Vendor Invoicing

What is tax?

In the context of invoicing RWS via Workzone, 'tax' refers to either the VAT (Value Added Tax), GST (goods and sales tax) or equivalent applicable transaction tax chargeable on your services that must be paid to the relevant tax authority. You can only add tax to your invoice if you are tax registered (we may ask for you to provide documentary evidence of your VAT/GST registration). Also, in many countries, tax will not apply if you are exporting services to an RWS Ordering Entity in another country, even if you are tax registered. If you have any questions about this, please contact your accountant or local tax authority for further guidance.

What is withholding tax?

Withholding Tax refers to income tax for self-employed individuals that is deducted by the invoice recipient and paid directly to the recipient's local tax authority. The standard contractual arrangement with RWS is that Withholding Tax, when applicable, will be deducted from your gross payment. If you have any questions about this, please contact your accountant or local tax authority for further guidance.

What is my tax registration number?

If you are registered for VAT, GST or equivalent transaction tax with your local tax authority (see 'What is tax?'), they will have issued you with a relevant registration number. This is the number you should enter in the Tax Registration Number field. The number issued may have a two letter country prefix (e.g. AT: Austria). If your Tax Registration Number has a two letter prefix, please include this in front of the number you enter. If you do not have a Tax Registration Number, please leave this field blank.

What is my tax registration country?

Your Tax Registration Country will be the one that issued your tax registration number (see 'What is my tax registration number?'). In most circumstances we would expect this to be your current country of residence. If you have any questions, please contact your accountant or local tax authority for further guidance.

What is my personal tax number?

A personal tax number is used for personal taxation and is unique to you. It often relates to income tax that you may have to pay on your earnings, rather than a tax you have to add to your invoices.

What is Subtotal?

The subtotal is the amount of your invoice before any applicable taxes or deductions have been applied. This is also known as the gross amount.

What is Total?

The total is the amount of your invoice after all applicable taxes or deductions have been applied. This is also known as the net amount.

What does the invoice status "Awaiting approval" mean?

You have submitted your invoice to RWS. Accounts Payable will now review your invoice and either approve it for payment or reject it, also giving the reason(s) for any rejection.

What does the invoice status "Approved - awaiting payment" mean?

Your invoice has been approved for payment. We commit to issuing payment within 30 days of receiving a complete, correct and valid invoice, where it will be paid in the payment run that falls before the due date (30 days from invoice received date). Occasionally, for small payments, we may hold your payment in order to minimise banking fees. If you would still like the payment to go ahead, please contact your Accounts Payable representative.

What does the invoice status "Approved - send for payment" mean?

Your invoice has been approved for payment and included in the next batch of invoices that have been sent for payment. You should expect to see the payment clear in your bank account within the next 5 working days. If it does not, please contact your Accounts Payable representative.

What does the invoice status "Rejected" mean?

Your invoice has been rejected. This could be for a number of reasons, which will be specified in the email sent to you when the invoice was rejected. You can also view the reason for rejection by looking at the invoice details within WorkZone. If you have any questions about a rejected invoice, please contact your Accounts Payable representative.

What does the invoice status "Cancelled" mean?

You chose to cancel the invoice after submitting it to our Finance team. You can no longer proceed with this invoice.

For which reasons can my invoice be rejected by RWS?

Invoice not billed (addressed) to the ordering SDL office	Please ensure the physical invoice you uploaded contains the correct address of the RWS office you are invoicing, which should match the RWS Ordering Entity.
Tax is calculated incorrectly on the invoice	Please make sure you have calculated and entered the VAT/GST amount correctly on the ‘New Invoice’ screen in RWS Workzone and in the attached invoice file. This calculation should be based on your VAT/GST registration status and associated legislation of your country.
Withholding tax is calculated incorrectly or missing from the invoice	If your country requires withholding tax to be stated in your invoices, please ensure you have entered the correct amount when creating your invoice in SDL Workzone as well as including it in the attached invoice file.
The invoice total does not balance with the purchase order(s) and tax values entered	Please make sure your uploaded invoice total is correctly calculated and consistent with the amount shown in RWS Workzone.
VAT cannot be claimed as service is outside of normal tax treaties	Remove the VAT/GST from your invoice
Purchase order(s) have been deleted	One or more purchase orders in your invoice have been cancelled and can no longer be invoiced. Please create your invoice again, excluding the cancelled purchase orders.
Document provided is not a valid invoice, incomplete and/or illegible	The invoice file you submitted via RWS Workzone is invalid, incomplete or illegible and cannot be processed. Please check your upload contains all necessary information and is in the correct format.

How can I delete my draft invoices?

Please go to your existing Create Invoice task in your Home tab, and then click Cancel.

I use an “umbrella” or “pay agent” to issue invoices on my behalf. Can I continue to do this?

Yes, this is accepted but you will now have to load the invoices into RWS Workzone rather than emailing them to RWS.

Why does the button ‘Add all invoices’ disappear when I press ‘Show purchase orders eligible for invoicing’?

This is because not all eligible purchase orders are from the same RWS Ordering Entity and of the same currency. Please check. If the Ordering Entity is different, you will also need to review any applicable Tax and Withholding Tax for your invoice, since this might have changed.

How can I invoice purchase orders that are older than 6 months?

Purchase orders older than 6 months will need to be sent directly to the Accounts Payable team by email. Please add a mention that your purchase orders are older than 6 months old to ensure your invoices are processed.

How can I continue or edit my draft invoices?

You can continue or edit a draft invoice by going to your Home tab, and clicking your Create Invoice task(s).

Vendor Invoicing – Support