How to invoice HSBC Hong Kong Guide for

How to invoice HSBC Hong Kong – Guide for suppliers What is changing? With effect from 30 July 2018, all Hong Kong* invoices must: ü Be submitted to HSBC through Tradeshift (preferable) or email ü Include specific information (see ‘What information needs to be included on an invoice’ section on the following page) û 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 Hong Kong*. 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 procurementvelocityhk@hsbc. com for further information on how to join the network as a Hong Kong registered company. Include the email address that our POs should be sent to and all your company Hong Kong postal 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 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 may need some IT support. Tradeshift technicians will discuss and assist you with this. 2. Send an email: Email PO and non-PO invoices for Hong Kong to supplier. invoice. hk@hsbc. com. hk (this email is for receiving invoices only). For all enquiries, please see use the contact details at the bottom of this page. When sending invoices via email, you must adhere to the following guidelines (see detail on the next page): • Invoice must be addressed to HSBC Hong Kong legal entities only (excluding Hang Seng Bank). Please provide full legal entity name on the invoice • You must send one invoice per email, other file attachments (e. g. SOW, quotation, delivery note … etc. ) are not required • Ensure file size is no more than 10 MB • Ensure the email and/or invoice document(s) are not encrypted or password protected • Always use an un-editable format (e. g. PDF, TIF). If the s canned copy or the text is not clear it will not be accepted • For PO invoices, please provide PO no. on the invoice. One invoice must match to one PO only • For non-PO invoices, please provide the HSBC named contact (Full name and HSBC email address) on the invoice 3. If, in exceptional cases, it is not possible to send invoices electronically via email, please post invoices to: Accounts Payable Hong Kong, 11/F, Tower 1, HSBC Centre, 1 Sham Mong Road, Kowloon, Hong Kong You must adhere to the following guidelines (see detail on the next page) • Invoice must be addressed to HSBC Hong Kong legal entities only (excluding Hang Seng Bank). Please provide full legal entity name on the invoice • If scanned copy or the text is not clear it will not be accepted • For PO invoices, please provide PO no. on the invoice. One invoice must match to one PO only • For non-PO invoices, please provide the HSBC named contact (Full name and HSBC email address) on the invoice Please be reminded that there may be delays in processing payment of invoices if the above guidance is not followed. Who can I contact for support? • For general questions/issues/payment enquiries: Please contact the HSBC Procurement Support Desk at procurement@procurement-support. hsbc. com or +852 3018 3451 • For Tradeshift-related questions/issues: Please visit https: //hsbc. support. tradeshift. com / or contact the HSBC Procurement team at procurement@procurement-support. hsbc. com or +852 3018 3451 INTERNAL *Hong Kong excluding Hang Seng Bank Limited 1

How to invoice HSBC Hong Kong – 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: q Supplier name and address q Supplier email address for remittance advice q ‘Bill to’ company q Supplier tax number (optional) q Purchase Order number q Invoice total excl. tax The ‘bill to’ company must be a valid HSBC Hong Kong* legal entity, and be the same as stated on the Purchase Order The Purchase Order (PO) number will be found on the Purchase Order linked to the invoice. Only use one PO number per invoice. If 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 q Tax total = zero q Invoice total q Invoice date This must be no more than 10 calendar days in advance of the invoice submission date q Invoice number This number must be unique, and contain no blank spaces q Currency If there is a PO, the invoice currency needs to match the PO currency q Bank account for payment For domestic (Hong Kong) payments, a Bank 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. At a line level q PO line number If the invoice is related to a HSBC Purchase Order, each invoice line should refer to a Purchase Order line number, to allow each line item to be matched q Item ID – include if possible but not mandatory q Description q Unit of measure q Quantity q Unit price If there is a PO linked to the invoice: • For Services, the value linked to each line of the invoice must not exceed the value on each respective line on the Purchase Order • For Goods, the unit price and quantity must both not exceed the respective price and quantity values on each PO line q Tax = zero q Unit price *Hong Kong excluding Hang Seng Bank. INTERNAL 2