Our approach to invoicing and payments

Our approach to invoicing and payments

Supplier registration

Completing the supplier registration process

To be a supplier with Viva Energy, you must be registered as a supplier and set up with a Supplier Account in our ERP platform(s). Registration is done through our vendor portals on an invite-only basis. Suppliers will receive an email notification from a buyer or other contact in Viva Energy inviting them to register.

As part of the registration process each supplier is required to

• Complete details about their legal entity
• Confirm and submit for review other general company and business information
• Confirm key user and contact information
• Agree to Viva Energy’s terms of use for the portal and agree and provide consent under our Privacy Policy
• Agree to our PO GTCs (or GFR Terms and Conditions if applicable) which will apply unless a separate written agreement will be entered into; and
• Upload and provide related supporting documentation where requested to do so

Once registered as a supplier Viva Energy will be ready to transact.

Transactions and communications for transactions will be managed through the relevant vendor portal (and EDI for GFR suppliers set up for EDI).

Invoicing and payment

Invoicing and payment arrangements

Unless agreed otherwise, all invoices require a valid Viva Energy Purchase Order and must reference the PO number to ensure timely payment. Invoice and payment timing and arrangements will be agreed during the supplier registration process and documented in each purchase order or separate written supply agreement.

Invoices for Goods Not For Resale (GNFR) must be submitted to Viva Energy’s accounts payable team either:

• through the vendor portal that the supplier has been set up in; or
• by direct email or other means per the arrangements set out in the separate written supply agreement.

EDI for goods for resale

Our Convenience and Mobility business uses Electronic Data Interchange (EDI) for invoicing and payment for GFR suppliers.

For suppliers who have agreed to Electronic Data Interchange (EDI), invoicing is fully automated through our EDI platform, reducing manual handling and improving accuracy. All GFR suppliers are strongly encouraged to opt into EDI for faster processing and streamlined reconciliation.

GFR suppliers not set up for EDI must submit invoices in accordance with the agreed trading terms and must reference the correct purchase order details, for more information please refer to the GFR Supplier Central.