EIFFAGE has defined several functional controls on Tradeshift, allowing the receiving of complete documents in order to process them efficiently and in a timely manner.
The implemented business rules are as follow:
All suppliers must invoice against a Purchase Order (PO):
- The PO number is mandatory, either in the header level or in each invoice line
- The PO number format is as follows for Eiffage: maximum 10 alphanumeric characters, starting with a C (CXX)
- The invoice is checked through a look-up in a table containing the Supplier’s SIRET / Eiffage entity / PO number
- If a supplier indicates one or several transport references, the reference can be entered at the header or the line level
- An Eiffage business context specific reference must be provided (reference building site, contract etc)
- The invoice is checked through a look-up in a table containing the Supplier’s SIRET / Eiffage entity
For all Eiffage suppliers:
- The supplier payment IBAN entered in Tradeshift invoice must be the one on which payment will be done
- For the suppliers that previously sent paper invoices to Eiffage, all the data elements from the paper invoices must be contained in the electronic invoice.
- The Document ID cannot be over 30 characters long
- The emission date is mandatory and cannot be set in the future
- The Business Unit is mandatory and must be 5 numeric characters long (TS: GLI = 24 characters, com.eiffage.codebu: XXXXX)
- The invoice gross amount must match the sum of the lines gross amount
- A tax exemption reason is necessary if a 0% tax is entered
- If provided, the Cost Center number cannot be longer than 6 digits
- Document IDs are mandatory
- All address fields both for the Supplier and Customer must be provided: address line 1, city and country (address line 2 is optional)
- The VAT transaction Type must be specified.
- If the VAT transaction occurs at invoicing, the following codes may be used: “DE”, “DEB”, “Débit”.
- If the VAT transaction occurs at payment, the following codes may be used: "EN", "ENC" .
- The supplier legal identifier (FR: SIRET) is mandatory for the french suppliers
- The supplier European tax identifier is mandatory for all European suppliers
- The supplier company identifier is mandatory for all non-european suppliers (DUNS)
- Deposit invoices are identified by setting “X” or “x” on the flag identifying the document as a deposit invoice.