Vendor Relations for Portal Users
For vendors already registered for the Supplier Portal, please see the following instructions:
The portal has two primary uses:
- Submitting PO-based invoices
- Checking the status of all submitted invoices (PO and non-PO invoices)
Registering for the portal:
You will receive an email from ias@notifications.sap.com inviting you to activate your portal account. Follow the instructions in the email for this one-time setup. Once your account has been activated, the portal can be accessed using this link. The invitation expires 14 days after receipt. Contact us to receive a new activation email if necessary.
- Please note that portal registration is not required to submit an invoice via email.
- Will there be a charge for new invoice portal?
- NO. There will be no charges for use of the portal or to submit invoices in the future.
Please see this document for additional information and training material on the Supplier Portal
Have invoicing requirements changed?
NO – All previous requirements remain the same, the only thing that has changed is the method of invoice submission. Requirements include:
- Non-PO Invoices require Hilcorp Representative signature and coding
How do I submit an invoice? PO invoices MUST be submitted using the portal.
Non-PO invoices should be submitted via email to apinvoices@hilcorp.com
Failure to follow these instructions will result in processing delays
What should be in the email submission?
- ONE PDF per invoice
- PDF should include the invoice with all required support
- Invoice First! Please include the invoice document as the first item in the PDF, all other required support may be attached in any order
- Digital PDF preferred over scanned PDF
- Multiple invoices may be submitted with each email
- Each PDF should not exceed 5MB in size
Will invoices that are invalid be rejected?
YES. Invoices submitted without required information will be rejected.
- Email rejections will come from sap_wfrt@hilcorp.com. This email is not monitored
- Corrected invoices should be submitted to apinvoices@hilcorp.com
What happens to invoices submitted through Cortex Workbench as of 5/31/23?
- The Cortex Workbench submission process has been disabled.
- If rejection indicated, please resubmit through new email process at apinvoices@hilcorp.com
- After 6/30/23, Hilcorp will no longer use the Cortex Workbench. If you have questions about your Cortex subscription status, please contact them directly
- Cortex subscription status or decision on refunds for unused periods are strictly handled by Enverus. Hilcorp will NOT be responsible for unused subscription fees
When will ACH Payment registration be available?
- Email and letter invitations are currently being distributed from our payment provider; FIS Global
- Please do NOT submit electronic remittance or bank account information to the invoice submission email
- Check payments will continue until successful completion of ACH registration
Does this impact Joint Interest Billings submitted to Hilcorp?
No. This does not impact the JIB process. Only applies to Third Party Vendors performing work for Hilcorp.
Other FAQs
- Do invoices still need to be signed prior to email submission?
- YES. Non-PO invoices should be signed
- When submitting an invoice, will I receive a return email indicating successful submission?
- NO. You will receive a confirmation that email was received, however any rejection notices will come later after initial processing/review.
- How do I check on status of unpaid invoice?
- The portal can be used for checking the status of all submitted invoices, both PO and non-PO.
- Should I submit past due invoices through apinvoices@hilcorp.com?
- NO.
- How should I submit Vendor statements for review?
- Please refer to Responsibility Listing attachment (Link) and send to appropriate Team Member.
- DO NOT submit statements through the invoice submission process.
- How do I update or add email addresses in your records?
- The following information will be required:
- Vendor Number (4xxxxxxx)
- Current W9
- Email addresses to be added or removed
- Email to: apvendorsetup@hilcorp.com
- The following information will be required:
Questions?
If you have questions for us regarding our e-invoicing initiative, contact us:
Email: FS2Accountspayable@hilcorp.com
Do NOT submit invoices to this email address. Any invoices received will be returned.
Additional Information for Current Vendors
Changes to Vendor Information
Address changes: Please send a signed letter on company letterhead notifying Hilcorp of your current/correct remit-to address.
Name changes: Please send all certified company change documentation along with a signed letter stating details of the change, as well as an updated W-9.
Please mail to:
Hilcorp Energy Company
PO Box 61229
Houston, TX 77208-1229
