1. Invoice 2 BMW. Supplier onboarding.
Navigation instructions for an efficient, transparent and punctual billing process with the BMW Group.
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Accounts payable and invoice verification.
April 2019

2. Supplier onboarding. Purpose and handling of this gUideline.
This guideline provides an overview of the most important topics relating to the billing process with individual companies of the BMW Group. Its purpose is to outline key requirements and background facts even before the start of billing and so enable a billing process that is efficient and automated for both parties. This guideline is also intended to be used by you for training your personnel and for maintaining the necessary process know-how in the event of staff changes. Please note that this guideline does not take the place of further process descriptions or handling agreements with specific units of the BMW Group, and that all such descriptions and agreements must continue to be complied with. This guideline is interactively designed and linked to enable you to access any information required easily and quickly. Please make use of the possibilities this offers you to ask for further information or to access it via link. Using the process overview on the next page, you can branch off directly into the individual theme blocks at any time. A summary of the key points can be additionally found in the process matrix.
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3. StruCturAl ORGANISATION And Theme BLOCKS.
Supplier master data
Legal form, tax information, bank account details.
Exchange of documents relevant for billing. Variants and formats for the purpose of digital document transmission.
Document exchange
Purchase order
The key elements, roles and types of orders.
Process matrix
Due dates (time periods), pricing,
confirmation of balances and
exemption certificates.
Payment
Delivery
Delivering direct material and
parts with goods receipt.
Sample documents
Revaluations, claims, inspection reports, warranties, down-payments,
guarantees and vendor tooling equipment. FSB - Freight self-billing procedure.
Special processes
Other supplies and services
Delivering indirect material and services with service confirmation.
FR-230: bitte Änderungen einbauen  bei den Buttons „Sample documents“ und „Process matrix“ sind jeweils die Links auf „Supplier master data“ hinterlegt
FR-233: Die DE-Version hat einen ganz anderen Folien-Stylesheet und ist vom inhaltlichen Aufbau unterschiedlich.
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Billing processes
Invoicing and/or Self-Billing (SBI) procedure.
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4. Supplier master data. Legal form, information required by tax authorities, bank details.
If any changes are made to important particulars of your firm, we speak of master data changes. Incorrect master data will cause process disruption, which may affect the payment process (delays in payment etc.).
The key master data elements are the legal form, address, value added tax identification number (VAT ID), bank account details and contact person(s).
In the BMW Group B2B portal, you can initiate master data changes directly. In all other cases, please contact your contact partner in Purchasing.
Details on the key aspects and the procedure can be found on the following pages.
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5. Supplier master data. Legal form, information required by tax authorities.
Changes to the master data relating to legal form and tax particulars are:
Change of corporate name/Change of legal form.
Change of name and address.
New location/New additional supplier code.
Merger/Split-up of enterprise/Sale of enterprise or parts of enterprise.
Different invoicing party.
In the BMW Group B2B portal, you can initiate master data changes directly. In all other cases, please contact your contact partner in Purchasing.
Orders must be adjusted if and as necessary.
Please state your value added tax identification number (VAT ID) or tax number in all cases.
Please include additional documents relating to the change.
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6. Supplier master data. Bank details.
Changes to the master data relating to bank account details are:
To place details of a new bank account on file.
To place details of a further bank account for payment in a new currency on file.
To notify a change to a bank account (e.g. make a change to an IBAN or BIC code on file).
To delete an existing bank account.
Please send the following information to the address:
The supplier number concerned.
The reason for the change.
Any additional documentation, such as a new or altered letterhead or a confirmation by the bank.
To prevent any possibility of fraud by third parties, please make sure to respond to our confirmation request.
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7. orders. The key elements, roles and types of orders.
The basis for billing is in all cases the (purchase) order. All order information and roles which are specified in the order are relevant for billing. Incorrect order information can lead to disruption of the entire process and prevent correct and punctual settlement. Please check all the particulars for correctness immediately after receipt of an order. If parameters are not in conformity with the agreement, please contact the responsible purchaser and have the order corrected. The contact data of the responsible purchaser can be found on the order. The most important elements of the order, for billing purposes, are described in the following overview.
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8. orders. The key elements, Roles and types of orders.
Order content
Description
Contract partner Order supplier *
Supplier who has the duty to provide performance under civil law (order receiver) and under whose VAT ID billing takes place.
Invoicing party or settlement receiver under the SBI procedure *
Supplier who issues the invoice or to whom the credit advice is issued and to whom payment is made.
Price
Statement of price per unit of quantity.
Currency
Currency in which billing and payment is made.
Price unit
Statement of quantity, e.g. pcs., hours, kilograms etc.
Payment terms
Decisive for determining due date and timing of payment.
Goods supplier/supplier location *
Delivery location/consignee
Final place of destination of the goods.
Incoterm *
Terms of delivery/ Governs the passage of risk and influences the pricing.
Invoice receiver
Invoice address of the BMW company.
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* Elements for defining the supply relationship
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9. DELIVERY. Delivering direct material and aftersales parts with goods receipt.
In the context of billing, a distinction is made between direct material and indirect material (including services). In the case of direct material and aftersales parts, the material booking is made by the Goods Receipt (GR) department = incoming goods booking after receipt of the goods on the basis of the delivery note. The process can be depicted as follows:
Payment is made.
Framework agreement Order issued to contract partner.
Order incorrect? Please contact purchasing.
Delivery call-off to goods supplier.
Billing/settlement can take place. n.
Delivery note/ ASN* is issued and correct.
Transport
to the BMW delivery location / consignee.
GR at the BMW delivery location
GR dpt. books the delivery note concerned.
Delivery call-off incorrect? Please contact material planning.
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Please contact the responsible GR unit.
No incoming goods booked.
No billing/settlement possible.
In case of quantity discrepancies, please contact the responsible GR unit. The contact details can be found on the delivery plan/call-off.
*Correct designation of supply relationship in the ASN and/or on the delivery note.
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10. Other supplies and services
Other supplies and services. Delivering indirect Material and services with SERVICE confirmation.
In the context of billing, a distinction is made between direct material and indirect material (including services). In the case of deliveries of indirect material and services, an invoice cannot be posted until a service confirmation has been made.
SBM – Special production equipment
Issue of invoice by supplier only after receipt of the SBM approval document from purchasing.
Invoice review and billing/settlement can take place.
Payment is made.
Service Confirmation by requisitioner, or in case of SBM, by purchasing.
Delivery note/ Acceptance document
No billing/ settlement possible.
Please contact the responsible requisitioner.
Order incorrect? Please contact purchasing.
Possible reference number:
Delivery note number
SBM reference
Acceptance document
Freight/Special freight numbers
No service confirmation.
Performance of service or delivery by supplier.
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Order to supplier.
Excepted from this are down-payments / guarantees
(see special processes).
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11. Billing processes. Invoicing and/or SBI procedure.
The goal of BMW AG and BMW (UK) Manufacturing Ltd. is to use automated billing processes (SBI procedure) for all supplies and services - where permitted under tax law - in order to ensure an efficient and punctual payment process.
SBI procedure (ERS)
Under the SBI procedure, the billing documents are generated in an automated process by the BMW company concerned. Billing is done on the basis of the delivery note, the GR booking and the order.
The focus lies in particular on all deliveries of series products and aftersales parts. The procedure cuts out the need for invoicing by the supplier.
INVOICING
In the case of invoicing, settlement and payment is done on the basis of the billing document issued by the supplier.
The focus in this case is on all supplies and services which are not suitable for the SBI procedure, in particular overhead costs and special processes.
The following page provides an overview of all billing-relevant business transactions and the billing process under which they fall.
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12. Billing processes. invoicing and/or SBI procedure.
Schematic depiction of the billing processes :
Stipulation of
Billing process.
The billing document is created on the basis of the GR booking and the order
SBI procedure
GR dpt. books the corresponding delivery note.
Payment when due as stipulated in the order.
Correctly written order, with
mutually agreed supply relationship in compliance with tax law.
Supply of the goods and services as contractually agreed, acceptance, and receipt of an auditable invoice by BMW.
Invoicing
Business transactions for SBI procedure
Business transactions for invoicing
Series deliveries
SBM purchase parts (Vendor tooling)
Aftersales deliveries
Overheads and investments
Special processes (SPAB, sweeping, new vehicles, card licences for navigation devices)
Test components
Auxiliary materials & supplies
White-collar personnel leasing
Blue-collar personnel leasing
Catalogue items
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13. Billing processes. SBI procedure.
Preconditions for the SBI procedure are as follows:
A supply channel agreed and approved under tax law.
A correct order description.
A valid confirmation of the VAT ID No. by the tax authorities.
A signed SBI agreement.
For further information, please send an stating the subject line “Supplier Number / SBI Handout” to
Please note that with use of the SBI procedure, you no longer send us an invoice for the supply of series and aftersales parts.
Supply channel agreed and approved under tax law
Correct order description
Valid confirmation of VAT ID No.
Signed SBI agreement
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14. Billing processes. Invoicing.
Except where the SBI procedure has been agreed, the billing of supplies and services is conducted on the basis of invoicing by the supplier.
The following points must thereby be complied with:
- Correctness of order (contract partner = order recipient, price, quantity, payment terms).
Order review conducted on the basis of the billing documents submitted (invoice, credit note, retro-billing).
Correct invoicing (see next page for requirements relating to invoice content).
The options for submitting invoices are explained in the section on document exchange.
In case of queries concerning the status of invoices/credit notes, please contact the responsible contact person(s) at the companies concerned.
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15. Billing processes. invoicing/invoice content.
To enable contract performance to be settled, a correct invoice containing the following information is required:
Invoice address (see section on invoice addresses or the details in the order).
Supplier number.
Purchase order number.
Article description and statement of order item.
Particulars of orderer/requisitioner (first name and surname, department).
A separate invoice must be issued for each order and delivery note.
Delivery note number or reference number of acceptance document.
Date of delivery and performance (month, year).
Delivery address.
The invoice must be issued in the same currency as that of the order.
Net and gross amount, VAT amount and VAT rate.
Correct VAT ID No. (contract partner/invoice issuer/BMW company).
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16. Billing processes. Invoicing/REjections.
Your billing documents may be rejected for a number of reasons, e.g.:
Missing, incomplete or incorrect tax particulars on your billing documents.
The document was transmitted by a method different from what was agreed
The issuer of the invoice is not identical with the supplier stipulated in the order
Particulars relating to the order number / requisitioner are missing from the invoice or are incorrect.
Delivery/service was incomplete or not performed at all.
The goods were returned.
Invoice content incorrect.
Quantity/price discrepancies.
Wrong invoice address.
Item charged twice.
SBM approval missing.
SBI procedure (no invoice necessary).
Down-payment or instalment payment invoice not issued correctly.
Guarantee form or guarantee not correct.
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Whenever documents are rejected, you will receive a letter stating the reasons for the refusal and containing contact details for obtaining clarification of the matter.
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17. SPECIAL PROCESSES. Overview of the most important special processes.
Revaluation
Correction of quantity/service
Complaints/claims
Inspection reports Warranty
Down-payments and instalment-invoices
Vendor tooling (SBM)
Guarantees
Freight self-billing procedure
(FSB)
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18. SPECIAL PROCESSES. Revaluation.
A retrospective price adjustment in the order triggers a revaluation/recalculation of the price.
Under the SBI procedure, the price recalculation and production of the billing documents is performed automatically for all transactions.
In the case of invoicing, the price reduction debit is accompanied by a letter of information to the supplier. In the event of a price increase, rebilling by the supplier is necessary.
In the case of queries relating to order prices, please contact purchasing directly.
Renegotiation of price between supplier and purchasing.
Order is adjusted by purchasing.
Price change triggers revaluation.
Price rebilling takes place
NOTE: Difference between SBI and invoicing procedures.
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19. Special processes. retrospective correction of quantity/SERVICE.
A retrospective correction of the billed quantity/service triggers a corresponding debit against the supplier
If billing is done using the SBI procedure, a correction document is automatically generated and transmitted.
If billing is done using the invoicing method, the supplier is informed of the debit in an information letter.
In the case of discrepancies relating to goods deliveries, please contact the responsible GR unit ang.
In the case of discrepancies relating to confirmations of service , please contact the department concerned (requesitioner/order issuer).
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20. Special processes. Complaints & claims/inspection reports/warranty.
BeIn the case of complaints/claims, a distinction must be made between inspection reports originating from quality assurance and those from warranty claims.
The supplier is informed of the booking and billing for claims by means of a debit advice.
Please note that technical questions relating to claims billing should generally be clarified with the departments concerned.
Inspection reports always concern complaints/claims arising from logistical incoming goods.
Please contact the issuer of the inspection report.
For queries concerning the billing of warranty claims, please contact the responsible warranty team from purchasing.
FR-230: Änderung  Entfall warranty-check Mailadresse
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21. Special PROcESSEs. Payments on account.
A down-payment (payment on account) is an advance payment made to the supplier without any performance having so far been made. A down-payment is agreed between the supplier and BMW purchasing and recorded in the order as a payment term.
Down-payments may be agreed, for example, for investments, construction projects or events.
The following requirements must be fulfilled:
Invoices which are correct and in conformity with the payment on account agreement.
A down-payment invoice must be clearly indicated as such.
Guarantees (if agreed) must be submitted to BMW at the latest on invoicing (for requirements relating to guarantees, see next page).
To ensure proper offset of a down-payment, the first instalment-invoice must include the down-payment already made (see example).
Example of terms of payment:
Payment will be made as follows:
30% against bank guarantee
50% after delivery or readiness to deliver in lieu of delivery, in each case in return for transfer of title agreement,
10% after handover in operating-ready condition,
10% after acceptance,
In each case 30 days net.
Documents to be issued:
 Terms of payment:
Net
VAT 19%
Gross
Total order value
,00
19.000,00
,00
Down-payment
Down-payment in return for bank guarantee (30%)
30.000,00
5.700,00
35.700,00
First part-invoice
Total value of first part-invoice (80%)
80.000,00
15.200,00
95.200,00
Less down-payment already paid (30%)
,00
-5.700,00
,00
First part-invoice after delivery, in return for transfer of title agreement if required (50%)
50.000,00
9.500,00
59.500,00
80% of the order value less the 30% down-payment already paid produces a balance still to be paid of 50%. For all amounts, please state the net, tax, and gross amount.
Second part-invoice
ZwSecond part-invoice after handover in operating-ready condition (10 %)
10.000,00
1.900,00
11.900,00
Final invoice
SchlFinal invoice after acceptance (10%)
FR-231: Down-payments may be agreed, for example, for supplier development costs
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22. Special processes. Guarantees/bonds.
Preconditions for correct guarantee/bond
Down-payment guarantee
Contract performance bond
Warranty bond
Correct form:
Only the current BMW guarantee/bond forms may be used. These can be found at the following link: /> Funktionsbereiche /> Einkauf indirektes Material /> Einkaufsbedingungen /> Bürgschaften, or the form can be sent on request by the responsible purchasing officer.
Additional information:
Guarantee/bond may contain no time limit and no particulars of account number. Please also avoid agreeing any time limit in the order.
The contractor under the guarantee/bond must be identical with the invoice issuer and the order recipient.
A separate guarantee must be issued for each down-payment invoice.
Amount of guarantee/bond:
Use of gross amount for down-payment guarantees.
Warranty bonds must be issued for the gross amount.
Sending of guarantee/bond
The guarantee/bond must be sent separately and by registered mail to: BMW AG Kreditorenbuchhaltung, Rechnungsprüfung D MÜNCHEN
Preconditions for return of the guarantee/bond:
The down-payment guarantee can only be returned when the down-payment has been fully offset.
Return of the contract performance bond can only be demanded when a correct warranty bond has been issued.
A warranty bond is normally returned after 5 years if no defects have occurred.
Request for return of the guarantee/bond:
Please submit requests, stating the supplier number and order number, to the relevant contact persons in the invoice review section.
Please send requests directly to the bond administration unit, stating the supplier number and order number, at
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23. Special processes. Vendor tooling (SBM).
SBM are tools which are owned by a BMW group company but are left in the possession of a supplier for manufacturing purposes. The following steps must be complied with:
Completion of tool registration form (WMB):
Before generation of an SBM order, the supplier is requested by the purchaser to complete a tool registration form. For the initial ordering of tools (SBM) for a specific item number, the supplier downloads the tool registration form (WMB) from the B2B Partner Portal in the download area of the QAF, completes it and sends it in EXCEL format by to the purchaser.
Confirmation of labelling, SBM location and conditions for transfer of ownership of production equipment (FMÜB): The labelling of production equipment, along with installation of the tools at the series production site and recognition of the conditions for transfer of ownership of the production equipment (FMÜB) in the RMT (risk management parts) application, must be confirmed by the supplier (only one “tick” required for each special tool). The confirmations for production equipment pursuant to an order are the precondition for acceptance and payment.
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24. Special processes. SBM purchase items.
Service confirmation document:
When all three acceptance criteria (quality, supplier, specialist purchasing department) are fulfilled, the BMW purchasing department conducts the acceptance procedure. This results in the issue of a service confirmation document (see image on left) in PDF format, which is sent by to the supplier.
The acceptance document lists all the accepted tool items with description, inventory number, location and net amount. Only these items may be billed.
The most important element in this document is the reference number, which is generated by the order system and is needed for the review of incoming invoices.
Invoicing:
An invoice may only be issued after receipt of the service confirmation document.
Please note and comply with the conditions for invoicing which have been agreed in the order. Among other items, the invoice must always include the following particulars:
Reference number of the performance confirmation as the delivery note number.
Inventory numbers.
Precise address of tool location (company, street + house number, postcode, town/city, state).
A separate invoice must be issued for each tool location.
Important: Without a correct reference number, the invoice will not be accepted.
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In case of questions relating to SBM confirmations, please contact the responsible purchasing department.
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25. Special processes. FSB - FrEIGHT SELF-BILLING PROCEDURE for the billing of freight costs for material and car transports.
The preconditions for the FSB procedure are:
An agreement on fixed rates, and regular transport volumes.
A minimum volume that justifies the implementation and handling expenses.
Transport data held registered at BMW.
The self-billing procedure is permitted under the legal regulations of the freight forwarder’s country.
Options:
Passive self-billing procedure  Validation of freight forwarder’s data with BMW GR data.
Active self-billing procedure  Self-billing based on data registered at BMW (analogue SBI procedure).
As a rule, the FSB is implemented as part of the contractual agreement. If, in deviation from that, billing via FSB is desired, please contact one of the following addresses, stating the supplier number:
Material:
Cars:
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26. payment. due dates (time periods), Pricing, payment procedure, confirmation of balances and exemption certificates.
This section provides key information on:
Identification of due dates and time periods under the billing process.
Pricing.
Payment process after the posting of documents.
Confirmation of balances and exemption certificates.
Accounts payable makes further postings as needed:
Foreign currency repostings to enable correct settlement.
Settlements with other supplier accounts.
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27. payment. Due dates (time periods) and Pricing.
Pricing – The identification of the correct component price is dependent on the Incoterm agreed in the order.
The identification and stipulation of due dates (time periods) and pricing takes place within the billing process, with a corresponding effect on the payment procedure.
In the case of Incoterms CIF, CIP, DAF, EXW, FCA, FOB, pricing is done on the basis
of the delivery note date. Example: Delivery note date = /Goods received = / The order price
valid on is used for billing.
For all other Incoterms, pricing is done on the basis of the date of receipt at the BMW
delivery location. Example: Delivery note date = /Goods received = / The order price
valid on is used for billing.
Identification of the due date is dependent on the billing procedure and the term of payment agreed in the order.
For the purpose of billing, this begins after receipt of the goods at the BMW delivery location and receipt of an auditable invoice. Example: Goods received = /Invoice received = /Term of payment = 30 days net The basis is receipt of the invoice on days as per the term of payment = due date =
Under the SBI procedure, this begins after receipt of the goods at the BMW delivery location. Example: Goods received = /Term of payment = 30 days net The basis is receipt of the goods on days as per the term of payment = due date =
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28. Payment. Payment procedure.
If you are missing a payment despite having received a payment advice, please contact
If documents as stated in an advice or an advice relating to a payment have not been sent as agreed, please ask for them/for replacements by to
In the , please state the advice number, document number, supplier number, amount, currency, date of receipt of payment.
Please send queries relating to an advice by to if:
- an amount cannot be clearly identified
- an item cannot be clearly identified
Please include the advice number, your supplier number, the number of the document in question and your query in the .
In the case of queries relating to the content of and reason for items in an advice, please get directly in touch with the person in the department concerned who is named in the document.
For each payment, a payment advice is issued and transmitted via the agreed communication channel.
Prior to the due date, all items with the same due date are bundled by currencies, consolidated into a single payment, and processed in time for execution by the banks regularly used by BMW. +
Following the booking of documents in the billing processes or other upstream processes, items are posted with the relevant due date on the supplier accounts.
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29. payment. Payment procedure.
Confirmation of balances
In connection with financial and other audits, BMW AG regularly receives requests for confirmations of balances. For audits of this kind, lists of open items (OI lists) valid as of the stated cutoff dates can be provided by .
Requests for provision of such lists should be sent by to
In the , please state the supplier number, cutoff date for the confirmation of balances, and the desired addressees to whom the OI list should be sent.
The OI list shows the status of the items posted at BMW as per the desired cutoff date. No correction is made for possible discrepancies (e.g. postings made after the cutoff date).
Exemption certificates
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Any tax which is deductible at source is deducted as part of our payment process. In cases where an exemption certificate (e.g. for building deduction tax) has been issued by the responsible tax authority and sent to us, no tax is deducted at source.
Please send your current exemption certificate to
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30. Exchange of documents relevant for billing
Exchange of documents relevant for billing. Variants and formats for digital document transmission.
BMW AG sends out and receives a large number of different financial documents. In order to increase automation of the financial processes, we have set ourselves the goal of making greater use of the possibilities for exchanging billing documents via electronic channels, and so significantly reduce the volume of paper documents.
This produces benefits for both parties, namely:
Improved transparency in the billing process.
Acceleration of the billing process through prompt transmission of documents.
No loss of billing documents en route by post.
Reduction in costs of the billing process.
To changeover to the electronic exchange of those documents relevant for billing, please contact us, stating your supplier number, at:
You can find further information concerning eInvoicing with BMW AG at the following link
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31. Exchange of documents relevant for billing
Exchange of documents relevant for billing. Variants and formats for digital document transmission.
BMW offers a variety of possibilities for the digital transmission of documents such as A/R credit and debit memos, corrections, revaluations and payment advices. The guideline can be found at:
If digital transmission has not yet been agreed, you will receive your billing documents by post.
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32. Exchange of documents relevant for billing
Exchange of documents relevant for billing. Variants and formats for digital document transmission.
BMW offers various possibilities for receiving invoices electronically. The Guideline can be found at: If digital transmission has not yet been agreed, please send your documents by post to the correct invoice address.
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invoice verification. April 2019

33. Exchange of documents relevant for billing. Missing documents.
If financial documents have not been sent to you as agreed, please ask for them/for replacements by addressed exclusively to:
Please state the following information:
Your supplier number (8 characters).
The BMW document number.
In the case of payment advices, the “Pay.Ref.” number from our bank transfer (10 characters).
If your query is not dealt with to your satisfaction, please contact stating the ticket number.
FR-237:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

34. Exchange of documents relevant for billing. Confirmation deliveries.
SBI procedure
The credit memo is equivalent to a confirmation of receipt and contains the following particulars:
Name and address of supplier and customer.
Quantity and usual commercial designation of the delivery item.
Number and date of the delivery note.
Place of receipt of the goods.
Date of issue of the credit memo.
Lieferant
Invoicing
For a confirmation of receipt for deliveries to Germany or the UK from an EU state, please send your request by to with the following information:
Supplier number.
Location of sender of the goods.
FR-237:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

35. Self-billing procedure
Process matrix.
Master data
Purchase order
Service/Delivery
Billing processes/
Invoicing
Self-billing procedure
Payment
Exchange of documents
Change in master data
Change in bank details
Price differences
Revaluation (price increase or price reduction)
Complaints & claims Inspection report
Partial or complete cancellation of a service confirmation
Quantity discrepancies in case of incoming goods
No incoming goods receipt booking exists
Status of invoice
Down-payments/ Offsets
Guarantees
Payment missing (no payment advice available)
SBI/Self-billing procedure
FR-233: Die Bezeichnungen zu den beiden Spalten „Invoicing“ & „Self-billing procedure“ direkt über den zugehörigen Spalten setzen.
FR-236:FR-233 Anmerkung eingebaut
Overview
Process matrix
Glossary
Contacts
Previous slide
Accounts payable and
invoice verification. April 2019

36. Process matrix.
Master data
Purchase order
Service/Delivery
Billing processes/
Invoicing
Self-billing procedure
Payment
Exchange of documents
Payment missing despite payment advice
Due dates/
Identification of due dates
Pricing
Confirmation of balances
Exemption certificates
eInvoice – electronic transmission of documents
Financial documents missing
Confirmations of receipt
Freight cost accounting
FSB – Freight self-billing procedure
Sample documents
Contacts
SBM – Special production equipment
FR-233: Die Bezeichnungen zu den beiden Spalten „Invoicing“ & „Self-billing procedure“ direkt über den zugehörigen Spalten setzen.
FR-236: FR-233 Anmerkung eingebaut
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

37. Glossary. FR-236: Overview Process matrix Glossary Contacts
Abbreviation:
Description:
ANÜ
Personnel leasing.
ASN
Advance Shipping Notice. Elektronisches Dokument, das Detailinformationen über eine bevorstehende Warensendung enthält. Elektronischer Lieferschein.
AS2
Applicability Statement 2. Übertragungsweg für den Austausch von Daten.
B2B-Portal
BMW Group partner portal for suppliers, service providers of the company and internal business departments for the exchange of information with the BMW Group.
CSV
Comma separated values. Structured data format for the exchange of billing/accounting documents.
eBox
Document archive for payment advices and billing/accounting documents.
EDI
Electronic Data Interchange. Electronic exchange of documents in a standard format, enabling both sender and receiver to read a document exactly.
EDIFACT
UN/EDIFACT (United Nations Electronic Data Interchange for Administration, Commerce and Transport) is a cross-industry international standard for the format of electronic data in business and commerce. EDIFACT is one of several international EDI standards.
ERS
Evaluated receipt settlement. See SBI- procedure.
FGV
Freight self-billing procedure.
FMÜB
Conditions for the transfer of ownership of production equipment.
Time periods
For due dates, see identification of due dates.
GSV
Self-billing procedure. See SBI procedure.
HTTPS
Hypertext Transfer Protocol Secure. Transmission path for the exchange of data.
IDOC
Intermediate Document. Structured data format for the exchange of billing/accounting documents.
LAB
Call-off. The purpose of delivery call-offs is to communicate current quantity needs and times. LB
Service confirmation. Acceptance of a delivery or service. Usually issued by the BMW department concerned (requisitioner/orderer). For exceptions, see special processes.
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

38. Glossary. FR-236: Overview Process matrix Glossary Contacts
Abbreviation:
Description:
Supply relationship
The supply relationship is indicated in the order; it is decisive for assessment of the supply route in terms of tax law and is based on the following parameters: contract partners/goods supplier/place of need and Incoterm.
LN Number (structure)
Supplier No. It’s purpose is to enable unequivocal identification of the business partner. The BMW Supplier No. (LN No.) consists of 8 digits and is structured as follows: Digits 1-6 = Identifier for a sole proprietorship, partnership or joint stock entity/Digits 7-8 = Postal address.
OFTP2
Odette File Transfer Protocol 2. Transmission path for the exchange of data.
Op-Listen
OI – Open items list.
PDF
Portable Document Format. File format for the exchange of billing/ accounting documents.
QAF
Quotation Analysis Form.
Rekla
Complaint/claim - is notified through an inspection report.
RMT
Risiko-Management-Teile – Risk management parts
SBI
Self-billing invoice/SBI procedure/Self-billing procedure. Billing under the SBI procedure is not done in the usual way by the supplier issuing an invoice and sending it to the customer; instead, it is done by the customer issuing a credit memo, which is sent to the creditor (supplier). For accounting purposes, this credit memo from the customer replaces the supplier’s invoice.
SBM
Vendor tooling - Special production equipment/SBM purchase parts.
SFTP
Secure File Transfer Protocol. Transmission path for the exchange of data.
SPAB
Exclude standard production release order reference Standardised material supply system in the production-near and production-synchronised time range that maps supply management in a control range smaller than one day. 
TCP/IP
Transmission Control Protocol/Internet Protocol. Transmission path for the exchange of data.
USt-IdNr.
Value added tax identification number (VAT ID).
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

39. Glossary. FR-236: Overview Process matrix Glossary Contacts
Abbreviation:
Description:
VDA4938
Standard format for the exchange of electronic billing/accounting documents using EDIFACT.
VDA4907
Standard format for the exchange of electronic payment advices using EDIFACT. WE
Goods receipt or goods receipt posting.
WMB
Tool registration form.
XML
Extensible Markup Language. Structured data format for the exchange of billing/accounting documents.
ZUGFeRD
Zentrale User Guideline Forum elektronische Rechnung Deutschland. Standard format for the exchange of electronic billing/accounting documents.
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

40. Sample documents. FR-236: Overview Process matrix Glossary Contacts
Purchase Order
Direct Material
Purchase Order
Vendor Tooling (SBM)
Purchase Order
Incl. Advance payment
Service Confirmation
SBM
Debit for
Complaint report
SBI – Credit Note
SBI – correction
Debit or Credit
SBI – retrospective
Price Changes
Debit Note for
Warranty Claims
Payment Advice
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

41. Sample documents. FR-236: Overview Process matrix Glossary Contacts
Information Letter
Quantity deviation
Information Letter
Cancellation G/R
Rejection of invoice
Format of exchange
Rejection of invoice
Missing data on invoice
Rejection of invoice
Incorrect invoice
Rejection of invoice
Missing proof of delivery
Rejection of invoice
Missing special transport no.
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

42. contacts. FR-236: Overview Process matrix Glossary Contacts
Your concern:
adresse:
comment:
Missing documents on agreed channel/format: - SBI invoices - debits from claim reports and warranty - payment advice
Please quote your 8-digit supplier number and our 10-digit document number. Otherwise your request cannot be processed. For payment advices please state our 10-digit Pay.Ref. Nummer; (430* no. on your bank account statement). Unsatisfied with handling of your request? Please state your ticket number and send an to
eInvoicing
Questions regarding format and/or channel of document exchange.
Selfbilling
BMW AG
BMW (UK) Manufacturing Ltd.
BMW Motoren GmbH, Steyr
BMW Hams Hall Motoren GmbH
Received payments
BMW Fahrzeugtechnik GmbH
BMW Motoren GmbH Steyr
Your bank data
Proof of delivery
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

43. Contacts. FR-236: Overview Process matrix Glossary Contacts
Your concern:
adresse:
comment:
Questions regarding your invoices
BMW AG
German suppliers
International suppliers
BMW (UK) Manufacturing Ltd.
BMW (UK) Limited
BMW Hams Hall Motoren GmbH
BMW retail outlets
BMW Motoren GmbH, Steyr
BMW Manufacturing Corp. Spartanburg
BMW Fahrzeugtechnik GmbH
Rolls-Royce Motor Cars Limited
BMW M GmbH
BMW Bank GmbH
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

44. Contacts. FR-236: Overview Process matrix Glossary Contacts
Your concern:
adresse:
comment:
Alpenhotel Ammerwald
BMW Gastronomie
BMW SLP S.A. de C.V.
Freight accounting, manual invoices
Freight accounting, FSB, Europe
Freigt accounting, FSB, USA
Freight accounting, FSB, South Africa
Freight accounting, FSB, Mexico
Freight accounting, FSB, vehicle outbound
Freight accounting, FSB, vehicle outbound (special transports)
Freight accounting, FSB, Aftersales and cooperation partners assembly plants
Transport damages
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

45. Invoicing addresses. FR-236: Overview Process matrix Glossary Contacts
entity:
address:
BMW AG German suppliers
BMW AG Kreditorenbuchhaltung, Rechnungsprüfung München Deutschland
BMW (UK) Manufacturing Ltd. Invoices with UK VAT or invoices without VAT
BMW (UK) Manufacturing Ltd. c/o BMW AG Kreditorenbuchhaltung, Rechnungsprüfung München Deutschland
BMW AG international suppliers
BMW (UK) Manufacturing Ltd. Invoices with VAT unequal UK
Invoice address (recipient of invoice):
BMW (UK) Manufacturing Ltd. Accounts Payable, Invoice Verification Oxford OX4 6NL
United Kingdom
Shipping address:
BMW AG,
Freight accounting
BMW Fahrzeugtechnik GmbH
BMW Fahrzeugtechnik GmbH Kreditorenbuchhaltung, Rechnungsprüfung München Deutschland
BMW Niederlassungen
Example Munich, branch Frankfurter Ring
BMW AG Kreditorenbuchhaltung, Rechnungsprüfung MXI Niederlassung München München
BMW Gastronomie
BMW AG Kreditorenbuchhaltung, Rechnungsprüfung Gastronomie München Deutschland
BMW M GmbH
BMW M GmbH Rechnungsprüfung Daimlerstraße Garching-Hochbrück Deutschland
BMW Bank GmbH
BMW Bank GmbH Kreditorenbuchhaltung, Rechnungsprüfung München Deutschland
FR-236:
Overview
Process matrix
Glossary
Contacts
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Accounts payable and
invoice verification. April 2019

46. Invoicing addresses. FR-236: Overview Process matrix Glossary Contacts
entity:
address:
BMW Hams Hall Motoren GmbH
BMW Hams Hall Motoren GmbH c/o BMW AG Kreditorenbuchhaltung, Rechnungsprüfung München Deutschland
BMW Manufacturing Corp. Spartanburg
BMW Manufacturing Corp. Spartanburg Accounts Payable PO Box Spartanburg SC United States of America
BMW Motoren GmbH, Steyr
BMW Motoren GmbH Hinterbergerstraße Steyr Österreich
Rolls-Royce Motor Cars Ltd.
Rolls-Royce Motor Cars Ltd. The Drive Westhampnett Chichester West Sussex PO18 0SH United Kingdom
Alpenhotel Ammerwald
BMW AG c/o Alpenhotel Ammerwald Kreditorenbuchhaltung, Rechnungsprüfung München
BMW SLP S.A. de C.V.
Boulevard BMW 655
Parque Industrial Desarrollo Logistik
79526 Villa de Reyes
San Luis Potosí, Mexico
FR-236:
Overview
Process matrix
Glossary
Contacts
Previous slide
Accounts payable and
invoice verification. April 2019