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Existing Suppliers - Guidelines and Information

All new supplier requests must be initiated by a Cisco representative and is responsible for initiating the onboarding process by engaging with Cisco Procurement.

A New End-to-End Buying Experience: Cisco Smart Buy

In late 2018, we introduced an end-to-end, cloud-based buying platform, ‘Cisco Smart Buy’, being phased in regionally across the globe. Spanning the full goods and services source-to-pay lifecycle, selected indirect or non-manufacturing suppliers (and direct or manufacturing suppliers providing indirect goods and/or services), will need to be enabled on the Ariba Network, the end-to-end digital solution for collaborating on transactions.

If you are a supplier transacting on Smart Buy, you will need:

  • An Ariba Network account, and;
  • A complete Cisco registration form

Learn more: about Cisco Smart Buy

Cisco Indirect Procurement Policy Deployment for Suppliers


To help simplify operations, Global Procurement Services has implemented an Indirect Procurement Policy (IPP) (for non-manufacturing-related buying). This policy governs the full buying process worldwide and includes:

  • Buying
  • Contracting
  • Contingent resource approvals
  • Purchase orders
  • Invoicing
  • Payment

Statement of Work Signature Instructions


No Signatures:

Cisco has determined that, in the countries listed below, Statements of Work (SOWs) will no longer require a signature from either Cisco or the Supplier. This process is deployed to make doing business with Cisco easier, quicker and more efficient by reducing the administrative burden on both parties.

The following countries will no longer require signatures for SOWs:

Australia France Norway United Kingdom
Austria Germany Portugal United States
Belgium Ireland Scotland  
Canada Italy Spain  
Denmark New Zealand Sweden  
Finland Netherlands Switzerland  

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The agreed Statement of Work will be sent out to the supplier together with the authorized Purchase Order and will present Cisco's offer to buy.

The aforementioned section will not apply to all purchasing transactions in these countries. A signature will be required in the countries above in the following circumstances:

  • Non-PO purchases in a PO exception category. You can find an overview of these categories on Purchase Order Information page
  • Real Estate transactions
  • Leases
  • Hotels and Events

If there are any requirements driving the need for signatures, please make them known to the Cisco individual responsible for accepting the Work or Work Product on behalf of Cisco.

Signatures:

For the countries not mentioned in the list above Cisco does require a signed Statement of Work. The Statement of Work must contain the signature of both the supplier and the Cisco representative. Cisco accepts the following three signature methods:

  • Traditional; paper-based signature process also called a "wet" signature
  • Digital; same as above but a paper document is scanned and becomes a digital softcopy that can be emailed
  • Electronic; software application that replicates the signing process and provides encryption and user authorization (i.e. DocuSign, Fieldglass)

General Invoice Submittal Requirements


For specific country requirements, addresses for submitting invoices, and accounts payable support details, select the theater in which you are billing:

For prompt payment, follow these general invoice submittal requirements:

  • For all services and products that require a purchase order, make sure that the Cisco purchase order number appears on your invoice. If no purchase order is required, the requester must include the complete name, General Ledger code, and department number (provided by the Cisco requester) on the invoice.
  • Clearly state the purchase order number on the invoice. Invoices must not refer to more than one purchase order.
  • Make sure that the invoice matches line items, descriptions, quantities, and prices with the corresponding information on the purchase order. If the information does not match exactly, payment may be delayed.
  • Make sure that the supplier details and supplier name on the invoice are the same as on the purchase order.
  • Do not invoice for items that are not on the purchase order.
  • If taxes and freight are applicable to the purchase, make sure that these items are added on a separate line.
  • Do not invoice Cisco before the material or services are delivered.
  • Refer to Accounts Payable Information on this website for accounts payable contact information and to determine whether hard-copy invoices are required.
  • Consider using electronic funds transfer (EFT) for payment. There are several options for receiving payments and remittance advice notification from Cisco. Cisco, however, encourages its suppliers to use EFT.

Supplier Information Updates


If you are required to update your company information (legal name, address, bank details, purchase order transmittal information, remittance advice address, etc.), you need to:

  • Provide your exact supplier name and a sample purchase order number, as stated on previous purchase orders. If you use multiple billing locations, provide a sample purchase order from each location.
  • Send your email or hard-copy original to one of the following mailers (based on your billing location). Make sure that your address is the same as the address stated on your invoice:
    Asia Pacific (excluding Japan)
    Europe
    Emerging Markets
    US
    Japan

Shipping Information


Do not ship quantities greater than what is stated on the purchase order. An authorized change to the original purchase order is required in advance if quantities change.

An itemized packing list must accompany each shipment and must include:

  • Cisco part number (if applicable)
  • Description of the line item
  • Cisco authorized purchase order number
  • Line items that correspond with the line items on the Cisco purchase order.

Shipments to China and India must have a packing slip and an invoice, as required by the receiving departments in those countries.

Non-Cisco Worker Travel Guidelines


If Non-Cisco Workers (Temporary Workers, Third Party Contractors, Vendors or Partners) are requested to travel on behalf of Cisco, the following procedures apply:

All Non-Cisco Worker travel must be approved by a Cisco Full-Time Employee (FTE) who is the project budget owner (in writing) prior to traveling on authorized Cisco business. Cisco will reimburse non-Cisco workers for all reasonable and necessary expenses incurred in accordance with the following guidelines:

  • Non-Cisco workers may take advantage of either Cisco’s corporate travel platform or book through their own company’s travel program. Cisco’s Travel team will provide booking support and access to Cisco’s online booking tool.
  • Cisco's online booking tool cannot be used to book any personal travel. Non-Cisco worker’s spouse/family/significant others are not eligible for any Cisco negotiated travel discounts.
  • Non-Cisco workers will be required to pay for travel, booking and change fees with a non-Cisco form of payment.
  • Travel reimbursement will be via standard payment processes to the Vendor.
  • All travel expenses must be detailed in the Cisco Statement of Work.
  • It is the vendor’s responsibility to provide full insurance coverage for travel. Cisco holds no responsibility at any time, for any reason during travel for any event. This includes but is not limited to insurance for delayed/lost luggage, personal property, travel accident insurance, AD&D insurance, rental car insurance, etc. Cisco will not reimburse supplier in the event of theft, loss, or destruction of the non-Cisco worker’s personal property.

Travel Booking Guidelines:

Air & Rail Travel
  • Use good judgement and select the lowest logical fare for domestic or international travel.
  • Do not book more expensive air fare to leverage personal frequent traveler benefits.
  • Cisco will reimburse for coach/economy class fares only.
  • Documentation of air fare booked must be provided for reimbursement.
  • Use of private planes or leased aircraft is not permitted.
Accommodations
  • Reimbursement for accommodation is based on standard rooms only.
  • Room upgrades are not reimbursable.
Car Rental
  • Reimbursement is based on mid-size or intermediate cars.
  • All insurance is the responsibility of the non-Cisco worker’s employer.
Motorcycles
  • Mopeds, scooters, motorcycles and motorbikes are prohibited for rental while on Cisco business, traveling on Cisco business and/or participating in Cisco sponsored/paid events.

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Compliance with Export Regulations


Cisco uses and produces technology that is subject to the U.S. Export Administration Regulations (EAR). Cisco requires suppliers to certify compliance with applicable export regulations when onboarding contingent workers.