Vendor User Manual - DEWA Supplier Portal

1 Vendor Manual - Page 1 of 25 Vendor User Manual SRM Supplier RELATIONSHIP MANAGEMENT VERSION Page 2 of 25 INDEX Online Invoice 1. 2. LOG IN TO DEWA 3. CREATING INVOICE (SERVICE ENTRY / GOODS RECEIPT)..7 4. Vendor Manual - Page 3 of 25 1) Introduction In SAP Supplier Relationship Management (SAP SRM), Supplier should create invoices that contain items with goods receipt or service entry (confirmation) reference and the same will be verified and approved by Finance Department on receipt of physical Invoice (Physical Invoice should contain SRM Invoice number for the reference).

2 During Invoice creation Vendor should select the Bank details for receiving the payment. In case bank details are not available for selection then they should register the bank details with Finance Department as per the existing procedure to create the Invoice. Supply Purchase Order: Invoice should be created once Goods Receipt done by DEWA stores. Based on the goods receipt Supplier should create the Invoice. Invoice will be approved/rejected by Finance Department. Payment will be released to Supplier based on quality inspection completion for the items delivered, Purchase Order payment term and approval of Invoice. During approval/rejection of Invoice Supplier will get notification on his registered email with DEWA. Service Purchase Order: Invoice should be created once service entry (confirmation) approved by DEWA users. Based on the accepted service entry (Confirmation) Supplier should create the Invoice. Invoice will be approved/rejected by Finance Department.

3 Payment will be released to Supplier based on purchase order payment term and approval of invoice. During approval/rejection of Invoice Supplier will get notification on his registered email with DEWA. Page 4 of 25 Note: 1. Goods receipt pending: Supplier should contact Stores/User Department 2. Service Entry (confirmation) not yet approved: Supplier should contact User Department 3. Quality Inspection pending: Supplier should contact User Department 4. Invoice accepted by customer and Quality inspection is done: Supplier should contact Finance Department after the due date if payment is not received. 5. In case bank details are not available for selection then they should register the bank details with Finance Department as per the existing procedure to create the Invoice.

4 Vendor Manual - Page 5 of 25 2) Login to DEWA Website Login in to Dewa website , Click on the link Suppliers and Partners Page 6 of 25 Click on My Account to login as a Supplier Vendor Manual - Page 7 of 25 Login using your Supplier user id and password. Page 8 of 25 3)

5 Create Invoice for Supply/Service Purchase Order Click on Purchase Order Collaboration link Click on create link under All Invoices and Credit memos Click on the scrollbar to page down Vendor Manual - Page 9 of 25 Click on the link For a Confirmation to submit the Invoice for Service Purchase Order Click on the link For a Goods Receipt to submit the Invoice for Supply Purchase Order Page 10 of 25 Select the approved service entry (confirmation) / Goods Receipt and then click on create Invoice button Vendor Manual - Page 11 of 25 Enter the below details 1.

6 Free txt for your reference in the Invoice name field 2. Enter the Vendor Invoice ref number 3. Select the bank details to which the payment to be received 4. Select Tax codes for each item. Tax code will defualted from PO. If any change in tax code then Vendor can change the code and press Update Price button to adopt tax code changes. Total price will updated as per added tax amounts. 5. Atttach invoice documents (invoice, delivery note, etc) Page 12 of 25 Verify total values Vendor Manual - Page 13 of 25 The Tax Codes Used by DEWA and the Vat Scenarios are as follows: Tax Codes Used by DEWA Tax code Description Usage VV Out of Scope Vendors who are not eligible to register for VAT V0 Input VAT exempted To be used by domestic suppliers located in UAE for goods and services which are VAT exempted (example.)

7 Rent of residential building / rent of staff accommodation) V1 Input VAT 0% - Goods/Services To be used by domestic suppliers located in UAE for goods and services which fall under ZERO rated VAT (such as medical expenses) V2 Input VAT 5% - Goods/Services To be used by domestic suppliers located in UAE for goods and services liable for VAT 5% VB VAT 5% - Blocked To be used by domestic suppliers located in UAE for goods and services on which DEWA cannot claim VAT input credit (such as gift items) VP Input - Prior to Jan 2018 0% To be used by all suppliers for goods/services delivered on or before Page 14 of 25 VX Reverse charge (RCM)Import - Outside GCC For Goods: This tax needs to be selected by Supplier located outside UAE where Country of origin for goods is Outside GCC country (example UK, USA.

8 And importer of goods is DEWA/ Supplier . This tax needs to be selected by Supplier located in outside UAE where Country of origin for goods is Within GCC outside UAE (example Saudi, Oman ..) and importer of goods is Supplier . This tax needs to be selected by Supplier located in UAE where Country of origin for goods is Outside GCC country (example UK , USA ..) and importer of goods is DEWA. If Supplier is located in fenced free zone and suppling material to DEWA , this tax needs to be selected by Supplier For Services: Supplier providing services to DEWA and are located outside GCC countries VZ Reverse charge (RCM)Import - Within GCC For Goods: This tax needs to be selected by Supplier located in UAE and outside UAE where Country of origin for goods is GCC country outside UAE and importer of goods is DEWA. For Services: Supplier providing services to DEWA and located within GCC countries outside UAE Vendor Manual - Page 15 of 25 VAT Scenarios Goods Procurement Country of origin (Material)

9 Importer of Goods Supplier Location Taxable VAT% Tax Code Within UAE NA Within UAE Yes 5 V2 Within GCC outside UAE DEWA Within UAE No A Tax VZ Within GCC outside UAE Supplier Within UAE Yes 5 V2 Within GCC outside UAE DEWA Outside of UAE No A Tax VZ Within GCC outside UAE Supplier Outside of UAE No RCM VX Outside GCC DEWA Within UAE Yes RCM VX Outside GCC Supplier Within UAE Yes 5 V2 Outside GCC DEWA Outside of UAE Yes RCM VX Outside GCC Supplier Outside of UAE Yes RCM VX Goods procurement from fenced free zone Supplier Location Supplier region Tax code Tax description Usage Within UAE Fenced Free Zone VX Reverse charge (RCM)Import - Outside GCC This tax needs to be selected if Supplier is located in UAE in Fenced free zone Service Procurement Service Supplier Location Taxable VAT% Tax Code Within UAE Yes 5 V2 Within GCC outside UAE Yes A Tax VZ Outside GCC Yes RCM VX Page 16 of 25 Scroll down and click on browse button to attach the physical Invoice copy (Minimum requirement is to attach physical invoice copy)

10 Vendor Manual - Page 17 of 25 Page 18 of 25 Clich on Add button to attach the selected file Vendor Manual - Page 19 of 25 Click on Send button to submit the Invoice Page 20 of 25 Please enter the SRM Invoice Number in the Physical Invoice and submit the Physical Invoice to DEWA Vendor Manual - Page 21 of 25 To view the status of the Invoice click on the link All Invoice and Credit memos in the purchase order collaboration Page 22 of 25 Click on the Invoice number to view Invoice details Vendor Manual - Page 23 of 25 Click on Display document flow to view the status of the Invoice and Purchase Order