Transform your Invoicing workflow

In the dynamic and competitive non-automotive industry, efficiency and accuracy in Invoicing are essential for maintaining smooth operations and strong supplier relationships.

Adopting EDIFACT for Invoicing offers Volvo Group suppliers a range of benefits, from improved efficiency and accuracy to cost savings and environmental sustainability. By embracing this standardized electronic data interchange format, suppliers can enhance their operational effectiveness and strengthen their partnership with Volvo Group.

EDIFACT NAP/SD&I implementation process

To connect the Volvo Group plants to EDI, the Supplier should contact the Volvo Group buyer.
The Supplier can also request connection to EDI by filling out the request below.

EDI NAP/SD&I Request form

The EDI Invoice implementation process for the Non-Automotive/SD&I products has several steps. First if the Supplier is not connected to EDI with Volvo Group, the Supplier should contact the Volvo Group Buyer to request the connection. The Supplier can request the connection on the EDI website through the request form: <link>. The Volvo Group Buyer sends the request to the EDI Team to start the EDI connection with the Supplier. The EDI Team will contact the Supplier and send an implementation e-mail with process details to start the EDI NAP Invoice connection therefore a correct Supplier contact person should be provided by the Supplier and the Supplier should answer the e-mail within 7 working days. The EDI Team will ask the Supplier what type of connection the Supplier wants, OFTP2/AS2 or a VAN and the Supplier must provide the communication parameters. To connect to EDIFACT, suppliers must select a communication protocol (OFTP2, AS2, or VAN). The Volvo Group prefers direct connections using OFTP2 or AS2 protocols. If a supplier chooses to use a VAN for their EDIFACT connections, they are responsible for maintaining the connection. This includes ensuring the VAN service's reliability, security, and performance meet Volvo's standards and requirements. Once the EDI Team receives the correct communication parameters, the communication can be tested with the Supplier. Once the communication has been correctly set up, the EDI Team can proceed with the EDI NAP Invoice connection. Before the EDI NAP Invoice can be connected to production, first Volvo Group requires that one Invoice per plant is tested and approved. Until the EDI NAP Invoice is set up, the Supplier should send paper/PDF Invoices. The EDI Invoice must be created based on the order. The Supplier can test the EDI NAP Invoice in the Validation Portal to check if the Invoice has been created correctly. Once the EDI NAP Invoice has been validated, the Supplier must send the EDI Invoice to the EDI Team for approval. When the EDI Invoice is approved, the EDI Team connects the EDI Invoice for the tested plant and send a production e-mail to the Supplier/Buyer/Finance team as confirmation. The EDI Invoice production e-mail will provide a date from when the switch will be made from paper/PDF to EDI Invoice. Each plant needs to be tested with one Invoice before it can be connected to production. Once the switch is made, and EDI Invoice connection is established for the specific plant, the Supplier should send the Invoices only via EDI. Status of the sent Invoice can be checked in VVI at the Supplier Portal. In case of any questions the Supplier should contact the Buyer or the EDI Team.

Purchase to pay contact center

The INVOICE is an electronic payment message that includes information from the order. It replaces the traditional paper/PDF Invoice. Since customer shipments can vary based on the goods and services provided, the EDI Team is testing one Invoice per customer to ensure high data quality.

Until the EDI Invoice is established for a specific Volvo Group plant, Suppliers should continue sending their Invoices via paper/PDF. Once the Volvo Group plant is connected to the EDI Invoice, a switch from paper/PDF to EDI Invoices will occur. The EDI Team will send a production email to the Supplier confirming the connection and the switch. After the switch, Suppliers should send Invoices exclusively via EDI. Status of the sent Invoice can be checked in VVI at the Supplier Portal.