HFMUS

Finance and Accounting

Monthly financial closing process
Management of the general ledger and sub-ledgers
Tax Compliance and Reporting
Support and Development of Financial Systems and Applications
Client Invoicing, Credit Verification and Cash Collections, Accounts Receivable Management
Vendor, Supplier, Partner, Payment Processing and Administration

VENDOR/ SUPPLIER SERVICES

As business partners, we value our relationship and look forward to working with you. The following guidelines will help us to maintain a strong working relationship.

INITIAL VENDOR SET-UP PROCESS

All new vendors are required to provide a completed and submit a W9 (US) or W8BEN (Foreign) form to Accounts Payable. Follow the links to the forms and instructions that are provided below. Please note that all forms must be signed and dated. If there is a change in the vendor’s name, address, or tax identification number, then updated forms need to be submitted as well.

No payments can be issued unless a completed W9 or W8BEN is on file.

New Vendor Set-up Forms:
W9 form
W8BEN form

Please submit completed forms, signed and dated, either by:

Mail:
Hachette Filipacchi Media U.S.
Attn: Accounts Payable
PO Box 1305
New York, NY 10101

Email:
vendors@hfmus.com

Or Fax:
212-767-4604

PURCHASING PROCEDURES

HFM U.S. issues purchase orders to authorize the purchase of goods and services. Once the goods or services are received, Accounts Payable uses this information to process your invoice for payment. The following will introduce you to our ordering and payment processes to ensure your invoices are paid promptly.

INVOICE REQUIREMENTS

HFM U.S. will pay all invoices timely. Please be sure to closely follow these procedures and submit the required information so that we may avoid delays to your payment.

Invoices must contain:

Vendor name
Remit To information
Invoice Number, Invoice Date, and Invoice Amount
Purchase Order Number
Brief description of the goods or services provided
Quantity, Unit Price, and Totals
If there are charges for Sales tax and freight, be sure that they are summarized as a separate line amount.

INVOICE SUBMISSION

All invoices can be submitted for payment to one of the following invoice submission locations.

Hachette Filipacchi Media U.S.
Attn: Accounts Payable
PO Box 1305
New York, NY 10101

Sent emailed as a PDF document to Payables@hfmus.com

Invoices in any format other than a PDF format will be rejected and returned. Sending your invoices via fax is not acceptable.

INVOICE PAYMENTS

Invoice payments are determined based on the invoice date and the payment term assigned. For example, if your invoice is dated January 1st and you are on a Net 45 Day Payment Term, the invoice would be scheduled for payment on February 15th.

PAYMENT TERMS

Our standard payment terms are:

Trade Vendors (Corporations, LLC, etc.) - Net 45 Days
Independent Contractors, Stringers, Contributors, Freelancer - Net 13 Days

PAYMENT METHOD

Invoice payments are made directly to the vendor’s bank account by Electronic Automated Clearing House method. You may sign up for this service through our vendor services website at http://vendors.hfmus.com. Follow the on screen instructions to sign up.

REMITTANCE DETAILS

The remittance advice detailing particular invoices paid by HFM U.S via ACH will be available at the HFM U.S. website for a period of 2 years. Using your TIN or SSN, log on to the vendor services website at http://vendors.hfmus.com to access this service.

CLIENT INVOICING AND CREDIT INFORMATION

Billing, Credit & Collections and Cash Application are all performed by the Advertising Services Group. Billing includes generation of client invoices for display, classified and web services. The Credit & Collections group evaluates the creditworthiness of new and existing accounts and performs all collection services. The application of cash to open receivable invoices is performed by the Accounts Receivable group.

Please contact Accounts Receivable in order to receive HFM U.S. banking details for electronic remittances to HFM U.S.

All new advertising clients are required to complete an application for credit prior to being accepted as a client.

Completed forms should be sent to :
Hachette Filipacchi Media, U.S.
Attn: Credit Department 45th Floor
1633 Broadway
New York, NY 10019

Hachette Filipacchi Media U.S. standard payment terms of sale are 30 days.

Credit applications can be downloaded here:

Credit Application

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