Suppliers

Apache values its strong relationships with suppliers and is committed to providing prompt, accurate service.

Apache's e-invoicing system

Apache Canada has implemented an electronic invoicing solution to improve operational efficiency and cost effectiveness with its suppliers and throughout the organization.

Apache's e-invoicing system is an innovative approach to improving overall business processes.  Benefits include:

  • The reduction or elimination of paper invoices;
  • Faster routing of invoices for review, coding and approval within Apache;
  • An electronic record showing invoice history and current approval and payment status;
  • Overall reduction of cycle time from receipt to payment of the invoice;
  • Cost reductions in shipping, data entry, invoice storage and scanning; and
  • A more efficient process for handling vendor inquiries.

Invoice requirements

When an order is placed, an Apache representative will provide you with the following:

For invoices containing a cost centre number:

  • Six-digit routing ID number*,
  • Cost centre, (alpha-numeric identifier typically 6-8 digits in length)
  • General ledger account number, (5 digit number beginning with 6 or 7)
  • Location or UWI,
  • First and last name of Apache recipient, and 
  • Signature of Apache recipient.

*A routing ID is a six-digit number that directs the invoice to the appropriate Apache personnel when the invoice is received. If applicable, this will also be provided to you. Please note: no dashes, for example: 200xxx.

For invoices containing an AFE number:

  • AFE number**, (typically follows the format XX-XX-XXXX)
  • General ledger account number, (5 digit number beginning with 6 or 7)
  • Location or UWI,
  • First and last name of Apache recipient, and 
  • Signature of Apache recipient.

** Apache stamp on ticket/invoice shows both Route ID and AFE on the same line.  Please note the difference in format and submit accordingly.  AFE: xx-xx-xxxx  Routing ID: xxxxxx  No routing ID is required for an AFE related invoice, unless provided by the Apache personnel requesting the goods and/or service.

Additional backup previously provided along with an invoice will now be required as an electronic attachment when an invoice is submitted. This may include backup in the form of a work order, field ticket or packing slip. This backup must be signed by an Apache representative.  

It is mandatory that all vendors who are currently utilizing Cortex™ to conduct business with other companies add Apache to their system by contacting Cortex™ directly.

For those vendors who choose not to sign up with Cortex™, current payment turnaround for paper invoices is approximately 60 days.

Please ensure all paper invoices are mailed to:

  • Suite 2800, 421 - 7th Avenue SW, Calgary, Alberta, T2P 4K9 Canada

Apache will also be implementing Electronic Funds Transfer (EFT) functionality in the future for all vendors who are registered through Cortex™. This feature will not be available for those vendors who are not on Cortex™.

Benefits to becoming a Cortex™ customer:

  • Ability to view the status of invoices submitted to Apache through the CortexTM Supplier Portal;
  • Lower total cost of ownership by reducing paper involved in printing invoices, reducing postage for mailing and avoiding possible delays related to Apache locating and paying invoices;
  • Reduction in days for payments outstanding;
  • Suppliers can send electronic invoices to all trading partners on the CortexTM network. CortexTM is currently partnered with numerous workflow companies that operate in the US and Canada; and
  • Electronic submission guarantees no lost or missing invoices.

Cortex™ information

Company info:  www.cortex.net
Questions/interested in signing up: Email: insidesales@cortex.net Phone: 1 866 716 6272, option 2   
Vendor/technical support: Email: support@cortex.net Phone: 1 866 716 6272, option 1
Training materials: www.cortex.net/s/Training_Documents.asp

PLEASE NOTE:  Apache will not accept paper invoices from registered Cortex™ vendors after their sign-on date. All invoices received will be returned to the vendor so that they can be submitted through Cortex™. It is mandatory that all vendors who are currently utilizing Cortex™ to conduct business with other companies add Apache to their system by contacting Cortex™ directly. For those vendors who choose not to sign up with Cortex™, current payment turnaround for paper invoices is approximately 60 days.

Questions or concerns? Please contact vendor relations at VendorRelations@apachecorp.com.

VENDOR RELATIONS

Payment status / general invoice queries / statements:

  • Email:  VendorRelations@apachecorp.com
  • Mail: Suite 2800, 421 - 7th Avenue SW, Calgary, Alberta, T2P 4K9 
  • Phone: 1  403 531 8196 
  • Fax:  1 403 303 8566

PLEASE NOTE:  During month end, our response time may be delayed in an effort to ensure timely payment of all invoices.

Name changes / address changes:

  • Address changes: Please send a signed letter on company letterhead notifying Apache of your current/correct remit to address.
  • Name changes / amalgamations: Please send all certified company change documentation along with a signed letter stating details of the change.

    Please scan and send your required documentation to the following email address: VendorRelations@apachecorp.com 

HOW TO BECOME AN APACHE SUPPLIER

All prospective vendors must have an Apache sponsor.  This is someone working for Apache who will vouch for the company, and who is seriously considering the supplier for upcoming work.  The Apache sponsor should contact the Supply Chain Management Administrative Assistant to begin the vendor addition process. 

Please do not contact the Supply Chain Department directly as this could further delay the vendor addition process.