Version 1.2 How to invoice HSBC – Guide for suppliers

What is changing? With effect from 30 January 2017, all UK* invoices must:  Be submitted to HSBC through Tradeshift  Include specific information (see ‘What information needs to be included on an invoice’ section on the following page)  Not be submitted directly to the HSBC business contact

If you have not already made the switch, you now need to change the way in which you submit invoices to HSBC in the UK*. How should I submit invoices to HSBC? 1. It is HSBC’s preference that you have a Purchase Order (PO) before you provide goods and / or services, and you submit your invoices electronically via Tradeshift as follows: • Use the Tradeshift Platform: Please email HSBCAccountsPayableUK@procurement-support.hsbc.com for further information on how to join the network as a UK registered company. Include the email address that our POs should be sent to and all your company UK billing addresses that we would receive invoices from. Once details are confirmed, you will receive an activation email to invite your company to connect with HSBC. HSBC will not accept connection requests outside of the above process. • The ‘PO flip’ method: HSBC will deliver all Purchase Orders via the Tradeshift Platform. You can turn orders into invoices and return them to HSBC via the Tradeshift platform. All relevant information from the Purchase Order is automatically retained during the flip process for speed and accuracy. • The ‘Web Interface’ method: This allows you to key PO invoices onto the Tradeshift Platform and send them to HSBC. • The ‘Integration- file transfer’ method: This is for suppliers sending large volumes of invoices. You can use one of the many file formats supported by Tradeshift and integration would need some IT development. Tradeshift technicians will discuss and assist you with this. 2. Send an email: Email PO and non-PO invoices for the UK to [email protected]. When sending invoices via email, you must adhere to the following guidelines (see detail on the next page): • Multiple invoice file attachments are permitted, but you must send one invoice per file • Ensure file size is no more than 10MB • Ensure the email and/or invoice document(s) are not encrypted or password protected • Always use an un-editable format (e.g. PDF, TIF) • For non-PO invoices only address the invoice to the ‘invoice coder’ within HSBC (confirm who this should be with your client) using their name and email address 3. If, in exceptional cases, it is not possible to send invoices electronically or via email, please post invoices to: UK Vendor Invoices, PO Box 469, Unit B, Rattys Lane, HODDESDON, EN11 1NQ Who can I contact for support? • For general questions/issues/payment enquiries: Please contact the HSBC Procurement Support Desk at [email protected] or +44 (0) 2034787216 • For Tradeshift-related questions/issues: Please visit https://hsbc.support.tradeshift.com/ or contact the HSBC Procurement Transformation team at [email protected] or +44 (0) 2034787216.

*UK excluding the Channel Islands, Isle of Man, Ireland and M&S Bank.

PUBLIC *HSBC Alternative Investments Limited, HSBC Bank plc, HSBC Finance Transformation 1 Ltd, HSBC Global Asset Management (UK) Limited, HSBC Global Asset Management Limited, HSBC Global Services (UK) Limited, HSBC Group Management Services Limited, HSBC Holdings plc, HSBC Private Bank (UK) Limited How to invoice HSBC – Guide for suppliers

What information needs to be included on an invoice? The following checklist outlines the information that must be included on every invoice, regardless of the route submitted to HSBC. • Please ensure that the invoice is clear, legible and in black text. At a header level:

 Supplier name & address

 Supplier email address for remittance advice

 ‘Bill to’ company The ‘bill to’ company must be a valid HSBC UK* legal entity, and be the same as stated on the Purchase Order  Supplier tax number The Purchase Order (PO) number will be found on the Purchase Order linked to the invoice. Only use one PO number per invoice. If  Purchase Order number there is no PO linked to the invoice, the name and email address for a single HSBC ‘coder’ contact must be included on the invoice  Invoice total excl. tax

 Tax total

 Invoice total incl. tax

This must be no more than 10 calendar days in advance of the  Invoice date invoice submission date  Invoice number This number must be unique, and contain no blank spaces

 Currency If there is a PO, the invoice currency needs to match the PO currency

 Bank account for payment For domestic (UK) payments, a Sort code should also be provided, alongside the account number. For overseas/foreign payments, the Bank, Branch and IBAN number of the SWIFT code is required, alongside the account number and sort code At a line level

If the invoice is related to a HSBC Purchase Order, each invoice line  PO line number should refer to a Purchase Order line number, to allow each line item to be matched  Item ID – include if possible but not mandatory

 Description

 Unit If there is a PO linked to the invoice:  Quantity • For Services, the value linked to each line of the invoice must not exceed the value on each respective line on the Purchase Order  Unit price • For Goods, the unit price and quantity must both not exceed the respective price and quantity values on each PO line  Tax

 Unit price incl. tax

*UK excluding the Channel Islands, Isle of Man, Ireland and M&S Bank.

PUBLIC *HSBC Alternative Investments Limited, HSBC Bank plc, HSBC Finance Transformation 2 Ltd, HSBC Global Asset Management (UK) Limited, HSBC Global Asset Management Limited, HSBC Global Services (UK) Limited, HSBC Group Management Services Limited, HSBC Holdings plc, HSBC Private Bank (UK) Limited