August Attn: Billing Department HFC Prestige International Operations Switzerland SARL Singapore Branch #16-07 Metropolis Tower 2, 11 North Buona Vista Drive, 138589 Singapore Dear Coty Supplier: As you are aware, Coty Inc. ( Coty ) acquired The Procter & Gamble Company s ( P&G s ) global fine fragrance, salon professional, cosmetics and retail hair color businesses, along with select hair styling businesses (the P&G Beauty Business ). As a result of the closing of the transaction, which occurred on October 1, 2016, Coty now owns and controls the P&G Beauty Business. Since October 2016 P&G have provided a Transitional Service Agreement (TSA) for all business processes and Account Payable activities related to the acquired business. From September 1 st Coty will take over the end to end procure to pay operations. This means you will receive new purchase orders with Coty layout and your invoices will be processed by a new centralized Coty accounts payable team. On the following pages you can find additional important information on how we will work together smoothly during the transition period. We encourage you to read all the information and distribute within your organization so that the same consistent understanding is achieved and where action is required on your part, you have ample time to implement the changes within your organization. To address any questions or concerns, please use the Coty supplier web portal https://supplier.coty.com/invoicing or alternatively contact us via the following: AP Asia Customer Service Email: AP_Helpdesk_SG@cotyinc.com AP Asia Supplier Reference Data Information: VM_Asia@cotyinc.com AP Asia Customer Service Phone: 800-852-6404 Yours Sincerely Darren Crompton VP Regional Controller Guillaume Leopold Chief Procurement Officer
SUPPLIER COMMUNICATION IMPORTANT INSTRUCTIONS A. Invoice Processing and Payment In an effort to provide our suppliers with the best service, and to ensure timely processing and payment of your invoices, please read carefully and follow Coty s invoice instructions. Coty s preferred payment method is via Electronic Funds Transfer. Please make sure you provide your complete banking information to your Coty Buyer on company letterhead. Coty s standard policy is to make one payment per month to our suppliers, on the 15 th of the month. Invoice Instructions 1. Please ensure only electronic PDF or paper format invoices are sent. Electronic invoicing via EDI is not available. Do not send paper and electronic PDF copies of the same invoice as this will lead to delays in processing and payment. 2. Where electronic PDF format invoices are sent, you must ensure they comply with all local statutory requirements for electronic invoicing. 3. All invoices should be sent to the Accounts Payable department at the corresponding HFC legal entity address specified below and not directly to the requester. 4. You should only send invoices and credit memos for processing. Statements, acknowledgements, sales orders, confirmations, packing slips, credit card receipts, sales slips, receipts, and zero-value invoices (invoices with totals of 0.00) are not accepted. 5. All invoices must be billed and mailed to the address below no later than seven (7) days after the supply of goods or services is complete according to the contract: #16-07 Metropolis Tower 2, 11 North Buona Vista Drive, 138589 Singapore Electronic PDF invoices should be emailed to the email address below. The invoice must be sent to the correct email address for timely invoice processing. PDFinv_3080@cotyinc.com In order to utilize the electronic email option, the emails must be sent with invoices in PDF file format attachments. There must be only 1 invoice in each attached PDF file. Any non-compliance with the email submission rules will result in a rejection notice for the email process. Invoices will then only be accepted by mail from your company.
6. The Purchase Order number/blanket Order number (Schedule Agreement) must be printed on all invoices. If this is not provided to you at the time of purchase, please don t hesitate to ask your Coty Buyer. Note: Only one purchase order number is to be referenced per invoice. With very few exceptions, Coty has a strict No PO/No Pay policy. Please contact your Coty buyer for more details. Any invoices without a PO must show the email address of the Coty requestor on the invoice. 7. Invoices must be credit or debit values only, not mixed. When invoicing for credits, the credit memo must reference the original invoice number on which the goods and services were paid. 8. The purchase order number of the goods or services must appear on each package, invoice packing slip, shipping memo, and bill of lading. 9. Variations from the purchase order prices must be resolved with the Coty buyer prior to invoicing. 10. The value of the invoice line item (including previous invoices against the line item) must not exceed the value of the purchase order line item. Do not invoice for items that do not match the price or the description / item on the purchase order, as this will prevent payment. 11. Invoices must reference applicable line item extended amounts and a total amount due for entire invoice. 12. Invoices must contain the following where applicable: Billing company s name (mandatory) Remit-to address (mandatory) PO number/blanket Order Number and/or Coty requester (mandatory) Tax Invoice printed on the invoice (mandatory) ESN number (only TPM s) Legal entity name (mandatory) VAT/GST registration number Bank Key SWIFT and IBAN Bank Account Number (mandatory) Bank branch City, Region Bank, country 13. If an invoice contains Current Charges and Past Due Charges, only the Current Charges are paid. 14. Invoices must be from the supplier named on the purchase order; third party billing cannot be processed. 15. Invoices not meeting the above conditions, will be returned to the email address on file, unpaid.
B. Remedy ticketing tool instructions Remedy is a workflow tool for managing and tracking the Accounts Payable (AP) queries and support requests and resolution of these requests in a timely manner. Raising tickets in Remedy will allow suppliers: To log a request and ensure traceability through to resolution by the Shared Service Centre To track request resolution progress To ensure faster resolution (Tickets are assigned to the appropriate departments) To raise a Remedy ticket for invoice enquiries relating to the HFC legal entities in Asia go to https://coty.my.salesforce.com/ which is also available as a link on the page https://supplier.coty.com/ Remedy is by far the simplest and best way to contact our AP SSC and will be live in Asia from 1 September. To be able to access the tool, you must activate your account by following the instructions sent to you in the email from support@salesforce.com which will be sent to you on 28 th August. This link is only active for 72 hours before it expires Sample supplier email for Remedy account activation Please note the following key steps: Check in your spam mailbox if you haven t received the email on 28 th August. Your details (email, name, code) are sourced from the P&G supplier Vendor Master database Remedy training material will be available on the Coty supplier website https://supplier.coty.com/ In case you do not receive an email on 28 August or have difficulty logging-in, please contact our Accounts Payable team at AP_Helpdesk_SG@cotyinc.com.
C. Cutover Information and Blackout period As valued supplier partners it is crucial to ensure we follow the correct details for timely activity of any business service or goods you provide within the Coty network. To ensure that we meet the successful transition for 1 st September, we will have a cutover period covering our key processes and systems that impact our suppliers and we will not be processing any invoices or supplier data changes during this period. The cutover will include but is not limited to the following key steps: Start date 1 28 Aug to 04 Sep 2 From 25 3 From 01 Sep 4 17 Aug 5 From 08 Sep 6 From 15 7 From 15 8 23 Aug 9 25 Aug Task Blackout period, which means freezing the business data and systems. Supplier Portal: The P&G Supplier Portal www.pgsupplier.com will no longer be available. You can refer to Coty instructions for invoice enquiries and this communication for guidance. Any open purchase order with remaining quantity to be delivered to Coty will be converted to the New PO number. We will take the P&G Number and replace the 2 first digits of the existing 10 digit number with a two-letter code. Example 4512345678 will be converted to PB12345678. You can continue to refer to the P&G Specialty Beauty Purchase Order on your invoices until the PO is closed or used up. Please note that Current Material Numbers will be unchanged (for example 90863976), but any new materials will have a 12 digit number. Last date of invoice scanned for processing by P&G. Invoices will be processed by the Coty AP team in Coty systems. Please send all your invoices to the new address as indicated in this letter. Any invoices sent to original P&G addresses after 15 will be forwarded to Coty, until 13 Oct. Any document sent to P&G after this date will not be transferred to Coty. The last payment date in P&G for Invoices related to the acquired business for APAC Legal Entities. Last receipt date for any shipments to Coty. For more information please refer to our Coty Supplier Website: https://supplier.coty.com