Supplier-Invoices and Statements

Supplier-Invoices and Statements

TO: All Valued Partners / Suppliers

FROM: HHM Hotels Accounts Payable Team

SUBJECT: IMPORTANT: Invoice and Statement Procedures

Overview

HHM Hotels has successfully transitioned to Workday as our new Enterprise Resource Planning (ERP) system. To ensure seamless processing and timely payments, please review and adhere to the updated billing and escalation guidelines outlined below.

1. Standard Invoice Submission

  • Email Address: All standard invoices must be sent directly to invoices@hhmhotels.com.

  • Format Requirements: Please strictly follow the attached OCR Guidelines to prevent processing delays.

  • Supplier Portal: We have recently launched our new Supplier Portal. Registration instructions are attached to this communication for your convenience.

2. Monthly Statements & Past-Due Accounts

To ensure past-due matters are addressed immediately, do not send statements to the general invoice inbox or individual department members.

  • Direct Submission: Send all individual monthly statements and past-due payment requests directly to the respective hotel’s General Manager (GM).

  • Vacant Positions: If a hotel's GM position is currently vacant, please direct your correspondence to the designated Regional Vice President (RVP).

  • Contacts: Please refer to the attached Property Contact List for current GM and RVP contact information.

3. Escalation Process

If you have not received a response to a past-due inquiry, or if you are issuing a Final Collection / Courtesy Letter, please use the following protocol:

  1. Locate your original, unanswered email.

  2. Reply All to that email thread.

  3. CC the following Accounts Payable escalation contacts:

Action Required: Please distribute this memorandum to your billing, accounts receivable, and customer service teams to ensure our accounts remain updated and aligned.

Thank you for your continued partnership and cooperation as we optimize our financial systems.


    • Related Articles

    • Workday - OCR Invoice Requirements

      Workday OCR Invoice Requirements: ***All supplier invoices/credit memos must be submitted directly from the suppliers to invoices@hhmhotels.com, per the OCR requirements below ***If suppliers are sending invoices to the property via email, mail, etc. ...

    • FAQ HD Supply non-invoice

      HD Supply uses a document titled "Residual Item" or "Unapplied Payment" and they should not be processed. Residual Item/Unapplied Payment documents do not pass for audit purposes because there is no product listed on the invoice. They come through ...

    • FAQ How to process a DEPOSIT invoice

      FAQ: How to process a DEPOSIT invoice? • All invoices should be submitted through the OCR invoices@hhmhotels.com per the OCR Requirements. • When the invoice arrives in the OCR it will read the property name and place it in that property as a draft ...

    • Workday - Invoices@hhmhotels.com OCR Guidelines - Workday - Directives OCR pour Invoices@hhmhotels.com

      Please click here for the shared document - Veuillez CLIQUER ICI pour consulter le document d'aide partagé.

    • FAQ Late Fees

      AP doesn't pay late fees on invoices submitted through the OCR. This has always been a standard AP policy, per Bart Metha. Over Covid, our SVP of Finance, did allow us to process invoices with late fees, if the property approved the invoice. This was ...