Compliance Requirements
Nestlé is using Tradeshift to ensure the invoice process meets local regulatory and policy requirements. One element of compliance relates to the content of the invoices. Please visit https://support.tradeshift.com/entries/4416251782930 to view the details of requirements by country.
Nestlé has defined additional requirements to the content of invoices to ensure optimal processing and timely payments. These requirements are enforced by Tradeshift. Invoices not meeting these requirements will be rejected and will not be delivered to Nestlé.
Important information for Foreign Vendors - BoL (Bill of Lading)
INDIA INVOICES content requirements:
| Rule # | Mandated Information |
Description/Tradeshift error message (if using PO flip / web UI) |
Rule: G = Global C(IN) = Country Specific |
Example & Format |
|---|---|---|---|---|
| 01 | Invoice date | No future dating Error message “Future dated invoices are not allowed” |
G | n/a |
| 02 | Invoice number | Max 16 characters alphanumeric India: max 16 alphanumeric characters, only '-' and '/' are allowed Error message C(IN) “The invoice number should have a maximum of 16 alphanumeric characters and should not contain special characters other than '-' and '/'.” |
G C (IN) |
12345ABC12345678 123-AB/123423456 |
| 03 | Amount total | Cannot be 0 | G | n/a |
| 04 | Attachment | India Clearance vendors: At least 1 pdf attachment if clearance from India Tax authority is mandatory. | C(IN) | n/a |
| 05 | Order number | 10 digits long PO # must be on both header and invoice line level |
G | 1234567890 |
| 06 | Payment means | Exactly 1 payment means is allowed Foreign suppliers: Either IBAN or Bank name + SWIFT + account number are required. Please select the appropriate payment means and fill in the required details. |
G | n/a |
| 07 | BOL number | India: Foreign suppliers | C (IN) | n/a |
| 08 | Exchange rate date | India: The Bill of Lading date is required in the Exchange Date field for an invoice in foreign currency with a Bill of Lading number. | C (IN) | n/a |
| 09 | State | India: Region Code (State) for the delivery address in India needs to consist of only 2 capital letters. | C (IN) | TN, KA, DL etc |
| 10 | Order line number | PO line number to be available on invoice line level. 5 digits with leading 0 and multiple by 10 | G | 00010, 00020, 00030 |
| 11 | (IRN)Invoice Reference Number | This number has to be 64 digit & alphanumeric | C (IN) | 80d05a499e6357a4c420f7a9638ea9d195234db1c93f3aaa0ecdff9cce865e9e |
| 12 | HSN/SAC | HSN number is mandatory for India and it has to be minimum of 4 digits and max of 8 digits SAC number is mandatory for India and it has to be 6 digits |
C (IN) | HSN: 1101 SAC: 996511 |
For Credit note, please note the following Nestle specific content requirements:
| Rule # | Mandated Information |
Description/Tradeshift error message (if using PO flip / web UI) |
Rule: G = Global C(IN) = Country Specific |
Example & Format |
|---|---|---|---|---|
| 01 | Credit note date | No future dating Error message “Future dated credit notes are not allowed” |
G | n/a |
| 02 | Credit note number | Max 16 characters alphanumeric India: max 16 alphanumeric characters, only '-' and '/' are allowed Error message C(IN) “The Credit note number should have a maximum of 16 alphanumeric characters and should not contain special characters other than '-' and '/'.” |
G C (IN) |
12345ABC12345678 123-AB/123423456 |
| 03 | Invoice reference number (Original invoice reference for the credit note) | Max 16 characters alphanumeric India: max 16 alphanumeric characters, only '-' and '/' are allowed |
G C (IN) |
12345ABC12345678 123-AB/123423456 |
| 04 | Amount total | Cannot be 0 | G | n/a |
| 05 | Attachment | India Clearance vendors: At least 1 pdf attachment if clearance from India Tax authority is mandatory. | C(IN) | n/a |
| 06 | Order number | 10 digits long PO # must be on both header and credit note line level |
G | 1234567890 |
| 07 | Payment means | Exactly 1 payment means is allowed Foreign suppliers: Either IBAN or Bank name + SWIFT + account number are required. Please select the appropriate payment means and fill in the required details. |
G | n/a |
| 08 | BOL number | India: Foreign suppliers | C (IN) | n/a |
| 09 | Exchange rate date | India: The Bill of Lading date is required in the Exchange Date field for a credit note in foreign currency with a Bill of Lading number. | C (IN) | n/a |
| 10 | State | India: Region Code (State) for the delivery address in India needs to consist of only 2 capital letters. | C (IN) | TN, KA, DL etc |
| 11 | Order line number | PO line number to be available at credit note line level. 5 digits with leading 0 and multiple by 10 | G | 00010, 00020, 00030 |
| 12 | (IRN)Invoice Reference Number | This number must contain 64 digits & alphanumeric characters | C (IN) | 80d05a499e6357a4c420f7a9638ea9d195234db1c93f3aaa0ecdff9cce865e9e |
| 13 | HSN/SAC | HSN number is mandatory for India and it has to be minimum of 4 digits and max of 8 digits SAC number is mandatory for India and it has to be 6 digits |
C (IN) | HSN: 1101 SAC: 996511 |