The following rules are applicable to the following countries:
- Hong Kong
- Belgium
- Luxembourg
- Netherlands
- Poland
- Estonia
- Latvia
- Lithuania
- United Kingdom
- Singapore
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 |
|---|---|---|---|---|
| Supplier 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 20 days from the current date |
| Invoice Number | X | X | X | Maximum of 50 characters. |
| 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 or TNT 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 240 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.) can be entered at header level or line level.
- Payment Method should be included on a Supplier uploaded PDF invoice and is the preference of FedEx. 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.