Headquarter: BTC Europe GmbH Rheinpromenade Monheim am Rhein Germany Tel: Fax:

Transcription

1 BTC Eurpe GmbH PO Bx Düsseldrf Germany 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. Head ffice: Mnheim am Rhein Managing directr: Dr. Mark Grzdanvic Registered in Düsseldrf, Germany Registratin N HRB Further infrmatin at: Headquarter: BTC Eurpe GmbH Rheinprmenade Mnheim am Rhein Germany Tel: Fax: inf-de@btc-eurpe.cm Branch: 1/8 BTC Eurpe GmbH Industriestr Burgbernheim Germany Tel: Fax:

2 - 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. 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 shuld be bserved in additin when issuing the invice? 3.1 Outbund freights Billing with ne invice All csts knwn at the start f transprt shuld be charged. All deliveries frm ne shipment number shuld 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 Seite 2/8

3 3.1.4 Invice details requirements: SAP R/3 transprt number (9 r10 digits) Grss weight fr packed gds (different tax weight shuld 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 shuld 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. 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. Seite 3/8

4 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 shuld 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, shuld 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. Seite 4/8

5 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) 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 shuld 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: Seite 5/8

6 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 shuld 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 ZFS/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 Seite 6/8

7 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. 6.4 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) Seite 7/8

8 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 ZFS/PF Freight Calculatin & Accunting Seite 8/8