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Approval Guide of Payment Statements

Process for contractors and consultants – Vicuña Argentina.

What is the Payment Status?

The Payment Statement, hereinafter EDP, is the method used in our company for the certification, review and approval of the services provided. We use an Excel format that provides us with important information regarding the service contract that Vicuña has with each of its suppliers. The periodicity in most cases is monthly. Although there are also exceptional cases measured based on the progress of their work. Always defined by contract.

Objective of this guide:

– Establish the EDP approval process in Vicuña Argentina.
– Optimize management times.
– Assign roles and responsibilities.
– Define the review and approval flow until the issuance of the invoicing order.

1. Start of the process

  • The contractor or consultant must send the EDP and its supporting documentation to: ar.edp@vicuna.com.
  • Subject of the mail:
    “Name of the Contractor – EDP No. XX – Month – Contract No. XXX

2. Review of requirements and formats

  • Cost Control verifies that the EDP matches the service order/contract (units, prices, currency).
  • If the EDP includes items not approved or not formalized by change order/addendum, it will be rejected.

The EDP must include:

  • Name of the contracting company.
  • Contractor’s data: company name (mandatory), CUIT or others (optional).
  • EDP details: sequential number, issue and service dates, billing period.
  • Service data: contract number, total approved amount, requested amount, accumulated amount.

 

3. Supporting documentation 

The EDP must be accompanied by technical evidence to support the service performed, such as:

  • Photographic records.
  • Minutes of deliverables (drawings, data sheets, etc.).
  • Technical reports approved by the user.
  • Other documents agreed in the contract.

4. Review and approval

EDP does not imply authorization to invoice.

Areas involved:

    • Cost Control: Verifies prices, accruals, technical documentation.
    • User: Reviews technical aspects (hours, progress, scope).
    • Contracts: Verify contractual conditions, addenda, reimbursements.

Validation is performed in DocuSign, starting with Cost Control and continuing with User and Contracts.

 

 

5. Corrections or rejection

  • If any of the areas make observations, the contractor must correct and resubmit the EDP (version “Rev. X”).
  • In special cases, the EDP may be partially approved.

6. Issuance of billing order

  • Once the EDP is approved, Cost Control authorizes the invoicing by e-mail.
  •  The contractor must send the invoice along with the approved EDP to the Accounts Payable area: ar.cuentasporpagar@vicuna.com.

 All payment related inquiries should be directed to Accounts Payable.