Frequently asked questions

Indeed, the letter serves as an introduction, notifying that you are engaging with a new Solvay legal entity. Due to the potential impact on certain purchase orders, it is advised to proactively prepare your master data setup.

Please note that two letters with the same purpose have been sent. The second letter serves as a reminder.

Yes, it is part of the Solvay Group.

Please refrain from replacing the existing entity in your customer master data. Instead, please prepare for the creation of a new customer account. If any of your purchase orders are affected, you will receive a notification regarding the replacement purchase order under the new legal entity mentioned in the letter.

Invoices that do not comply with the requirements will be rejected and a request for re-issuance will be made, with the exception of special cases where tolerances will be implemented.

Further communication will be carried out.

If applicable, certain purchase orders will be transferred to the new legal entity. If your purchase order is affected by this change, you will be notified and instructed to invoice the new legal entity accordingly. If you have not received any communication regarding your ongoing purchase order, please continue with your usual invoicing process.

Further communication will be carried out.

You have received a letter only for the impacted legal entities. For the remaining entities, please continue with your regular procedures.

We apply different sets of weighted criteria to select our suppliers. In addition to commercials and technical qualifications, we also rate Innovation, CSR, Risks amongst others.

Please confirm the Purchase Order conditions (price, quantity and delivery date) by clicking on the link within the email.

You can check how to confirm the orders step-by-step in the following videos: English, French, Chinese, Italian, German

Yes. When you are confirming / acknowledging the Purchase Order you are confirming all the Purchase Order conditions and items. When you are disputing an item you are also accepting all the other items.

If at a later stage, you need to submit an adjustment, please submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries).

You can check how to confirm the orders step-by-step in the following videos: English, French, Chinese, Italian, German

You have 10 working days to confirm the purchase order.

If at a later stage you need to adjust any of the conditions, please submit a request using the Supplier inquiry webform (option: Purchase Order & Deliveries).

A different period of time might be mentioned in the purchase order document. These texts are currently under review to be aligned with the 10 working days standard. 

Provide your best estimate. If at a later stage you need to submit an adjustment, please submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries), to provide the new date and/or quantity. All the other conditions and attachments are considered as accepted based on the previous confirmation.

You can check how to confirm the orders step-by-step in the following videos: English, French, Chinese, Italian, German

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

You have to inform the situation using the using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the the information that must be updated.

If the Purchase Order has been issued to an incorrect branch of your company, give us the details about the correct one.

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

You have to inform the situation using the Supplier inquiry webform (option: Purchase Order & Deliveries). Then, the team will reactivate the link and you can proceed with the confirmation using it. 

You can check how to confirm the orders step-by-step in the following videos: English, French, Chinese, Italian, German

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

The payment terms applicable will be quoted on the Purchase Order Document attached to the email.

Please use the Supplier inquiry webform (option: Purchase Order & Deliveries). Be specific and provide all the details related to your request. After the team provides the first response, the exchanges related to your inquiry will continue via email.

After the inquiry is closed, you won't be able to communicate with the team via email. You will need to submit a new inquiry using the Supplier inquiry webform (option: Purchase Order & Deliveries).

Direct emails to the team, not linked with an ongoing inquiry in progress, won't be answered.

Report it to ITCERT@solvay.com 

Check our Track your invoices page

Requirement: Each invoice should refer to one single Purchase Order

Contact us using the web form.

Note: Email correspondence will only be possible once the webform is submitted.
 

Invoices should be issued once the agreed-upon goods have been delivered or the services have been rendered. This ensures that the invoice accurately reflects the quantity and quality of the goods or services provided.

An invoice should include essential information to ensure clarity and facilitate smooth payment processing. Here are key details that should be included on an invoice:

• Purchase order: Purchase order number should be referenced on all invoices and each invoice should include only one Purchase Order number.
• Legal entity: Specify the paying legal entity as mentioned on the Purchase Order
• Invoice Number: Assign a unique invoice number to each invoice you issue. This helps both you and the recipient track and reference the payment in the future.
• Invoice Date: Specify the date the invoice was issued. This is important for record-keeping and for determining payment due dates.
• Description of Goods or Services: Provide a detailed description of the goods or services provided. Include quantities, unit prices, any applicable discounts or taxes, and a total amount for each item or service.

Note: No Payment terms nor payment instructions, including bank details should be submitted

Ariba supplier: You can check how to submit your invoice via Ariba step-by-step in the following videos: English, French, Chinese, Italian, German, Portuguese

Non-Ariba Supplier: Please check our Track your invoice page for invoicing instructions.

Invoices can be rejected for various reasons, mostly due to business or fiscal issues. Here are some common reasons why an invoice might be rejected:

- Purchase Order information non-existing or inconsistent with information available on the Purchase Order
- Suppliers digitally connected can only submit via digital format
- Legal entity information on invoice non-existing or inconsistent (VAT reg, Tax Id)
- Supplier information on invoice missing (VAT reg, Tax Id)
- Incorrect Tax rate/code on invoice

You can check How to track your invoice step-by-step in the following videos: English, French, Chinese, Italian, German, Portuguese

If your invoice has been rejected, it is important to take prompt action to address the issue and ensure timely payment.

1. Review the rejection reason: you have received an email with the reason why. You can also consult our invoice tracking tool. You can check how to track your invoice step-by-step in the following videos: English, French, Chinese, Italian, German, Portuguese
2. Rectify the issue: Once you have identified the reason for rejection, take necessary steps to rectify the problem. This may involve correcting errors, providing missing information, updating calculations, attaching supporting documentation, or addressing any other issues that led to the rejection.
3. Resubmit the corrected invoice: Prepare a new invoice with the necessary corrections and updates based on the rejection reason. Ensure that all the required information is included and any supporting documentation is attached. Clearly mark the invoice as a corrected version to avoid confusion.
4. Learn from the experience: Use the rejected invoice as an opportunity to review your invoicing processes and identify any areas for improvement. Take note of the reasons for rejection to avoid similar issues in the future.

Remember, resolving the issue promptly can help expedite the payment process and minimize any potential delays.

Ariba supplier: You can check how to submit your invoice via Ariba step-by-step in the following videos: English, French, Chinese, Italian, German, Portuguese

The correct format for submitting invoices can vary depending on weather or not you are using any of our B2B or EDI platform. There are some general guidelines that can help ensure your invoice is submitted in the correct format:

• For B2B or EDI platforms, you are already instructed on how to proceed with invoice submission.
• If you are onboarded on the SAP Ariba platform and you receive your PO via the platform, you must also submit your invoice through it. You can check how to submit your invoice via Ariba step-by-step in the following videos: English, French, Chinese, Italian, German, Portuguese
• If you are not on these platforms, you must know the legal entity you are invoicing to ensure the submission in the right place. Find the right email via our Track your invoice page

Note: Include all necessary information: Your invoice should include all the essential details, such as your purchase order number, invoice number, date, legal entity, a description of the goods or services provided, quantity, unit price, and any applicable taxes or discounts.

All invoices should be submitted 8 days after being issued.
Any invoice received 15 days after submission runs the risk of being paid late

To check the status of an invoice, please connect to our Supplier Invoice Tracking portal (hosted inside SAP ARIBA).
Please note that you do not need to be in SAP ARIBA Commerce automation to consult your invoice status. You will however need an Ariba network ID (ANID), connected to our environment. You have to submit your request using the Supplier inquiry webform (option: Ariba Commerce Automation (Access and Support))

You can check How to track your invoice step-by-step in the following videos: English, French, Chinese, Italian, German, Portuguese

Invoice disputes that need internal arbitration and resolution are sent via workflow to our business representatives.
In the case one of your invoices is impacted, you will be able to see it in our Supplier Invoice Tracking portal.

You can check How to track your invoice step-by-step in the following videos: English, French, Chinese, Italian, German, Portuguese

Once an invoice has been submitted, we cannot underpay or over pay its value (excluding the US).
This ensures invoice tax compliance and processing integrity.

Issuing a credit note: If the invoice cannot be canceled or modified, you can issue a credit note. A credit note serves to reverse or adjust the original invoice by reflecting the necessary changes. It helps to correct any errors or discrepancies and ensures accurate accounting and record-keeping.

Nothing. The invoice is in our queue and you'll be paid based on the payment terms agreed.

You can check How to track your invoice step-by-step in the following videos: English, French, Chinese, Italian, German, Portuguese

Inaccurate invoices will lead to rejection or internal dispute handling.

Fraudulent invoices will be communicated to our risk teams and consequently could lead to prosecution.

It is crucial to emphasize the importance of maintaining integrity and accuracy in invoicing practices. Engaging in ethical and compliant invoicing is not only legally required but also essential for building trust, preserving your reputation, and fostering long-term business relationships.

Payment methods and payment terms are agreed with our buyers before invoicing.

Please note, as a general rule, payment instructions on invoices will not be followed.

It is crucial to maintain compliance with relevant tax laws and regulations to prevent penalties and legal complications associated with your invoices.

We adhere to the guidelines recommended by one of our partners, and you can access HERE.

OCEAN FREIGHT INVOICES

• For Ocean Carriers: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For BDP: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For GEODIS: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For HELLMANN: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE

FREIGHT FORWARDERS INVOICES

• For Freight Forwarders (general): OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE (in progress)

GROUND FREIGHT

• For Ground Carriers: GROUND FREIGHT INVOICING AND STATEMENT PROCEDURE

Requirement: Each invoice should refer to one single Shipment SID# or Purchase Order

OCEAN FREIGHT INVOICES

• For Ocean Carriers: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For BDP: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For GEODIS: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For HELLMANN: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE

FREIGHT FORWARDERS INVOICES

• For Freight Forwarders (general): OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE (in progress)

GROUND FREIGHT

• For Ground Carriers: GROUND FREIGHT INVOICING AND STATEMENT PROCEDURE

OCEAN FREIGHT INVOICES

• For Ocean Carriers: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For BDP: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For GEODIS: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
• For HELLMANN: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE

FREIGHT FORWARDERS INVOICES

• For Freight Forwarders (general): OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE (in progress)

GROUND FREIGHT

• For Ground Carriers: GROUND FREIGHT INVOICING AND STATEMENT PROCEDURE

SAP Ariba is an on-line platform that allows you to receive and acknowledge electronic Purchase Orders (PO), submit electronic invoices and track the status of those documents.

No, Ariba Network use is web-based, therefore all you require to access SAP Ariba platform is a browser and internet access.

No, the use of the platform is FREE of charge for Solvay suppliers.

No, you can use separate accounts or one global account, it is your choice.

Yes, it's possible. You have to set up an account for an administrator. The administrator will then be able to create up to 250 users and grant them specific authorization.

If you have been invited to connect as standard account, you can upgrade for free to an enterprise account.

The account administrator will need to follow the steps below. 

• Log in to the administrator’s account
• Click on the button with your initials in the upper-righthand corner  for the dropdown menu
• Select Settings, then choose Electronic Order Routing
• Change the e-mail address under New Orders
• Click Save

You can find your account's ANID number by clicking on the button with your initials in the upper-righthand corner in SAP Ariba platform.

If you're leaving your company or moving to a new position, you need to transfer ownership of the SAP Ariba account by choosing a new administrator. 

1. At the top of the home dashboard, choose Account Settings icon > Settings > Users

2. Click Manage Users tab and check the box for the user who will be the new administrator.

3. Click Make Administrator under Actions.

4. Ariba displays the Assign a Role page.  Choose a new role for your account and click Assign.

5. Ariba displays a warning message that indicates the name of the new account administrator.  Click OK to transfer the account administrator role.

Ariba logs you out of your account and sends an e-mail notification to the new account administrator, alerting them that they now have the administrator role.

To update the e-mail address, username, contact information, preferred language, timezone, or currency on your account:

1. Click Account Settings icon > My Account in the top right.

2. Edit any fields as needed.

3. Click Save.

If you update your e-mail address, be sure to click the link in the confirmation e-mail sent to the new e-mail address.  Usernames are unique and cannot be used multiple times.  They also need to be formatted like an e-mail, but do not need to be a valid address.  For example, if your username of test@ariba.com was not accepted, try test1@ariba.com.

You can check how to confirm the orders step-by-step in the following videos: English, French, Chinese, Italian, German

The Purchase Order has been updated. The supplier must confirm the change order and use that most recent version to submit any invoice(s).

Ariba has been set up with a Business rule that does not allow suppliers to confirm a quantity or a price in certain cases (ordered quantity/price). If this is the case , you get an error saying that the quantity/price exceeds the tolerance limit specified by Solvay. Please raise a webform instead.

Value PO  / Blanket PO

• If PO is assigned with 'Print Price ON' then Max amount will be visible to the supplier but the supplier can post an Invoice up to max amount level in Ariba. 
• If PO is assigned with 'Print Price OFF' then max amount will not be visible to the supplier (with Hide the price functionality) but the supplier can post an Invoice up to max amount level in Ariba.

No, you should use the Ariba Network

When creating your invoice on Ariba you have to make sure that you set up the correct invoice date (if it is not the current date) in order to be paid on the desired due day.
If this was not the case, please contact us via this webform indicating the correct date of the invoice in question and attach the correct invoice to the form.

No it does not record in the supplier accounting system

If you wish to create the invoice with a different VAT Reg# you have to insert it manually during the invoice creation process.

Even if no tax is being charged, enter “0” in the Rate % field.

Solvay has enabled a transaction rule which requires Value-Added Tax (VAT) on all invoices. To resolve the error, you must add VAT to your invoice by following the steps below:

• On the Create Invoice page, select the check box to the left of the line item.
• At the bottom, click Line Item Actions > Tax.
• In the Tax section that appears, select VAT as the Category.
• Enter the VAT information.

If the invoice number has previously been used and rejected or credit submitted, a “1” or “A” must be entered after the invoice to create a new, unique number.

The supplier’s registration number with the Companies and Commercial Registry and the city where the supplier is registered, for example, SIRET: 451 684 559 00011—Inscrite au Registre du Commerce de Versailles sous le numéro B 451 684 559. This field is used on invoices.

It is not an error but just a warning message to notify the supplier that Solvay doesn't accept Labor service lines. Please proceed with invoice creation, as Ariba will let you to finalize the invoice creation.

The bank details should be inserted in your Ariba profile. By doing this, you will not have to insert them manually every time you create an invoice, as Ariba will populate the field automatically.  

They can be found under:

• Company Profile
• Business (2)
• Bank information

• Log into your Ariba account.
• Click on the button with your initials in the upper-righthand corner for the dropdown menu.
• Select Settings, then choose Electronic Invoice Routing.
• Check the notification box and enter the email address(es) separated by a comma.

The link What does this error message mean? provides a list of possible error messages produced by the Ariba Network for invoices and their resolutions.  These messages are generated if invoice processing detects errors when suppliers submit invoices through any channel (online, cXML, EDI, or CSV).

Ye it does
-If PO is assigned with 'Print Price ON' then Max amount will be visible to supplier but supplier can post an Invoice upto max amount level in Ariba. 
-If PO is assigned with 'Print Price OFF' then max amount will not be visible to supplier (with Hide the price functionality) but supplier can post an Invoice upto max amount level in Ariba. 

The reason why the PDF is marked as ‘Copy of Invoice’ is because the cXML document is the official legal invoice.

-For blanket PO and service PO, yes
If with quantity = 1, it can be invoiced partially, using quantity = 1 for every invoice until the expected value is reached.

-For Material PO you need to decrease the quantity
If with quantity = 1, this cannot be invoiced partially unless you adjust the quantity field and use a decimal number e.g. 0.3, 0.5, 0,75, etc.
If with quantity > 1, this can be invoiced partially until the PO quantity is reached

-For Limit PO
A single invoice shall be created for the Limit Orders line items.

This error appears when a material Purchase Order is in Partially Invoiced status. The order line item was only created for quantity 1, which has already been invoiced, therefore the line item is closed for invoicing.

Next step: You need to create a Credit Memo to remove the initial invoice with quantity 1 and then if you need to create a partial invoice, you need to adjust the quantity field and use a decimal number, e.g. 0.30, 0.55 with calculated price by Ariba.

1. Click Workbench > Orders.
2. Click the PO number hyperlink to open the order.
3. Click Create Invoice > Credit Memo for a header level credit memo.
4. Click Create Invoice > Line Item Credit Memo for a line item credit memo.
5. Enter the invoice number and adjustment amounts (in negative numbers) in the fields provided.
6. Click Next to review then click Submit.

Do not insert data 

In case you need to insert estimated shipping costs and/or date, please use the supplier contact webform. If you populate the fields directly in ARIBA Network there will be no Purchase Order update.