Guidelines to Freight Billing valid from

Transcription

1 Page 1 frm 5 G-FFS/PF C106 Freight Calculatin & Accunting Guidelines t Freight Billing valid frm (Invicing issuing and distributin fr transprt services fr the accunt f BASF SE r all ther Eurpean Cmpanies f the BASF Grup) This guideline is nt valid fr inland waterways & parcel tanker! 1. Where t find the freight payer n the frwarding rder: Either yu will find a separate statement under item 1 r use item 2, shuld there be n entry there. - What t d if the frwarding rder has nt been received: If yu did nt receive a frwarding rder with the shipment number, please cntact the respnsible transprt manager befre sending the invice.

2 Page 2 frm 5 2. T whm the invice has t be addressed and where shuld it be sent t? Based n the abve mentined infrmatin fr the freight payer, please refer t the attached Excel file fr the invice address and ther necessary details (e.g. VAT Number). 3. What has t be bserved in additin when issuing the invice? 3.1 Outbund freights Billing with ne invice All csts knwn at the start f transprt have t be charged. All deliveries frm ne shipment number have t be inviced n ne invice. Cllective invices cntaining several shipment numbers will nt be accepted Separate invices fr Delivery based n rder (Freight payer and all ther infrmatin cmmunicated by mail) Delivery based n cst centre (Freight payer and all ther infrmatin cmmunicated by mail) Delivery based n shipment Separate invices fr the fllwing cnstellatins: Natinal VAT Free f VAT Reverse Charge Duties and Imprt VAT Invice details requirements: SAP R/3 transprt number (9 r10 digits) Grss weight fr packed gds (different tax weight has t be mentined as well) Net weight fr bulk gds Place f dispatch / place f delivery and delivery date (at least the mnth) Destinatin with pstcde and cuntry (incl. name f cnsignee) Infrmatin f cnslidatin shipments Details f csts t be settled One amunt per unlading pint incl. all surcharges (all deliveries within a shipment fr a custmer have t be cnslidated) Additinal infrmatin needed: Principles fr freight billing csts (FAG) fr special / additinal csts. FAG: All csts, that are nt included in the current freight agreement at the time the transprt was cntracted r which were accrued additinally during the transprt (e.g. demurrage, diversins), have t be cnfirmed by ur transprt manager befre billing. Shuld the freight payer accept the csts, yu will receive the frm Principles fr freight billing csts (FAG) r an with shipment cst type (e.g. Y106, Z129). Additinals can nly be inviced with the shipment cst type n hand. Invices cntaining nn-apprved surcharges, are nt accepted and will be sent back unsettled.

3 Page 3 frm 5 Cmment: Return charges based n the rigin shipment have t be annunced as extra csts and be handled as such, as describe abve. Here t, the abve mentined prcedure is valid. 3.2 Inbund freights Separate invices fr Delivery based n rder (Freight payer and all ther infrmatin cmmunicated by mail) Delivery based n cst centre (Freight payer and all ther infrmatin cmmunicated by mail) Delivery based n shipment (Freight payer see 2) Invice details requirements: SAP R/3 transprt number (9 r10 digits) / rder / cst centre Grss weight fr packed gds (different tax weight has t be mentined as well) Net weight fr bulk gds Place f dispatch with pstcde and cuntry Destinatin with exact unlading pint Details f csts t be settled 4. Exprt declaratin fr VAT purpses / entry certificate The declaratin r frwarding certificate, has t be either part f the invice r as an attachment fr all crss-brder transprtatins. 4.1 Intra-Cmmunity deliveries The fllwing infrmatin must be included cumulatively: 1. Name and address f the peratr respnsible fr the transprt and the date f issue. 2. Name and address f the supplying peratr and the cntractr f dispatch. 3. Quantity f the gds f delivery and its trade name. 4. Recipients f the gds f delivery and destinatin within the Cmmunity. 5. The mnth in which the transprt f gds ended in the Cmmunity. 6. Insurance f the frwarder respnsible fr the transprtatin. Frwarders frm Germany and the EU-Cmmunity: We have dispatched/frwarded the cnsignments specified in this invice t EC member states in accrdance with yur instructins, We ensure that this statement is made t the best f ur knwledge and belief, accrding t ur business dcuments that we have n file within the territry f the Eurpean Cmmunity. Nn E.U Cmmunity frwarders: We have dispatched/frwarded the cnsignments specified in this invice t EC member states in accrdance with yur instructins. We ensure that this statement is made t the best f ur knwledge and belief. 7. Signature f the peratr respnsible fr the transprt (handwritten signature r signature exemptin accrding t OFD)

4 Page 4 frm 5 Alternatively, fully cmpleted and signed bills f lading are als accepted as prf. 4.2 Deliveries utside the Eurpean Cmmunity territry. ATTENTION: Fr all deliveries that end utside f the Eurpean Cmmunity, nly custms dcuments (preferred), alternatively, Airwaybill, Bill f Lading r a CMR that has been fully cmpleted and bearing the signature f the recipient, will be accepted. Invices withut prf f exprt, will be returned unbked! The freight frwarder is bliged t ensure the submissin f separate exprt certificates at any given time within the statutry retentin perid f 10 years. 5. What special details have t be bserved? 5.1. Particularities t sea and airfreight: There are tw existing shipments: 1. The preliminary leg 2. The main leg and n-carriage The transprt csts incurred are registered fr each shipment and therefre have t be billed separately fr each shipment. It shuld be nted that: 1. The preliminary leg cnsists f just the pure transprtatin cst excluding such csts like e.g. B/L issuing. 2. The main-leg cntains the freight rate itself, surcharges and all ther agreed csts, e.g. B/L issuing. 5.2 Exceptin fr tank cntainers in verseas business: There is n separate billing f the preliminary leg csts fr tank cntainers in verseas business. The freight has t be billed exclusively with reference t the main leg shipment (Pint/Pint r Pint/Prt rates). 6. Mre infrmatin n cperatin. 6.1Types f invicing BASF SE (including all ther Eurpean Cmpanies f the BASF Grup) in general aims fr electrnic invicing fr freights. Please cntact G-FFS/PF t discuss the future type f invicing mst suited. 6.2 Frwarder evaluatin: Based n internal evaluatins we prvide reprts t ur freight prcurement and perative units with reference t billing quality. 6.3 Crrectin f faulty psitins: Shuld yu discver an errr in the invice befre sending, it is expected that the invice will be crrected and that n crrectin credit nte will be issued. If the invice has already been sent, we will reduce the payment and therefre n credit nte will be needed n yur behalf. (If there are legal regulatins that prhibit a reductin frm ur side, we will send yu a credit nte request.). Yu will receive a reclamatin nte with detailed reasns in reference t the reductins.

5 Page 5 frm Unjustified Reminders: We have bserved that n numerus ccasins that sme accunting departments issue reminders fr invices that we have return due t being nn-cmpliant. This is ften the case when dealing with branches with a central accunting department. Please ensure that returned invices are reprted t yur accunting department s that they can take this int accunt by the accunt balancing in rder t avid unjustified reminders Regular Accunt balancing: We are als interested in regular accunt balancing as ld receipts leads t unnecessarily high prcessing wrk. Shuld yu have nt received any crrespndence frm us, althugh yur invices have remained unpaid fr a perid f six weeks, yu can assume that we have nt received the riginal invice. Please check the status f yur invice in ur Supplier prtal in the internet. Shuld yu require admissin int this prtal please cntact base.wrldaccunt-ap@basf.cm. If yu d nt find the invice in the prtal, please cntact us fr further clarificatin. Please send yur requests / payment requests t the fllwing address: As per excel-file (clumn 3 r 4) Shuld any pints in general be unclear r fr any special invice, please cntact us befre sending the invice (zf-freights-eurpe@basf.cm). BASF SE G-FFS/PF Freight Calculatin & Accunting