DBS Policies and Guidelines for Suppliers

Thank you for your continued support of DBS Bank. It is important to us that we operate as partners and always do so in a transparent manner. We include below information that might be of use or benefit to you.

If you require further information, please feel free to approach your point of contact in the bank.

DBS aims to conduct its sourcing activity in a fair and transparent manner. Please see below to understand what a typical sourcing event consists of.



Purchasing of goods and services should maximise value and manage risk to the bank. T&O - Group Procurement and Services (GPS) is tasked with enabling business through the supply chain maximising value and minimising risk through adherence to the Group Procurement policy.

Our procurement is managed by the Group Procurement and Services (GPS) team, under the Technology and Operations support unit. GPS functions in accordance with the following:

  1. Group Procurement Policy
    Outlines guidelines for the purchasing of goods and services to meet DBS’ requirements while ensuring minimum risks and maximum value.
  2. Group Procurement Standard
    Extends throughout the procurement cycle, from identification and specification of requirements to the awarding of contracts to suppliers.
  3. Group Procurement Sourcing Guide
    This is to supplement Group Procurement Policy and Standard documents. Sourcing is a critical activity concerns with what needs to be purchased, why, when and where. Through the sourcing activities, we minimize risk and maximize value of all the goods and services provided to DBS.

Below table shows some policies and guidelines for suppliers. We expect our suppliers to comply with these requirements. For clarification purposes, this list is not exhaustive, and there may be additional requirements depending on the goods or services provided.

Guideline
DBS Bank Privacy Policy
DBS Code of Conduct
Supplier Sustainability Principles
Purchase Orders (Terms & Conditions):
In many instances, purchase orders will be sent to you through COUPA in order to effect our purchase
 

Invoicing

Below are guidelines for how DBS does business with suppliers.

Prerequisite

It’s important that DBS has accurate supplier information for enabling on-time payments. DBS Suppliers can manage their account information in COUPA. Please ensure invoice information and payment details are accurate and correctly reflected in COUPA

Invoicing Methods

We are committed to have a seamless procure to pay solution. Electronic invoicing is recommended. DBS is actively phasing out the processing of paper. Hence, we strongly request your support to leverage electronic invoicing wherever legally allowed.

How Does e-Invoicing Benefit You?

  • Faster payments
    e-Invoicing eliminates the delays that result from mailing, routing, sorting and re-keying paper documents. We can easily route your invoices for fast processing and approval because the data is immediately available in system. As a result, invoices can be paid on time and cash flow is improved.
  • Reduced costs
    Delivery costs can be reduced due to savings in postage, materials, processing and storage. Having an electronic invoice archive saves the costs associated with the storage of paper copies.
  • Instant Validation of Invoice
    e-Invoicing eliminates the need to manually re-key the data, reducing the potential for data entry errors. Get notified of errors when creation of e-invoice before you send in system. As a result, invoices are less likely to be rejected and this prevents late payment issue.
  • Increased productivity and Real-time Status
    With e-invoicing, you know that we have received the invoices. You can also track the status of your invoice in system. This reduces the need for status calls.
  • Improved customers satisfaction
    Perhaps one of the biggest potential benefits for suppliers comes in the form of enhanced customer satisfaction. Less invoices processing and payment issues means that we receive the level of service that we would like.

3 ways to create invoice in COUPA by logging in using your COUPA Supplier Portal credentials

  1. With Purchase Order in COUPA, you can create invoice at the “Orders” page in the COUPA Supplier Portal.
  2. With Purchase Order in COUPA, you can create invoice via Email.
  3. Without Purchase Order in COUPA, you can create a blank invoice at the “Invoices” page in the COUPA Supplier Portal.

For the creation of invoice in COUPA, supplier needs to fill up the mandatory fields.
Refer to “Invoicing” section in the COUPA Supplier Guide for more details.


How to Check the Status of Your Invoice

DBS Supplier can use your COUPA Supplier Portal credentials to log-in and track the status of their COUPA invoices.

You can view the payment status by selecting the Payment Information view on the invoice page. You can also receive an email notification if you turn on the “An Invoice is paid” notification on notification preference page.

Invoice Status Descriptions
Approved The invoice has been accepted for payment by DBS
Draft The invoice has been created, but hasn’t been submitted to DBS yet
Pending Approval The invoice is currently with a business approver
Disputed/Voided/Abandoned The invoice is voided, and you will not receive payment for it
Processing The invoice is currently being sent to DBS

Note: Status will remain as Approved even when the invoice is exported or paid in COUPA


DBS Payment Terms

Payment terms will be applied as contractually agreed with each supplier when DBS receives a compliant invoice from the supplier.

DBS has targeted to confirm an invoice within 30 days starting from the date DBS receives the compliant invoice from the supplier.

If you require further information on DBS Payment Terms or you need to update your bank information, please approach your point of contact in the bank.

 

COUPA Supplier Portal

COUPA Supplier Portal (CSP) provides suppliers with an improved means of communication with your customers, allowing seamless transactions to take place.


COUPA Supplier Guide

The guide aims to facilitate the suppliers navigation process within the COUPA Supplier Portal - from account set up to creation of invoices.

The 5-step-process below provides a broad overview of common functions that a supplier will require to engage in.

Signing up for a Coupa Supplier Portal (CSP) Account

Upon successful registration, the supplier will receive an email invitation from Coupa to set up your company profile in CSP.

Learn More

Setting up your Legal Entity in CSP for invoicing purposes

Creating your Legal Entity will set up your Legal Entity name, Tax ID and other related information

Learn More

Grant access to your colleagues who needs access to DBS transactions

Invite them to create a CSP account
Invitation method will only work if your colleague does not have an existing CSP account. Please refer to the next step if your colleague has an existing account.

Learn More

Merging accounts to allow access to current CSP account holders

If your colleagues are existing users of CSP, the merging method will allow them to have access to CSP account that is linked to DBS.

Learn More

Creation of Invoice

There are 2 kinds of Invoices – the ones that are tied to a purchase order and another that is not

Learn More

 

COUPA Supplier Frequently Asked Questions (FAQs)

 Learn more

 COUPA Supplier Step-by-Step Guide