Supplier FAQs

Ariba

I am already familiar with Ariba and have been using it with other companies for years. Do I still need to attend the training?

Even though you may know a lot about Ariba, we still ask that you register and attend a session to receive information specific to Dow and dates for next steps in the process.

What documents will go through Ariba?

Purchase Orders (POs), Order Confirmations, Advance Shipment Notifications (ASN) / Service Entry Sheets (SES), and Invoices will transmit through Ariba. If you are enabled on ERS, Invoices will remain on ERS and not go through Ariba.

I did not agree to use the Ariba Network, why am I receiving POs that way now?

In order for an account to be completely set up, for you to begin receiving POs over the Ariba Network, you must first accept a trade relationship request (TRR), and agree to the terms and conditions set forth by Ariba. Only then will you be able to go live and will we be able to start sending the POs via Ariba. Additionally, you received a notification prior to go-live to ensure readiness.

It is possible for you to check and see who accepted terms and set-up the account for your company.

Is it mandatory for all suppliers to switch over to the Ariba platform?

Transitioning to Ariba is part of Dow’s digital strategy and our goal is 100% automation, so we hope all of our suppliers will transact with Dow on Ariba.

We have current purchase orders open right now. Are they going to be moved over to Ariba as well?

Orders sent before your go-live date on Ariba should be processed outside of Ariba using the original process used to invoice. If it is a long-term purchase order (e.g. a blanket order) and you would it to be re-sent to Ariba, please contact the Purchasing Helpdesk, who’s contact information is available on your PO.

Where is the supplier training held?

The Supplier training is virtual and held in a WebEx meeting. The link for registration is included in your initial notification email from Dow. Once registered, you will receive a confirmation email with the link to the meeting in it.

I received an invite to join the Ariba Network, but we have several sites. Does this include all of them?

We are continuing to enable different locations in the upcoming months, so not all locations may be enabled at once. Dow is currently transacting on Ariba with its suppliers in North America, Europe, and Asia Pacific.

Since I have multiple sites, can the accounts be connected?

Yes, you can set up your different accounts so they are all connected through relationships. Generally this will be set up as a parent and child relationship. This allows for multiple accounts to be aligned to one main account. By doing this you can group fees together and make it easier to manage the relationships as a whole. If you’re interested in connecting your accounts, please contact the Ariba Helpdesk at 866-218-2155.

Is Elemica being retired?

No, Elemica will not be retired, but all non-Elemica POs will flow through Ariba.

Why am I getting POs through multiple methods? Ariba, Elemica, fax, email, etc.

When setting up the routing type for the POs in Ariba you can chose if you want to receive POs via email, fax, etc. In addition to the ways that you receive POs in Ariba, it is possible for you to be on both Ariba and Elemica. If you are remaining on Elemica as well, the POs that will switch over to Ariba are all new MRO POs.

I am already registered for Ariba, do I need to register again?

Yes, you will need to register with Ariba for a Dow relationship. Your existing Ariba Network ID should be used to establish the relationship with Dow. In this case, please communicate your existing ANID to the Supplier Enablement team at FUSARBA@dow.com.

How can I add additional costs on my PO?

You can update the unit price in the order confirmation to include the additional costs for material orders. You can also add shipping costs when submitting your ASN and taxes when submitting your invoice.

Where should I include tax on my orders?

You can submit taxes when creating your invoices. You can add taxes on the line item level if line items have different tax rates or at the header level if the same tax should be added to all line items on the order. Do not include tax in the unit price of the order.

The price on my PO is incorrect. How do I get it changed?

For material orders, you can update the price on the PO when submitting your OC by selecting “Update line items”. Dow will review the change request and once approved, you will receive a new, modified PO. For service orders, you cannot change the price of the order in the OC. If you are decreasing the price, you can change the price when submitting your Service Entry Sheet. If you are increasing the price, contact the Purchasing Helpdesk, who’s contact information is available on your PO.

Why am I receiving another copy of this PO when I have already confirmed it?

You are receiving another copy of the PO because in your confirmation, you changed a line item. You can change the line item by changing the unit price or quantity. The only time you will not receive a changed order after an order confirmation is if you confirm the entire order as is by selecting “Confirm Entire Order” when creating the OC.

Will I receive a changed order if the estimated delivery date on my material PO or estimated completion date on my service PO does not match the need by date?

No, you will not receive a changed order. This update to the process has been implemented by Dow since September 2017.

I’m receiving automatic reminders on orders that have already been delivered and invoiced, why is this happening?

This is most likely happening because you received a changed version of the PO after you shipped and invoiced the original order. This will trigger a changed order to be created and sent. If the order was sent and invoiced after this changed order confirmation was created but before you received the changed order, the new order will trigger those reminders. To avoid this happening, ensure that the most recent version of the order is confirmed as is so that you do not receive any more changed orders.

Is it possible to create a partial shipment and complete the shipment later?

You must confirm the entire order at once, however you do not have to ship the entire order at once as long as you break the order up by line item. You are able to send multiple ASNs and Invoices that will add up to equal the total order. To create an ASN for only one line item, you must delete the additional line items (you cannot put 0 quantity for the line items you don’t want to include). This will not delete the line items from the PO, and will only delete them from the ASN.

Will we use SES templates or just submit invoices once those POs are in Ariba?

If you receive an order in Ariba, the SES will be done in Ariba by the supplier and approved by the SES Approver.

How do we know if an SES is required for a PO?

There will be a small icon next to the subtotal at the bottom of the Purchase Order. Over the icon it will say service sheet required.

Why can I only submit an SES for one line item at a time?

That is currently how Dow has the accounts configured for everyone due to the way the SES are processed and approved. Please be aware that if you do not submit the SES for a line item the system will not allow you to add that item to the invoice.

Can I add attachments to my SES?

Yes, you can add attachments to your SES by selecting “Add to Header” at the top of your SES.

I submitted my SES incorrectly. How do I fix it?

If you submit your SES incorrectly and it has been approved, you must contact the Purchasing Helpdesk to have your PO cancelled and resubmitted. If you submit your SES incorrectly and it has not been approved, you can contact your SES approver and ask them to reject the SES, which will allow you to go back to the SES and edit the details. However, if you accidently submit an SES lower than the amount you want to invoice, you can create an additional SES and submit the two together on the invoice to get the correct total. This will avoid a new PO from being sent.

Can a partial invoice be sent?

Yes, you can invoice by line item. If you would like to send a partial invoice, you would only include some of the line items. You can then come back to that PO later and create a second invoice which allows you to select the remaining line items. Ariba will keep track of the whole PO and will not allow you to exceed the total on that PO, so it will not allow you to invoice the same line item twice.

Should I be sending an invoice in by mail as well as through the AN?

No. You should only send in your invoices via the Ariba Network. If you send in invoices by mail or email it will count those invoices as duplicates. The invoices will probably be rejected.

The “Create invoice” field on my PO is greyed out and I can’t select it.

You may still need to submit your OC or SES/ASN. You are not able to Invoice until these documents have been submitted and approved. You can confirm whether or not these documents have been successfully submitted by checking under Related Documents on the PO.

Do I have to provide my Business Type and Commercial Identifier on invoices?

If you are a supplier in EMEA, you must provide your business entity type on your invoice, such as such as Inc., Ltd. S.A., S.A.S, or other. This is placed in the Business Entity Type field. You must also provide your commercial identifier, which is the registration number of the supplier company as entered in the commercial register on the invoice. This is to be placed in the Supplier Commercial Identifier field.

What does “Pending Approval” invoice status mean?

Service invoices reach “Pending Approval” status when a service sheet generates automatically and routes to The Dow Chemical Company for approval. After Dow approves the service sheet, the invoice status updates to “Sent” and follows the regular invoice process flow. Until Dow approves the service sheet, the invoice has a blank invoice date and a routing status of “On Hold.” After the service sheet is approved, the routing status switches to “Sent” and the invoice date populates automatically.

Who should I contact if I have questions about my invoices?

For questions regarding Standard Invoices, please contact the Accounts Payable Helpdesk:
EMEA: FTNHELP@dow.com
NAMER: FUSAPHD@dow.com

For questions regarding ERS invoices, please contact the ERS Accounts Payable Helpdesk:
EMEA: FEUEPAY@dow.com 
NAMER: FUSERS1@dow.com

I do not want to join the Ariba Network because of Costs.

While there are costs associated with using Ariba, they are being charged by Ariba and not by Dow Chemical. Due to this we do not have control over the fees. However, we feel that the benefits of automation on order confirmations, advanced shipment notices, and electronic tracking outweigh the minor costs associated with using this platform.

I do not want to join the Ariba Network because I only receive a few orders a year.

If there are less than 5 transactions, then there would be no fees associated with using Ariba. Even with a small number of orders, Ariba would help to streamline and automate the process for both the supplier and Dow Chemical. It will also afford you visibility to PO and payment status.

I do not want to join the Ariba Network because I only provide services.

Service orders can also be processed within Ariba. It allows for all of the documents exchanged while procuring a service to be tracked electronically and streamlined to expedite the process and get the supplier paid quicker and more accurately.

I do not want to join the Ariba Network because it will increase my administrative costs and my workload will increase.

Dow believes the benefits exceed physical costs when you, as a supplier, take into consideration the full order to cash cycle.

General Legal Entity

What is a legal entity?

A legal entity is the legal name of a separate organization/company that has legal standing in the eyes of the law. Given that we operate in so many countries around the world, individual entities are set up to establish ownership of the business we conduct in that area. That way, we can operate as efficiently as possible with the legal capacity to enter agreements and contracts, assume obligations, etc. We are now taking on a comprehensive effort to change the names of certain legal entities, where necessary, in a way that does not interrupt your business.

Why are the Legal Entities changing?

As part of the merger transaction, Dow and DuPont are working to internally restructure their businesses in preparation for the formation of the three DowDuPont divisions – Agriculture, Material Science and Specialty Products – and in preparation for the intended transition into independent companies.

Legal entities in countries where needed, have been formed in order to realign heritage Dow (including legacy Dow Corning) and heritage DuPont businesses to one of the three DowDuPont divisions.

Why are you making this change now instead of just waiting until you are a separate company?

This change is necessary as we begin the process of separating the Specialty Products Division from the other Dow and DuPont legal entities.

Will you be making other legal entity name changes in the future, and when?

Apart from legal entity changes that are being communicated for Specialty Products Division, no further name changes are anticipated until after June 1, 2019. In the event there are changes, we will provide advance notification to allow you to prepare for those changes.

When will I receive additional information?

You will receive additional information ~45-60 days before the effective date for each region to notify you of the specific changes and that everything is on schedule.

What else will change as a result of the changes to the legal entities?

There will be minimal change in other areas of our business as a result of these legal entities changes.

Why is Dow using old legal entities, i.e. those related to Rohm & Haas?

As part of the merger transaction, Dow and DuPont are working to internally restructure their businesses in preparation for the formation of the three DowDuPont divisions – Agriculture, Material Science and Specialty Products – and in preparation for the intended transition into three independent companies.

Legal entities in countries where needed, have been formed in order to realign heritage Dow and heritage DuPont businesses to one of the three DowDuPont divisions. In some instances, existing Dow legal entities will be leveraged for the heritage Dow businesses moving to the Specialty Products Division. In some countries, this may include the use of an existing legal entity. For example, a Rohm and Haas legal entity which were acquired as part of the Dow acquisition of Rohm and Haas Company in April 2009. There will also be assets transferred between existing entities, where needed, to align those assets to the right division. This change is necessary as we begin the process of separating the Specialty Products Division from the other Dow and DuPont legal entities.

Document & System Changes

I sent my invoice to Dupont, do I need to resubmit my invoice to Dow?

No, provided you received the purchase order from Dupont prior to May 6, 2019 local time, and the invoice is received for payment prior to May 31, 2019. If you received the purchase order after May 6, 2019 or your invoice is received for payment after May 31, 2019, you will need to submit your invoice in alignment with the company code cross reference.

Will there be a shipping holiday or a blackout associated with this legal entity change?

We currently anticipate a short shipping holiday or a small blackout period as we upgrade our systems. This will be communicated well in advance and we will have emergency shipping procedures in place to service any of your urgent needs.

What are the addresses for the new legal entities?

The final addresses of the new stand-up legal entities are being finalized at this time. They will be thoroughly reviewed and made available to suppliers along with business-critical tax and financial information (Tax ID numbers, VAT, etc.) in subsequent supplier communications.

Will there be a change in the VAT registrations?

The VAT number is likely to change, suppliers will be informed as soon as those become available.

Will there be a change in the TAX number?

The TAX number is likely to change, suppliers will be informed as soon as those become available.

Will the State Tax exempt forms be sent for all States that a supplier does business with?

Please review the purchase order for U.S. sales / use tax guidance. If additional assistance is needed, please contact FUSSTAX@dow.com for questions related to U.S. state taxes and the associated certificates. If you need a certificate, please include the information below:

  • Purchasing Ordering Entity (Dow’s Company): Located on Dow’s purchase order
  • Selling Entity (Legal Name and Street Address to appear on the exemption certificate)
  • Selling contact to whom certificate should be sent to (person’s name and email address)
  • State seller is requesting a certificate