Invoicing

As part of FrieslandCampina's commitment to efficiency under Expedition 2030, we've established essential invoicing guidelines:

• Suppliers issuing over 100 invoices annually must use XML as the primary invoicing method, unless an exception is approved by Procurement Leadership;  
• Those issuing fewer than 100 invoices should use the Coupa Supplier Portal;
• EDI and cXML are acceptable alternatives but require validation from your FrieslandCampina contact and IT Department. PDF invoices are only to be used as a last resort and must be pre-approved. 

Submitting invoices

Invoice submission will be following a different method, depending on the type of invoice, therefore please refer to the below chapters in the Invoice Instructions document.

• For the Coupa Supplier Portal, refer to the following documentation  
• For XML, contact the e-invoice helpdesk for support or questions and refer to chapter 3.1
• For PDF, follow the guidance in chapter 3.3

General requirements for all invoices

Regulatory and/or Compliance requirements:  

• The document must be an invoice or a valid substitute (Note: Pro-Forma invoices, Purchase Orders, Statement of Accounts, Reminders, Letters, etc. are not allowed for processing);  
• The invoice/document must be readable;
• The invoice cannot be dated before the delivery of goods or services;  
• The Invoice cannot not be a duplicate (double submission).  

Invoices should contain the following information:  

• The correct and complete FrieslandCampina Company Name and VAT/Tax Registration Number (where locally required) must be stated on the invoice;
• Invoice date & number;
• Your complete/registered VAT/Tax ID Number;
• Your complete/registered bank details;
• VAT rate and VAT amount;
• Currency;
• Delivery address;
• Breakdown of the gross and net invoice values (Tax amount provided);
• Supplier’s phone number and remit-to address;
• E-mail address where we can contact you if there are issues with the invoice;
• PO number and/or requester and cost element.

We ask that suppliers submit a monthly account statement of pending invoices and credit notes. Contact our Query Department only if there is no response to reconciliation efforts.

Lastly, FrieslandCampina has a predefined payment calendar. Usually payments are executed every Wednesday and on the first working day of the month.