General invoice information for suppliers
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1 General invoice information for suppliers For most recent version of this document always look under General Information on Contact Centers website:
2 Content 1. Whom to contact regarding invoice issues? 2. VVI (Viewing Vendor Invoices) & Supplier Portal 3. Contact Center & EDI 4. Buyer 5. Invoice address information & Purchase Order Information 6. Volvo Group mandatory information 7. Lack of necessary information could lead to delayed payment
3 1. Whom to contact regarding invoice issues? This presentaion has been developed to explain very shortly the process for invoices and how to solve any issues with invoicing. If there is an issue regarding invoices, Supplier should contact us in the Accounting following order: 1. VVI (Viewing Vendor Invoices) Found on Supplier Portal 2. Contact Center 3. Buyer
4 2. VVI (Viewing Vendor Invoices) A new web based feature which will allow the Volvo Group s Supplier to obtain detailed information about their invoices at any time, without making a single phone call to Contact Center Purchase to pay VVI instructions can be found on Contact Center s webpage For access to this tool, send a request to our Contact Center VVI Presentation
5 3. Contact Center & EDI Contact Center When information can not be found on VVI, you can call or send a request through the webpage. Phone numbers and webforms to our different sites can be found on the link above ( ) Volvo IT EDI Support For any problems/questions regarding EDI, you can call or send a request through the webpage. Link to Volvo EDI Phone number can be found on the link above Suppliers that send EDI invoices to Volvo Group are not allowed to also send paper invoices for the same invoice number
6 4. Buyer Purchaser is responsible for Payment terms Purchase orders Price blocks Changes of supplier information E.g : Bank details, addresses...
7 5. Invoice address information A general rule is that the invoice should look like the purchase order, e.g. same unit of measure on the invoice as on the order, same currency, purchase order no etc.on the invoice as on the purchase order
8 Order and invoice info EBD 1/2
9 Order and invoice info EBD 2/2
10 6. Volvo Group mandatory information to be stated on supplier invoices
11 7. Lack of necessary information could lead to delayed payment For example: If the invoice is sent to the wrong address, or if necessary information is missing, the invoice will be returned with specified reason. This could lead to delayed payment.(this also includes EDI invoices) Invoices without purchase order number or workflow reference will be returned. Payment terms will be calculated from the arrival date of correct invoice. Valid workflow reference should be provided by the requester. For further information on how to avoid these situations please visit With information such as: Payment & financial information (mandatory information, supplier payment dates, Volvo Group Request to Pay instructions) Volvo s general Conditions Volvo Corporate Standards
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