Get your questions answered

We've put together a list of commonly asked questions and answers you might have during the procurement process.

Supplier diversity

Diverse suppliers are those certified by the appropriate local, regional, or national authority with at least 51% of the business owned and operated by a minority, woman, veteran, LGBTQ, persons with a disability, or an otherwise-certified historically disadvantaged or underutilized business

Across our US sourcing organization, we strongly encourage the inclusion of at least one diverse supplier in all competitive bidding opportunities. In addition, our corporate memberships with organizations such as National Minority Supplier Development Council (NMSDC) and the National LGBT Chamber of Commerce (NGLCC) help us identify top-tier diverse suppliers and strengthen our relationships within the diversity community. 

To learn more about supplier diversity at UBS, please contact: ol-ubs-supplier-diversity@ubs.com

Supplier qualification / risk management approach

The objectives of the Vendor Relationship Management meeting (VRM3) are to review key relationship metrics, ensure governance mechanisms are working effectively and drive corrective actions, if required.

The Contract Governance meeting (CM5) is the main governance forum between UBS and suppliers for ensuring effective management of the contractual obligations and deliverables.

“3PISA” is a Third Party Information Security Assessment, which is required when UBS shares data with a supplier. The assessment is meant to ensure that the supplier can and will comply with the policies designed to protect UBS data from unauthorized use or improper disclosure.

Managing environmental and social risks is a key component of our corporate responsibility. We've set standards in supply chain management decisions and have identified certain activities we will not engage in or will only engage in with stringent requirements. As part of this process and in accordance with our RSCM policy, we engage with our suppliers to understand their processes and policies and ensure there are no unacceptable or social risks.

The risks applicable for the goods/ service sourced are determined through a mandatory questionnaire. Based on the outcome of the risk applicability (risk flags) questionnaire, the Vendor Contract Manager is required to trigger the Outsourcing Due Diligence Process (ODP) and Third Party Information Security Assessment (3PISA) as soon as possible. If applicable, the Business Continuity Management (BCM) risk assessment will be automatically triggered and conducted in parallel to the sourcing process. Completion of these risk assessments is required prior to the signature of the contract. In addition, risk-related steps are to be executed for records management, subcontractors involvement as well as performance service-level agreements.

Onboarding / SAP Ariba integration

SAP Ariba Network is the largest B2B network in the world. It is a dynamic, digital marketplace used by millions of global businesses – buyers and suppliers to collaborate on transactions.

We will onboard suppliers in different phases, depending on the geographical place and supplier type. The SAP Ariba solution will be fully implemented by May 2021.

UBS will use the SAP Ariba Network as the unique solution for electronic invoicing. If you transact with UBS using purchase orders and/or submitting electronic invoices, this will be a required change

To transact with UBS, you need to have an Ariba Network account, accept the Trade Relationship Request sent by UBS and follow the onboarding steps instructed by our UBS Ariba Support team and the SAP Ariba’s specialists.

You can use either a standard account or an enterprise account to trade with UBS in SAP Ariba Network. However, SAP Ariba recommends different account types and integration levels depending on your transaction volumes in the network.

Standard account:

This type of account offers basic functionalities and is completely free for suppliers. You are able to transact digitally using email tools and gain visibility into when you can expect payment from your customers.

Enterprise account:

An enterprise account provides everything the standard account offers, additionally giving you access to a wide range of technological capabilities. With the enterprise account, you can transform your operations with full ERP integration, leading to automated workflows, faster sales and fulfilment cycles, and reduced errors. The enterprise account is further divided into different levels, each of them offering an incremental offer technological capabilities.

The SAP Ariba standard account is completely free for suppliers. The fees associated to enterprise accounts depend on the transaction volumes as well as the level of integration chosen.

Suppliers who choose to use a SAP Ariba enterprise account will charged by SAP Ariba according to their fee scheme. UBS will not cover the fees charged to suppliers.

You can use the same SAP Ariba account to trade with different buyers.

Please contact Ariba Support directly – they can advise you on how to change the dashboard

With a SAP Ariba standard ccount all transactions are accessed through the network. This means that the required infrastructure is very limited, mainly a fast internet connection and a compatible browser. Enterprise accounts might require more resources depending on the degree of integration selected.

Full instructions on how to register an account in SAP Ariba Network as a supplier can be found here

A Level 2 PunchOut catalog enables end-users to search for and find the catalog items within the UBS internal purchase portal, instead of having to search on the supplier´s electronic commerce portal directly. We believe that this option provides a superior and more uniform experience to end-users.

A CIF (Catalog Interchange Format) catalog provides an easy way for suppliers to create and maintain a catalog using a spreadsheet. Items uploaded using a CIF catalog are displayed within UBS’ internal purchase portal similarly to an PunchOut Level 2 item, contributing to an uniform experience to the end-user.

Please download the guide for detailed instructions on how to create and maintain a PunchOut Level 2 catalog.

  • For business related questions: sh-analytics@ubs.com
  • For system or general Ariba Network questions: joinUBS@ariba.com

Purchase orders and invoices

General

  • Invoice number
  • Date of Issue
  • The supplier's full name & address
  • The supplier's VAT identification number
  • The supplier's bank account details (IBAN & SWIFT code or the complete bank account number) or for Swiss suppliers orange / red payment slips & from 01.07.2020 invoices containing QR code
  • UBS legal entity name & address (bill to address)
  • UBS purchase order number / UBS contract number or if neither, your contact person at UBS
  • A description of the quantity or the nature of the goods supplied or services rendered
  • The date of supply
  • The VAT rate applied
  • The VAT amount payable
  • A breakdown of the VAT amount payable per VAT rate or exemption
  • The unit price of the goods or services exclusive of tax, discounts or rebates (unless included in unit price)
  • Digitally invoices: sh-p2p-invoices@ubs.com
  • Physical invoices:
    UBS Business Solutions AG
    Accounts Payable
    BSSH – 4033.01
    Solenbergstrasse 5
    8207 Schaffhausen

    Please note that the above is only a delivery address for physical invoices; the bill to address may vary.

Please upload the invoice documents, attn. UBS AG or UBS Switzerland AG, directly via the mailbox ubs-ch@scan.conextrade.com from Swisscom.

The above requires an online registration (free account) to the Conextrade (Swisscom) portal. Only original invoices should be uploaded. Credit Notes /overdue invoice reminders /receipts /regulatory invoices e.g. donations, charitable organizations, memberships and sponsoring invoices cannot be sent to the scanning centre.

Electronic versions (PDFs): sh-manual-invoice-exceptions@ubs.com

Physical invoices:

UBS Business Solutions AG
Accounts Payable
BSSH – 4033.01
Solenbergstrasse 5
8207 Schaffhausen

Please note that the above is only a delivery address for physical invoices; the bill to address may vary.

As soon as the contract is signed and published in our system, the purchase order can be raised. You'll receive the purchase order after it's been fully approved.

As soon as the contract is signed and published in our system, the purchase order can be raised. After the order has been fully approved, you will receive it with the payment instructions.

SAP Ariba

Purchase orders

Supported

  • New purchase orders
  • Change / cancel purchase orders
  • Non-catalog purchase orders

Not supported

  • Service purchase orders
  • Blanket purchase orders (BPOs)
  • Purchase orders with attachments

Invoice types

Supported

  • Individual detail invoice: applies against single PO referencing line items; line items may be material items.
  • Partial invoice: Invoice against a portion of the items on a PO.
    Invoice against material PO
  • lineLevelCreditMemo (cXML 1.2.018 and higher) invoice purpose set to “lineLevelCreditMemo”
  • Duplicate Invoice: invoice numbers may be reuse in case of fail of original invoice
  • Line level credit supported by negative quantity at item level and positive unit price
  • Non-PO invoice against contract or master agreement

Not supported

  • Non-PO Invoice: invoice against PO not transacted via the Ariba Network
  • Header Invoice: single invoice applying to single PO without item details
  • Invoice against Blanket PO
  • Invoice against PCard
  • Cancel Invoice
  • Header Credit Memo
  • Debit Memo

Step 1

In the Inbox, select the PO you want to invoice and click click Actions > Standard Invoice.

Step 2

Alternatively in the Inbox, click the purchase order to open it, and then choose Create Invoice > Standard Invoice.

Step 3

On the Create Invoice page, enter an invoice number (Invoice #), invoice date and other header-level information about the invoice in the Summary area.


Step 4

In the Shipping area of the invoice header, select Line level shipping.

Step 5

Go to Line Items area, select the line you want to add tax to then click Line Item Actions > Tax

Step 6

Go to Line Items area, mark "Tax Category" and select the correct tax type.

Click on "Add to Included Lines" button.


Step 7

Enter value of Rate (%) or Tax Amount.

Step 8

  • Still under Line Items area, go to Shipping Cost section and enter the Shipping Amount.
  • When all data is completed, press Next and Submit the invoice.

Step 9

Go to Line Items area, mark "Tax Category" and select the correct tax type.

Step 1

In the Home Page Click Create > Non-PO Invoice.

Step 2

Select the appropriate Customer, mark Standard Invoice and click Next.

Step 3

Enter an invoice number (Invoice #), date and other header-level information about the invoice:


Step 4

Add information to at least one of the fields under Order information area: Customer Order #; Sales Order #; Contract Number; Sales Order Date

Step 5

In the Shipping area of the invoice header, select Line level shipping.

Step 6

  • Go to to the Line Items are to add the items you want to invoice.
  • To invoice goods, go to the bottom of the Line Items section and click Add > Add Material.
  • To invoice services, go to the bottom of the Line Items section, click Add and select Add General Service or Add Labor Service.

Step 7

Complete the required fields for the added line.

Step 8

Go to Line Items area, select the line you want to add tax to then click Line Item Actions > Tax

Step 9

Enter value of Rate (%) or Tax Amount.


Step 10

  • Go to Shipping Cost section and enter the Shipping Amount.
  • When all data is completed, press Next and Submit the invoice.
  • To create multiple invoices against one purchase order, you can either remove the entire line items you want to save for future invoices or decrease the quantity for line items you plan to include on multiple invoices.
  • The "Include" column in the invoice line items section lets you remove individual line items from the invoice you're currently creating.
  • Any items that have a green toggle icon in this column are included on your current invoice.
  • Click the green toggle icon to exclude line items you want to save for future invoices against this purchase order. Line items that you exclude from the current invoice appear with a hollow toggle icon. These excluded line items are available when you create new invoices against the purchase order.
  • To split a line item across multiple invoices, reduce the value in the Quantity field for that line item. When you create another invoice for the purchase order, the remaining quantity will populate automatically.
  • Click "Line Item Actions" and select an option from the drop-down menu.
  • Complete mandatory fields as required for the selected options.
  • You can access your rejected invoices through the dedicated button in your home page.
  • Click on the invoice number hyperlink.
  • The invoice rejection notes appear across the top of the Detail and History tabs.
  • To update the invoice details and resubmit the invoice, click "Edit & Resubmit" to edit the invoice.
  • The edited invoice contains the same Invoice # and Invoice Date by default. You'll need to create a new (unique) invoice number as it's not possible to resubmit invoices with the same invoice numbers.