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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- English
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- French / Français
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- German / Deutsch
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- Italian / Italiano
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- Japanese / 日本語
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- Russian / русский
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- Spanish / Español
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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 |
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 |
Date of Supply | Mandatory in the case the date differs from the invoice date |
Invoice information | Mandatory/Comments |
Purchase Order reference number | Mandatory for PO-based suppliers/vendors.. 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 |
The taxable amount per rate or exemption, the unit price exclusive of VAT and any discounts or rebates if they are not included in the unit price | Mandatory |
The VAT rate applied | Mandatory |
In non-EUR countries the VAT amount must be listed when invoice is issued in EUR. | Mandatory |
Legal statement for zero rated invoices | Mandatory if zero rated invoice |
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 | |
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 relates to 2022 and prior should be invoiced in Croatian Kuna (HRK), while all business events that relates to 2023 onward should be invoiced in Euro | |
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 | |
No 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 | |
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 | |
GUI Copy | Taiwan All local invoices should have GUI attached together with the invoices. This is part of legal requirements of the Governme | |
Missing transport documents for Special Economic Zone (SEZ) vendors. | India Required BOE & Waybill for SEZ vendors. | |
No TCS for goods exceeding 5m INR | India For goods transactions exceeding 5m INR, TCS should not be indicated on vendors' invoices as TDS 194Q will be applied. | |
Foreign invoices aged more than 3 years | India In compliance with Foreign Exchange Management Act (FEMA) policy, we cannot process foreign invoices that are aged more than 3 yrs as these cannot be paid anymore. | |
Missing supporting documents for invoices aged more than a year | India Invoices aged more than one year should have the following supporting docs: - SOA (to prove that invoice is still outstanding in vendor's books - GST should be added on PO's cost / amount - Foreign goods: Delivery proof
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| Payment requirement | Vietnam Please refer to the list of documents required for payment: |
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
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:
| Provide at least 1 document that can show the Bank information:
|
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
- your invoice status in the Vestas Supplier Invoice Status Portal >
- all goods or services on the invoice are delivered
- the invoice been sent to the correct mailbox complies to this instruction
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 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
- 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.