Invoice Instructions for Vestas Suppliers

To ensure prompt and timely settlement of your invoices, please read carefully the following requirements in English. If you wish to read the invoice instruction in other languages, please follow the links below:

Vestas is transitioning to fully digitalized procurement. This means that it may be required to submit a digital invoice created from our digital PO. This will be evident from the format and instructions included in our purchase order.

If local country requirements prohibit a digital or PDF invoice, a hardcopy invoice should be submitted instead. 

Please see below the requirements and way to send your invoice according to the format used.

Invoice Instructions for Vestas Suppliers
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Chinese / 中文
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French / Français
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German / Deutsch
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Italian / Italiano
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Portuguese / Português
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Russian / русский
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Spanish / Español
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Turkish / Türk

PDF Invoices

Please help us ensure smooth invoice processing by providing all mandatory content information in your invoice. Use the checklist below before sending your invoice to Vestas (please note that different requirements may apply by country) please refer to local mandatory requirements

Invoices non-complying with mandatory Vestas Invoicing Requirements will be automatically returned. An email will be sent to you, copying your Vestas Contact person, enumerating reason(s) for rejection and resubmission guidelines.

Invoice information

Mandatory/Comments

The word “invoice “or  “credit note “(or in local language)

Mandatory

Vestas Entity Name and Vat registration number (where applicable)

Mandatory

For statutory and tax reasons, it is indispensable that the invoice address matches the Legal Entity name of the Vestas Entity supplying the Purchase Order

Billed Vestas address

Mandatory

Vestas Billing company, your ordering company, Vat number (where applicable) should perfectly match as on the Vestas purchase order

Supplier’s company name, address, VAT registration number (where applicable)

Mandatory,

The name of the vendor indicated in the invoice should match perfectly what is indicated in the purchase order

Invoice issue date and invoice number

Mandatory

Supplier's bank details (including IBAN/SWIFT)

Highly recommended

 

Invoice due date according to the agreed Payment Terms

Mandatory

Invoice information

Mandatory/Comments

Purchase Order reference number

Mandatory for purchases requiring Purchase Orders.

Vestas cannot pay invoices until it is matched against our Purchase Order (PO)

Your invoice must include the complete SAP PO number, exactly as it appears on the 10-digits purchase order (starting with 45,42,43, 47 series) provided by your Vestas contact person related to this invoice.

Freight Order reference number

Mandatory for Transport purchases requiring Freight Orders

Vestas cannot pay invoices until it is matched against our Freight Order (FO)

Your invoice must include the complete SAP FO number, exactly as it appears on the 10-digits purchase order (starting with 7100,7200,7300,7500,7600, 7700,7800, 7900 & 9000 series) provided by your Vestas contact person related to this invoice.

Description of supplied goods/services amount and price (matching PO line description)

Mandatory

Vestas material numbers indicated on the purchase order with the same item descriptions, quantities and prices as our purchase order

Mandatory

Invoice currency (international abbreviation, e.g. USD, EUR)

Mandatory

Invoice total (net, taxes, and gross)

Mandatory

 

  Country & Comments

Invoice dated after the 25th of each month

 

Bolivia and Dominican Republic LOCAL VENDORS ONLY

Please be advised that for tax reporting purposes only invoice or credit note dating up to the to 25TH of each month can be accepted

 

Missing date of supply

 

Germany

Invoice does not include a date of supply which is a mandatory invoice requirement from a German VAT point of view

Incorrect VAT rate 16%

 

 

 

 

Incorrect VAT rate 19%

 

As a consequence of the VAT rates changes in Germany for the supply of goods/services performed during the period 1 July until 31 December 2020, the temporary VAT rate of 16% should be indicated on the invoice

As a consequence of the VAT rates changes in Germany, for the supply of goods/services performed during the period 1 July until 31 December 2020, the temporary VAT rate of 19% should be indicated on the invoice

 

Invoices dated prior to current fiscal year

Greece

Please be advised that for tax reporting purposes, only invoice/credit note issued on the current year are processed

 

No signature

 

India

Invoice must have your signature, digital signature or your authorized representative signature

No GST number

Invoice submitted must have GST number

Incorrect Irish VAT rate 23%

Ireland

 

Due to VAT rates changed in Ireland during the period 1 September 2020 until 28th February 2021, the temporary VAT rate of 23% should be indicated on the invoice

 

No ETR

Kenya

Invoice submitted must have ETR (Electronic Tax Register) number or receipt on the invoice

Incomplete or Incorrect Vestas Legal entity and address

South Africa

For statutory and tax reasons, full and complete Vestas’ legal entity name and address shall be presented on the invoice.

 

Complete billing details:

Vestas Southern Africa Pty. Ltd.

1st Floor, 61 Katherine Street, Sandton, Johannesburg, South Africa 2196

VAT registration number: ZA4920261130

Resubmitting your amended invoice
  • Please get in touch with the Vestas Contact person in your purchase order then resubmit invoice by replying to rejection email
  • Do NOT send credit note to cancel the invoice since your incorrect invoice was not registered in the system

 

Submitting your invoice and payment schedule

Invoice submission for suppliers who are not using Ariba

Please adhere to the following guidelines for invoice submission:

  • Vestas requires that all invoices to be sent as single invoice or credit note only. This ensures increased automation in invoice processing
  • Vestas requires that all invoices to be sent with single purchase orders only
  • Invoice or local language equivalent. English language should preferably be used in all invoices
  • PDF format - ZIP files and password protected files will not be processed
  • do not send our Accounts Payable proforma invoices
  • do not include other documentation (e.g. conditions of sale) between invoice pages in a pdf

Where to submit your invoice?

Please send your invoice or credit note to the mailbox shown on the Vestas purchase order. A full list of e-mail addresses  for each Vestas ordering company with the payment schedule can be viewed here. See where to send your invoice

Note: The required information for submitting your invoice is also stated in the Purchase Order that Vestas has issued to you

 
Modify, Cancel or Delete an invoice

It is not possible to simply delete an invoice registered in Vestas’s system.

Credit notes should be issued when there is a need to cancel all or part of an invoice that has already been recorded

Please send your credit note to the mailbox shown on the Vestas purchase order, make sure to clearly state at the top that the document is a credit note, not an invoice.

When submitting a credit note/credit memo please ensure to send a full credit note providing the original invoice number, purchase order and reason for your credit note submission.

Modification or cancellation due to an error or omission is also possible. A new invoice can be issued to replace the previous one. The new document must nevertheless clearly mention the cancellation of the replaced document.

Check payment status

You can check the statuses of your invoices and payments using the invoice status portal

What are the Key features of the Vestas Invoice Status Portal?

  • View real-time invoice status information
  • Search invoice and payment amount
  • Retrieve payment date
  • Review your information in the Vestas records
  • Find knowledge base articles and hot topics to get answers to your questions
  • Create a ticket if you need further assistance from the Vestas finance support team
  • Submit invoices to Vestas

How many users from my company can access this?

You have an unlimited number of users that can use the portal.

How do I get Access?

Review the to see the steps and learn how to get support if needed:

Please have the following information ready:

  • Your company name
  • Your company vendor number starting with 5 and is 6 digits long which can found in Vestas issued Purchase orders. If you do not know your vendor number, please connect with your Vestas contact person
  • Your company email. This should match your email record in your records with Vestas. If you are unsure of what email domain you have in our records, please connect with your Vestas contact person

Once you have reviewed the process, you are now ready to register through this page: https://vestasprod.service-now.com/supplier_invoice_portal

Access to the portal is free and does not change your invoice submission process nor affect your agreed payment terms with us.

 

Need help

Account Payable queries

Below is the list of categories to consider when you need to reach out to our Vestas finance support team:

  • Need Payment Breakdown/Remittance Advice/Proof of Payment
  • Want to submit Statement of account or reminder letters
  • Balance Confirmation

Please reach out to our Vestas finance support team

The Vestas finance support team is available to help you with your Accounts Payable queries, you may send your queries through our ticketing system by sending email to financesscsap@vestas.com.

If you do contact us this way, you will receive an automatic response with a ticket number and will be in touch with you if we need any information from you.

We aim to resolve queries within 5 working days

Vendor Master Maintenance and Change of Information

1. Change in bank information

The following supporting documents are required for change in bank information.

Supplier-initiated (through Ariba) Non ariba registered suppliers

Provide at least 1 document that can show the Bank information:

  • Company details in a Company Letterhead
  • Voided Cheque
  • Bank Statement
  • Quotation
  • Invoice
  • Online Banking Screen shot Document

Provide at least 1 document that can show the Bank information:

  • Signed or Stamped Company details in a Company Letterhead
  • Signed or Stamped Bank Statement
  • ·Signed or Stamped Bank Certificate/Letter Voided Cheque
  • Quotation
  • Invoice
  • Online Banking Screenshot Document

 

2. Change in Name, Address, Email

Please coordinate with your Vestas contact or buyer providing the following supporting documents are required for change in vendor name, address or email (general communication and remittance):

Name: Company Letterhead/Profile stating the new name (signature not required), information of VAT/Tax Details, whether current or new VAT/Tax

Address: Email from supplier or Company Letterhead stating the new address

Email: Email from supplier or Company Letterhead stating the new email address

3. Change in Vestas Information (Incoterms, Payment Terms, Currency)

Please get in touch with the Vestas Contact Person or Buyer indicating the reason and requested payment term. Once negotiation is finalized, a ticket will be raised in the ARIBA system by the Vestas contact person and depending on the requested changes, approval may be required. Once approved, processing time is 5 business days and will reflect in the system immediately

To enable our suppliers to further understand and explore the calculation of Vestas Standard Payment Terms, we are introducing the Vestas Standard Payment Terms Calculator

Use the link below to download the tool and get started

If you have any questions regarding the tool, kindly reach out to email@vestas.com

File title:
Payment Terms Calculator

Digital invoices through Ariba Network and hardcopy invoices

Mandatory requirements 

Please send the invoice to POs received via Ariba through your Ariba account. Please make sure you only send us an invoice for the delivered quantity. If your invoice does not comply with these requirements it will be rejected and returned to you, or the payment delayed. 

Your invoice must indicate:

  • an invoice number (reference) 
  • date of issue 
  • Tax or VAT rate (%) and your company’s Tax or VAT registration number 
  • date of delivery 
  • quantity invoiced per line 

All other details will be copied directly from the Vestas PO and it’s not possible to update by the supplier. 

Any extra delivery costs not included on the PO (such as packing, freight, etc.) must be communicated to the Vestas Buyer before submitting your invoice. Failure to do so may result in a delay in processing your invoice and payment. 

Credit memos must relate to invoices already submitted via Ariba. The credit memo shall indicate a credit memo number (reference) and the reason for the credit.

Submitting your invoice  

Only submit invoices related to Ariba POs via the Ariba Network. If you also send the invoice as a PDF copy by e-mail to our invoice mailboxes, it will be returned to you and will not be processed for payment. 

Invoice Status 

All changes to the status of your invoice can be viewed in real-time in Ariba. You can also set up e-mail notifications for all invoice status changes using Ariba.

In case of issues
For support and assistance, please contact ariba.ssc@vestas.com

Payments & bank details
Please ensure your company’s payment details are up-to-date in your Vestas Ariba account. 

If the payment date falls on a non-working day, the following working day will be effective. 

File title:
Payment Terms Calculator

Mandatory requirements

Please refer to that section for PDF invoices.

Submitting your invoice

Please send you invoice or credit note to the postal address shown on the Vestas purchase order. A full list of postal addresses depending on the Vestas ordering company can be viewed here.

To ensure that your invoice can be processed efficiently, please ensure that it complies with the following rules

  • do not send our Accounts Payable proforma invoices
  • do not include other documentation (e.g. conditions of sale) between invoice pages in a pdf.

In case of issues

Before contacting us please check that

Please use the Supplier Invoice Status Portal to raise any queries regarding invoice and payments instead of sending an e-mail to us directly. 

Payments & bank details

Please notify us of any changes to your company’s payment details to your Vestas contact person well in advance of the actual change. If the payment date falls on a non-working day, the following working day will be effective.

A Payment Terms Calculator is available for you to explore the different standard payment terms of Vestas. Download the calculator below.

File title:
Payment Terms Calculator

Supplier Quality Manual

Vestas´ mission is to deliver best-in-class wind energy solutions and to set the pace in our industry to the benefit of our customers and our planet. We set ambitious targets, and suppliers to Vestas have a key role in ensuring that we achieve these goals. Along with a strong focus on safety and sustainability, it is crucial that quality is built into our entire value chain and always prioritized to prevent any compromise on performance or reliability. 

To support this mission, we have developed the Vestas Supplier Quality Manual. The purpose of this manual is to define a common framework of quality requirements and best practices which must be in place to ensure a successful and professional relationship between Vestas and its suppliers.

Frequently Asked Questions

We aim to resolve queries within 5 working days and will be in touch with you if we need any information from you.

Simply reply to the email response within 5 days after receipt. Otherwise, the ticket will automatically close and you will need to create new ticket. 

You may raise a ticket via financesscsap@vestas.com

Purchase Orders are the primary required transaction method with Vestas.

Please ensure that you request a formal Purchase Order from your Vestas contact.

Get in touch with the Vestas contact person in your Purchase Orders, you should get a response within 3 days then:

  • resend document by replying to all using invoice rejection email
  • attach the revised invoice/s

DO NOT send credit note to cancel the invoice since your incorrect invoice was not registered in the system

This should be indicated on the PO, if you did not get a PO please ask your Vestas contact who placed the order with you.

Please ask with your Vestas Contact Person who placed the order. Vestas strongly recommends to NOT provide any goods or services to Vestas without any Purchase Order Document unless or until of any emergency.

Remember NO PO– NO WORK-NO PAY

The agreed term of payment is indicated in the Contract but is not available in the Vestas ARIBA system. Should you have questions or need to confirm your payment term with us, please contact the Vestas contact person.

To request for a new payment term set-up with us, please get in touch with the Vestas Contact Person or Buyer indicating the reason and requested payment term. Once negotiation is finalized, a ticket will be raised in the ARIBA system by the Vestas contact person and depending on the requested Payment term, approval may be required. Once approved, processing time is 5 business days and will then reflect in the system immediately.