Invoice requirements

A supplier invoice issued to Södra must always contain:

1. Correct invoice recipient, and the business area and unit in Södra to which the invoice relates. (Such as: Södra Skogsägarna Ekonomisk Förening, Södra Cell Mönsterås).
Placement in header. 

2. Södra’s reference (a five-letter code provided by the orderer at Södra).
Placement in header, own field. 

3. Södra’s order number, if known.
Placement in header, own field row. 

4. Name of supplier.
Placement in header.

5. Supplier’s contact details.
Placement in header.

6. Type of invoice (debit, credit or self-billing).
Placement in header.

7. A unique serial number for each invoice based on one or more series (invoice number)
Placement in header.

8. Date of issue of the invoice (invoice date).
Placement in header, own field.

9. Delivery address
Placement in header.

10. Date on which the goods were sold, or the services were provided or completed.
Placement in header or row.

11. Currency.
Placement in footer.

12a. Due date.
Placement in header.

12b. Payment terms.
Placement in header.

13. Quantity and type of goods or services.
Placement in row.

14. Tax base for each VAT rate or exemption, unit price ex. VAT and any price reduction or discount not included in the unit price.
Placement in row.

15a. The current VAT rate.
Placement in footer.

15b. The VAT that is payable if not a VAT-exempt sale.
Placement in footer.

16. Total invoice value.
Placement in footer.

17. Verification that the supplier holds F-tax certification.
Placement in footer.

18a. Supplier’s corporate identity number/ID number.
Placement in footer.

18b. Supplier’s VAT number (if liable to pay VAT).
Placement in footer.

19a. Payment details (Bankgiro, Swift & IBAN, Bank account, etc).
Placement in footer.

19b. Payment reference.
Placement in footer.

 

If relevant, the invoice should also contain:

20. Södra’s VAT number – Placement in footer.
If Södra is liable to pay tax on the purchase (reverse charge on VAT) or is based in another country within the EU VAT area and has invoked its VAT number to receive the delivery without VAT.

21. When the buyer issues the invoice on behalf of the seller, “self-billing” must be specified.
Placement in header.

 

Invoices linked to a purchase order must also contain:

• A credit invoice must include the order number (return order number) and the original invoice number.
• Invoice in the same currency as the purchase order – Placement in footer.
• The rows on the invoice must match the rows on the purchase order – Placement in row.
• The supplier’s item number must be displayed at row level – Placement in row.

Invoices related to raw material input must also contain:

• Consignment note code – Placement in header.
• Goods arrival date – Placement in header.
• Price based on concentration weight (traded concentration) - Placement in row.
• Price per volume/weight in trading solution – Placement in row.

Invoices for Logistics services-road must also contain:
Placement in row.

• Delivery note number 
• Booking number  
• Sub-load ID
• Unloading point  
• Price  
• Volume

Invoices for Logistics services – terminal services must also contain:
Placement in row.

• Base rate per tonne according to contract
• Volumes in Tonnes
• Vessel name with Södra’s trip number

Invoices for Logistics services – agent services must also contain:
Placement in row.

• Södra’s trip number (E.g. Cellus 01/24)
• Date of arrival/discharge

Invoices for Logistics services – Shipping must also contain:
Placement in row.

• Bill of lading date. 
• Loading port and sailing date. 
• Discharge ports.
• Vessel name.
• Cargo and shipped volume (cmb for lumber, mt for pulp).
• BAF, Bunker surcharge including base for bunker price and currency exchange rate.
• Voyage ID.

Invoices for IT services must also contain:

• Summary of cost and hours per consultant/service/trip – Placement in row.
• Description of the work performed – Placement in appendix.
• Name, role and skill level of the consultant/s who performed the work  - Placement in appendix.
• Specification of price per service or hour (hours are broken down into ordinary time, overtime, inconvenient working hours, etc.) – Placement in appendix.
• Specified date when the work is performed per activity/individual – Placement in Appendix.
• Any travel costs (date of actual travel, accommodation costs, cost per kilometre and distance travelled, cost of train/airline tickets) – Placement in appendix.
• Any other expenses specified – Placement in appendix.