Instructions for suppliers to submit invoices
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Instructions for suppliers to submit invoices through EDIWebEDI or email Sending EDI Invoices to the Volvo Group 2 Reduced costs in the whole supply chain Higher quality in the information flow Reduced operative workload Early information
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01
Instructions for suppliers to submit invoices through EDI/WebEDI or email<br>
02
Sending EDI Invoices to the Volvo Group 2<br>
03
Reduced costs in the whole supply chain
Higher quality in the information flow
Reduced operative workload
Early information by direct communication
Automatic invoice matching
Reduced lead-times in the supply chain and thereby reduced stock
Competitive advantages for involved parties
Better customer service
Environmental aspect: removing paper reduction in the use of ink, waste paper invoices; Benefits of electronic communication - EDI 3<br>
Higher quality in the information flow
Reduced operative workload
Early information by direct communication
Automatic invoice matching
Reduced lead-times in the supply chain and thereby reduced stock
Competitive advantages for involved parties
Better customer service
Environmental aspect: removing paper reduction in the use of ink, waste paper invoices; Benefits of electronic communication - EDI 3<br>
04
If you want to learn more about how EDI is set-up and is structured, Volvo ITs EDI homepage is containing all basic information needed for both suppliers and end-users at Volvo regarding electronic communication:
Link to Volvo IT's EDI homepage
In depth information regarding specifications and guidelines for different Message types can also be found on direct link.
Link to Specification and guidelines
Useful information and links prior to supplier implementation is available on Volvo IT´s EDI homepage. See link to Beginners guide AP Getting started with EDI – helpful links 4<br>
Link to Volvo IT's EDI homepage
In depth information regarding specifications and guidelines for different Message types can also be found on direct link.
Link to Specification and guidelines
Useful information and links prior to supplier implementation is available on Volvo IT´s EDI homepage. See link to Beginners guide AP Getting started with EDI – helpful links 4<br>
05
WebEDI – a complementary solution to EDI *(Only used for domestic transactions) Reduced costs Higher quality Reduced lead-times Reduced stock Competitive advantages A better customer service Information is registered automatically instead of manually in Volvo´s systems. WebEDI is a free service from Volvo to our low volume suppliers. High volume suppliers need to use traditional EDI. Manual work is reduced for Volvo, which means that the error rate is reduced. Quality is the most evident advantage, it both lowers the costs at Volvo and gives satisfaction to the supplier. Fast handling of the information is a condition for more efficient distribution and reduced lead-times. By reduced lead-times, you can reduce the stock level at Volvo. The possibility to automatically scan the received goods which results in a more efficient warehouse administration. Above mentioned items gives competitive advantages for both parties. The most common reason for a company to start using WebEDI is to meet customer demands.. 5<br>
06
Link to WebEDI learning where suppliers can learn more about Volvo’s webEDI application. – Only domestic transactions Getting started with WebEDI - helpful links A complementary solution to EDI
Volvo has developed complementary solutions to EDI, (Electronic Data Interchange), i.e. using a supplier web interface.
A permanent, or an interim solution
Suppliers without EDI capability can use WebEDI as a permanent, or an interim solution.
Free of charge
This solution is free of charge for the supplier. The only need is a Volvo WebEDI approved browser and an Internet connection with a WSS-Id (Web Security System).
Exchange documents electronically
This web interface can be used by the suppliers to: - send/receive Drawings - receive Orders - receive Delivery Schedules
- receive/handle Sequence JIT information - send Despatch Advices (incl. bar-coded Transport Labels) - send Invoices 6<br>
Volvo has developed complementary solutions to EDI, (Electronic Data Interchange), i.e. using a supplier web interface.
A permanent, or an interim solution
Suppliers without EDI capability can use WebEDI as a permanent, or an interim solution.
Free of charge
This solution is free of charge for the supplier. The only need is a Volvo WebEDI approved browser and an Internet connection with a WSS-Id (Web Security System).
Exchange documents electronically
This web interface can be used by the suppliers to: - send/receive Drawings - receive Orders - receive Delivery Schedules
- receive/handle Sequence JIT information - send Despatch Advices (incl. bar-coded Transport Labels) - send Invoices 6<br>
07
Sending PDF invoices 7<br>
08
This is not an option for Suppliers who are already on EDI and WEB EDI.
Zero Paper initiative is a progam started for our small to medium sized suppliers, who are unable to submit the invoices via preffered way of recieving by EDI / WEB EDI .
Advantages for Email/PDF
Drastic reduction in cycle time for handling PDF invoices – increases on time payments
No postal delays or cost connected to postage
Notification sent upon receipt of invoice
PDF images with higher resolution – less chances of missread data
Environmentally friendly Advantages of sending PDF invoices 8<br>
Zero Paper initiative is a progam started for our small to medium sized suppliers, who are unable to submit the invoices via preffered way of recieving by EDI / WEB EDI .
Advantages for Email/PDF
Drastic reduction in cycle time for handling PDF invoices – increases on time payments
No postal delays or cost connected to postage
Notification sent upon receipt of invoice
PDF images with higher resolution – less chances of missread data
Environmentally friendly Advantages of sending PDF invoices 8<br>
09
The accepted file format is PDF (1.3 (Acrobat 4 x) to 1.6 (Acrobat 7 x) version)
File size should not exceed 2 MB.
PDF should not be password protected or Zipped/encrypted.
Black and white PDFs are preferred since some colors are hard to read.
Must contain the mandatory information as per Volvo’s requirements on the next slide.
There are 2 options for submitting an invoice to us:
Request WEBEDI set up – Log onto VVI to use the new electronic invoice selection (lower right hand side of search screen)
The EDI team will contact you to do the set up, training and testing.
You will not need to send PDFs once this has been completed.
Second option – send us an email with the PDF invoice(s) attached.
The subject line of the email must contain (Examples mentioned on slide 12)
Name of Volvo’s legal entity
Purchase order / Volvo reference
Each country has their own email address – please see slide 14 for details. Mandatory rules for submitting Invoices by email - PDF 9<br>
File size should not exceed 2 MB.
PDF should not be password protected or Zipped/encrypted.
Black and white PDFs are preferred since some colors are hard to read.
Must contain the mandatory information as per Volvo’s requirements on the next slide.
There are 2 options for submitting an invoice to us:
Request WEBEDI set up – Log onto VVI to use the new electronic invoice selection (lower right hand side of search screen)
The EDI team will contact you to do the set up, training and testing.
You will not need to send PDFs once this has been completed.
Second option – send us an email with the PDF invoice(s) attached.
The subject line of the email must contain (Examples mentioned on slide 12)
Name of Volvo’s legal entity
Purchase order / Volvo reference
Each country has their own email address – please see slide 14 for details. Mandatory rules for submitting Invoices by email - PDF 9<br>
10
10 Mandatory rules for submitting Invoices by email – PDF continued Note:
Each PDF file must contain only one invoice, please ensure that supporting documents related to a particular invoice are in one PDF only, with the invoice being the 1st page and the relevant supports in the subsequent pages.
Each email must only contain invoices to one of Volvo’s legal entities
The supplier is recommended to keep the receipt for each submission *<br>
Each PDF file must contain only one invoice, please ensure that supporting documents related to a particular invoice are in one PDF only, with the invoice being the 1st page and the relevant supports in the subsequent pages.
Each email must only contain invoices to one of Volvo’s legal entities
The supplier is recommended to keep the receipt for each submission *<br>
11
Mandatory information to be stated on supplier invoices
The word INVOICE or CREDIT
Invoice date
Invoice number
“Bill to” / Invoicing address (including the correct company name of the customer)
No personal or department information should be stated in the address field.
“Ship to” / Delivery address
Customer's reference – Purchase Order number or Non-PO or workflow reference
Supplier’s name, address and reference
Invoicing currency - the invoice needs to have the same currency as the purchase order.
The quantity and/or nature of the goods or services delivered must be stated. To enable the invoice to be matched successfully with the goods or services, the following information must be provided on the invoice:
Volvo or supplier part number, depending on what is stated in the purchase order. If no part number is stated on the order, the item description must clearly identify the product or service invoiced.
Number of units, unit price and total price per item
Delivery note number with date, specifically for production material
Occasionally the district number and chassis number
Total invoice amount
The supplier’s VAT number or tax ID number (US)
The customer's VAT number or tax ID number (US)
Invoices issued within the EU must comply with the sixth VAT 2006/112/EC directive and therefore the following information is mandatory:
VAT-rate applied
Value added tax amount specified per rate and the taxable amount per rate or exemption, the unit price exclusive of tax and any discount or rebates if they are not included in the unit price.
If VAT is not charged, reference to “VAT exempt” * or “Reverse Charge“
If invoice currency is in other currency than local currency, VAT amount should be stated in both currencies
Invoices in which any of the above information is missing will be returned or the
supplier will be notified of any discrepancy by phone. A new corrected invoice will
be required. This could lead to delayed payments. Preferred information to be stated on invoices:
Supplier’s PARMA – number (Sender)
Customer’s PARMA – number (Receiver)
Terms of payment
Payment instructions
When an Automotive Purchasing (AP) order has been placed in a Purchase order system, every order is connected to a specific suffix. Every Volvo Group company (except Volvo Aero) has its own specific suffix. The suffix shows where the goods were delivered, for example, to a Volvo Group goods receiving department or direct to the customer. Only one suffix is permitted per invoice.
Invoices to a VAT agent; Invoices has to be addressed to the Volvo group company’s VAT-agent in the specific country.
See also information stated on the purchase order from Volvo. * VAT Exempt
VAT Exempt To be used when invoicing not taxable goods and services
VAT Exempt - EC sale To be used when invoicing goods which are delivered from one EC country to another EC country, if the customer in the other EC country has a VAT number
VAT Exempt - Export To be used when invoicing goods which are delivered from one EC country to a Non EC country
VAT Exempt - Triangulation To be used when invoicing from a Volvo-company who is the middleman in a triangulation i.e. goods trade between three parties in different EC countries and the goods is delivered from the first part to the last part.
No VAT - Reverse charge EC To be used when invoicing all taxable services to a customer in another EC country apart from the following services: -Real Estate Services -Passenger Transports -Cultural, Artistic, Sporting, Scientific, Educational, Entertainment or similar activities, such as fairs and exhibitions. -Restaurant- and Catering services -Short-time Rental of car/vehicle (Hiring of means of transport)
No VAT - Reverse charge To be used when invoicing all taxable services to a customer in Non EC Non EC country apart from the following services: -Real Estate Services -Passenger Transports -Cultural, Artistic, Sporting, Scientific, Educational, Entertainment or similar activities, such as fairs and exhibitions. -Restaurant- and Catering services -Short-time Rental of car/vehicle (Hiring of means of transport)
No VAT - Domestic reverse To be used by a foreign entity in a EC country when invoicing
charge procedure goods and some services to a VAT registered customer in the same EC country. Please note that it is mandatory for you to add your IBAN / BIC no on the invoices (if applicable) Volvo Group - Invoice details 11<br>
The word INVOICE or CREDIT
Invoice date
Invoice number
“Bill to” / Invoicing address (including the correct company name of the customer)
No personal or department information should be stated in the address field.
“Ship to” / Delivery address
Customer's reference – Purchase Order number or Non-PO or workflow reference
Supplier’s name, address and reference
Invoicing currency - the invoice needs to have the same currency as the purchase order.
The quantity and/or nature of the goods or services delivered must be stated. To enable the invoice to be matched successfully with the goods or services, the following information must be provided on the invoice:
Volvo or supplier part number, depending on what is stated in the purchase order. If no part number is stated on the order, the item description must clearly identify the product or service invoiced.
Number of units, unit price and total price per item
Delivery note number with date, specifically for production material
Occasionally the district number and chassis number
Total invoice amount
The supplier’s VAT number or tax ID number (US)
The customer's VAT number or tax ID number (US)
Invoices issued within the EU must comply with the sixth VAT 2006/112/EC directive and therefore the following information is mandatory:
VAT-rate applied
Value added tax amount specified per rate and the taxable amount per rate or exemption, the unit price exclusive of tax and any discount or rebates if they are not included in the unit price.
If VAT is not charged, reference to “VAT exempt” * or “Reverse Charge“
If invoice currency is in other currency than local currency, VAT amount should be stated in both currencies
Invoices in which any of the above information is missing will be returned or the
supplier will be notified of any discrepancy by phone. A new corrected invoice will
be required. This could lead to delayed payments. Preferred information to be stated on invoices:
Supplier’s PARMA – number (Sender)
Customer’s PARMA – number (Receiver)
Terms of payment
Payment instructions
When an Automotive Purchasing (AP) order has been placed in a Purchase order system, every order is connected to a specific suffix. Every Volvo Group company (except Volvo Aero) has its own specific suffix. The suffix shows where the goods were delivered, for example, to a Volvo Group goods receiving department or direct to the customer. Only one suffix is permitted per invoice.
Invoices to a VAT agent; Invoices has to be addressed to the Volvo group company’s VAT-agent in the specific country.
See also information stated on the purchase order from Volvo. * VAT Exempt
VAT Exempt To be used when invoicing not taxable goods and services
VAT Exempt - EC sale To be used when invoicing goods which are delivered from one EC country to another EC country, if the customer in the other EC country has a VAT number
VAT Exempt - Export To be used when invoicing goods which are delivered from one EC country to a Non EC country
VAT Exempt - Triangulation To be used when invoicing from a Volvo-company who is the middleman in a triangulation i.e. goods trade between three parties in different EC countries and the goods is delivered from the first part to the last part.
No VAT - Reverse charge EC To be used when invoicing all taxable services to a customer in another EC country apart from the following services: -Real Estate Services -Passenger Transports -Cultural, Artistic, Sporting, Scientific, Educational, Entertainment or similar activities, such as fairs and exhibitions. -Restaurant- and Catering services -Short-time Rental of car/vehicle (Hiring of means of transport)
No VAT - Reverse charge To be used when invoicing all taxable services to a customer in Non EC Non EC country apart from the following services: -Real Estate Services -Passenger Transports -Cultural, Artistic, Sporting, Scientific, Educational, Entertainment or similar activities, such as fairs and exhibitions. -Restaurant- and Catering services -Short-time Rental of car/vehicle (Hiring of means of transport)
No VAT - Domestic reverse To be used by a foreign entity in a EC country when invoicing
charge procedure goods and some services to a VAT registered customer in the same EC country. Please note that it is mandatory for you to add your IBAN / BIC no on the invoices (if applicable) Volvo Group - Invoice details 11<br>
12
If an invoice is submitted with a purchase order; below is an example of the subject line
If an invoice is submitted with a Non PO reference or workflow; below is an example of the subject line
If an invoice is submitted with a department ID; below is an example of the subject line Examples of subject line while sending invoices Renault Trucks (SAS) 1051163-FR1 | FR2 | FR4 FR46 Invoice for scanning WF FR463144 | FR468422 Volvo Truck Corp / lastvagnar 50112 , 532-906335 SE26 Invoice for scanning WF SE26PENSB Volvo Logistics AB73530G30 , 752257 , LES Volvo Group North America, LLC/ 464850-NA1 | 558359-NA1 US10 Invoice for scanning WF
246215939 12<br>
If an invoice is submitted with a Non PO reference or workflow; below is an example of the subject line
If an invoice is submitted with a department ID; below is an example of the subject line Examples of subject line while sending invoices Renault Trucks (SAS) 1051163-FR1 | FR2 | FR4 FR46 Invoice for scanning WF FR463144 | FR468422 Volvo Truck Corp / lastvagnar 50112 , 532-906335 SE26 Invoice for scanning WF SE26PENSB Volvo Logistics AB73530G30 , 752257 , LES Volvo Group North America, LLC/ 464850-NA1 | 558359-NA1 US10 Invoice for scanning WF
246215939 12<br>
13
Legal entities within the Volvo group to which ZERO Paper Initiative in Scope** - Sweden, France and US 13<br>
14
Where to send invoices by email in PDF Format
The following email addresses are for the submission of invoices and credit notes only.
Do not send the same invoices as paper by regular post.
Sweden : Support Invoice Delivery Sweden invoice.delivery.sweden@volvo.com
France : Support Supplier Invoice Delivery France invoice.delivery.france@volvo.com
United States : Function P2P Current Invoices Function.currentAPinvoice@volvo.com
Payment Inquiries
Once you submit your invoice, it will be checked and verified before payment.
If you should have any questions about your invoice status and payment, please check in Viewing Vendor Invoices (VVI).
If you do not find it there, please contact us through one of the methods listed below:
Web Form: Contact center Home page
VVI Portal Link : VVI Portal: http://supplierportal.volvo.com
Sweden Phone: +46 31 66 41 20
France Phone : +33 48 19 37 937
US Phone : + 1 866 411 4377 + 1 336 393 4100 14<br>
The following email addresses are for the submission of invoices and credit notes only.
Do not send the same invoices as paper by regular post.
Sweden : Support Invoice Delivery Sweden invoice.delivery.sweden@volvo.com
France : Support Supplier Invoice Delivery France invoice.delivery.france@volvo.com
United States : Function P2P Current Invoices Function.currentAPinvoice@volvo.com
Payment Inquiries
Once you submit your invoice, it will be checked and verified before payment.
If you should have any questions about your invoice status and payment, please check in Viewing Vendor Invoices (VVI).
If you do not find it there, please contact us through one of the methods listed below:
Web Form: Contact center Home page
VVI Portal Link : VVI Portal: http://supplierportal.volvo.com
Sweden Phone: +46 31 66 41 20
France Phone : +33 48 19 37 937
US Phone : + 1 866 411 4377 + 1 336 393 4100 14<br>
15
Important things to remember: Invoices must contain complete information.
Failure to comply with the requirements set forward in this presentation will result in rejection of the invoice.
The lead time until the invoice is displayed in VVI can be up to 5 business days.
The email addresses provided in this presentation are only for invoice submission and all queries / concerns / statement should be routed through our global support desk. 15<br>
Failure to comply with the requirements set forward in this presentation will result in rejection of the invoice.
The lead time until the invoice is displayed in VVI can be up to 5 business days.
The email addresses provided in this presentation are only for invoice submission and all queries / concerns / statement should be routed through our global support desk. 15<br>