Alternative invoice channels at Dr. Ing. h.c. F. Porsche AG

The following chart depicts the different possibilities of submitting invoice documents to Porsche:

In order to achieve a swift and efficient process, invoice documents addressed to Dr. Ing. h.c. F. Porsche AG should always be submitted electronically. When transmitting your invoices to Dr. Ing. h.c. F. Porsche AG, please select the most efficient one from the input channels below. Naturally, only one input channel should be used in order to avoid any form of duplication. The following invoice channels are available:

Production materials:

• EDI (VDA4938)
   

Non-production materials (i.e. products / services that are not directly related to the vehicle):

• FIN
• Service provider (acts as intermediary between supplier and Porsche)
• PDF (from ERP/Excel/Word/...)
• EDI (VDA4938) *
   

Freight services:

• EDI (VDA4938/T4)
• PDF (from ERP/Excel/Word/...)
• Paper form (in exceptional cases only)
   

Invoice documents including foreign VAT:

• Paper form (due to VAT refund reasons)
   

Note: During the testing phase, Porsche works without a specified test connection, i.e. your test files are transferred into productive operation by our EDI team.

* Please make sure to consider the information and restrictions of the preceding and following sections.
 

The receipt of invoices via electronic data exchange (EDI) is the preferred alternative at Porsche. The abbreviation “EDI” stands for "Electronic Data Interchange", i.e. the electronic exchange of structured data in a standardized format. Data records are transmitted via an OFTP2 interface and a corresponding converter. Porsche accepts EDI invoices in the format VDA4938 only. For invoices related to production material, Porsche adheres to the VDA standard and has no additional or specific requirements for the data set. For invoices related to non-production material, individual adjustments are possible and sometimes even necessary. In this case, please contact the EDI team to clarify the options.

For further information on the VDA format VDA4938, please refer to the VDA website.

EDI-billing is particularly useful for large invoice volumes.

For establishing a general EDI connection to Dr. Ing. h.c. F. Porsche AG, please contact the following teams:

EDI Plant (German: EDI-Werk)

Coordination and clarification whether and how an EDI connection could be established

• Creation of the supplier in SAP Pxx and / or other relevant systems
• Requirement OFTP2 data sheet and certificate from the supplier
• Submitting the Porsche data sheet and certificate (DIP) to the supplier
• Forwarding the process to the Porsche OFTP2 team
   

Contact

• EDI plant Zuffenhausen:  edi-werk-zuffenhausen@porsche.de
• EDI plant Ludwigsburg:   edi-werk-ludwigsburg@porsche.de
• EDI plant Sachsenheim:  edi-werk-sachsenheim@porsche.de
• EDI plant Leipzig:              edi-werk-leipzig@porsche.de
   

EDI Team

 Review process of Porsche’s EDI channel

• Testing of EDI invoice files
• Final acceptance and release of the EDI connection
   

Contact: edi-rechnungswesen@porsche.de

Note: During the testing phase, Porsche works without a specified test connection, i.e. your test files are transferred into productive operation by our EDI team.

Please find further information and notes related to this topic in our EDI guide.

+ Swift and safe exchange of electronic invoice data

+ Cost savings (paper, printing, postage, ...)

+ Reduced administrative effort

+ Improved tracking ability
 

The Finance application FIN on the Group Business Platform enables suppliers to exchange financial data (invoice, payment advice, ...) with Dr. Ing. h.c. F. Porsche AG electronically.

The finance application offers you the following alternatives:

• Submitting invoice documents,
• Overview of submitted invoices, *
• Access to the process status of submitted invoices,
• Contact details of corresponding support centers,
• Payment information.
   

*Please note that the financial data of corresponding invoice documents will appear in the Finance application not earlier than 4 - 6 days subsequent to the receipt of the invoice in our A/P department.

Invoicing via FIN is beneficial for all suppliers of non-production material with medium to high invoice volumes.

Invoicing via FIN is beneficial for all suppliers of production material (consultation with the responsible accountant and the EDI team is necessary) with low to medium invoice volumes. Please note: In case of production material, all item data have to be entered in FIN.

In order to register on the Group Business Platform, please follow the link www.vwgroupsupply.com and select the item “Register as a partner”:

If you have any questions related to your registration, please forward your company name and DUNS number to the following email address: b2bteam@vwgroupsupply.com.

Once the registration on the Group Business Platform is complete, please reach out to the Dr. Ing. h.c. F. Porsche AG support team, which provides you with the corresponding authorization role for the financial application. Please also provide your company name and your DUNS number here.

Contact: edi-rechnungswesen@porsche.de.

Further instructions for invoicing on the platform are provided on the financial application (FIN) page in your user manual.

Swift and safe exchange of electronic invoice data

+ Cost savings (paper, printing, postage, ...)
 

There is also the option of submitting invoices to Dr. Ing. h.c. F. Porsche AG via a service provider. The service provider converts your invoice documents into the format requested by Porsche and transfers them to Porsche. The format requested by Porsche is VDA4938.

Invoicing via service provider is beneficial for all suppliers with small to medium invoice volumes.

Please note: In case of production material, all item data have to be provided by the service provider.

Porsche is currently working with the following service provider(s):

Basware GmbH www.basware.de

Applying for a connection via the service provider is permitted on behalf of the supplier only. Hence, you are welcome to contact the service provider directly.

Please note: When making use of this channel the tax original of the invoice equals the invoice file of the service provider.

+ Swift and safe exchange of invoice data

+ Reduced administrative effort
 

Besides saving paper and costs, submitting invoice documents via PDF ensures swift transmission and supports us in optimizing the processing times for your invoice.

Please note that only system-generated PDF files (created from ERP, Word, Excel, etc.) allow for further processing. Scanned invoices do not represent original invoice documents and cannot be captured correctly (i.e. processed automatically).

Below you will find our requirements for PDF invoices. Your PDF invoice has to be submitted to the email address provided in our requirements. Sending invoices to employees' email addresses is not permitted and will result in your invoice not being accepted and processed. Please note that sensitive data or data with special security requirements are strictly permitted on PDF invoice documents. If such data types are generally required on your invoice documents due to the deliveries or services provided by your entity, invoicing via PDF is expressly precluded and an alternative input channel needs to be selected.

+ Swift and safe exchange of digital invoice data

+ Cost savings (paper, printing, postage, ...)

+ Reduced administrative effort
 

Freight billing VDA 4938/T4

For the settlement of freight invoices in connection with series and after-sales volumes as well as special freight trips, invoices must be submitted to Porsche via VDA4938/T4. In order to connect the VDA please find the following guide Cargo VDA

For freight services related to the transport of new vehicles by truck or rail and depending on the destination, the application of the credit memo procedure (ERS) should be sought. Please feel free to contact our freight department in order to enquire whether the procedure applies to particular destinations of relevance.

Chargeback

The following documents (in paper form or as PDF) have to be submitted when calculating back to a debit for EDI freight invoices:

• A new invoice,
• A copy of our charge,
• Receipts that support the new billing.