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Purchasing & Invoicing Channels

Statement

We are committed to simplification of processes, enhancement of automation and reduction of paper. Thus we provide our suppliers with purchasing and invoicing channels and methods suited to their profile and type of contracts, which bring efficiency and benefits to both, our suppliers and us.

By increasing automation we aim to:

  • Facilitate efficient and effective purchasing processes
  • Eliminate errors in the invoice verification process
  • Minimize payment delays to our suppliers
  • Reduce purchasing and invoicing costs for our suppliers and us
  • Contribute to environmental protection

We strive to implement the most appropriate digital solution and reduce paper documents as much as possible, of course always in line with local legal requirements.

Purchasing Channels

We support the following purchasing channels:

Catalogue purchases – an infrastructure that allows non-professional requisitioners to purchase efficiently from selected vendors, by accessing internal or vendor catalogues populated with OMV specific content. To be used in cases of:

  • High variance of specifications and/or Prices
  • Large base of non-professional requisitioners
  • Opportunity to bundle volume/spend
  • High order number
  • Highly fragmented supplier Portfolio

Specialized channels – Own or specialized 3rd party, automated infrastructure necessary to price orders based on defined policies, and/or calculation mechanisms, while leveraging scale and/or network efficiencies. To be used in cases when(of):

  • Highly customized ordering
  • Leveraging volume
  • Requiring special infrastructure to manage order spec and automatically channel spend to preferred suppliers

Purchase Order (PO) purchases –The purchase orders are generally issued by Procurement who is the key functional stakeholder in the sourcing and contracting process. To be used in cases of:

  • High variance of specifications and prices
  • High average spend per order
     

Invoicing Methods

For certain purchasing channels and depending on legal requirements in the respective countries we operate, we offer our suppliers a self-billing or billing on behalf process.

Invoicing Channels

We support the following invoicing channels:

  • Structured PDF with .xml format transmitted via e-mail – for all suppliers whose ERP supports this format
  • Text based PDF transmitted via e-mail – all suppliers whose ERP does not support PDF with xml format should use converted PDF files (Word, Excel, etc.)
  • Image PDF transmitted via e-mail – for one-off suppliers with less than five invoices per year
  • Paper – only when legally required
     

    Invoicing Requirements

    1. Issue your invoice only after service delivery and an explicit acceptance of the service by OMV

    2. Ensure the invoice is compliant with local accounting and tax legislation

    3. Indicate on each line of the invoice to which Purchase Order (PO) number and PO line number it refers to

    4. Suppliers, who perform the service reception by themselves, are asked to indicate on each line of the invoice to which reception document number it refers to

    5. Unit of measurement and price per unit on the invoice have to match the specifications from the PO

    6. Do not invoice additional costs which are not included in the PO. If some costs could not have been foreseen in the PO – please contact Procurement to change the respective PO

    7. Ensure that the bank account on your invoice has been communicated to OMV prior to invoice transmission and that the currency is correctly mentioned on it.

    8. Submit your invoice right away after issuing as the due date is calculated from invoice receipt date

    9. Submit your invoice using the right Invoicing Channel (described above)
     

    OMVs Purchasing & Invoicing Channels

    *only under special conditions

    Contact for further information:
    info.procurement@omv.com