Identify Need

1. How can I find out from which suppliers can I order or are available?

• Visit http://cognizant.procurement.ariba.com for a list of suppliers and related catalogs or shop for the item in CAPPS. You can expect the details of several suppliers.
   

2. How do I find out the Cognizant’s authorized buying methods?

• Buying methods
   

3. I have a purchasing question and simply don’t know where to start. Who can I contact?

• Refer the customer support and service options for guidance or send your question to: ProcuretoPayHelp@Cognizant.com
   

4. What is CAPPS and how do I obtain access to training material about raising a request?

• CAPPS is Cognizant’s online P2P tool that authorized users can use to browse supplier catalogs, non-catalogs and select and order products from many of the Cognizant's preferred suppliers. Authorized users are Cognizant associates, projects and corporate functions (with access to CAPPS). Visit http://cognizant.procurement.ariba.com for additional information, including training material.
   

5. Where can I find information on Cognizant P2P policies or procurement policies?

• Please send an email to ProcuretoPayHelp@Cognizant.com to know about the Procurement policy.
   

6. Who is authorized to sign supplier contracts or agreements, including event management, consulting, subcontracting for projects and catering for events?

• As per Cognizant’s global procurement and financial policies, the Cognizant Legal Counsel team has the authority to sign on the Master Service Agreement. The legal team assists the Procurement team in determining contract terms and conditions that are in the best interest of the organization. Commercials SOW need to be signed by the Global Procurement team for strategic and tactical sourcing. Respective user departments can also execute these commercials and SOW contracts with the supplier. However, authorized signatories need to be in accordance with designations and limits detailed in the policy.
• Please contact ProcuretoPayHelp@cognizant.com to understand the approval authority matrix for signing the contracts. For the protection of the company, every Cognizant user is not authorized to sign contracts. Otherwise, they can be held personally liable for the commitment, monetary or otherwise.
   

7. Why can’t I just pick up the phone or email and place an order to provide products and services?

• A supplier's invoice cannot be processed and paid in a timely manner without a corresponding PO number or other approved buying method such as Contracts (contract number). Furthermore, by not using an approved buying method, you could risk Cognizant’s reputation and relationship with its valued suppliers.

Initiate Purchase

1. What do I do if my requisition is rejected?

• From the requisitions Home Page:
  • Click the Requisition tab.
  • Click the Approval History for that specific requisition.
  • The Notes/Comments field will indicate the reason why requisition was rejected.
  • The requisition must then be corrected and resubmitted or cancelled and withdrawn.
     

2. What do I do if the supplier I want to order from is not listed in the approved supplier master database? (Or) what happens when I am raising a Non-Catalog request and the supplier is not in the approved supplier master data base?

• Cognizant associates can submit a request in VendorSetup@cognizant.com to recommend a new supplier. Online Supplier Application forms can be found at www.cognizant.com. Download the supplier origin country form and share it with supplier to gather the required information. The completed forms can be submitted at VendorSetup@cognizant.com.
   

3. What is CAPPS? How do I obtain training material to raise a request?

• CAPPS is Cognizant’s online P2P tool that enables authorized Cognizant associate, projects, corporate functions (with access to CAPPS) to browse supplier catalogs, non-catalogs and select and order products from many of the Cognizant's preferred suppliers.
• Every Cognizant associate is given access to CAPPS purchase requisitioning tool. All first time users (purchase requestors or approver) will be required to follow the following process.
  • Click on CAPPS link: https://cognizant.procurement.ariba.com
  • Click Forgot Password
  • Type your employee ID in the User Name box. You will receive an email with a link to reset your password and security question.
  • Log on to CAPPS by using your new password. Follow the same process to unlock the account, if you forget your password.

Visit http://cognizant.procurement.ariba.com for additional information, including training material.
 

4. Who is authorized to sign supplier Contracts or agreements, including event management, consulting, subcontracting for projects or catering for events.

• In accordance with Cognizant’s Global procurement and financial policies, Cognizant legal counsel team has the authority to sign on the Master Service Agreement. The legal team assists Procurement team in determining contract terms and conditions that are in the best interest of the organization. Commercials SOW, to be signed by Global Procurement team for strategic and tactical sourcing.
• Respective user departments can also execute these commercials, SOW contracts with the supplier. However, the authorized signatories need to be in accordance with designations and limits detailed in the policy.
• Please contact ProcuretoPayHelp@cognizant.com to understand the approval authority matrix for signing the contracts. For the protection of the company, every Cognizant user is not authorized to sign contracts. Otherwise, they could be held personally liable for the commitment—monetary or otherwise.
   

5. Do we need to provide requisitioner’s name, email ID and telephone number on a PO? Can that be shared with the supplier?

• Complete department or individual contact information along with 6 digit employee ID, email ID and telephone number is helpful to the supplier in case there are questions regarding your order.

Issue Purchase Order

1. Can I print a copy of a purchase order for a supplier?

• All approved Cognizant POs are sent electronically directly to the supplier. If a supplier claims that they have not received the purchase order, contact Global Procurement team or send an email to ProcuretoPayHelp@cognizant.com to have the order resent to the supplier.
   

2. How is freight charges, taxes handled on a PO?

• Based on the predetermined shipping terms with Cognizant suppliers, the supplier needs to ship the products. In case of any freight or delivery charges agreed, the supplier needs to ship the products, prepay the freight and add the freight charge to the purchase PO invoice. Supplier can always refer to the comments tagged in the PO for any additional charges or terms agreed.
   

3. How do I cancel my PO?

• After a PO is issued to the supplier, regardless of the transmission method (EDI or email), the order can be edited to cancel a line or the entire PO if the product has not been shipped.
  See PO cancellation procedure document for additional information. 
  
  

Purchase Order Cancellation Procedure

After an approved purchase order is transmitted to the supplier, there may be a legitimate business reason to cancel or amend one or more lines of an approved PO or the entire order. The authorized procedures for canceling a PO and terminating the legal obligation to the supplier are listed.

(See EDI supplier exceptions listed.)

Cognizant PO is a contract binding between the Cognizant and supplier. Cognizant is obligated for the cost of the product(s) listed on the PO until such time as the PO is canceled and the official notification is sent to the supplier. Before canceling the PO or any portion thereof, the supplier must be contacted by the ordering department to determine if the product has been shipped by the supplier to Cognizant delivery address.

1. If the product has not been shipped, the purchaser must inform the supplier that the product is not required, that they must not ship the product and that a formal PO cancellation will be issued and transmitted to the supplier. It is recommended that details related to the call to the supplier be documented in the Notes section of the PO (stating details such as the reason for cancellation, date of call and supplier contact name) for future reference.

2. If the product has been shipped, cancellation is disallowed for both enabled and non-enabled suppliers. In this case, resolution must be addressed via a Return Goods Policy (RGP) and supplier credit memo.

3. If the supplier receives POs via EDI, cancellation is not allowed for shipped goods. In all cases, resolution must be addressed via a RGP and supplier credit memo.

Because the order entry and processing is immediate on the supplier side when using EDI, there is no viable way to prevent a shipment from being queued. Additionally, many of our EDI suppliers ship overnight and the speed with which the order filled and packaged for shipment makes them virtually impossible to intercept for cancellation. All returns are subject to the supplier's formal return policy. The supplier may refuse to issue a credit memo if the product ordered is a special order or non-stock product. It is the responsibility of the purchaser to request the supplier, arrange for the pickup or shipment of product back to the supplier and track to get the credit memo.

4. Is it important to use an ARIBA Enabled/EDI enabled supplier?

• EDI supplier relationships are established by supplier enablement team part of Global Procurement to streamline the business process with our high-transaction-volume suppliers.
   

5. What do I do when a supplier sends me or asks me for a change order?

• The change order is possible till the goods’ receiving is not complete. The change order can be initiated either by the supplier or a requestor in the CAPPS system. Enabled suppliers can reject the PO for either cancellation or change of PO. For non-enabled suppliers, the buying team has to coordinate with the supplier and make the changes to the Purchase Requisition in the CAPPS system before the goods receiving is initiated or completed.
   

6. What happens if my supplier did not receive the PO?

• Send an email to the Global Procurement team at ProcuretoPayhelp@cognizant.com and ask to have the PO resubmitted to the supplier.
   

7. Why can’t I reuse or simply add new products or services to an existing P.O number?

• As a matter of policy, Cognizant currently does not issue change orders for the cases in which the goods receipt is accepted, consumed and paid. This policy also applies for the cases in which the PO is partly consumed. Therefore, the changes cannot be made to the balance quantities.

Take Delivery or Create Receipt

Duty to Inspect Products

The requisitioner who receives and signs for the products has the duty to inspect products upon receipt. (The recommendation is to perform this action while the delivery person is still present, because this is the most reasonable time to determine whether the correct number of conforming goods arrived without damage and if they match the PO.)

The party receiving the shipment needs to follow these steps:

1. Inspect the delivery for two things:

• Check for damage.
• Check for products matching to the information mentioned on the ordering document.
   

2. Check the products against the packing slip to confirm that the description of the products and the number of items shipped match.

3. Compare the delivered products, the packing slip and the PO if available.

4. Check for shortages or overages.

5. If shortages or overages occur, the requisitioner to discrepancies on the delivery receipt before accepting and signing for the products.

6. Be sure to retain a copy of the paperwork (delivery challan or invoice copy) for your records.

7. Initiate a claim for any damage or non-conforming goods identified during the inspection.

8. Update the accepted goods information in GRN system by logging on to CAPPS. (https://cognizant.procurement.ariba.com)

 1. What do I do when the delivery is not what I ordered?

• Visit Goods Receipt policy for information.
   

 2. What if I’m having a problem taking receipt?

• Please contact or send and email to the Global Procurement team at ProcuretoPayHelp@cognizant.com with all supporting information to resolve your receipting problems.
   

 3. What is the impact of creating a receipt in CAPPS system

• Creating a receipt in CAPPS system automates the invoice approval process and allows the invoice to be selected for payment.
   

 4. Who can receive goods or services in CAPPS system?

• Requisitioner or Preparer can take receipt of goods or services in CAPPS system.
   

• This is a departmental decision. Packing slips should be signed and dated confirming delivery in good condition and sent to the appropriate designee or Accounts Payable team for considering for payment.
  
  

 6. I have an exceeded ordered delivery. Why is the line item of the requisition no longer visible for me (the requisitioner/recipient) to receipt in ARIBA?

• After the item has been fully receipted, it is no longer eligible to be receipted from within the Requisitioner responsibility. The exceeded ordered delivery to be returned to the supplier as per Goods Return Policy (GRP)

Process Invoice

Cognizant’s Accounts Payable department is responsible for the timely processing of supplier invoices issued against approved POs. Upon shipment of products or services performed as requested on the official purchase order, the supplier is required to submit all corresponding invoices in a timely manner directly to Accounts Payable (within 7 business days from shipment or service completion) as instructed on the PO. The supplier invoice must reference the same supplier information contained on the PO, a unique invoice number, the invoice date and the appropriate Cognizant purchase order number so that the Accounts Payable can process.

Visit Supplier Invoice submission Guidelines for more details (Navigation link to Invoice submission guidelines to be provided)

1. How and where do I account for freight charges on a purchase order?

• Cognizant PO terms state that freight must be prepaid by the supplier and added to the invoice. The requisitioner must not include freight as a separate line, when creating a PO. Accounts Payable (AP) enters the freight as additional line to the invoice. This item is not matched to the PO and does not create a hold.
   

2. How do I release an invoice on Reject/Hold?

• Every invoice rejected will be held in respective exception queue for necessary action. Stakeholders who have access to such invoice exceptions queue should provide required information for the invoice and move to the next level for processing.
   

3. What if I receive an invoice in my Ship to address or to a respective department address?

• Immediately forward the invoice to the AP office. Notify the supplier that our PO specifies the AP office and address to which all invoices need to be submitted. If the supplier continues to send invoices directly to you, contact Global Procurement team at ProcuretoPayHelp@cognizant.com and notify the issue.
• Supplier invoices must be sent directly to AP address
  
  Cognizant Technology Solutions India Pvt. Ltd. 
  Invoice Receiving Station (Accounts Payable Department)
  165/110 Menon Eternity, St. Mary’s Road 
  Alwarpet 
  Chennai - 600018 
  India 
  Attn.: 6-digit Cognizant ID of Cognizant Employee Who Placed Order

Process Invoice

1. How can a supplier obtain access to CAPPS to track their invoices?

• Supplier can write to ProcuretoPayhelp@cognizant.com to obtain access to CAPPS Payment system. Cognizant has provided User ID and Password to log on to CAPPS and view the status of their invoices in the system.