Invoicing & Payment Requirements

Transamerica uses the SAP Ariba Supplier Network to transact and invoice electronically. Conducting transactions through SAP Ariba promotes movement away from paper-based processes to streamline payment functions. Suppliers must be registered with the SAP Ariba Network and able to meet the invoicing requirements listed below.

Invoices must include the following elements, as applicable:

Invoice date
Invoice number
Document type (i.e., invoice or credit memo)
Description of goods or services provided
Period of service or coverage, if applicable
Unit price
Unit quantity
Unit type (i.e., years, months, days, hours, etc.)
Gross amount
Tax amount/tax rate (if applicable) listed as a separate line item
Tax ID number (TIN)

Purchase Order number (PO# or C#)
Supplier legal name
Payee name (if different than legal name)
Supplier’s contact name
Supplier mailing address
Supplier’s contact phone number
Supplier’s contact email address
Remittance information (i.e., ACH banking information, full remittance address)
Name of business contact for the goods or services provided
Transamerica entity and address receiving the goods or services provided

Note: The invoicing process for Fieldglass is different. Please reach out to Fieldglass@transamerica.com for details.

Important information to ensure prompt payment:

A negative amount must be shown to indicate a credit memo on invoices.
Quotes, proformas or estimates are not accepted.
Invoices without a valid purchase order number will be rejected and returned to the supplier.
Subject to the applicable contract(s), payments will be within 60 days of the invoice date unless other arrangements are made.
Subject to the applicable contract(s), invoices for each project or purchase should be submitted within 60 days of order fulfillment to avoid potential rejection.
Suppliers set up for electronic payment are expected to invoice electronically. Do not send paper invoices when using electronic invoicing.
For suppliers who are not yet registered for e-invoicing via Ariba, invoices must be submitted to: ap.queries@transamerica.com.
Suppliers should bill separately for each Transamerica Purchase Order. Invoices displaying multiple Purchase Orders (PO’s) are not accepted.

Invoice requirements may change over time and are subject to the applicable contract(s). It is the responsibility of each supplier to confirm invoices are compliant according to both Transamerica and local compliance regulations.

Questions on invoicing or payment status can be directed to: ap.queries@transamerica.com

SAP Ariba provides comprehensive, step by step documentation for ‘Creating and Managing Invoices’ to assist users:

Creating and managing invoices (sap.com)

The Transamerica invoicing and payment process, outlined below, begins after a ticket has been submitted by a business requester.