Initially, Inditex has not implemented business rules in the Tradeshift platform on incoming documents from suppliers, but be aware of these following considerations when sending your invoice through Tradeshift User Interface:
- Invoice date: Invoice date must match the billing date.
- Invoice without a tax line: When taxes are not explicit in the Invoice, the 0% non-taxable option should be selected when inserting / validating the tax information (Applicable mainly for US-based suppliers).
- Improving CloudScan performance: When PDF invoices are uploaded and processed through CloudScan, please be aware that the character recognition is much better when using text PDF files, rather than scanned image pdf files.
- Line level detail on invoices: Inditex does not require line level detail in the electronic invoices that are submitted to their business entities. So wether you are creating your electronic invoice directly through the Tradeshift User Interface, or through the CloudScan engine (by either forwarding the PDF invoice to the CloudScan email or uploading it to the Document Uploader) it is sufficient to have one summary invoice line with the total invoice amount and tax amount, as this practice speeds up the validation process in CloudScan. The PDF invoice is automatically added as an attachment to the electronic invoice if it is created through the CloudScan engine, and it can also be added manually as an attachment if the electronic invoice is created directly through the Tradeshift User Interface.
- Attachments: Regardless of how your invoice/credit note is created:
- Entered manually in Tradeshift
- Forwarded to Tradeshift via the Documents Uploader, or
- Forwarded to Tradeshift via email
Attachments are added in Tradeshift just before sending the document, and the combined size of the attachments must not exceed 7 MB.
Specific to French OBRAS suppliers the following validation rules apply on top of the generic validation rules:
- Payment Due Date: This field is mandatory
- Purchase Order reference: This field is not mandatory, but if a purchase order is referenced it has to be in the format nnnn-nnnnn-nnnnn-nn or nnnn-nnnnnn-nnnnn-nn-md where md is the month number reference.
- Cost Center reference (line level): This field is not mandatory, but if a Cost Center is referenced on line level it has to be up to six characters with only numeric values from 0 to 9
- Unit of Measure (line level): Only use “h” for hours.
- For late payment penalties, please indicate a flat rate allowance of 40 EUR and the payment term that is applied
- For companies, please include the legal status and the share capital amount
- For traders, please include the RCS number and the city of registration