Welcome all new and existing suppliers!

All suppliers are asked to fill out Svitzer Vendor Application Form prior to rendering any services and/or providing any goods. Only registered vendors are able to conduct business with Svitzer.

Supplier Application Form

The data provided is necessary to:

• Execute due diligence, ensure compliance
• Create master data in Svitzer ERP system
• Issue a Purchase Order (PO) and engage you for a delivery
• Allow your invoices to be processed and paid

Svitzer is committed to maintaining the highest standards of integrity and responsible business practices. As a valued supplier to Svitzer, please make sure that you familiarize yourself with our Supplier Code of Conduct as a representation of our shared commitment to ethical conduct, respect for human rights, environmental responsibility and compliance with applicable law and regulations

Supplier Code of Conduct

Supplier Code of Conduct – Arabic

Supplier Code of Conduct – Portuguese

Supplier Code of Conduct – Spanish

All suppliers are subject to Svitzer’s General Terms and Conditions.

Should you have any questions, please contact your Svitzer representative.

Posture Assessment of All Relevant Suppliers

Every time a third-party supplier is selected to bring digital solutions into Svitzer’s estate, its security posture is evaluated.

Process:

1. The Svitzer cyber security team shares a screening questionnaire with the supplier.
2. Once a response is provided, the team decides whether any further assessment is required.
3. A failure to provide a sufficient response will affect the outcome of the vendor evaluation.
4. Svitzer will only contract with vendors able to pass the assessment successfully.

To comply with the laws and regulations on anti-corruption, fair competition, and foreign trade control, all suppliers must undergo legal compliance due diligence screening.

Certain suppliers, especially those who may represent us vis-à-vis third parties, are a subject of an enhanced due diligence process. You will be notified should you be in-scope of the enhanced due diligence.

We ask for and expect full cooperation and participation of all in-scope suppliers in the due diligence activities.

All purchases from commercial vendors must be based on a valid Purchase Order.

A PO contains all the details of the transaction, agreed pricing and delivery terms.

Invoices without valid POs will be returned without processing.

Svitzer’s POs are clearly marked with the Svitzer logo, business unit name, contact details, invoice address and a 13-digit PO number. All PO numbers are unique. Unless related to partial deliveries, please refrain from referring to the same PO number on multiple invoices.

Only invoices or credit notes sent in PDF format will be accepted

• Invoices sent via weblinks cannot be downloaded by our mailbox.
  • Coloured invoices cannot be machine-read and will be rejected. Only invoices in grayscale or black & white print with dark fonts with a resolution of 300DPI and above will be scanned successfully.
  • Invoice attachment size should not exceed 10MB or 350 pages.

Please send only one invoice per email.  Multiple invoices per email will be rejected.

Your invoice must match the details on the PO and contain the following data to assure swift payment:

• Svitzer entity name
  • Svitzer PO number
  • Your company’s name
  • Your invoice number & invoice date
  • Your bank account number, IBAN, SWIFT, ABA or any other applicable bank code
  • Total amount in the same currency as stated on the Svitzer PO

If any of the above deviates and/or is missing on your invoice, the payment might be delayed or not possible until corrected. Please refer to the FAQ section for troubleshooting.

• If you have not conducted any business with Svitzer before, please make sure to register as a new vendor via Supplier Application Form first.
  
• Make sure you have informed Svitzer about any change in banking details of your company ahead of time. Please notice that Svitzer only processes invoices if banking details are matching between the invoice and Svitzer supplier database.
  
• Ask Svitzer employee to send you a Purchase Order to confirm that the purchase of goods/services from your company has been approved.
  
• Send your invoice to the correct entity using the email stated on the PO which you can see in the picture below

Including the PO number on the invoice ensures the quickest possible payments within previously agreed payment terms. Moreover, unless agreed otherwise in writing, Svitzer’s standard payment terms are current month + 60 (sixty) days from delivery and receipt of a complete and correct invoice. Invoices received without a valid PO number quoted will be returned without payment.

All PO numbers issued by Svitzer consist of 13 digits and can be seen beneath the company address on the PO issued to you next to the words Purchase Order as shown in the picture below

The invoice email address can be seen on the PO, next to the company address as indicated in the picture below

Please reach out to your Svitzer representative who gave the original instruction to supply the goods and/or services and ask them to provide a valid PO.

In the future, please ensure that you do not accept any verbal or written order from a Svitzer representative unless a valid PO is given or if it is an emergency order. If you do accept an ‘unofficial order’ over the phone or via email, then please ensure that you receive an official order with a PO within 3 working days since the PO number must be included on your invoice.

On the Purchase Order sent to you by a Svitzer employee, you can see the company you are trading with as presented below, on the right side from the company name.

If you have not received the PO, please reach out to your Svitzer representative who gave the original instruction to supply the goods and/or services and ask them to provide a valid PO. When obtained, you should send a credit note to the wrongly addressed company and a replacement invoice to the correct company, quoting the valid PO number to the invoice address mentioned on the PO.

Please access: Supplier Application Form, fill in all requested information and attach the letterhead showing your banking details. In the form, please make sure that refer to your Svitzer representative in the “Your Svitzer Contact Email”-section to ensure swift processing.

Furthermore, please reach out to your Svitzer representative who gave the original instruction to supply the goods and/or services and ask them to provide a valid PO. Invoices without a valid PO will be returned.

Please notice that Svitzer only process invoices if banking details are matching between your invoice and the Svitzer supplier database.

Please reach out to your Svitzer representative who gave the original instruction to supply the goods and/or services and inform them officially about the banking detail change. You will be requested to provide a bank letterhead issued to your company.

This will start a process of banking details change, your invoice will be paid when finalised.

Please reach out to your Svitzer representative who gave the original instruction to supply the goods and/or services and ask them to provide a valid PO. When obtained, you should send a replacement invoice, quoting the valid PO number to the invoice address mentioned on the PO.

Please reach out to your Svitzer representative who provided you with a valid PO.

If there were any changes to the scope of the transaction after the PO had been issued, a revised PO has to be issued.

Any such changes should be communicated before an invoice is issued and submitted.

Yes, the following guidelines will ensure that your invoice is scanned and processed in a timely manner.

Only invoices or credit notes sent in PDF format will be accepted

• Invoices sent via weblinks cannot be downloaded by our mailbox.
  • Coloured invoices cannot be machine-read and will be rejected. Only invoices in grayscale or black & white print with dark fonts with a resolution of 300DPI and above will be scanned successfully.
  • Invoice attachment size should not exceed 10MB or 350 pages.

• Please send only one invoice per email.  Multiple invoices per email will be rejected.

• Your invoice must match the details on the PO and contain the following data to assure swift payment:
  • Svitzer entity name
  • Svitzer PO number
  • Your company’s name
  • Your invoice number & invoice date
  • Your bank account number, IBAN, SWIFT, ABA or any other applicable bank code
  • Invoice total amount in the same currency as stated on the Svitzer PO

Lastly, make sure you have informed Svitzer about any change in banking details of your company ahead of time

In Svitzer, all financial commitments for goods and services must be made via purchase orders. Svitzer has a short list of agreed exceptions if the expense falls under an exempted category. To verify whether exemptions defined in the exempted category are applicable to you, please reach out to your Svitzer representative.

However, if you do not fall under the above category, as part of the ‘No PO, No Pay’ policy, invoices submitted without a valid Svitzer PO number will be rejected and returned, unpaid.