Supplier Partner Information Pack

Transcription

1 Supplier Partner Information Pack July 2017

2 Welcome Dear Supplier Partners, We would like to welcome you as a valued supplier to and take this opportunity to provide you with the information to successfully submit your future invoices and helping you get paid faster! Your business relationship with has strict policies and procedures governing our expenditure with our suppliers. It is important that suppliers follow these procedures as it will result in more timely and accurate invoice payment. In general, requires all new suppliers to be approved and set up on our Source-to-Pay systems in advance of any transaction; at this time, and throughout the life of the relationship, we also must complete Due Diligence / Anti-Money Laundering / Preventative Crime checks. This means that may sometimes require additional information from suppliers before we can make ongoing invoice payments or initiate new supplier relationships. Please do not take on business without having received a Purchase Order, we operate a strict "No Purchase Order, No Pay" requirement. Our preferred invoice method is via electronic invoice using the Ariba Supplier Network (also known as ASN). The ASN provides a streamlined invoice-to-pay platform allowing you not only to submit the invoices directly into our system but also to monitor their status and view purchase orders. Please note Ariba is NOT available for use in India or Spain. Kind Regards, 1

3 Contents Onboarding to payment process flow Contacting our P2P Helpdesk Submitting an electronic invoice Submitting a paper invoice Paper invoice requirements Credit Notes Appendix Supplier Policies

4 7/12/ DB Blue template Onboarding to payment Process Flow ON-BOARDING You will need to complete a Vendor Information Form. (Click here to access or use below link: /Documents/Vend or_information_fo rm.xlsx Once completed, print on your letterhead, scan and return to your contact for action You will receive an notification once you re onboard. Once on-board, your Deutsche Bank contact will raise a purchase requisition, once fully approved you will receive an with your purchase order details. Please do not take on business without having received a valid purchase order. PURCHASE REQUEST/APPROVAL INVOICE SUBMISSION Submit your invoice for processing and payment. Our preferred method for invoice submission is via Ariba. However, if submitting invoice by paper, please make sure you include a valid purchase order further information on invoice requirements can be found in this document. GOODS RECEIPT Once your invoice is received, Deutsche bank will validate goods/services received and process invoice. PAYMENT Payment will be made in accordance with payment terms as set out in our contract/agreement For any queries regarding these steps please contact the friendly staff at our P2P help desk 3

5 Contacting our P2P Helpdesk The friendly staff at our P2P Helpdesk will assist with all your invoicing and purchase order queries ensuring you get paid on time. Please note, the below addresses are not to be used for invoice submission, invoices must be sent to our invoice processing mailbox as detailed on slide 6 Australia au.p2phelp@db.com Tel: Hours: 09:00-18:00 (East Time) Germany dbbuyer orders: de.p2pbeschaffung@db.com Tel: Invoice issues: de.p2phelp@db.com Tel: Hours: 09:00-18:00 Hong Kong hk.p2phelp@db.com Tel: Hours: 09:00-18:00 Singapore sg.p2phelp@db.com Tel: Hours: 09:00-18:00 United Kingdom dbbuyer orders: uk.p2p- Purchasing@db.com Invoice issues: uk.p2pinvoices@db.com Tel: Hours: 09:00-18:00 United States dbbuyer orders: us.p2p- Purchasing@db.com Invoice issues: us.p2pinvoices@db.com Tel: Hours: 09:00-18:00 (East Time) India ind.p2phelp@db.com Tel: (from outside India) Hours: 08:00-18:00 4

6 Submitting an electronic invoice Our preferred invoice method is via electronic invoice using the Ariba Supplier Network (also known as ASN). The ASN provides a streamlined invoice-to-pay platform allowing you to submit the invoices directly into our system for faster payment of your invoices, it also offers users the ability to monitor purchase orders and invoice payment status. If your organization would like to submit invoices electronically to, please create an account by registering on the Ariba Supplier Network: Once you have accessed this link, click on Register Now to complete the process. Should you require assistance with the registration process, or have any further queries regarding electronic invoice submission please contact your local Ariba helpdesk, please follow link to find the contact number for your region: Not available in India or Spain Please follow below link to see information about Ariba fees Ariba-Network-Fulfillment-Orders-and-Invoices-Supplier-Fee- Schedule.pdf 5

7 Submitting a paper invoice Billed Region AU BR SG is strictly for invoice submission only do not send any queries to the above addresses einvoice via Ariba Scanned invoice Australia Yes auinvoice.processing@db.com Germany Yes Not available Hong Kong Yes hkinvoice.processing@db.com India Not available Not available Singapore Yes sginvoice.processing@db.com United Kingdom Yes invoice.processing@db.com United States Yes us.p2p-poinvoices@db.com Mandatory hard copy invoice submission by post Yes AG GS-Accounts Payable LSS5 Alfred-Herrhausen- Allee 16-24, Eschborn Germany Yes AG Accounts Payable Nirlon Knowledge Park, Block 1 5th Floor, Western Express Highway, Goregaon (E), Mumbai , Maharashtra Please do not resend duplicate invoices prior to invoice due date Handy Tip! calculates payment terms based upon receipt of compliant invoice, therefore to ensure fast payment submit your invoice as soon as possible! - Invoice format as PDF or TIFF file - Include name and contact address on invoice e.g. john.smith@db.com - Display Purchase Order (e.g PO ) - Maximum 1 invoice attachment per please do not send with multiple invoice attachments - Valid billing address should be indicated on invoice - Overall size of the (with attachment) should not exceed 4MB - Documents must not be compressed into a WinZip file - Invoice should contain a maximum of 50 pages - System will not accept an as an attachment - Attachments should be in black and white with a minimum DPI of Invoice should indicate a supplier address for invoice queries - s should not be sent without an attachment. - Senders should avoid special characters in the subject line (e.g. $,%,@, ~,` ) 6

8 Invoice requirements To get paid faster make sure you; - Provide a formal invoice. The following types documents will NOT be accepted - Pro forma invoice - Delivery note - Receipt - Statement - Provide a good quality invoice copy, please ensure all information is legible - Provide an invoice on a company letterhead. Please ensure that the letterhead provides your organization's details such as the company name, postal address, contact telephone number and contact address - The invoice must have an invoice number / reference and the invoice number should not have more than 16 characters. It should not contain special characters such as!@#$%^&*() but, this can contain the special characters - or / - PO invoices only: if your invoice is subject to No PO No Pay the purchase order number should be displayed on the invoice GERMANY ONLY: to view all invoice requirements please refer to tax legislation ref. 14 UStG 7

9 Invoice requirements To get paid faster make sure; - The invoice must have an invoice date within the last 999 days. - Invoices are NOT future dated - Invoice is addressed to the correct Legal Entity name as per the details stated on purchase order you receive, or as per the agreement with DB, some examples shown below, please note they might differ to information shown on purchase order or agreement; Australia AG Accounts Payable GPO BOX 4322 SYDNEY NSW 2001 Germany AG, Alfred-Herrhausen-Allee 16-24, Eschborn, Germany Hong Kong 52/F International Commerce Centre, 1 Austin Road West, Kowloon, Hong Kong India AG Accounts Payable Nirlon Knowledge Park, Block 1 5th Floor, Western Express Highway, Goregaon (E), Mumbai , Maharashtra Singapore AG Singapore Branch 1, Raffles Quay, #17-10 Singapore United States Aktiengesellschaft Filiale New York Jersey City, New Jersey United States United Kingdom AG PO BOX Winchester House 1 Great Winchester Street London EC2N 2DB Note: Manual invoice submission by post is mandatory for Germany and India 8

10 Invoice requirements To get paid faster, make sure your invoice contains information regarding the services/goods provided; - invoice reconciler name and address must be provided on the invoice e.g. john.smith@db.com. If you are unsure of the invoice reconciler details, please contact the person who requested the goods/services prior to submitting your invoice - Invoice information should match the details stated on purchase order and should include: - Item Description (description of the goods delivered or the services rendered) - Quantity ordered - Cost per unit/net amount and total amount - Invoice currency - If GST/VAT or other relevant tax is charged on the invoice, the tax rate and amount should be provided as a separate line item, ensuring that the calculation is correct. - If charging in foreign currency, e.g. a vendor in Australia is charging USD, please provide the USD/AUD exchange rate details on invoice e.g. USD/AUD GERMANY ONLY: Delivery Date 9

11 Invoice requirements To get paid faster, make sure your account and any tax details are clearly stated on the invoice; - Supplier s Bank Account Details must be provided on the invoice copy as detailed below: - Bank Name - Account Name - Account Number - Sort Code (ABA/Routing number for US banks) - SWIFT Code - IBAN Number (mandatory for all European countries) - If amounts are applicable for GST/VAT or any other service taxes, then the relevant tax registration numbers need to be visible on invoice - INDIA ONLY: Authorised digital or actual signature of service provider should be displayed on invoice 10

12 Credit Notes Please ensure that credit notes quote the invoice number and purchase order number which needs to be offset against the issued credit note. 11

13 Appendix Supplier Policy One Bank Account The Policy requires to make payments to a single supplier bank account. We are unable to setup multiple bank accounts per supplier ID. Bank accounts on invoices must match what was setup during supplier onboarding process. One Currency The Policy requires suppliers to invoice in one currency per billed DB Region. For example, a supplier providing goods or services for DB Germany cannot submit some invoices in Euro and other invoices for the same services in British Pounds. suppliers that provide goods or services to multiple DB Regions can invoice in multiple currencies but only invoice in one currency per region or country. Generally payment currency can be made either in local currency of DB entity, local currency of supplier entity or Euro. Bank Charges pays its charges and suppliers pay charges levied by their beneficiary bank & the intermediary bank. No PO No Pay (if applicable) requires all new suppliers to be approved in advance. Strict pre-approval using Purchase Order is mandatory. Should the supplier be providing goods and services on a regular or repetitive basis, Purchase Order must be created by the respective s contact prior to receiving goods/services. Invoices without reference of a Purchase Order will be rejected. e-invoices (if applicable) For suppliers that issue more than 15 invoices per year, it is requested that the supplier submit all invoices to electronically through the Ariba Supplier Network (ASN). Any paper invoices submitted by vendors that have registered to use e-invoicing will be rejected, the vendor will be asked to re-submit invoices electronically. Please note, e-invoicing is NOT available for India and Spain. Payment Terms In line with standard industry practices, calculates payment terms based upon receipt of a compliant invoice to the central P2P inbox. Submitting an invoice via paper or post direct to your business line contact will delay the registration of the invoice in our Accounts Payable system as well as payment. Invoices submitted electronically via Ariba Supplier Network (ASN) will have the payment terms calculated from the date of the e- invoice. Please note that DB standard payment terms are 30 days for e-invoices and 45 days for paper invoices unless agreed differently in the contract. Due Diligence conducts due diligence/anti money laundering checks throughout the life of the relationship. This means that may sometimes require additional information from vendors before we can make invoice payments or initiate new supplier relationships. Central Box for invoice submission For vendors that do not subscribe to electronic invoices with, are required to submit paper invoices to the centralized for invoice processing. The submission of hard copy / paper invoices is prohibited (Exceptions are Germany, India and Spain where hard copy invoice submission is required) 12