deutsche bank paper invoice submission and compliance requirements...

Deutsche Bank Paper Invoice Submission and Compliance Requirements Vendor Guide (Sep 2016) V2.0 1

Deutsche Bank Paper Invoice Submission and Compliance Requirements (PO and Non PO)

US Region

September 2016


Contents

1. Introduction 2. Invoice Submission

3. Policy Compliance

4. Other Compliance Requirements

5. Compliance Requirements specific to vendors

i. Specific Purchase Order

ii. Blanket Purchase Order

iii. Purchase Order vs. Invoice Match

6. Credit Notes


1. Introduction This document is intended as a guide for all vendors of Deutsche Bank USA entities who submit PO and Non PO paper invoices to Deutsche Bank via email or hard copy via post. This guide provides information on how vendors should present and submit compliant invoices. Please ensure that you read this guide carefully.

The guide uses the following components:

Screenshot Illustrates the explanation. Please note that some screen shots may not match the address information, the currency or other business details for your case. The screen shots have been optimized for display on a monitor.

Please Note These boxes contain additional information

The red bullets describe the required details and include step by step instructions

We hope that you will find this guide useful and informative, a copy of this manual is also available on the Deutsche Bank Supplier Portal. Should you have any further queries which are not covered in this guide, please contact the Deutsche Bank US P2P Customer Service Desk:

• Email: [email protected] • Telephone: +1 866 364 7053

http://vendor-portal.db.com/content/en/908.html

mailto:[email protected]




2. Invoice Submission

Invoices must be submitted via email only to the following email address: [email protected]

Below are the requirements of sending your invoices via email

• Only Save 1 invoice image per PDF / TIFF file • Please do not send hard copy/paper invoices • Each invoice must be attached to a single email (i.e. maximum one invoice attachment per email) • Overall size of the email (with attachments) should not exceed 4MB • Only the following document formats are accepted: TIFF and PDF • Documents must not be compressed into a Zip/Compressed file • Invoice should not exceed a maximum of 50 pages • The system will not accept an email as an attachment • Attachments should be in black and white with minimum of DPI of 200 • Invoice should indicate a supplier email address for invoice queries • Emails should not be sent without an attachment • Logos and digital signatures should be removed from the email (this can be accomplished by changing format to ͞Plain Text͟

when sending). • Senders should avoid special characters in the email subject line (e.g.$,%,@,~,`). • Vendors on NPNP Policy should indicate the billing address as stated on DB Purchase Order.

Submitting invoices electronically

Invoices can be submitted electronically through the Ariba Supplier Network. Please contact the Deutsche Bank P2P Helpdesk for more information about submitting invoices electronically.

If your organization is eligible for electronic invoicing for Deutsche Bank and you wish to participate, please create an account by registering on the Ariba Supplier Network: https://service.ariba.com/Supplier.aw/. Once you have accessed this link, click on Register Now to complete the registration process. Should you require assistance with the registration process, please contact the P2P Customer Service Desk.






https://service.ariba.com/Supplier.aw/

https://service.ariba.com/Supplier.aw/


Invoice Contact Compliance

When receiving orders or a request for goods / services from Deutsche Bank, please request the Deutsche Bank contact name and email address.

When submitting your invoice, please ensure that you include the name and email address of the Deutsche Bank contact on the invoice copy. Without

this information, the P2P team will not be able to identify who the invoice should be processed to for payment and will result in your invoice being

rejected.

If you are unsure of the Deutsche Bank contact for your invoice, please reach out to the person who booked the goods / services

in the first instance prior to submitting your invoice.

3. Policy Compliance

No PO No Pay policy

Vendors who are on this policy are required to provide a valid Deutsche Bank Purchase Order number on their invoice prior to submitting to the P2P Team for processing and payment. Vendors who are on this policy should not provide goods or services to Deutsche Bank prior to receiving the Purchase Order from their Deutsche Bank contact.

If you have not been provided with a valid Purchase Order, please contact your Deutsche Bank contact to obtain one. Without a valid Purchase Order provided on the invoice copy, your invoice will be rejected as non-compliant.

E-Invoicing policy

Vendors who are on this policy are required to submit their invoice electronically via the Ariba Supplier Network only. Vendors on this policy are not entitled to submit invoices via paper.

Please Note: If you are unsure whether you are on either of these policies, please contact the P2P Customer Service Desk (Details on slide 3)


1. Other Compliance Requirements

The following slides contain full details of invoice compliance requirements, including examples for illustration

purposes.

The invoice copy should be of good quality. Please ensure that all information is legible before submitting your invoice

The invoice must be on a company letterhead paper. Please ensure that the letterhead provides your organization’s details such

as the company name, postal address, contact telephone number and contact email 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 can contain the special characters like - or / which are actually used as separators on reference numbers.

The invoice must have an invoice date within the last 999 days. Invoices that are older than 999 days or are future dated

cannot be processed

1

2

3

4


Other Compliance Requirements (continued)

The invoice must be addressed to Deutsche Bank USA.

Deutsche Bank USA Address Line 1 Address Line 2 City Postal Code Country

The Deutsche Bank contact name and email address must be provided on the Invoice

The invoice must quote line item details as follows:

• Item Description (description of the goods delivered or the services rendered)

• Cost per unit/net amount and total amount

Invoice Currency

5 2 3

4

5

6

6

Item Cost

Event (2 hours) 9th August 2011 @ £100.00 per hour

USD200.00

Tax @ 8.875%

TOTAL

USD 17.75

USD 217.75

7

Vendor Name: XXX

Vendor Address: XXX

XXXXXX XXXXXX

XXXXXXXX

XXXXX Vendor Contact Number: +XX X Vendor Email Address: XXX

Invoice No: XXXX

Deutsche Bank Aktiengesellschaft Filiale New York, Jersey City, NJ, US

DB Contact Name: XXXXXX XXXXXX DB Contact Email Address: XXXX@XXXXX

Invoice Date: 31st August 2011

8


9

Other Compliance Requirements (con’d) 9

.

9

The invoice must quote line item details as follows:

Item Description (description of the goods delivered or the services rendered Cost per unit/net amount and total amount If the sales tax is charged on the invoice, the Tax rate and amount should be provided, ensuring that the calculation

is correct The vendor’s Bank 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)

100


5. Compliance Requirements specific to PO vendors

i. Specific Purchase Order There are two types of Purchase Orders:

1. Specific Purchase Orders

2. Blanket Purchase Orders

Specific Purchase Orders will have the specific details of the goods to be delivered or the services to be rendered. A specific Purchase Order will have a line item with Number of Units as “Quantity”, and the Price per Unit as “Unit Price”.

1 2 3 4 5

Example: A specific Purchase Order of 2 line items: 1 2 3 4 5

Please Note: The Purchase Orders liable for USA Sales Tax charges are created for the amount excluding Sales Tax

Line Item Description Qty Unit Price Net Amount

1 Desktop 10 £100.00 £1000.00

2 Consultancy 8 £300.00 £2400.00

Please Note: Invoices for Part amount of a PO(Purchase Order)

should be processed by adjusting the PO quantity and P2P Accounts Payable system will not allow more than 3 decimal points


Blanket Purchase Orders are used to cover the cost of services provided to Deutsche Bank.

There may be several invoices submitted against one blanket Purchase Order, as these POs are generally created for the services which are spread across several months.

Example: A Blanket Purchase Order

1 2 3

2 3 4 5

Line Item Description Qty Unit Price Net Amount

1 Project Test 100,000 £1.00 £100,000 4 5 Q3&Q4 2011


iii. Purchase Order vs. Invoice Match

Once you have received the Purchase Order from Deutsche Bank, you should complete the following checks to ensure that the details on the Purchase Order are correct prior to submitting

2 your invoice.

If there are details that are incorrect, you should contact your Deutsche Bank contact and request an amended or a new Purchase Order with the correct information.

3 Checks to be completed prior to invoice submission:-

1 The Deutsche Bank address on your invoice should match the address stated on the Purchase Order.

4

2 The Purchase Order number should be stated on your invoice 1 Deutsche Bank Aktiengesellschaft Filiale New York, Jersey City, NJ, US

3 3 Your Company Address should match the address stated on the

Purchase order.

4 If you know your Vendor Account Number, you should also check

the Purchase Order to ensure it has been raised against the correct vendor account.


iii. Purchase Order vs. Invoice Match (continued)

5

5 Check that the Line Item details on your invoice match the Details stated on the Purchase Order:

• Number of Line Items

• Quantity ordered

• Description of the goods / services

• Unit Price per unit

6 Deutsche Bank Aktiengesellschaft • Total amount of the Purchase Order

Filiale New York

Jersey City, NJ, US

6 The Invoice must be addressed to Deutsche Bank:

Deutsche Bank Aktiengesellschaft

Filiale New York, Jersey City, NJ, US

Please Note: If the goods or services you deliver are liable to foreign (Non-USA) Tax/VAT, the Purchase Order total amount must include the foreign Tax/VAT amount.

Example: If your invoice amount is €100.00 and has German (foreign) VAT of 19%, the Purchase Order should be created for a total amount of €119.00


7. Credit Notes

Credit notes are the monies owed to Deutsche Bank. Credit notes should also meet the applicable compliance requirements as outlined in the previous slides.

Along with satisfying compliance requirements, credit notes must also quote the invoice number that they are related to, or the invoice number which needs to be off-set against the issued credit note.