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.

Which address should I send my PDF or hardcopy invoice to? What are the recommended invoice currencies and payment schedule?

Invoice Instructions for Vestas Suppliers

File title:: Chinese / 中文
Format:: application/pdf
Size:: 715 KB

File title:: English
Format:: application/pdf
Size:: 403 KB

File title:: French / Français
Format:: application/pdf
Size:: 309 KB

File title:: German / Deutsch
Format:: application/pdf
Size:: 191 KB

File title:: Italian / Italiano
Format:: application/pdf
Size:: 299 KB

File title:: Japanese / 日本語
Format:: application/pdf
Size:: 399 KB

File title:: Polish/Polski
Format:: application/pdf
Size:: 402 KB

File title:: Portuguese / Português
Format:: application/pdf
Size:: 668 KB

File title:: Russian / русский
Format:: application/pdf
Size:: 348 KB

File title:: Spanish / Español
Format:: application/pdf
Size:: 251 KB

File title:: Turkish / Türk
Format:: application/pdf
Size:: 567 KB

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. The PO you indicated on your invoice must not be fully utlized yet as your invoice will be rejected if the PO was already fully consumed. Please coordinate with your Vestas buyer/contact if the PO you currently have has been fully consumed already.
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

Payment requirement	Vietnam Please refer to the list of documents required for payment:
	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 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 , or -Local tax Invoice contains a valid IRN (Invoice Registration Number), or -Local tax invoice is digitally signed, or carries a physical signature, or is signed by an authorized representative in non-editable format.
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
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

File title:: Payment Terms Calculator
Format:: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
Size:: 46 KB

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.

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.

Detailed instructions on how to submit an invoice via Ariba

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
Format:: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
Size:: 46 KB

Detailed instructions on how to review and update your details

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

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

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.

Invoice Instructions for Vestas Suppliers

Invoice Instructions for Vestas Suppliers

Vestas Invoicing Requirements

Invoice header

Invoice body

Local Mandatory Requirements

Submit, resubmit or cancel your invoice

In case of issues

Payment Terms Calculator

Vendor Master Maintenance and Change of Information

Digital Invoices through Ariba Network

Digital invoices through Ariba Network

Hardcopy Invoices

Hardcopy invoices

Frequently Asked Questions

What is the service level agreement of Vestas Finance Support team?

How to re-open the ticket if not satisfied/resolve the issue

What to do if you cannot access our supplier invoice status portal?

How to resolve an invoice that was rejected?

I don't know which Vestas entity I am invoicing or delivering to?

I did not receive a purchase order. Who do I need to contact?

How to check your payment terms in Vestas system?

How to amend payment terms?