Frequently Asked Questions (FAQ)

FAQ grouped after topic:

EDI WebEDILogisticsFinancial

FAQ

EDI

Can I use OFTPv2 with Volvo?

Yes, OFTPv2 is the appointed communication method with Volvo. Please read more at EDI communication setup.

Can I establish an ENX connection with Volvo?

No, Volvo does not support ENX (European Network Exchange).

How do I go about if I want to start up EDI with Volvo?

We kindly ask you to turn to your Volvo purchase contact person if you want to establish EDI with Volvo.

Do I need to contact Volvo IT when I update my OFTP2 certificate?

Volvo uses TLS line security (session encryption only) and the validation is done against Root CA Certificates. That means that your certificate is NOT stored at Volvo and in turn you should NOT store Volvo's server certificate on your side. You should store the Root CA Certificates needed to verify the chain of Volvo's server certificate. In most cases this means the Root CA Certificate of Verisign. In some cases storing the Verisign Intermediate certificate might be needed as well.

Please read more at EDI communication setup.

I cannot connect to Volvo EDI gateway

Please contact EDI Support by filling out the service request web form.

FAQ

WebEDI

Which Internet browsers are supported by WebEDI?

You will need a web browser with 128 bits cipher strength to be able to use Volvo's Supplier Portal.

Supported browsers for use of WebEDI application:

  • Internet explorer version 11 
  • Mozilla Firefox (the most recent version is recommended) 

If you are using a different browser, the application may still work, however we cannot guarantee correct behavior of all features.

How long are data kept in the "Sent" folders at WebEDI?

  • The Despatch advices will be available in the "Sent" folder for 90 days.
  • The invoices will be available in the "Sent" folder for 150 days. 
  • Orders will be available in the "Sent" folder for 180 days. 
    • Except for TSE orders, which are hold in the database for 150 days starting from 'order date'. 
    • 'EBD' orders are hold for 365 days. After that time they are automatically being deleted.

How long does a Technical document stay available in the 'Received' folder?

Technical documents are kept for 21 days. Information about the files are kept 21 days on database.

This information can be found at the WebEDI page.

FAQ

Logistics

WebEDI: logistics - Is there a possibility to reprint labels when step 5/7 has been passed in the Despatch Advice creation?

Yes. The buttons “print labels” and “print master label” are available in the despatch advice under “sent” folder.

I have received an error report and I don't know what it means, how can I solve the problem?

Most errors can be solved by using the Specifications & Guidelines section.

Please go through the actual error message sent. If this does not give sufficient information needed to fix the problem, then please contact our support.

I am not able to resend a despatch advice for which I have received an error report, what do I do ?

Please contact the materials controller at the affected Volvo Plant so that they know that the goods is on the way, if a copy should normally go to Volvo Group Logistics for counting off the pallets, please also let them know.

FAQ

Financial

How do you go about creating a credit invoice to an invoice already created?

All credit invoices to Volvo need to be sent as paper invoices. Please contact Purchase to pay - Contact center, for advise on how to proceed.

I have received an error report and I don't know what it means, how can I solve the problem?

Most errors can be solved by using the specifications under the link "Specifications & Guidelines". Please go through the actual message sent.

If this does not give sufficient information needed to fix the problem, then please contact EDI Support by filling out the service request web form.

The use of double currencies for VAT

If the currency of the invoice is another than the company official accounting currency (in Sweden SEK and EUR are accepted), it is an obligation to state VAT amount in both currencies - not only in invoicing currency, but also VAT amount in the official accounting currency. In these cases it is also an obligation to include the applied currency conversion rate.

Example:
Company Parts AB established in Sweden has SEK as official accounting currency. An invoice is issued in EUR to a Swedish customer. EUR will then be the invoicing currency and SEK the home currency. In this case the VAT amount has to be mentioned in both currencies and the currency conversation rate must also be mentioned

Is it always required to use 5 decimals to specify conversion rate between invoicing currency and home currency?

The supplier has always to include the number of decimals actually used in the calculation operation, but the maximal number of decimals characters is limited to 5.

What is a VAT agent and when is it used?

Due to the VAT rules in different countries companies within the Volvo Group have been VAT registered. When a company is VAT registered in a foreign country there is a need for a VAT agent/representative. The VAT agent is someone who takes care of some obligations as follows from the VAT registration.

Is it necessary to specify VAT based on zero rate?  

In the new invoicing rules within EC it is always required to relate a zero rate VAT to a legal reason. This is done by means of a code list developed by the Odette organisation in Europe. The possible code values can be found in a compilation accessible under the "Useful information" section at EDI Implementation information.

In case Volvo uses a VAT agent, is it then necessary to include a VAT number for the legal Buyer?

When Volvo created the specifications regarding Global Invoice, Volvo tried to establish easy applied rules regarding VAT agent (and VAT number). The decided rule is to always give information of the VAT number for the legal Buyer and the legal Seller. In case Volvo uses a VAT agent (e.g. Volvo Parts for deliveries to Belgium), it is mandatory to give the VAT number for the VAT agent in addition to the VAT number of the Buyer. To catch the adequate VAT number, please study our guidelines available at EDI Implementation information.

What support is available for suppliers regarding test?

Under the "Useful information" section at EDI Implementation information there is an on-line WebChecker available. Volvo appreciate if suppliers use this test facility before test files are sent to Volvo. More information regarding the test procedures at Volvo is available at EDI Implementation information.

Could Volvo provide an example how the amounts of the invoice are calculated?

Volvo has published a "Global Invoice calculation scheme" describing how all the amounts of an invoice ought to be calculated. This scheme is accessible under "Useful information" at EDI Implementation information.

If a problem or questions occur regarding an electronic invoice, who should a supplier contact?  

Most questions can be answered by using the specifications under the link "Specifications & Guidelines". Please go through the actual message sent.

If this does not give sufficient information needed to fix the problem, then please contact EDI Support by filling out the service request web form.

Are there any syntaxed examples of messages according to the Volvo profile of Global Invoice available?

Yes. Please study adequate template examples found under "Useful information" at EDI Implementation information.

Will Volvo require electronic signatures of any kind?

Volvo has never requested encryption of any kind regarding invoices. Neither have we had any intention to demand that. We regard this as not necessary; the quality in our internal process is good enough. The legislation in Sweden is technology neutral and it is up to the companies to choose the means that they find necessary in order to cater for a secure handling of incoming invoices. Nor will we require an additional paper document. If the supplier for local reasons would like to attach an electronic signature to the Global Invoice message, this is acceptable, as long as the supplier keeps the format readable and not encrypted.

Is the Volvo requirements regarding Global Invoice also valid for Self Billing?

In the Volvo profiles of Global Invoice, Volvo has as briefing included information related to Self Billing Invoicing (SBI). This SBI concept has been discussed a lot during the recent years within the Automotive Industry. For the moment, Volvo has no intention of implementing SBI, but will in the future study the concept thoroughly and decide the conditions for use.

Which Global Invoice specification is valid for a specific supplier to Volvo?

For suppliers delivering production material to Volvo, the Edifact INVOIC message D.03A according to Volvo profile of the Global Invoice specification AP will be valid. For those suppliers providing non-automotive products or services the corresponding NAP specification will be valid. Both specifications are to be found at: Specifications & Guidelines: Delivery schedule and MRL

How do I manage when no payment is received?

For invoice payment questions, we kindly ask you to address your issue to: Purchase to pay - Contact center

Can Volvo delete my incorrect invoice?

We kindly ask you to address your issue to: Purchase to pay - Contact center

Is it OK to send paper invoice instead of WebEDI or EDI?

We kindly ask you to address your issue to: Purchase to pay - Contact center

Where do I get information on current payment term?

For invoice payment questions, we kindly ask you to address your issue to: Purchase to pay - Contact center

To whom can I address my paper invoice question?  

For invoice payment questions, we kindly ask you to address your issue to: Purchase to pay - Contact center

Has my invoice arrived at Volvo?

Please go to: http://supplierportal.volvo.com > MY BUSINESS > VVI Viewing Vendor Invoices (VVI)

On the supplier portal you will have the ability to retrieve information such as:

  • Invoice status Payment
  • Check information
  • Goods Receipt information
  • Debit information

If you have any further questions, please contact: Purchase to pay - Contact center

I want to use WebEDI instead of traditional EDI for my invoices

Please address your purchase contact person at Volvo.

Who do I contact if I want to add new Volvo plant for WebEDI or EDI invoicing?

For AP invoice: Please address your purchase contact person at Volvo.

For NAP invoice: Please use our NAP implementation request form

"How to" questions in WebEDI

Please take the "WebEDI e-learning" and read the WebEDI user manual available at WebEDI.

Who do I contact if I want you to change my contact details in your system?

Please contact both your purchase contact person at Volvo, and EDI Support team by submitting the service request web form.

To whom can I address my questions about the content in an Invoice?

For invoice payment questions, please contact: Purchase to pay - Contact center

To whom can I address my Suffix question?

You can find information about Suffices for Volvo units using electronic messages in this document: suffix document
The document is available under "Useful information" at EDI Implementation information.

For further suffix related questions we kindly ask you to contact Purchase to pay - Contact center or your purchase contact person at Volvo.

Who can I contact about which Currency code to use?

Please address you purchase contact person at Volvo.

Where can I find information about VAT- and TAX rate?

Information abut VAT rate and VAT category can be found in the WebEDI user manual available at WebEDI.

Information about VAT number for Volvo units using electronic messages, can be found in this document: Volvo codes and addresses
The document is available under "Useful information" at EDI Implementation information.

For further questions, please address your purchase contact person at Volvo.

To whom can I address my question about "Purchase Order number"?

Please address your purchase contact person at Volvo.

Who do I contact about Segment/Syntax questions in the INVOIC EDI message?

Please contact EDI Support by filling out the service request web form.

Who do I contact when I have Password problem in WebEDI?

If you are unable to login to the Volvo Group Supplier Portal, or If you are unable to to login to the WebEDI application under MY BUSINESS at the Volvo Group Supplier Portal.

Please send an e-mail to CMS Services (cmsservices@volvo.com). Please write in English and include your supplier id, user id and name and request a new password.

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