Procurement

PURCHASE TO PAY INFORMATION FOR ASIA PACIFIC COUNTRIES

Invoice requirements and submission

Email, file and invoice quality requirements for Asia Pacific Countries

All invoices sent via email must be submitted to the designated email address. Any other document or statement submitted to this email address will be deleted. All vendor inquires, including questions about invoice requirements, payment status for a past due invoice, and submissions of statement of accounts should be submitted to the designated email address.

a) Email and attachment requirements for invoice submission are:

  • Supported file types: PDF and TIF
  • No password protection or encryption within the email attachment
  • Only one invoice per attachment, multiple attachments per email are ok
  • Any attachment with information relevant to the invoice need to be sent in the same document, whereby the invoice needs to be placed on the first page of the document

b) Invoice quality requirements are

Content wise

  • Evonik “Bill to” company must be stated on invoice including VAT registered number, if applicable
  • Evonik “Bill to” and “Ship to” address must be stated on invoice
  • Invoice reference number must be stated on invoice
  • Vendor bank account details should be stated on the invoice
  • Vendor must bill the agreed price as indicated on purchase order or accepted by requestor
  • Invoice is original or clearly marked as invoice, sales invoice or tax invoice
  • All tax invoices must fulfil VAT/GST requirement as per respective country regulation
  • Line item description of goods or services, including Evonik’s material number, if applicable, must be stated on invoice
  • Quantity and unit of items must be stated on invoice and match against purchase order
  • Valid purchase order and line item number if any, must be stated on invoice (PO#4702800354-10 ; 10 = line item 10 ).
  • Invoices must contain the Evonik’s contact person name who authorized the purchase or requested the service, if it’s not applicable to any purchase order
  • Invoice must be send in for process immediately after issued by vendor
  • Payment terms on invoice, if applicable, must match with PO or agreement with Evonik
  • Invoice must contain the Evonik’s contact person name who authorized the purchase or requested the service, if it’s not applicable to any purchase order

Format requirements:

  • Content on invoice must be printed or typed NO handwriting
  • All text or figures must be clear NO overwriting

Freight invoice requirement

  • Vendor (Commercial) invoice to be attached behind the freight invoice (Inbound)
  • Import permit to be attached behind the freight invoice (Inbound)
  • Sales and delivery order as well as shipment number are required on the invoice (Outbound)
  • Bill of lading (BL) and export document to be attached behind the freight invoice (Outbound)

Note: If you happen to receive any separate communication from your Evonik’s contact regarding to specific invoice requirement, please do not hesitate to contact your local partner if further clarifications is needed.