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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Vestas Invoicing Requirements

Please help us ensure smooth invoice processing by providing all mandatory content information in your invoice and sending it on time. 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 rejected. An email will be sent to you, copying your Vestas Contact person, enumerating reason(s) for rejection and resubmission guidelines.

For the avoidance of doubt, you are responsible for ensuring that any and all information you submit to Vestas are correct, adequate and accurate.

In countries where e-invoices* are required by law, it is the vendor's responsibility to ensure the invoices are fulfilling the local legal requirements.

*e-invoices are defined as invoices that are communicated real time with tax authorities, either to get an approval prior to sending the invoice (e.g. QR code) or where the tax authorities send the approved invoice to the customer.

Invoice information

Mandatory/Comments

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

Mandatory

 

 

Supplier’s Name and Address

Mandatory

 

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

 

 

Vestas Legal Entity Name

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

 

 

Vestas Billed to Address

Mandatory

 

Vestas Billing company, your ordering company,

Vat number (where applicable) should perfectly match as on the Vestas purchase order

Unique Invoice Number

Mandatory

Invoice Date

Mandatory

Detailed Description of the goods and services

Mandatory

 

Includes Quantity and Price

 

Total Invoice Amount

Mandatory

 

Includes Net Amount, Vat Amount, VAT rate and Gross Amount

Invoice Currency

Mandatory

 

International abbreviation, e.g. USD, EUR

 

Purchase Order/Freight Order Reference

Mandatory

 

For PO-based suppliers/vendors and Transport purchases requiring Freight Orders, Vestas cannot pay invoices until it is matched against our Purchase Order (PO) or Freight Order (FO).

 

VAT registration Number (if applicable)

Mandatory

 

Countries where applicable for statutory and tax reasons

Payment Terms/ Payment Due Date

Highly Recommended

 

Payment details

Highly Recommended

 

Supplier’s bank details including IBAN/SWIFT, and check information (US only)

 

 

 

 

Signature and GST Number

India

To ensure compliance with local regulations, all local tax invoices submitted must meet the following criteria:

·         Supplier is GST registered and provides an E-invoice

·         Local tax Invoice contains a valid IRN (Invoice Registration Number), or

·         Local tax invoice is digitally signed, or carries a physical signature, or B28 is signed by an authorized representative in non-editable format

Bill of Export (BOE) & Waybill

India

Required transport documents for Special Economic Zone (SEZ) Vendors

 

No Tax Deduction Source (TDS) for goods exceeding 5m INR

India

For goods transactions exceeding 5M INR, TDS should not be indicated on vendors' invoices as TDS 194Q will be applied.

Missing date of supply

Germany

Date of supply is a mandatory invoice requirement from a German VAT point of view

 

HRK/Euro Guidelines

Croatia

According to the Law on the introduction of the Euro as the official currency in the Republic of Croatia,

please note that all business events that relate to 2022 and prior should be invoiced in Croatian Kuna (HRK), while all business events that relate to 2023 onward should be invoiced in Euro

Invoices dated prior to current fiscal year

Greece

For tax reporting purposes, only invoice/credit note issued on the current year are processed

 

Government Uniform Invoice (GUI) Copy

Taiwan

All local invoices should have GUI attached together with the invoices. This is part of legal requirements of the Government.

 

Electronic Tax Register (ETR)

Kenya

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

 

 

NINEA/COFI Numbers

Senegal

Senegal invoice must indicate below information for VAT Claiming purposes:

NINEA Eiffage Energia Senegal; 0063150572G2

RCCM Eiffage Energia Senegal; SN DKR 2017 E 8685

NINEA Vestas Senegal SARL; 61523762A2

RCCM Vestas Senegal SARL; SN DKR 2016 B 26887

Invoices dated in current month

 

Bolivia and Dominican Republic - LOCAL VENDORS ONLY For tax reporting purposes only, invoice or credit note dating prior months is not accepted.

Foreign vendors without Local Involvement will only provide affidavit.

Taiwan

- Foreign vendors with service-related transactions are required to submit an affidavit if there is no LOCAL INVOLVEMENT. - The affidavit must be attached along with the invoice in a single PDF document and sent to the designated Vestas mailbox.

 - Vendors must clearly indicate on the invoice if the transaction has “LOCAL INVOLVMENT”.

- If the invoice has LOCAL INVOVLEMENT, no affidavit is required, and 20% withholding tax will be deducted from the invoice total.

NOTE: “Local Involvement” refers to a service transaction conducted within Taiwan and/or involving the participation of a local citizen or Taiwanese individual

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.

Nicol Main Office Park, Building A1 2 Bruton Road Bryanston Gauteng 2191

VAT registration number: ZA4920261130

Submitting your invoice and payment schedule

Invoice submission for suppliers who are not using Ariba

Please adhere to the following guidelines for invoice submission to avoid rejection of your invoice.

  • Vestas requires that all invoices to be sent as single invoice. 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 - Note: any non-PDF format (e.g. ZIP files, password protected files, Excel or Word documents, CSV, XML files)  will not be processed
  • do not send  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 as soon as it is available 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.

 

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
  • Resubmitng amended invoices must have new issuance/invoice date and unique reference/invoice number.
 
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 an invoice that has already been recorded.

Please adhere to the following guidelines for Credit Notes submission:

Vestas requires that all credit note to be sent as single credit note only. This ensures increased automation in invoice processing.

  • The credit note must indicate a Credit Note Number, the related invoice number that should be cancelled and the reason for your credit note submission.
  • Please ensure to send a FULL credit note and a new invoice can be issued to replace the previous one.
  • Vestas requires that all Credit Note should refer on a single invoice only (One credit note, One invoice only).
  • For the stand-alone Credit Note, make sure to clearly state the reason (e.g., bonus, rebates, discounts, etc.) and indicate the purchase order. Please get in touch with the Vestas Contact person for the purchase order details.
  • 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.

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?

Watch the video below 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
  • Vendor Invoice Portal issue

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

You can also reach out Vestas Finance Support Team by calling direcly below Accounts Payable hotlines

Country

Phone Number

Australia

+61 386987063

China

+86 1059232090

Denmark

+45 97305900

Germany

+49 48419717752

India

+91 4466889450

New Zealand

+64 63566841

Philippines

+63 27845770

Singapore

+65 63036531

Spain

+34 913628350

Sweden

+46 40376065

United Kingdom

+44 1925857126

USA

+1 3036555540

USA

+1 5033277600

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

For suppliers registered in Ariba, please submit your master data change request via your Ariba account (Click HERE for quick guide).

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

Digital Invoices through Ariba Network

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. 

Invoices through Ariba must adhere to the Vestas Invoice Requirements.

For the avoidance of doubt, you are responsible for ensuring that any and all information you submit to Vestas are correct, adequate and accurate.

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.

In countries where e-invoices* are required by law, it is the vendor's responsibility to ensure the invoices are fulfilling the local legal requirements.

*e-invoices are defined as invoices that are communicated real time with tax authorities, either to get an approval prior to sending the invoice (e.g. QR code) or where the tax authorities send the approved invoice to the customer.

Submitting your invoice  

Only submit invoices recieved via Ariba  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

Hardcopy Invoices

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.

Frequently Asked Questions

We aim to resolve queries within 3 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
  • Resubmitted invoices must have new issuance/invoice date and unique reference/invoice number.

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.