Changes in DB Buyer
Request:
I have submitted PR12345 and it`s waiting for approval of my supervisor. Unfortunately, he is on vacation and the matter is urgent. Can you please assist?
Please provide procedure and steps
Workflow Change:
Form; approval from DBLA of the requestor; approval from Schulze in case it is last position of approval flow
Is AP team in charge for processing the standing orders (Daueraufträge)?
Yes
Upon which types of requests CSD must assign the ticket to VMD? Please choose the correct answers:
1. Changing Bank Details
2. Changing contact details
3. Reprocess invoice
4. Vendor ID confirmation based on invoice copy
1,2,4
I want to change the Vendor ID on my Order. Is this possible?
No
What important information can be searched in Ariba Network?
Choose correct answers:
1. PO Number (all details)
2. Current Supplier group
3. Type of Ariba account (Enterprise, Standard)
4. Submitted invoices (all details)
1,2,3,4
Request:
My colleague Mrs. Mueller has ordered some coffee. She is now on vacation, but she has to approve an invoice for PO123455. Please replace her with me in the approval flow, as I am her supervisor.
Please provide procedure and steps
OBO Change: no approval needed. Auto-approved
What does it mean when an invoice in db Buyer was “rejected because of P2O”?
The company code of this invoice does not support E-invoicing.
What kind of helpful information can be found in the Global Policy List?
Choose correct answers:
1. If for E-Invoicing onboarded
2. Country for which vendor ID was created
3. Bank details
4. Contact details
5. If vendor ID is for PO Validation Policy
1,2,5
PR192837 has been rejected as no Participants List has been attached. But the user doesn`t know the name of all participants. Provide a solution.
The participants list can be attached blank and completed after the names are known by the user. Also the reason why participants are not known yet, has to be written in the comments field.
Supplier LALALA cannot create an invoice in his Ariba Profile as all buttons are greyed out. Why?
CSD to check what type of account the supplier has. Usually this type of requests come from suppliers having a standard account and they have to invoice via the interactive PO E-Mail.
Request: I have received an Email for approval which was routed to me incorrectly. My Email is cornelia-a.hermann@db.com. As I checked on the invoice copy/ PDF, the correct receiver would be cornelia.hermann@db.com. Please correct the mistake.
Please provide procedure and steps
IC Step Back – no approval and form needed as this was a mistake done by IP. Only ticket number is necessary when performing such corrections in DB Buyer
What steps are required if an invoice in db Buyer was “rejected because of P2O”?
Agent should submit the invoice as paper and mention that invoice was rejected because of P2O (No approval needed) – Supplier group change needs to be done
Dear Helpdesk, please find attached the VIF (Vendor Information Form) and NVF (New vendor Form). Please onboard this vendor and confirm back to me.
Do we assign this Ticket to VMD?
No
upload files in share point
PR Rejected - Rejection Reason - ASP Order. Provide Solution.
The PR got rejected as it has been created via NON-Catalog Item instead of Service Procurement Catalog. CSD to inform the requester that he should create the order accordingly.
CSD to check if the vendor is available in the CDF Files for the particular category. If vendor is not available in CDF, redirect user to: DB Catalog team dbcatalogue.mgmt@db.com
Invoice 1234 has been rejected in Ariba - Rejection Reason - Missing or Incorrect VAT/TAX ID. Correction?
CSD to check the vendors profile in Ariba - if (and mostly for sure) the VAT ID field is blank - the supplier didn`t set up his VAT ID in the profile.
CSD to provide explanation and steps to the supplier. Send the Ariba manual from Teams.
Request:
I have received a notification for the invoice 12345. It has the status “payment failed” (Zahlung fehlgeschlagen) in db Buyer. Can you please make sure, that the invoice will be paid?
Please provide procedure and steps
Force paid
1. Check invoice in SAP -> if it has Clearing Number, download the remittance advice and attach it to the Ticket.
2. Assign ticket to a Superuser to change status in db Buyer to paid
3. Let the User know that this is just a surface issue, that doesn’t affect the payment in anyway.
What does it mean and what steps are required if an invoice was rejected in DFM because of “PO vs Invoice mismatch”?
Meaning: The bank details on the invoice do not match with the bank details of the vendor ID for which the PO was created.
Steps: a new PO must be created with the correct vendor ID (as per invoice) Invoice must be resubmitted mentioning the new PO.
Or invoice gets adapted with bank details of vendor ID from PO (PO remains)
Ms. Kulaber wants to submit an invoice (1.500 EUR) for a vendor which is not onboarded yet for Deutsche Bank AG. Ms. Kulaber mentions, no more invoices expected. Does she need to onboard the vendor via Sharepoint before submitting?
NO – Ms. Kulaber can directly submit the invoice for processing.
IP/VMD does quick enablement of an vendor until 2500 EUR invoice amount
The last approver of a PR is unable to approve and has errors while trying. Errors indicate that there is a missing/ incorrect supplier information.
What could be the 2 possible triggers of this error?
This is mostly encountered when the PR is created for a non active supplier or when the supplier hasn`t been chosen in the first step of creating a non catalog order.
1. If supplier is inactive - advise to reactivate and upon reactivation confirmed to create another order.
2. If supplier is not chosen - advise to create another order right away.
Supplier H&M is invoicing for Germany, Spain, UK and US. Can he use the same Ariba Account?
No
For each region, the supplier has to create an ANID which will be linked to his SAP ID for the respective region.
Request:
Yesterday, I have approved an invoice which is now in status “paying”. Now I double checked the invoice again and saw that there was a tax mistake, done by the vendor. We need to stop this invoice ASAP.
Please provide procedure and steps
Force reject
Request: Please make sure that this invoice 12345 is paid by end of this week. Supplier threatens to cut off services. Please assist urgently.
What procedure and steps are required?
Urgent / Immediate payment
1.Business reason (written) from DB User
2. Approval from Marina/Oana/Irina if invoice is under 10k EUR or approval from Schulze if invoice is higher 10k
2.1 Approval from Emma, in case invoice is with EPD
3.Send approval to Payables with all necessary details.
The approver of PR-V2 cannot approve as he receives an error stating that "The PR cannot be approved as it has been received/invoiced". Provide solution.
This usually happens when goods receipt or new invoice have been submitted during the approving phase of the second version.
While any new version of an order is in approving state no action is allowed (perform goods receipt/submit invoice)
A new PR has to be created.
Supplier is claiming that he cannot see Order PO1234567 in his Account AN0127495060. How can CSD identify why?
CSD to check for which vendor ID the order has been created. Afterwards, check to which ANID the SAP ID is linked and has a trading relationship in place.
If the ANID doesn`t match - to inform the supplier that he has to login in the correct ANID.
If the ANID does match - to check if the supplier has performed all steps to find the order. If the order couldn`t be found - to assign the request to IT Team.