Vendor Manual- 1.1 Page 1 of 25

Vendor User Manual

SRM – SUPPLIER RELATIONSHIP MANAGEMENT

VERSION 1.1

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INDEX

Online Invoice 1. INTRODUCTION……………………………………………………………………….....3

2. LOG IN TO DEWA WEBSITE…………………………………………………………..4

3. CREATING INVOICE (SERVICE ENTRY / GOODS RECEIPT)…………….…7

4. LOGOUT………………………………………………………………………………………20

Vendor Manual- 1.0 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). 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. 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.

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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.

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2) Login to DEWA Website

Login in to Dewa website http://dewa.gov.ae , Click on the link Suppliers and Partners

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Click on My Account to login as a Supplier

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Login using your Supplier user id and password.

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3) 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

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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

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Select the approved service entry (confirmation) / Goods Receipt and then click on create

Invoice button

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Enter the below details

1. 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)

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Verify total values

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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: 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

31.12.2017

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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 ..) 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- 1.0 Page 15 of 25

VAT Scenarios

Goods Procurement

Country of origin (Material) 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

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Scroll down and click on browse button to attach the physical Invoice copy (Minimum

requirement is to attach physical invoice copy)

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Clich on Add button to attach the selected file

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Click on Send button to submit the Invoice

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Please enter the SRM Invoice Number in the Physical Invoice and submit the Physical Invoice to

DEWA

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To view the status of the Invoice click on the link All Invoice and Credit memos in the purchase

order collaboration

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Click on the Invoice number to view Invoice details

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Click on Display document flow to view the status of the Invoice and Purchase Order

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Status display of Purchase Order, Service Entry (confirmation), Goods Receipt, Quality

Inspection and Invoice

Based on the status please follow up with concern department:

Goods receipt pending: Supplier should contact Stores/User Department

Service Entry (confirmation) not yet approved: Supplier should contact User Department

Quality Inspection pending: Supplier should contact User Department

Invoice accepted by customer and Quality inspection is done: Supplier should contact Finance Department after the

due date if payment is not received.

Vendor Manual- 1.0 Page 25 of 25

4) Click on Logout