Vendor Invoice Status

Vendor Invoice Status

Technical upgrades to supplier systems

ConocoPhillips is upgrading its Enterprise Resource Planning (ERP) software, which facilitates many of the company’s business processes. As of August 2023, the Canada business unit transitioned to GEP Smart for supplier onboarding and invoicing. Click here for more information.

Invoices or invoice data can be submitted to ConocoPhillips in several ways, including physical mail or email submission for OCR clients with paper invoices, or electronically if you already have an account in our GEP system.

Whether you use OCR or GEP SMART, you must have a Purchase Order (PO) number on the invoice when you submit it.  If a Purchase Order number is not available, please ensure you enter the name or UserID of the Order Contact.

Always ask yourself: “Is my Purchase Order number on the invoice?”

OCR (Optical Character Recognition) Clients

If you are an OCR client, you can submit your invoices by email or physical mail. To submit via email please follow Canada - OCR Email Instructions below:

Warning – if you have been enabled for GEP submission through either Web Portal or Direct Connect, please do not submit your invoices through this submission method below. 

Email Subject Line Requirements  

  • Please include your vendor number, vendor name and invoice number(s) in the subject line of your email. (Ex. 1000000-ABC Company-Inv# 54321) 

Invoice Attachment Requirements  

  • Ensure the email attachment meets the guidelines below. 
  • PDF is the only supported document type. 
  • The file name of the attachment must not exceed 50 characters.  
  • If an attachment contains the invoice plus backup pages, the invoice must be the first page of the attachment.  
  • Attachments containing more than one invoice are NOT allowed. This will result in the entire attachment being scanned as only one invoice and not as multiple invoices. If you are submitting multiple invoices, please be sure to attach each invoice as a separate attachment. 
  • Avoid scanning invoices in color as this can cause the file size to be extremely large. 

To submit invoices via email, please send to CAStandard@conocophillips.com

To submit a physical invoice, please mail your paper invoice to:

ConocoPhillips Canada
PO Box 2566, STN M
Calgary, AB
T2P 2H7

Invoice Content Requirements for physical mail or email submission - Be sure ALL are met to avoid rejection: 

  • Must be addressed to the proper legal entity name. Separate invoices may be required while performing work for more than one ConocoPhillips Canada legal entity. Joint Advisory Letter 
  • ConocoPhillips Order Contact Name (provided by the person placing the order for goods or services) on the face of the invoice OR valid ConocoPhillips Purchase Order or Pricebook Number
  • Company Code 
  • Vendor Name 
  • Remittance Address 
  • Invoice Date 
  • Invoice Number 
  • Invoice Amount 
  • Tax Amount (if applicable) 
  • GST Number 
  • Purchase description 
  • Plant (if applicable)

Wondering about the status of an invoice?

You can check the status of your invoice using the GEP Invoice portal.  Login to the GEP SMART web portal here. Select the Invoice Tab and review the status, payment date and payment method of each document submitted.

If further assistance is still needed after checking the GEP portal, please click here to submit a ticket.

For more information call the Accounts Payable Hotline at 403-532-5088.

GEP SMART Clients (e-invoicing Clients)

If you are a GEP SMART client, please submit your invoices electronically through the GEP SMART web portal (or as an integrated client if you have been configured for a direct system to system connection with GEP & ConocoPhillips Canada). Links to the supplier job aids on how to create a Service Confirmation from a Purchase Order and how to create a Purchase Order based material invoice can be found in the table below.

You can login to the GEP SMART web portal here. 

Additional contact information for GEP SMART clients:

COMPANY

​ISSUE

​CONTACT

Confluence

Supplier Job Aids

Atlassian

Jira

Supplier Help Site

Jira Service Management

Reminder of Invoicing Requirements

To remind our vendors of our invoicing requirements, Supply Chain issued a letter (dated September 10, 2018) to all vendors who have invoiced ConocoPhillips Canada since January 2018.

Vendors are required to be aware of all ConocoPhillips invoicing requirements as they pertain to invoicing the proper legal entity names and when to split invoices while performing work for more than one ConocoPhillips Canada legal entity.

Please be aware that invoices that do not reference the correct ConocoPhillips Canada legal entity will be rejected and the vendor will be required to resubmit their invoice.