processing and payment experience. However, GroupM cannot make this improvement without the

assistance from its suppliers. This guide has therefore been created to provide our suppliers some

guidelines to ensure that

- Invoices successfully pass through the automated validation steps at Tungsten Network and

reach GroupM within minutes after you have created them.

- Invoices contain all information required for fast processing and approval by GroupM.

- Suppliers know what to do with the information given to them regarding the status of their

invoice(s).

2. UNDERSTAND GROUPM’S REQUIREMENTS

2.1. HOW DO WE BUY FROM OUR SUPPLIERS?

When GroupM use our supplier services we provide our suppliers with a reference. There are a variety

of references you may receive from us. However, all suppliers will receive one of our unique reference

numbers in one of the below formats

DIGITAL

BOOKING REFERENCE

D********

(D followed by 8 digits)

IO CONFIRMATION #

/ ORDER #

e.g. O-124KB

(O- followed by 5 alpha

numeric characters)

PLACEMENT ID

e.g. PZPB12

(P followed by 5 alpha

numeric characters)

TELEVISION

BOOKING REFERENCE

T********

(T followed by 8 digits)

CARIA

e.g. 123456

(6 Digits)

BOOKING REFERENCE

P********

(P followed by 8 digits)

RADIO

BOOKING REFERENCE

R********

(R followed by 8 digits)

JCN REFERENCE

e.g. 1234567

(7digits)

OUTDOOR

BOOKING REFERENCE

B********

(B followed by 8 digits)

CINEMA

BOOKING REFERENCE

C********

(C followed by 8 digits)

SPONSORSHIP

BOOKING REFERENCE

V********

(V followed by 8 digits)

All GroupM Entities use the above formats. Therefore, based on the first orders the supplier would be

able to easily identify the booking reference that they require, to bill GroupM. There are exceptional

cases where no booking reference is issued. However, for these cases the GroupM contact who places

the order should make you aware and advise where to submit your invoice.

Before creating the invoice, we ask our suppliers to make sure they receive/request a booking

reference. Alternatively, direct the invoice via the GroupM contact that created the booking.

Note: Please note booking references will continue to be submitted via the current booking

platforms

2.2. HOW DO WE PROCESS SUPPLIER INVOICES?

Tungsten Network runs a series of validation steps on each invoice submitted by our suppliers

This is to ensure that all information required is present

- from a legal and tax perspective in the respective jurisdiction

- when submitted to GroupM for fast and efficient processing of your documents

The required fields are highlighted in the Tungsten Network web form (if you are using this for your

invoice data input). However, there are certain validation steps which can only be performed once you

have submitted the invoice. Therefore, please check the status of your invoices on a regular basis and

resubmit any failed invoices/credits, once you have corrected the information which caused the failure.

Once we receive your invoice If your invoice is not 100%, therefore causing a query, it will be directed

to an Account Handler. The Account Handler will review your invoice in query and work with you and

the Buyer to bring the invoice to a satisfactory state. When the invoice matches the booking

reference 100% and your pay due date has arrived, we will be able to release your invoice for

payment.

2.3. WHICH GROUPM ENTITY SHOULD I INVOICE?

Media Payables

Entity Name

Tungsten

AAA#

Address

VAT ID

Mediacom

AAA265020214

Rose court, 2 Southwark bridge

Rd, SE1 9HS

GB135565604

Mindshare UK

AAA422796193

Rose court, 2 Southwark bridge

Rd, SE1 9HS

GB723027665

Mediacom North

AAA836890921

Rose court, 2 Southwark bridge

Rd, SE1 9HS

M/Six Communications

AAA951282375

Rose court, 2 Southwark bridge

Rd, SE1 9HS

GB991747666

Wavemaker

AAA415687979

Rose court, 2 Southwark bridge

Rd, SE1 9HS

Wavemaker Global

AAA601135403

18 Upper Ground, SE1 9ET

GB512542186

NEO

AAA204608046

1 St Giles High Street, WC2H 8AR

GB723027665

Essence (Non- Digital)

AAA004489639

26-30 Uxbridge Road, W5 2AU

GB160210761

Mindshare Worldwide

AAA593681372

1 St Giles High Street, WC2H 8AR

GB723027665

Maxus Communications

AAA360736235

Rose court, 2 Southwark bridge

Rd, SE1 9HS

GB512542186

If your entity does not appear in the list above, there is a possibility it is a subsidiary. Here are

alternative names you may recognise (in the blue boxes), and which entity you should invoice (in the

header of the column).

For example, if the documentation you receive containing your booking reference does not have the

name Mediacom UK. However, has one of the names below (e.g. Mediacom London) you would

invoice Mediacom UK.

3. TIPS & TRICKS FOR FAST INVOICE PROCESSING &

PAYMENT

3.1. KNOW YOUR BOOKING REFERENCE

Please make sure you receive a booking reference for every GroupM order and that you use it when

billing a GroupM entity.

Following the rules below will allow your invoice to pass through all validation and matching steps in a

timely manner. It will also allow your invoice to avoid rejection and rework, and will enable us to pay you

on time:

Booking reference

All medias have a booking reference, also referred to as the serial number. These are provided at line

level on the campaign.

Alternative Reference

Not all medias have a billable alternative reference. This only applies to Television (Caria), Radio

(Jet/JCN) and Digital (IO Confirmation #/Placement ID)

In order to be sure that your invoice was received by GroupM please check its status in the dedicated

portal section (learn how to use this functionality by clicking on the following link: http://www.tungsten-

network.com/uk/support/tutorials/view-the-status-of-your-invoices-on-the-tungsten-network-portal/

3.2. WHAT IF MY INVOICE WAS REJECTED BY TUNGSTEN?

The following tutorial shows you how to action failed invoices: http://www.tungsten-

network.com/uk/support/tutorials/how-to-reactivate-a-failed-invoicecredit-note/

It is important to make sure that your invoice is compliant with above instructions. If yes, please contact

Tungsten Network support – contacts available at http://www.tungsten-network.com/uk/help-support/ or

you can login to your Tungsten portal account and raise a support ticket (learn how to open a ticket

under: http://www.tungsten-network.com/uk/support/tutorials/raising-support-tick ets/

3.3. HOW DO I CHECK THE STATUS OF MY INVOICES?

As a member of the Tungsten network you will have access to view the status of your invoice(s) via the

Tungsten portal. Invoice Status gives you the ability to view the status of your invoices individually or as

an overview.

E.G. Search for your invoice number

E.G. Review Dashboard

For further detail view the video in the following link.

http://www.tungsten-network.com/uk/support/tutorials/view-the-status-of-your-invoices-on-the-

tungsten-network-portal/

3.4. WHAT DO THE INVOICE STATUSES MEAN?

Successful invoices will go from Accepted, Delivered to Paid status. However, any query invoices will

end up in 1 of 4 statuses.

➢ Failed: Tungsten Network attempted to process your invoice, but it failed to pass our validation

checks.

➢ On Hold: Your invoice is on hold pending the completion of a standard approval process activity

by your customer. No action is required by you at this time.

In the comments section of the status you will find further detail as to why the invoice is in query.

This comment will begin with the line item in your invoice, followed by the reason the specified line

item is in query.

➢ Rejected: The buyer has rejected your invoice.

➢ Exception: GroupM has indicated that there may be a problem with this invoice and is

investigating.

This status is used to highlight to GroupM’s suppliers that further attention is required from

them. A comment will also be present. E.g. Credit note required.

Note:

When providing a credit note please quote the original invoice number and booking reference

the credit note applies to.

3.5. WHERE WILL I FIND PAYMENT DETAILS

Payment and payment details will remain as part of the current processes that take place between the

Supplier and GroupM. However, the status of your invoice will change to paid on the Tungsten Network

portal, once payment has been made.

Note:

Your Account Handler with GroupM will remain as is. Tungsten will only display invoices that were

submitted via Tungsten. If you have existing outstanding invoices with GroupM please contact your

Account Handler for the status of your invoice(s).