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Unternehmen_Einkauf_Lieferanten

INVOICE REQUIREMENTS AND SUBMISSION

Procurement

Purchase to pay information EMEA

Secure supply of all needed goods and services at the economically best possible conditions.


All invoices must be submitted to the designated email address via PDF/TIF file. Any other documents or statements 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. Please click here to find the correct email address.

 

a) Email requirements for invoice submission are: 

  • No password protection or encryption within the email attachment 

  • Supported file types include: PDF and TIF 

  • Invoices must only be sent once to the email address for invoice submission

b) File content requirements for invoice submission are:

  • Only one invoice per PDF file. Multiple PDF files per email are ok

  • Any attachments with information relevant to the invoice need to be sent in the same PDF document. The invoice needs to be placed on the first page of the PDF document

c) Invoice quality requirements are: 

  • Requirements for all types of invoices, e.g. PO and non-PO invoices:


        1. Evonik “Bill to” company must be stated correctly on the invoice. Also the VAT registered number, if invoice is applicable to VAT

        2. Evonik “Bill to” and “Ship to” address must be stated correctly on invoice, if applicable 

        3. Invoice reference number must be stated on invoice 

        4. Quantity of items (Match against Evonik’s purchase order), if applicable, must be stated on invoice 

        5. Unit of measure on the invoice must match with Evonik’s purchase order 

        6. Valid purchase order with line item number, if applicable, must be stated on invoice / Line item number must be able to match with PO (Example: PO#4702800354-10 ; 10 = line item 10 / Click here for sample) 

        7. Line item description of goods or services, including Evonik’s material number, if applicable, must be stated on invoice

        8. Content on invoice must be printed or typed but NOT encourage with handwritten on invoice 

        9. All the text or figure on invoice must be clear (Data should not be block) 

     10. Vendor must bill with the agreed price as indicate on invoice or accepted by requestor 

     11. Invoice is original or clearly marked as invoice, sales invoice or tax invoice 

     12. Ideally vendor bank account details (e.g. bank name, bank account) for the payment should be stated on the invoice 

     13. Payment terms on invoice, if applicable, must match with PO or agreement with Evonik 

     14. 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

    15. Invoice should be send in for process immediately after issued by vendor

    16. All tax invoice, if applicable, must fulfil respective VAT/GST requirement as per respective country regulation 

    17. Invoice related to freight charges, if applicable:

                 a. Vendor (Commercial) invoice to be attached behind the freight invoice (Inbound)

                 b. Import permit to be attached behind the freight invoice (Inbound)

                 c. Sales order & delivery order / shipment number are required on the invoice (Outbound)

                 d. Bill of lading (BL) & export document to be attached behind the freight invoice (Outbound)

  • Please click here to see a sampe invoice. 

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.