The following rules are applicable to the following countries:
- Spain
- Austria
- Denmark
- Finland
- Norway
- Sweden
Invoice Validation Rules
The following information is required for Invoices on Invoice Header Level:
| Field Name | Non Purchase Order Invoice | Purchase Order Invoice | Contract Invoice | Additional Explanation |
|---|---|---|---|---|
| Company Name and Address | X | X | X | - |
| Supplier Tax Number | X | X | X | Mandatory for Tax Registered Suppliers |
| FedEx Entity Name and Address | X | X | X | Do not change Entity on Invoice flipped from a PO |
| FedEx Tax Number | X | X | X | Defaults from the FedEx Entity selected if applicable |
| Invoice Date | X | X | X | The Invoice Date must be no more, or no less than 7 days from the current date |
| Invoice Number | X | X | X | Maximum of 30 characters. Special characters or spaces are not allowed |
| Currency | X | X | X | - |
| Amount excluding Tax | X | X | X | System calculated |
| Tax Total | X | X | X | System calculated |
| Total Amount | X | X | X | System calculated |
| Purchase Order Number | Not Mandatory | X | X | Must match PO and FedEx Entity data available in Tradeshift |
| Contract Number | Not Mandatory | Not Mandatory | Not Mandatory | Enter for reference if available |
| Person Reference | X | X | X | All invoices must include a personal reference (a valid FedEx employee email address) |
The following information is required for Invoices on Invoice Line Level:
| Field Name | Non Purchase Order Invoice | Purchase Order Invoice | Contract Invoice | Additional Explanation |
|---|---|---|---|---|
| Purchase Order Number | Not Mandatory | X | X | Must match PO data available in Tradeshift |
| Purchase Order Line number | Not Mandatory | X | X | Must match PO data available in Tradeshift |
| Description | X | X | X | Should clearly describe the product or service provided. Maximum of 254 characters. |
| Quantity | X | X | X | - |
| Unit | X | X | X | - |
| Price per Unit | X | X | X | - |
| Tax | X | X | X | Select required tax percentage |
Additional Validation Rules:
- Additional Charges (Such as Freight, Fixed Tax etc.) are allowed only at invoice header level, NOT on invoice line level.
- Payment Method should be included on a Supplier uploaded PDF invoice and is the preference of FedEx. Alternatively, Payment Method information can be added online in the Payment Terms and Means section when creating an invoice. This data is for reference only and will not update FedEx Supplier Master Data. Any changes required to permanent Payment Details, please contact FedEx directly.
- Payment Terms will continue to be calculated from Invoice Date as per agreed terms.