Electronic invoice for supplier invoicing
VA SYD require electronic invoicing from all their suppliers, whether the purchase is made directly or through procurement, regardless of its value. This requirement also applies to foreign suppliers. Read more at the Agency for Digital Government, DIGG
Send electronic invoice (e-invoice)
VA SYD uses the same IT solution as the City of Malmö. To ensure the invoices are sent to the correct recipient, use one of the parameters below. Malmö City’s registration number is 212000 – 1124.
PEPPOL Network
Format: Svefaktura BIS 5A 2.0, Svefaktura 1.0, PEPPOL BIS Billing 3
Address: VA SYD has the PEPPOL-ID, 0088:7381036617442
Contact your IT department to determine if you can send e-invoicing via the PEPPOL network.
VAN operator - CGI
Format: SFTI Fulltextfaktura (EDI)
Address: VA SYD has GLN 7381036617442
VA SYD uses CGI as a VAN operator. To set up an EDI-flow between you and VA SYD, contact the City of Malmö at faktura@malmo.se.
Invoicing Service - InExchange
Format: Svefaktura 1.0.
Address: VA SYD has GLN 7381036617442, including their own address at 733 VA SYD, Box 233, 201 22 Malmö. Contact your IT or Finance department to add VA SYD via InExchange.
Attachments: Any potential attachments must be in PDF-format. The file-name must not contain any special characters or letters.
Many business/finance systems have the option to send and receive electronic invoicing. Always check with your system provider.
Unable to send electronic invoices?
If you cannot send electronic invoices, the City of Malmö offers a service where suppliers can register up to 100 e-invoices free of charge per year. It takes approximately 15 minutes to register. If you would like a manual for the invoice portal, please contact faktura@malmo.se.
You can create your account here, at Malmö City's invoicing portal.
Mandatory information on the e-invoice
The information below must be specified on the invoices.
Buyer’s information:
• Billing address: 733 VA SYD, Box 233, 201 22 Malmö.
• Reference always begins with VA and then 4-6 numbers. For example: VA55XX
• VA SYD’s registration number 222000–2378
• VA SYD’s VAT-number: SE222000237801
Seller’s information:
• Company registration number and VAT-number
• Company legal name and address
• Information on approval for F-tax in Sweden
• Payment details
• IBAN/BBAN and BIC or SWIFT for foreign suppliers
Invoice information:
• Invoice or OCR-number
• Invoice and due date
• Order number (for suppliers connected to VA SYD’s e-purchasing system)
• Total amount excluding VAT, total VAT amount, total amount including VAT, VAT specification
• Currency
• Article name
• Article number or text on row level
• Invoiced quantity
• Invoiced row amount excluding VAT
MAXIMA information:
• VA SYD’s contract number (YY/XXXXX)
• Invoiced costs per CBS-code (XX-XXXXX-XXXX-XXXX)
• Invoiced totally per the contract (YY/XXXXX)
• Attach consultant diary/timesheet with activities
Payment terms
VA SYD uses 30 days payment terms after the invoicing date unless a special written agreement has been made. Invoicing and its associated practices are considered part of the business agreement, and as such, any special fees or dues shall not be invoiced. Late payment interest on delayed payment that exceed the Swedish interest law regulations (räntelagen 1975:635) will not be accepted.
Reminders and debt collection claim
Reminder fees and invoices are to be sent to VA SYD’s billing address. Do not forget to refer to the original invoice.
Billing address:
733 VA SYD
Box 233
201 22 Malmö
Sweden
A debt collection claim and an interest invoice are new invoices with new invoice numbers. They differ in value from the original invoice and shall have a new verification number. Debt collection claims as well as interest invoices shall be sent as e-invoices.