PDF Invoice Guide for Danske Bank Group

PDF Invoice Guide for Danske Bank Group PDF fakturaguide vers 1.1 eng 2014 11 11

Contents 1 INTRODUCTION... 3 2 PREREQUISITES... 3 2.1 VANS recipient... 3 2.2 Companies receiving PDF Invoices... 3 3 REQUIREMENTS FOR PDF INVOICES... 4 3.1 Particular Invoice References... 4 3.2 The Supplier s Invoice Number... 4 3.3 Specification of Invoice References... 5 4 SPECIAL REQUIREMENT FOR SCANNING OF PDF INVOICES... 6 5 INVOICE EXAMPLE (PDF)... 7 6 CONTACT... 8 TILMELDINGS BLANKETREGISTRATION FORM... 9 PDF fakturaguide vers 1.1 eng 2014 11 11 Page 2 of 9

1 Introduction This document describes Danske Bank Group s requirements for the content of PDF invoices. 2 Prerequisites 2.1 VANS recipient Danske Bank Group has entered into a partnership with HighJump Software ApS (hereinafter referred to as HighJump) who receives all PDF invoices for Danske Bank Group. This means that Danske Bank Group does not receive PDF invoices directly. 2.2 Companies receiving PDF Invoices The following subsidiary companies within Danske Bank Group are able to receive PDF invoices: Company Name GLN/EAN Danske Bank Denmark 5790002042270 Realkredit Danmark 5790002042287 Danske Bank Sweden 5790001897390 Danske Bank Norway 5790001704490 Danske Bank Ireland 5790002046780 Danske Bank Northern Ireland 5790002046797 The above list will be continuously updated as the companies in the group establish access for receiving einvoices. Please note that the GLN number must appear on the invoice see example on page 7 For further information, please refer to Danske Bank Group s supplier site: Danish: English: www.danskebank.com/leverandoer www.danskebank.com/supplier PDF fakturaguide vers 1.1 eng 2014 11 11 Page 3 of 9

3 Requirements for PDF Invoices PDF invoices are part of an automatic payment flow with special requirements for invoice references. The supplier shall make sure that the correct references appear on the invoice. 3.1 Particular Invoice References In order to ensure a fast and efficient invoice process, the invoices must contain the references provided by Danske Bank when placing the order. This means that at least one of the following references must appear on invoices, of which no. 4 contains the minimum requirements: 1. Danske Bank order number 2. Danske Bank project number 3. Danske Bank contract reference 4. Paying registration number Danske Bank will provide this information when placing the order. 3.2 The Supplier s Invoice Number The invoice number is limited to a maximum of 20 characters. PDF fakturaguide vers 1.1 eng 2014 11 11 Page 4 of 9

3.3 Specification of Invoice References PDF invoices are processed by a machine, which is why it is important that references appear in the attention field on the invoice - see examples below. As references are selected automatically, they must be filled in exactly as specified by Danske Bank when ordering. When specifying multiple references, the reference must be separated by "/" see example 5 below. When submitting the invoice in PDF format: Contents PDF invoice address 1. Danske Bank order number Danske Bank Att: PO345678 2. Danske Bank project number Danske Bank Att: P141104-43LC 3. Danske Bank contract reference Danske Bank Att: 1234_DBDK_01 4. Danske Bank paying registration number Danske Bank Att: 3568 5. If more references: Danske Bank contract reference and paying registration number Danske Bank Att: 1234_DBDK_01 / 3568 PDF fakturaguide vers 1.1 eng 2014 11 11 Page 5 of 9

4 Special requirement for scanning of PDF invoices Since all PDF invoices are scanned without manual interference, there are special requirements for data content and quality. If the submitted invoice cannot be processed, the sender will receive an email describing the cause of the error in order to be able to send correct invoices in the future..the invoice will be paid when it has been resend with the correct information paid. Please take note of the following: Only PDF and TIFF attachments files are supported Danske Bank GLN/EAN number must appear on the first page of the invoice in the header section right under the address information Document type(invoice,creditnote) must appear on the first page of the invoice in the header section Any specifications for an invoice can be submitted as an extension of the invoice and included in the same PDF or TIFF Emails larger than 9 MB will be rejected. Emails must not contain anything other than the attached invoice/credit note no graphics such as logos, etc. and no text/comments can appear in emails The invoice shall be in legible text with no handwritten comments or crossings-out The invoice text must be written in black letters Standard font without joined-up letters is preferred. Please find below examples of a proper font: o Ariel o Verdana o Times New Roman - PDF fakturaguide vers 1.1 eng 2014 11 11 Page 6 of 9

5 Invoice Example (PDF) Please find below an example of the information and fields that a PDF invoice/credit note must contain. Mandatory fields are marked. 1. Danske Bank reference (see paragraph 3.3) 2. Danske Bank s receiver ID (GLN/EAN) (see paragraph 2.2) 3. Is the PDF an invoice or a credit note? 4. Invoice or credit note number 5. Invoice or credit note date 6. Total VAT amount 7. Total amount incl. VAT 8. Supplier legal entity company ID 9. Payment info Danske Bank (3)Invoice Holmens Kanal 2-12 DK-1092 København K Invoice No. (4) 1234 Att.: M. Hansen / (1) PO number Invoice Date: (5) 01-08-13 (2) GLN: 5790002046797 Issue Date: 28-08-13 Order No.: 324355 Your Ref.: Susan Payment terms. 30 days net. Our Ref.: Peter Customer VAT No. DK87654321 Supplier VAT No. GB987654321 Order No. Department Track and Trace Insurance No. 324355 3210987654321 CU123456789DK 45567433355 Quantity Item No. Description Unit Price Allowance Line Total 1 12345 Item xx 10,00 10,00 15 12567 Item yy 2,00 30,00 Total amount (6) VAT (7) Total before VAT 40,00 10,00 50,00 Supplier name - Address ZIP code and city (8) Legal entity company ID (9)Payment Info: IBAN and SWIFT PDF fakturaguide vers 1.1 eng 2014 11 11 Page 7 of 9

6 Contact All requests from suppliers concerning invoice status and payments must be directed to: Danske Bank, 4759 : Phone: +45 45 14 04 60 E-mail: amc-payment@danskebank.dk (Please note: The request must be in English) Suppliers may direct technical support requests via email to the following address: servicedesk@highjump.com Typical inquiries from Danish Bank s suppliers: Help tracking a document not received by Danske Bank Problems understanding the error message from the HighJump Minimum requirements when contacting HighJump Service Desk: Supplier to Danske Bank concerning contract no. 070117 Supplier - company name Supplier - contact name Supplier - phone number Supplier - email Supplier sender ID (E.g.: GLN/EAN, CVR etc.) Danske Bank receiver ID (Danske Bank GLN number) Document ID (invoice/credit note number) Date and time for document dispatch (dd.mm.yy/hh.mm) A brief description of your enquiry PDF fakturaguide vers 1.1 eng 2014 11 11 Page 8 of 9

Tilmeldings blanketregistration Form (Must be used at start-up) Company name: Company number: Contacts: Accounts receivable department: Phone: Email: Email for rejected invoices: The above-mentioned company would like to submit PDF invoices to Danske Bank as described in the PDF invoice guide for Danske Bank Group To be sent to: einv-pdf@danskebank.dk Date: Name: PDF fakturaguide vers 1.1 eng 2014 11 11 Page 9 of 9