Introduction

The world’s business environment is changing – becoming more electronic. BC Timber Sales is committed to effective and efficient business practices that benefit both BC Timber Sales and our contractors. As a first step in a move towards full electronic submission and processing of invoices and supporting documentation BC Timber Sales is centralizing the receipt of invoices to Timber Sales Offices, and promoting the electronic submission of invoices and supporting documentation via email.

Effective September 1st, 2005, we are requesting that our contractors submit all invoices in one of the following two ways:

1. Electronically through the link provided on the menu at the left of the page (preferred), or
2. If you do not have internet access or are unable to submit invoices electronically you can submit via regular mail or delivery to your local Timber Sales Office.

Over time BC Timber Sales will work with our contractors to reduce the number of invoices submitted via option 2 towards having 100% of invoices submitted electronically via email.

BC Timber Sales requests that contractors do not hand deliver or mail invoices to the Contract Co-ordinators or Field Team offices.

Instructions

Six step process to submit an invoice.

1. Create email using appropriate Business Area link
2. Format email subject line
3. Attach invoice
4. Attach Contract Cost Summary
5. Attach other supporting documentation as required
6. Send email

Step 1 – Create Email

• To submit your invoice first create an email direct to your Timber Sales Office by clicking on the appropriate Submit Invoice To: link on the left.

Step 2 – Format Email Subject Line

• Enter the first four letters of your company name at the front of the email subject line in front of the Business Area name

Step 3 – Attach Invoice

• Attach your invoice to the email
• Invoices can be attached in the form of a Word, Excel or Adobe.pdf document.

Step 4 – Attach Contract Cost Summary

• Invoices should be supported by the appropriate completed BC Timber Sales’ Contract Cost Summary template.
• Contract Cost Summary templates breakdown costs to the activities and blocks or roads worked on and are used to support BC Timber Sales’ cost accounting requirements.
• The templates (Forms 1221a-e) are available on the Public Forms Index.
• Instructions for completing the templates are also available on the Public Forms Index (Form 1221a- BCTS Contract Spreadsheet Cost Summary Instructions).
• Attach your completed Contract Cost Summary template to the email.

Step 5 – Attach Other Supporting Documentation as Required

• Back up or other materials supporting your invoice can also be attached in the form of a Word, Excel or Adobe .pdf document(s).
• If you are unable to attach the material electronically or it is inefficient or impractical to do so please mail or drop off the back up materials directly to your contract monitor so they have this information to approve your invoice and payment.

Step 6 – Submit Invoice for Payment

• Click on the “Send” icon to submit electronically for payment.

THANK YOU for helping BC Timber Sales improve its invoice processing. If you have any questions, feedback, or suggestions related to BC Timber Sales’ invoicing processes please direct them via the email link to your local Timber Sale Office.