november - 2015 - deutsche bank – vendor...

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

November - 2015

DB India Paper Invoice Submission and Compliance Requirements Manual


Contents:

1.Introduction 2.Invoice Submission 3.Invoice Contact Compliance 4.Policy Compliance 5.Other Compliance Requirements 6.Compliance Requirements specific to PO vendors i.Specific Purchase Order ii.Blanket Purchase Order iii.Purchase Order vs. Invoice Match 7. Credit Notes


1. IntroductionThis document is intended as a guide for all vendors of Deutsche Bank India who submit PO and Non PO Hard copy paper invoices to Deutsche Bank 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 India P2P Customer Service Desk:

• Email : [email protected]• Telephone: +91 022-66705500


2. Invoice Submission

Hard copy of Invoices must be submitted via post to the following address:

Deutsche Bank Accounts Payable, Nirlon Knowledge Park, Block 1, 5th Floor, Western Express Highway, Goregaon (E), Mumbai 400063, Maharashtra.

3. Invoice Contact Compliance

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 contact the person who requested the goods / services in the first instance prior to submitting your invoice.


4. 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.

When receiving orders or a request for goods / services from Deutsche Bank, please check that order contains the Deutsche Bank contact name and email address (if you are unsure, please contact your 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 Purchase Order number being quoted on your invoice , it will be rejected as non compliant.


5. Other Compliance Requirements

In addition to the previous slides on compliancy there are additional details that are required to be quoted on your invoice to ensure full compliance.

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 organisation’sdetails such as the company name, complete postal address(with postal code), 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, this 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 that 999 days or future dated cannot be processed

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The invoice must be addressed to Deutsche Bank Entity, providing the full address of the bank with the postal code. Refer embedded file for list of Deutsche Bank Entities

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

If the VAT is charged on the invoice, the VAT rate and amount should be provided, ensuring that

the calculation is correct

Invoice No: XXXX Vendor Name: XXX Vendor Address: XXX XXXXXX XXXXXX XXXXXXXX XXXXX Vendor Contact Number: +XX X Vendor Email Address: XXX

Deutsche Bank XXXX XXXXXXXXX XXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX

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

Invoice Date: 1st October 2015

Description Amount (INR)

Colour Printer cartridge @ Rs 2,000 per cartridge 12,000.00 VAT @ 10 % 1,200.00

Total 13,200.00

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The vendor’s Bank Details must be provided on the invoice copy as detailed below only for wire transfers:

Bank Name Account Name Account Number IFSC code / Bank Key

If Service tax is charged, it should be 14% on the subtotal

Service Tax registration number

Invoice should have Signature of the authorized signatory of service provider or it should have digital signature on the invoice

PO Invoices only: If you are on the “No PO No Pay” policy, the Purchase Order number should be stated on your invoice

Bank Transfer To: Bank Name: XXXXXXXX Account Name: XXXXXXXXX Account Number: XXXX XXXXXX IFSC code / Bank key: XX-XX-XX

Description Amount (INR)

Professional services for the month of Aug’15 @ Rs1,000.00 per hour 20,000.00

Service Tax @ 14% 2,800.00

Total 22,800.00

Service Tax Registration Number : XXXXXXXXXXXXXXX

Purchase Order No: POXXXXXXXX

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Other Compliance Requirements (con’d)

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6. Compliance Requirements specific to PO vendors

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

1. Specific Purchase Orders2. 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”.

The Unit Price stated on the invoices should match the Unit Price stated on the Purchase Order. If the Unit Price on the invoices and the Purchase Order do not match, the invoice will be rejected

Example: A specific Purchase Order of 2 line items:

Line Item Description Qty Unit Price Net Amount 1. Desktop 10 100.00 1000.002. Consultancy 8 300.00 2400.00

Please Note: The Purchase Orders liable for VAT/service tax charges are created for the amount excluding VAT/service tax.

XXXXXXXX

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 places as Quantity. Hence, if you receive a purchase order which has PO quantity as “1” and there are more than 2 invoices to go against the PO, please return the PO to your Deutsche Bank contact and request for a blanket purchase order (refer to slide 10)

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ii. Blanket Purchase Order

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

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

Example: A Blanket Purchase Order

Line Item Description Qty Unit Price Net Amount 1 Project Test 100,000 1.00 100,000

Q3&Q4 2011

Please note: If you receive a Purchase Order with a quantity of 1 and there are more than 2 invoices to be processed against the Purchase Order, please reach out to your Deutsche Bank contact and request for a blanket Purchase Order to be raised.

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XXXXXXXX


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 your invoice.

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

Checks to be completed prior to invoice submission:-

The Deutsche Bank address on your invoice should match the address stated on the Purchase Order. The bank address should be complete providing the full address of the bank with the postal code

The Purchase Order number should be stated on your invoice

Your Company Address should match the address stated on the Purchase order. The address should be complete providing the full details with the postal code Bill To : Deutsche Bank

XXXXX , XXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXX

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iii. Purchase Order vs. Invoice Match (continued)

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 Total amount of the Purchase Order

The Invoice must be addressed to Deutsche Bank:

Please Note: If the goods or services you are providing are liable to Foreign VAT, the Purchase Order total amount must include the foreign VAT amount. Example: If your invoice amount is €100.00 and has German (Foreign) VAT of 19%, the Purchase Order should be created for €119.00.

7. Credit Notes Credit notes are funds 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.

Deutsche Bank XXXXX , XXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXX

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november - 2015 - deutsche bank – vendor...

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