We’ve implemented new supply chain software

On August 4, 2020 we implemented new software to manage our supply chain functions and related business processes. All of our suppliers are affected in some way.

Our previous system for managing our supply chain functions didn’t serve our needs anymore. To be more effective, efficient, and consistent across the company, we expanded the software we already use for finance and reporting (called SAP) to also be used for supply chain. This helps us better manage our service and material acquisitions.

Training

Refer to our FAQ below to find out what you need to do differently as a result of our new supply chain software.

We encourage all Ariba-enabled suppliers to watch a series of videos that outline the updated processes of:

We also recommend Ariba-enabled suppliers review the new eInvoicing Supplier User Guide [PDF, 1.6 MB] which outlines the updated processes that took effect August 4.

Supplier engagement session

Contract language updates for payment and invoicing

The transition to our new software system includes updates to our invoicing and payment processes. To ensure existing contracts with our suppliers align with these processes, we made updates to our contract language related to invoicing and payment.

To review the contract updates, select a contract type below:

For any questions related to the above contract language updates please email SCA.ContractChanges@bchydro.com
 

Frequently asked questions

Find answers to frequently asked questions about this transition below. If you still have questions, please email us at supplier.sca@bchydro.com.

Questions about invoicing

How you're affected depends on how you do business with us today. Some of our suppliers will experience minimal updates, whereas others will experience more updates.

In general, the steps are as follows:

  1. Once a supplier has completed their work, they email the SES backup to the Contract Administrator named on their purchase order. The SES backup is an artifact, proof of completion of service, like a proforma (draft invoice) timesheets, photo, deliverable etc/ timesheets. This is the information the Contract Administrator requires to verify that the work is completed.
  2.  Once the Contract Administrator receives the SES backup, they will complete a Service Entry Sheet (SES) and have it approved.
  3. When the SES is approved, the supplier will receive either an Ariba notification (if they are Ariba-enabled) or an email from the Contract Administrator.
  4. The supplier will then submit their final invoice via Ariba or via an email to Accounts Payable if they are not Ariba-enabled.
  5. Accounts Payable then processes payment. In the case of Ariba-enabled suppliers, Ariba invoices are matched and posted automatically.

For Ariba-enabled suppliers, we encourage you to watch a series of videos which outline the updated processes of:

We also recommend Ariba-enabled suppliers review the new eInvoicing Supplier User Guide [PDF, 1.6 MB] which outlines the updated processes that took effect August 4.

We encourage you to watch a series of videos which outline the updated processes of:

We also recommend you review the new eInvoicing Supplier User Guide [PDF, 1.6 MB] which outlines the updated processes that took effect August 4.

For suppliers that use Ariba: You'll continue to receive invoice status updates in Ariba.

For suppliers that don't use Ariba: You can email our Accounts Payable Helpdesk or call 604 663 3572 for invoice status updates.

Email our BC Hydro Accounts Payable Helpdesk or call 604 663 3572 and we'll help you with any questions.

No, your order and an approved Service Entry Sheet (SES) must appear in Ariba before you can invoice. BC Hydro will now require an approved Service Entry Sheet in the system as a confirmation of the received services before suppliers can invoice.

Watch our Service Entry Sheets and Invoicing video for further detail.

A complete and accurate invoice is the best way to help us pay you on time.

If you have a Purchase Order (PO) your invoice must be addressed to BC Hydro and include the following:

  1. An invoice number.
  2. Total invoice value, with taxes clearly identified.
  3. Quantity and unit price.
  4. GST / HST Registration Number (if you're charging GST / HST).
  5. A BC Hydro Purchase Order Number.
  6. Service Entry Sheet number
  7. Contact name and email address of person responsible for your invoicing process.
  8. Invoice attachment needs to be a PDF.

If your invoice is missing information it can't be processed and will be returned to you for correction.

BC Hydro pays invoice terms from date of receipt.

Questions? Email us at accountspayable@bchydro.com or call 604 663 3572.

See this job aid [PDF, 549 KB] on how to tell if your Purchase Order is new or a converted Purchase Order from the old system.

Suppliers can turn on the SES notifications by logging in to Ariba and follow the below steps (see page 8 of the eInvoicing Supplier User Guide [PDF, 1.6 MB] for more information) 
  1. Click on company settings
  2. Click on notifications.
  3. Click on network notifications.
  4. Click on all check boxes beside Service Sheet Failure and Service Sheet Status Change.
  5. Enter up ​to 3 email addresses for each notification.
  6. Click on Save.

General questions

BC Hydro has implemented a new software system to manage our supply chain functions and some of our business processes have been updated as a result. The new software and business processes are expected to provide the necessary supply chain tools for us to more efficiently and effectively manage third-party materials and service acquisitions.

Our current system was implemented over 15 years ago and no longer meets our needs. The new system allows us to realize a number of benefits that aren't currently possible due to constraints in our existing system.

We've implemented an Enterprise Resource Planning (or ERP) system called SAP to manage most of our supply chain functions.

If you don't currently have an active contract with BC Hydro, you'll only be affected if and when you begin doing business with us again. At that time, your BC Hydro Representative will explain how you may need to work differently with us.

Questions about contract language

The updated contract language will automatically replace the current invoicing and payment section in your contract. We ask that you review the new language and let us know if you have any concerns. If we don’t hear from you by August 31, 2020, we’ll deem you to have accepted the updated contract language.

The new contract language will be effective August 4, 2020 in alignment with our new software system going live.