Our Accounts Payable Process

Accounts Payable

Our Accounts Payable Process

Our accounts payable process is as follows:

For e-Commerce suppliers, all PO invoices are required to be submitted by the vendor through the Ariba Network.

(NOTE: You are an e-Commerce supplier if the “From:” e-mail address, on your Vistra Energy PO notifications, has an Ariba domain, e.g. ordersender-prod@ansmtp.ariba.com.)

For all other suppliers, PO invoices are submitted by the vendor via e-mail to AP.Invoicing@VistraEnergy.com or via mail at PO Box 20, Dallas Texas 75221.

When the invoice is received, it is checked for errors including but not limited to the following:

  • Invoices sent to AP.Invoicing@VistraEnergy.com from e-Commerce suppliers
  • Missing or incorrect PO numbers
  • Sufficient detail not provided to verify the propriety of any amounts billed
  • Invoice not in .pdf format
  • Multiple invoices contained in a single e-mail
  • Password protected invoice or invoice documents
  • Prices that do not match prices on the PO
  • Quantities that do not match quantities on the PO
  • Invoiced quantities that exceed amounts received minus amounts already invoiced
  • Invoice or invoice documents exceeding 35MB in size
  • Supplier expectation for Vistra Energy to download the invoice from an external source
  • Invoices not prepared in English

Error free invoices are then scheduled for payment which equals the date an error free invoice is received plus the PO Net Payment Terms.

If your invoice is in error, please work with the PO buyer or AP.Resolution@VistraEnergy.com to resolve.

For any Ariba Network concerns please e-mail SupplierEnablement@VistraEnergy.com.

Invoices must meet the following requirements:

  • e-Commerce suppliers cannot send invoices to AP.Invoicing@VistraEnergy.com and must invoice via Ariba Network
  • The correct PO number must be visible on the invoice
  • Sufficient detail must be provided to verify the propriety of any amounts billed
  • Invoices must be received in .pdf format
  • Only one invoice can be received per e-mail
  • Invoice and invoice documents cannot be password protected
  • Prices must match prices on the PO
  • Quantities must match quantities on the PO
  • Invoiced quantities must not exceed amounts received minus amounts already invoiced
  • Invoice or invoice documents cannot exceed 35MB in size
  • There can be no supplier expectation for Vistra Energy to download the invoice from an external source
  • Invoices must be prepared in English

E-Commerce Suppliers –

(NOTE: You are an e-Commerce supplier if the “From:” e-mail address, on your Vistra Energy PO notifications, has an Ariba domain, e.g. ordersender-prod@ansmtp.ariba.com.)

PO invoices must be submitted via Ariba Network with any attachments affixed to the header level.

Invoices shall contain sufficient detail to verify the propriety of any amounts billed.  If there is no field in Ariba Network to provide such information, it shall be attached at the invoice header level.  If detail is not provided, the invoice will be rejected.

Specific documentation required is as follows (unless contracts specifically state otherwise):

  • Summary sheet of services (or .pdf invoice) which includes the following line-level detail:
    • Services
    • Employees
    • Employee titles/classifications
    • Hours
    • Rates
    • Any additional billable amounts, including but not limited to the following:
      • Tools
      • Materials
      • Consumables
      • Equipment
      • Travel (per diem, hotel, meals, etc. on separate lines)
  • Signed Timecard

NOTE: Third-party charges require the same level of detail as described above.

Invoices must also contain the correct remit-to information including the correct Vistra Energy remit-to ID.  If you are unsure of the correct remit-to information to provide, please reach out to SupplierEnablement@VistraEnergy.com.

 

Non E-Commerce Suppliers –

PO invoices must be submitted via e-mail at AP.Invoicing@VistraEnergy.com or via mail at PO Box 20, Dallas Texas 75221.

Invoices shall contain sufficient detail to verify the propriety of any amounts billed.  If detail is not provided, the invoice will be rejected.

Specific documentation required is as follows (unless contracts specifically state otherwise):

  • Summary sheet of services (or .pdf invoice) which includes the following line-level detail:
    • Services
    • Employees
    • Employee titles/classifications
    • Hours
    • Rates
    • Any additional billable amounts, including but not limited to the following:
      • Tools
      • Materials
      • Consumables
      • Equipment
      • Travel (per diem, hotel, meals, etc. on separate lines)
  • Signed Timecard

NOTE: Third-party charges require the same level of detail as described above.

How are PO invoices scheduled for payment?

Error free invoices are scheduled for payment by adding the PO Net Payment Terms to the Invoice Received Date.

How is the Invoice Received Date Determined?

The Invoice Received Date is the date an error free invoice is submitted and received by Accounts Payable.

How can PO Net Payment terms be revised?

The buyer is the only one who can revise PO Net Payment terms.

How are Non-PO invoices scheduled for payment?

Non-PO invoices pay according to Company Non-PO default Vendor Payment Terms of 60 days.

If a supplier has a discrepancy with their invoice (billing error, no PO listed on the invoice, Ariba system concerns), does the invoice received date reset when an invoice is resubmitted with correct information or corrected in Ariba?

Yes, the invoice receive date will reset to the date when an error free invoice is resubmitted and received by Accounts Payable.

How do suppliers know if they are considered e-Commerce suppliers?

e-Commerce suppliers receive Vistra Energy PO notifications from Ariba e-mail domains, e.g. ordersender-prod@ansmtp.ariba.com.

Top 5 Invoice Offenses

  1. Invoices sent to AP.Invoicing@VistraEnergy.com from e-Commerce suppliers
    (All e-Commerce PO invoices must be submitted through the Ariba Network).
  2. Missing or incorrect PO numbers
    (Invoices with no PO or wrong PO will not be processed).
  3. Sufficient detail not provided to verify the propriety of any amounts billed
    (Please include appropriately detailed notes / references).
  4. Invoice not in .pdf format
    (Other digital formats such as .jpg or .png are not accepted, .pdf must be less than 35MB and not password protected).
  5. Multiple invoices contained in a single e-mail
    (One invoice per email only).