Invoicing to Bertelsmann
One of Bertelsmann's central goals is to continuously develop and improve the cooperation with our suppliers. An important aspect is to optimise the invoice process. This leads to a shortened processing time of your invoice and thus to faster payment.
By using PDF invoicing via e-mail, you are choosing a fast and cost-effective method of invoicing. Prerequisite for using our e-mail channel is a one-time registration in this portal.
On this portal you will find all the necessary information on the requirements for invoice quality, invoice receipt channels, registration for invoicing in PDF format and which Bertelsmann companies participate in this process.
In order to ensure a fast processing and payment, we kindly ask you to comply with the listed minimum requirements for an invoice. By clicking the check box during registration, you authorise us to return your invoice to you in case of incorrect or missing information. In this case the invoice will not be processed but needs to be resubmitted with the correct information.Invoice processing
Requirements for invoice quality
Invoice quality is of extremely important for an optimised invoice process.
For this reason, we ask you to observe the minimum VAT requirements as well as our Bertelsmann-specific requirements.
- Compliance with local VAT requirements (e.g. for Germany §14 UStG requirements)
- VAT ID or tax number of you as well as of the respective Bertelsmann company
- Specification of your bank account details
- Specification of currency in ISO code (e.g. EUR)
- Invoice includes the gross, net and tax amount
- No handwritten information
- Invoice preferred on white background
- Invoice address only with the specified invoice address (see Downloads - "Participating companies")
- The four-digit RU (reporting unit) is mandatory as an address suffix in the invoice address
- For invoices with purchase order:
- Listing the correct purchase order number
- An invoice refers only to one purchase order
- For invoices without purchase order:
- E-Mail address of the purchaser (preferred) and/or
- Cost centre of the purchaser or project/order number
Invoicing example
Invoice receipt channels
PDF / Reminder invoicing via e-mail
Thank you very much for your interest in using PDF via email. This will enable you to choose a fast and cost-effective method for invoicing. The prerequisite for using our email channel is the registration on this portal. By registering, you confirm your adherence to the Bertelsmann quality standards and the requirements listed for sending emails.
Minimum requirements for PDF invoicing via email:
- One-time registration via this portal
- Use of the email invoice addresses of the respective Bertelsmann companies (see Downloads - "Participating Companies")
- An email may only contain one invoice as a PDF file; attachments to the invoice must be sent as part of the same PDF or in other file formats
- Only invoices, credit notes and reminders may be sent to these email invoice addresses
- For other accounting enquiries please use the email address on the contact form
- When sending PDF invoices please do not use special characters in the file name (e.g. " # % & * : > ? / |)
- Technical requirements for PDF via email:
- PDF as a "real" attachment , not embedded in the text
- Max. 20 MB per PDF
- No encryption of the e-mail or the PDF file
- Please do not send copy invoices by post
E-Invoicing
With our e-invoicing procedure we offer the possibility of electronic data exchange of an invoice between supplier and customer via the service provider crossinx GmbH. The procedure makes sense for suppliers who are already connected to crossinx or are connected to a crossinx roaming partner. For suppliers who are not yet connected to crossinx but send more than 500 invoices per year to Bertelsmann, the procedure would also be a suitab;e solution.
For further information on the procedure, costs incurred and for clarification of technical and contractual details, please contact us via our contact form.
Credit note procedure
The automatic settlement of goods receipts on the basis of an agreement between vendor and customer is the so-called credit note procedure. The vendor does not create invoices in this procedure. If you would like to switch to the credit note procedure, you can contact us via our contact form.
Paper
Paper invoices are no longer acceptable. We can only accept electronic copies.
For further questions regarding Bertelsmann quality standards and the various invoice channels, please contact us via our contact form.
Thank you very much for your support!Your Bertelsmann Global Business Services
Reminders or Balance confirmations
For this purpose, please use the email addresses known to you for invoice delivery. (Downloads -> "Participating Companies.pdf"). Further information can be found in our Flyer Reminder.
Contact
For all inquiries regarding registration, the dispatch of payment advice or invoice status, please feel free to contact us via the contact form.
Company specifics
Arvato Supply Chain Solutions – Additional requirements for carriers