Electronic invoices of suppliers

Instruction

The following are instructions to suppliers for automated electronic invoicing.

Form requirements for invoices

The CoR requests the supplier that all invoices be sent electronically and follow the technical specifications provided by the National Standards Board for Electronic Invoices (TS-236). The specifications can be obtained from the Standards Council website.

On the Validex website, an invoice can be tested and verified to pass a technical specification.

Invoices should not be sent on paper alongside electronic invoices.

Shipping Method

Financial system providers and messaging providers provide advice on e-invoice sharing.

The City of Reykjavik has an agreement with the following messaging providers:

• Inexchange ehf.
• Sendill is Unimaze ehf.
• Advania's message brokerage.

It is recommended that sales invoices originate from a sales system that sends invoices electronically.

For entities that send a small number of invoices, we have a web-based solution available from our brokers, where you can register an invoice via the web interface and send it electronically to the City of Reykjavik.

Other entities such as Other Payday.is and Konto.is offer simple ways to send invoices electronically to Reykjavík City, according to instructions from Kontó.

Contents of invoices

Accounts should be stamped with the social security number and the name of the fund/company, and the name of the cost center/department should be clearly indicated on the invoice. The following social security numbers are valid:

• Reykjavik-City-Main Fund ID. 530269-7609 (ITR, SFS-School and Recreation, Vel-Welfare, MOF-Cultures and Tourism, USK-Environment and Organization (Operations), Parking Fund and Central Administration)

• Property

  Fund ID. 570480-0149 (Executive Branch of the Old and the part of the Environment and Transportation Branch, responsible for the maintenance of property)

The invoice must include a breakdown of the product and/or service, quantity, unit and unit price as well as other statutory information on the invoice.

Additional information also needs to be foreseen, cf. the following references:

• Cost Point / Department Number (if provided by Buyer)
• Number on the signed request (if provided by the buyer)
• Works number and work execution request (if provided by the Purchaser)
• The name or identification number of the person ordering (if stated by the buyer)

The price of the seller shall include all costs covered by the order.

Charges not related to the product or service sold, such as note or service fees, should not be included in the invoice.

It is recommended that suppliers use the UNSPSC product classification standard and include the UNSPSC product number in an electronic message. Details of the standard are available on the GS1 website.

Additional information, such as requests, time and task reports and other important data, is requested as attachments in pdf format with electronic invoices. The accompanying documentation is then stored in the city's financial system with the relevant invoice. A link (URL) in an electronic invoice referring to an accompanying document is not an adequate delivery of such documents.

Advanced deployment of business processes

The introduction of electronic invoicing requires careful installation and compliance with standards. In some cases, there will be changes to the procedures for processing purchases and requests and a receipt for delivery.

A delivery note, or a copy of an invoice, shall be attached to each delivery receipted by the goods receiver after counting and confirming the quantities delivered.

A) Current account

City agencies are most commonly engaged in invoice transactions with their suppliers, however, this depends on the scope of transactions, procedures, and third-party trading systems. It is preferable for each city agency to have its own customer number in the supplier's sales system, and if it is recommended that in the carrier layer in the customer's foundation panel, the Gln ID number of the respective agency is set.

List of the city's main institutions and their Gln identification numbers.

Proper configuration and use of Gln Social Security numbers ensures automatic and correct booking and billing.

The Gln ID number should be below: AccountingCustomerParty/Party/PostalAddress/ID

Examples:
Invoice to the School of Applied Sciences, which has Gln ID. 5699112303014 is identified like this in an xml message:

________________________________

5699112303014

_______________________________

Where accounting transactions are maintained, the following means are available:

• Completed Request:
  A request must be made for incidental withdrawals in stores. Is the request a guarantee of payment and demonstrates the correctness and traceability of an evaluation. Where a request is submitted, its number must be added to the electronic invoice and the request itself does not necessarily have to be attached to the invoice, but the vendor retains his copy.
• Regulated transactions without requests:
  In regulated transactions and where a good business relationship has been established based on knowledge and trust, no request is made. It must be stated who orders or withdraws and which organisation/department.
• Business Cards:
  A number of suppliers have issued institutional trading cards, which are paid in cash into a trading account. These cards ensure the correctness of withdrawal and that withdrawal goes to the correct trading account.

Suppliers have a choice of the following:

• Place each withdrawal on a trading account and issue delivery notes with shipments. Then issue an invoice at the end of each month.
• Issue an invoice for each delivery. A business summary may be sent at the end of a month if warranted.

The CoR accepts no responsibility for unlawful product withdrawals. The CoR accepts no responsibility for unlawful product withdrawals. It is recommended that sellers always sign for goods receipt with a clearly legible signature of a city employee.

B) Invoice paid by payment card /Purchase card

A number of purchasing entities at the CoR have separate purchasing cards, which are payment cards, intended to be used by those who do not offer withdrawals through a commercial account. When paying with Purchase Cards, the Seller shall either:

• Deliver to the buyer the printed original of an invoice and do not send it electronically.

• Provide the Buyer with a receipt and send an electronic invoice to the city clearly stating that the invoice has been withheld and must be indicated on the invoice within the last 5 digits of the payment card.

It's good to keep in mind...

• Electronic invoices shall be sent on the same day.
• The CoR reserves a 30-day payment period unless expressly agreed otherwise.
• If an invoice is not sent to the right place or does not carry enough information to confirm its correctness, the deadline for payment is not met.
• All invoices are sent to an electronic recipe and require approval from at least two employees before they are paid.
• You can find more information on the CoR's procurement on the website of the Procurement Division.
• Suppliers who wish to check the status of their accounts with the City of Reykjavik will turn to the Reykjavík City Customer Service by email at info@reykjavik.is or by phone at 4 11 11 11.
• If the Supplier considers that it has a claim for payment of the deductible, it may submit its claim by e-mail to the address bokhald@reykjavik.is. The email must indicate for which invoice the deductible claim is incurred.