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O: Obligo (Liabilities) to Onlinerechnung (Online Invoices)

Obligo (Liabilities)

See: Mittelbindung (Funds Commitment)

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Obligoprozessor (Commitment Processor)

This is a program within SAP which creates a commitment at the start of the budget year for all existing personnel transactions up until the end of the year, or in the case of temporary staff positions, until the end of the employment period. During its daily run, the Commitment Processor creates new commitments for new personnel transactions or adjusts already committed funds as needed if personnel data is changed.

See: Mittelbindung (Funds Commitment)

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Onlinebestellung (Online Purchases)

According to the budgetary rules and guidelines, orders exceeding 150.00 euros have to be placed in writing. In principle, the order form provided by Freie Universität Berlin has to be used for such orders, because it contains provisions that modify the contractor’s general business terms and conditions to the benefit of Freie Universität Berlin.

In cases where the only option is to place the order online , the data must be stored (see “online invoices”) and all of the associated correspondence has to be printed and signed by a staff member who has been granted management authorization for budget funds.

The signed correspondence should be attached to the incoming invoice as a substantiating document

See: Auftragserteilung (Order Placement / Awarding of Contracts); Bestellbefugnis (Purchase Authority); BIOS; Wirtschafterbefugnis (Management Authorization for Budget Funds)

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Onlinerechnung (Online Invoices)

Online orders and thus also paperless (online) invoices are increasingly being used in business. This gives rise to the question of how to handle and process such invoices.

Basically, a paperless invoice is no different than an invoice sent by postal mail. Therefore, these invoices are handled and processed as original invoices.

However, the Clerical Accounts Offices (Wirtschafts- und Rechnungsstellen) and the University’s Cashier’s Office (Hauptkasse) have no way to verify whether the printed invoice is identical to the original (file). Depending on the file format, it may be possible to manipulate the invoice, for example, change the amount or the payment method. This also applies to presumably secure file formats, such as the widely used PDF format.

Only the initiating party can confirm that the printed invoice matches the original file and does that by verifying the factual and arithmetical accuracy. A separate handwritten note on the printed invoice itself is not necessary.

The original file has to be retained for a minimum period of six months, or even better, for a period of two years after the end of the calendar year. The statute of limitations for the claim does not expire until after that period.

Please note: Refund requests from individuals must be submitted in writing with the original signature. No electronic refund requests (e-mails) may be sent.

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