Vendor Manual- 1.1 Page 1 of 25 Vendor User Manual SRM – SUPPLIER RELATIONSHIP MANAGEMENT VERSION 1.1
Vendor Manual- 1.1 Page 1 of 25
Vendor User Manual
SRM – SUPPLIER RELATIONSHIP MANAGEMENT
VERSION 1.1
Page 2 of 25
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.
Vendor Manual- 1.0 Page 5 of 25
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
Vendor Manual- 1.0 Page 7 of 25
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
Vendor Manual- 1.0 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
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Select the approved service entry (confirmation) / Goods Receipt and then click on create
Invoice button
Vendor Manual- 1.0 Page 11 of 25
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
Vendor Manual- 1.0 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: 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)
Vendor Manual- 1.0 Page 17 of 25
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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