1. Instructions for the supplier to submit invoices through EDI or email

2. Welcome Kit for Paperless
Environment

3. WebEDI – a complementary solution to EDI
WebEDI – a complementary solution to EDI *(Only used for domestic transactions)
Information is registered automatically instead of manually in Volvo´s systems.
Reduced costs
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 satisfied customers for the supplier.
Higher quality
Reduced lead-times
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, results in a more efficient warehouse administration
Reduced stock
Competitive advantages
Above mentioned items gives competitive advantages for both parties.
A better customer service
The most common reason for a company to start using WebEDI is to meet customer demands.

4. 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.3
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
Link to WebEDI learning where suppliers can learn more about Volvo’s webEDI application. – Only domestic transactions

5. Sending PDF invoices to the Volvo Group

6. Advantages of sending PDF invoices
This is not an option for vendors 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 .
As as part of this program we request our suppliers to send the electronic version i.e PDF invoices to the listed ID’s in Slide # 11.
Advantages for /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

7. Mandatory rules for submitting Invoices by email - PDF
The accepted file format is PDF (1.3 (Acrobat 4 x) to 1.6 (Acrobat 7 x) version) and file size should not exceed 2 MB.
PDF should not be password protected or Zipped/encrypted and should not be in colour.
Must contain the mandatory information as per Volvo’s requirements on the next slide. 
The subject line of the must contain (Examples mentioned on slide 12)
Name of Volvo’s legal entity 
Purchase order / Volvo reference
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 must only contain invoices to one of Volvo’s legal entities
The supplier is recommended to keep the receipt for each submission *
Countries enabled for PDF acceptance listed on Slide 13

8. Volvo Group - Invoice details
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.
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 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.
* 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)

9. Examples of subject line while sending invoices
Examples of subject line while sending invoices
If an invoice is submitted with a purchase order; below is an example of the subject line
If an invoice is submitted with a 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
Renault Trucks (SAS) FR1 | FR2 | FR4
Volvo Truck Corp / lastvagnar ,
Volvo Group North America, LLC/ NA1 | NA1
FR46 Invoice for scanning WF FR | FR468422
SE26 Invoice for scanning WF SE26PENSB
US10 Invoice for scanning WF
Volvo Logistics AB73530G30 , , LES

10. Legal entities within the Volvo group to which ZERO Paper Initiative in Scope**
Sl.No​
Legal Entity
Name​ ​
Company codes ​ 1​
SE35​
 VOLVO BUSSAR AB ​
17​
SE72​
VOLVO GROUP REAL ESTATE AB ​ 2​
SE27​
VOLVO POWERTRAIN CORPORATION ​
18​
SE01​
AB Volvo ​ 3​
SEB1​
VOLVO PARTS CORPORATION ​
19​
SE87​
FINANCIAL SERVICES AB ​ 4​
SE26​
VOLVO LASTVAGNAR AB ​
20​
SE84​
VOLVO LOGISTICS AB ​ 5​
SEF9​
VOLVO CONSTRUCTION EQUIPMENT ​
21​
SE69​
Volvo Treasury AB​ 6​
SEAM​
VOLVOBUSINESSSERVICESAB ​
22​
SEB4​
Volvo holding Sverige AB​ 7​
SE81​
DANABACK AB ​
23​
SE97​
Volvo Korea Holding AB​ 8​
SE77​
DANAFJORD FASTIGHETER AB ​
24​
SED8​
Kommersiella Fordon Europa AB​ 9​
SE73​
VINGAFJORD AB ​
25​
SE68​
Sotrof AB​
10​
SE04​
VOLVO TECHNOLOGY CORPORATION ​
26​
SEH0​
BrunnstaTechnicalCenterKB​
11​
SED9​
VOLVO TRUCK CENTER SWEDEN AB ​
27​
SEE2​
.DanafjordFastigheteriKungensKurvaKB​
12​
SE83​
VOLVO INFORMATION TECHNOLOGY AB ​
28​
SED4​
BrunnstaIndustrihusKB​
13​
Z208​
VOLVO TRADEMARK HOLDING ​
29​
SE78​
DanafjordMark​
14​
SE76​
SVEAFJORD AB ​
30​
SEE9​
WirelessCarSwedenAB​
15​
SE41​
VOLVO PENTA CORPORATION ​
31​
SEL2​
VG Connected Solutions AB ​
16​
SE53​
VOLVO GROUP VENTURE CAPITAL AB ​
32​
SEL5​
VOLVO Group Purchasing​
Legal Entity
Company Name
FR46
Renault Trucks (SAS)
FR48
Renault Trucks Defense SAS
Legal Entity
Company Name
US10
Volvo Group North America, LLC
US16
Volvo Penta of the Americas, LLC
US45
Mack Trucks, Inc.
US40
Volvo Construction Equipment North America
US54
Volvo Road Machinery Inc

11. Where to send Invoices by Email with PDF Format
The following 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
France : Support Supplier Invoice Delivery France
United States : Function P2P Current Invoices
Payment Inquiries 
Once you submit your invoice, it will be checked and verified before payment.
If you should have any question about your invoice status and payment, please check in 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:
Sweden Phone:
France Phone :
US Phone :

12. 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 addresses provided in this presentation are only for invoice submission and all queries / concerns / statement should be routed through our customer support team (details provided on slide 11).