Frequently Asked Questions (FAQ)

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

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

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

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.

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

As Volvo do not use Client Authentication, no action is needed by us to make your new Certificate effective.

Regarding certificate expiry for OFTPv2;

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.

Please just make sure that the new certificate is according to our technical requirements.

For more info, please click on below link

Volvo Group: http://www.edi.volvogroup.com/en-en/setup-edi/edi-communication-setup.html

• If you are a supplier delivering non-automotive products (NAP) to Volvo and you would like to: Start sending invoices via EDI or WebEDI or expand your current EDI/WebEDI invoicing to additional Volvo units,
  You can:
  Raise the request yourself using the request form:  http://www.edi.volvogroup.com/en-en/setup-edi/implementation-information/edi-nap-invoice-implementation-request.html
  Contact your responsible buyer and ask him to send the request to the Volvo EDI Rollout team.
• If you are a supplier delivering automotive products (AP) to Volvo and would like to establish a new EDI/WebEDI connection or enable the EDI/WebEDI interchange with additional Volvo unit.
  

Please contact your responsible Volvo buyer and ask him to raise a request to the Volvo EDI Rollout team.

To change the name of your company in the Volvo system (Parma name), you need to contact your Volvo buyer, who will then send the proper requests to the Volvo team to process the change.

Please address your request to Support.SupplierPortal@volvo.com.

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:

• Google Chrome (the most recent version is recommended)
• Edge (the most recent version is recommended)
• 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.

• 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.

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.

There is no option to send credit note in webedi, please get in touch with your volvo buyer

It is possible to correct an Invoice that has already been sent via WEBEDI. You can add either a letter "A" or an asterisk (*) after the Invoice number when resending it (e.g., 12345 or 12345A)."

If the ASN is not sent: you can correct the ASN in WebEDI - Logistics - Despatch Advice (ASN) - In work.

If the ASN is sent: please contact the Material Controller at the plant to inform about changes. You can correct a Despatch Advice in WEBEDI. It is possible when you add either a letter "A" or an asterisk (*) after the Despatch Advice number when resending it (e.g., 12345 or 12345A).

It is not possible to delete an Invoice that has already been sent via WEBEDI. You can only correct an Invoice in WEBEDI. Please add either a letter "A" or an asterisk (*) after the Invoice number when resending it (e.g., 12345 or 12345A).

It is not possible to delete a Despatch Advice that has already been sent via WEBEDI. Please inform the responsible Material Controller to inform them about the changes.

You can correct a Despatch Advice in WEBEDI. You can add either a letter "A" or an asterisk (*) after the Despatch Advice number when resending it (e.g., 12345 or 12345A).

There are several ways to learn more about WebEDI. You can:

• Check the general information available on the EDI Volvo page:  https://www.edi.volvogroup.com/en-en/webedi.html
• Review the WebEDI manual: https://www.edi.volvogroup.com/content/dam/volvo-group/markets/edi/webedi/WebEDI-Manual.pdf
• Access the e-learning module about WebEDI:   https://www.edi.volvogroup.com/content/dam/volvo-group/edi/web-edi/index.html
• Participate in the online training available for Volvo suppliers. Details can be found on this website: WebEDI | Volvo Group
• Once you have access to WebEDI, we recommend using the online “Help” section available within the application.
  In the Help section, you can find detailed information about the functionality, features, and logic used in WebEDI.

• If you are a supplier delivering automotive products to Volvo and wish to exchange information such as orders, schedules, and invoices via the WebEDI application—or if you want to enable WebEDI interchange with an additional Volvo unit:  Please contact your designated Volvo buyer and request them to raise a WebEDI agreement request with the Volvo rollout team.
• If you are a supplier delivering non-automotive products and wish to start sending invoices via the WebEDI application, you can raise the request yourself by completing the form available here: EDI NAP Invoice Implementation Request. EDI NAP Invoice Implementation Request | Volvo Group
• If you want to grant access to the WebEDI application to another person from your company:
  Please contact your Volvo buyer, who will need to complete the following form:  https://forms.volvo.net/VolvoForms/APPS/PORTAL/VER32/PORTAL_0.htm?class=Apps/PORTAL/VER32&command=new"
  
  

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

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.

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.

The credit note might be sent in the following formats:

• EDIFACT D07A - for suppliers who send their invoices to Volvo in this way

• Paper/pdf format -  for the rest of the suppliers

For invoice payment questions, we kindly ask You to visit the VVI portal. Please log in to VVI, search the invoice  and create the ticket.
More info at Purchase to pay - Contact center

* Support.edi does not assist with the payment questions. This team assists only with WEBEDI/EDI issues related.

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.

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

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.

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.

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.

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.

Suppliers can find the information about the requirements for the test invoices at: Specification& Guidelines and also at Volvo Codes & Addresses document.

Volvo has published a "Global Invoice calculation scheme"(word document, 0.069Mb) describing how all the amounts of an invoice ought to be calculated. This scheme is accessible under "Useful information" at EDI Implementation information.

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.

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

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.

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.

Appointed version for EDI INVOICE is EDI INVOICE D07A - Implementation guideline. For now, some plants still can only handle the D03A Invoices, so please be sure that you always check the latest version in VOLVO Codes and Addresses where you can find the current status of all messages for all Volvo entities.: Useful information. 

For invoice payment questions, we kindly ask You to visit the VVI portal.
More info at Purchase to pay - Contact center

* Support.edi does not assist with the payment questions. This team assists only with WEBEDI/EDI issues related.

For invoice payment questions, we kindly ask You to visit the VVI portal. Please log in to VVI, search the invoice  and create the ticket.
More info at Purchase to pay - Contact center

* Support.edi does not assist with the payment questions. This team assists only with WEBEDI/EDI issues related.

If your company is already enabled to send electronic invoices to individual Volvo units, PDF invoices will not be accepted for that Volvo unit. However, you can continue to send PDF invoices for the Volvo units for which you haven't yet established EDI or WebEDI connections.

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

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

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

Please address your purchase contact person at Volvo.

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

For NAP invoice: Please use our NAP implementation request form

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

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

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

You can find information about Suffices for Volvo units using electronic messages in this document: suffix document (Excel, 0.162MB)
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.

Please address you purchase contact person at Volvo.

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 (Excel document, 0.084Mb)
The document is available under "Useful information" at EDI Implementation information.

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

Please address your purchase contact person at Volvo.

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

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 USE Services (useradmin@volvo.com). Please write in English and include your supplier id, user id and name and request a new password.

EDI/WebEDI should be used as a main format to send the Invoices to Volvo.

If your company doesn't have the EDI/WebEDI implemented, please contact your responsible buyer. The buyer provides details of the dedicated mailbox assigned to your region.

Your invoice must be visible in the VVI portal to be processed for payment. If it is visible, check the VVI homepage to view the status of your invoices.

If the invoice is not visible in VVI, ensure that it was sent to Volvo via EDI/WebEDI from your ERP system or WebEDI, as this is the preferred method for submitting invoices. Invoices can only be sent in PDF format if EDI/WebEDI has not been set up.

If the invoice was sent to Volvo and the issue persists, create a case in the VVI portal to contact invoice support.

For more details, please refer to the official Purchase to Pay page.

Please note that Support.edi@volvo.com does not handle payment-related queries but can confirm if your file was successfully sent to Volvo via EDI/WebEDI.

Your invoice must be visible in the VVI portal to be paid. First please  ensure that the invoice was sent to Volvo  via EDI/ WebEDI. This is the preferred method to submit invoices. Invoices can only be sent in PDF if EDI/ WebEDI is not established.

If there are any issues or your invoice is not visible, first double check on your side that the invoice was sent to Volvo. If it was sent and the issue persists, you must create a case in the VVI portal to reach invoice support. For more details, please refer to the official Purchase to Pay page: https://www.volvogroup.com/en/suppliers/useful-links-and-documents/purchase-to-pay.html. Support.edi@volvo.com does not handle payment related queries

To update your Supplier information in parma, please contact your Volvo Buyer. The Buyer is responsible for initiating the change.