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SupplyOn information for suppliers who will use the PDF functionality for invoicing with Airbus
Document Owner: SupplyOn PM SCM Aero
September 2017 – Version 0.9
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Document History
Version Release date Description of Version
1.0 September 2017 First published version
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Table of Content
1 Contact for further questions ......................................................................................................... 4
2 Preconditions ................................................................................................................................ 4
3 Information for proper mapping of the invoice data ...................................................................... 6
3.1 Count of PDF layouts .................................................................................................................... 6
3.2 Checklist ........................................................................................................................................ 6
3.2.1 General questions ......................................................................................................................... 6
3.2.2 Invoice header details ................................................................................................................... 7
3.2.3 Supplier ......................................................................................................................................... 7
3.2.4 Customer ....................................................................................................................................... 8
3.2.5 Ship to ........................................................................................................................................... 8
3.2.6 Line items ...................................................................................................................................... 9
3.2.7 Payment information ................................................................................................................... 10
3.2.8 Totals........................................................................................................................................... 10
3.3 Example for PDF file including mapping hints ............................................................................ 10
List of Abbreviations
ABBREVIATION DESCRIPTION
CSV Comma Separated Values
M2M Machine to Machine connection
P2P Purchase to Pay
PO Purchase Order
SIREN Système d'identification du répertoire des entreprises
(identification number for companies in France)
VAT number Value Added Tax number
VDA Verband der Automobilindustrie
(association of the automotive industry in Germany)
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1 Contact for further questions
Please enter your contact data for further questions regarding the layout request and mapping of the invoice data:
Company
First name
Last name
E-mail address
Phone number
2 Preconditions
In order to be able to use the PDF upload functionality of the SupplyOn eInvoicing solution the supplier has to be contracted to SupplyOn. This can be done either by using the Connect model or by entering the system via the E-mail Access model. Furthermore the SupplyOn user registration and the confirmation of the SupplyOn terms of usage & terms and conditions for the Procure to Pay Process have to be done by the supplier.
Please use the PDF process only if your system creates automatically invoices as PDF files.
Please use first the upload of the PDF invoice in the eInvoicing solution until the complete loop of creating invoices, uploading invoices and successful validation and transmission to your customer is stable. When this is reached you can as well e-mail PDF invoices to the eInvoicing solution.
It must be ensured that all required information are available on the invoice. The customer requests a higher level of information content on electronic invoices compared to paper invoices.
To get an impression about the mandatory data, SupplyOn recommends to create some sample invoices on the web application without sending them to the customer.
As soon as this has been done, SupplyOn recommends the following approach:
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Figure 1: Process steps for successful layout requests
You want to upload / send PDF files as invoice to Airbus
Are all required data available on your PDF
file?
Upload several PDF files in the web application (if you just use “Upload”, the invoices are only created but not sent)
Check out the differences for “Upload & Send” and “Send via e-mail” to find the right way of work for you
Are all data correct in the created invoice?
Fill out / update the checklist of this document
Adjust the PDF layout and print the required data on the PDF file
no
no
yes
yes
Wait until your layout request has been accepted and activated. The user who did the layout request is informed by e-mail.
Send this document including the checklist by e-mail to [email protected]
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3 Information for proper mapping of the invoice data
3.1 Count of PDF layouts
It depends on your invoice how many PDF layouts you need. For example, you need several PDF layouts in the following cases:
If you create invoices in different styles per customer, create one PDF layout per customer.
If you have nearly the same style for invoice and credit note, use the same PDF layout for both invoice types.
3.2 Checklist
3.2.1 General questions
Question Answer (yes / no)
Do you transmit to your customer invoices in more than one language?
If yes: Have you provided samples for each of these languages?
Do you have a SupplyOn connection to all customer plants to which you want to send invoices?
Which types of invoice documents do you send to your customer?
a) Invoices b) Credit notes
If you send different invoice types: Have you provided samples for each invoice type?
Can you provide all mandatory invoice data on the PDF as listed in the next tables?
If no:
Is there is a fix value that can be used for all invoices?
Example:
Supplier contact is always [email protected]
If no: Is there a value that can be derived / calculated based on other data that is provided on the invoice?
Example:
Payment due date = invoice date + days of “terms of payment” Delivery / service completion date = invoice date
If no:
Is there a table that you can provide separately which is the base for the calculation of the data?
Example:
Invoicing party code / supplier reference number is always 001122 for the supplier city Munich and 002233 for the supplier city Paris
If a value is mentioned in a free text field:
Have you described the logic how to find this value?
Example:
Value for PO item is the word after “Your order position:”
Do you refer in your invoice to
a) a PO number including item? b) a delivery note?
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Which format do you use for the dates?
Please give an example for e.g. 01.03.2017 as well as for 30.11.2017.
3.2.2 Invoice header details
Please provide the information where the data can be found on the PDF file.
Please note that the information if a field is mandatory or not is based on your customer’s or on legal requirements.
ID (do not change!)
Field Mandatory To be entered by the supplier:
a) Label of the anchor word on the PDF file b) Fix value c) Position of the value
Example for this value
9 Invoice type Yes c) Position Invoice
11 Invoice number Yes a) After “Document number” 2017037394
22:IV
23
For credit note: number of the referenced invoice
Yes
22:IV
24
For credit note: Date of the referenced invoice
Yes
13 Invoice date Yes a) after “Document date” 31.08.2017
14 Invoice Content1 Yes b) fix value: always “Production material”
Production material
25 Currency Yes c) Position EUR
29 Local currency No
18 / 19 Legal Information e.g. for penalties
Further fields
..
…
….
…..
3.2.3 Supplier
ID (do not change!)
Field Mandatory To be entered by the supplier:
a) Label of the anchor word on the PDF file
b) Fix value c) Position of the value
Example for this value
1 Possible values: goods (e.g. production material or other material) or service
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89 Name Yes c) Position Lieferant AG
90 Street Yes
91 City Yes
92 Postcode Yes
94 Country Yes
95:ADE
96
Invoicing Party Code Yes
95:VA or FC
96
VAT or tax number Yes
95:XA
96
Company Registration number (SIREN)
Contact for further questions towards the customer
98 Contact name
101 Contact e-mail Yes
3.2.4 Customer
ID (do not change!)
Field Mandatory To be entered by the supplier:
a) Label of the anchor word on the PDF file
b) Fix value c) Position of the value
Example for this value
65 Name Yes
66 Street Yes
67 City Yes
68 Postcode Yes
69 Country Yes
71:VA
72
VAT number Yes
3.2.5 Ship to
ID (do not change!)
Field Mandatory To be entered by the supplier:
a) Label of the anchor word on the PDF file
b) Fix value c) Position of the value
Example for this value
143 Name No
144 Street No
145 City No
146 Postcode No
148 Country Yes for buyer country “Germany”
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149
150
Reference number No
Contact for further questions about the delivery
152 Contact name No
155 Contact e-mail No
3.2.6 Line items
ID (do not change!)
Field Mandatory To be entered by the supplier:
a) Label of the anchor word on the PDF file
b) Fix value c) Position of the value
Example for this value
212 Line item number Yes
213 Material number No
216 Material / Service description
Yes
217 Invoice quantity Yes
218 Unit of measure Yes
224:1
225
Delivery / Service completion date
Yes
238 Net price w/o surcharges
Yes
240
236
Basis quantity (for net price w/o surcharges)
Yes
234 Net price Yes
230
231
Net amount Yes
242:PO
243
PO reference Yes
242:ON
244
PO item reference Yes You find this value on the PO
242:AAK
243
Delivery Note No
242:IV
243
For credit note: Invoice reference
Yes
242:IV
244
For credit note: Invoice item reference
Yes
Further fields
..
…
….
…..
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3.2.7 Payment information
ID (do not change!)
Field Mandatory To be entered by the supplier:
a) Label of the anchor word on the PDF file
b) Fix value c) Position of the value
Example for this value
50 Account holder name No
49 IBAN / Account Number
No
51 BIC / SWIFT code No
53 Bank name No
32 Payment terms Yes
38 Payment due date No
3.2.8 Totals
ID (do not change!)
Field Mandatory To be entered by the supplier:
a) Label of the anchor word on the PDF file
b) Fix value c) Position of the value
Example for this value
322 Tax type Yes VAT
323 Tax rate Yes 20
324 Tax category Reverse Charge
325 Further tax information Tax payment due on invoice issue date
305
306
Total invoice amount Yes
297
298
Total line item amount Yes
303
304
Total tax amount Yes
303
304
Total tax amount in Home Currency
301
302
Total taxable amount Yes
3.3 Example for PDF file including mapping hints
To ensure that your layout is processed properly, we recommend to provide one commented sample file as below or to fill out the table above.
This mapping information should be send to the e-mail address [email protected].
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Invoicee contact
Customer name
Customer street
Customer city
Cust. zip code
Cust. country
Supplier country
Supplier city
Supplier name
Supplier street
Supplier zip code
Customer VAT no.
Payment terms
Unit of measure Quantity
Tax rate
Net price per unit Line amount
Net amount
Tax amount
Total amount
Taxable amount Tax type
Currency
Invoice no. Invoice date
Invoice type
PO date
PO item
PO no.
Customer no.
Customer contact
Material / service description
Supplier phone Supplier fax
Tax category
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