Invoice us
We require electronic invoices from our suppliers. An electronic invoice ("e-invoice") needs to have the same contents as a paper invoice. It consists of invoice data fields in an XML file and invoice image, e.g. in a PDF file. An e-invoice can be received directly to our purchase invoice handling system in electronic format, which ensures a cost-efficient invoice handling process, accurate and timely payments for suppliers, and a smaller carbon footprint.
e-invoicing options, requirements and instructions
Our options for sending e-invoices to us
Send e-invoices through an operator
You already have an agreement with an e-invoice operator. Ask your operator to route the e-invoices to us through the Basware e-invoice service (Basware's operator ID is BAWCFI22). Basware has agreements with several e-invoice operators: Basware Network Interoperability.
Integrated solution by Basware
If you send more than 500 invoices per month, then you can send the invoices directly from your invoicing system. It is possible with the help of Basware e-invoicing solution or any other e-invoice service provider. The same solution can be used for sending e-invoices to all other customers who can receive e-invoices.
Using XML or corresponding e-invoice file formats (e.g. TEAPPS, FINVOICE, SVEFAKTURA, OIO XML, PEPPOL BIS) provides the fastest way to build up connection straight from invoicing system by taking into account country-specific requirements.
e-invoices through Basware Portal
If you send less than 100 invoices annually, we provide you with the free solution to send e-invoices through a Basware Portal. The user-friendly Basware Portal is a good alternative for issuing, sending and following up on invoices.
Please send an email to e-invoices [at] fortum [dot] com (e-invoices[at]fortum[dot]com) and request access to Basware Portal for sending e-invoices. Fortum sends a Basware Portal registration link based on your request.
You can start sending e-invoices to our companies/units by registering in the Basware Portal.
How to get started with e-invoicing
Fortum companies want to ensure e-invoice quality. The following instructions are for sending e-invoices with a service-providing partner (operator).
STEP 1. Contact your e-invoicing service provider
If you are already cooperating with an e-invoicing service provider, please get in touch with the service provider and ask them to ensure that they are connected to Basware. Basware Network Interoperability
STEP 2. Create a test invoice
Generate a test invoice according to the content requirements explained in the e-invoicing requirements. In order to automate invoice handling, it is important that you include on your test invoice all the fields that have been marked as mandatory. In both header and line level data, you should mention that the invoice is just for testing purposes by typing “TEST” somewhere in the invoice's free text fields. Add also text “TEST” to the invoice image if possible.
STEP 3. Submit the test invoice
Send the test invoice to your e-invoicing service provider, and request them to forward it to Basware. Basware’s Business Transactions service verifies and converts the invoice according to Fortum’s requirements and forwards it to Fortum. Right after you have sent the test invoice, please send an email with the below information to e-invoices [at] fortum [dot] com (e-invoices[at]fortum[dot]com).
The message should include the following information:
- Delivery date and time of the invoice
- The total amount of the invoice
- Invoice number
- Order number
- Contract number
- Reference person (email address if possible)
- Name of the sender
- Name of the recipient
- e-Invoice address of the recipient
STEP 4. Receive the feedback
After reviewing the information about your first test e-invoice, we are ensuring that all required data required has been received for the automatic handling of the invoice. You will receive a confirmation by e-mail in 2-4 days.
STEP 5. Start sending e-invoices
Once the test invoices have been approved by us, you can start sending production invoices.
e-invoicing requirements
The table below shows the data fields which must be included in your e-invoices (in both XML data and invoice image).
Mandatory fields are marked with asterisk (*)
| Fields | Comments |
|---|---|
| Supplier name * | |
| Supplier address * | |
| Supplier organization number * | Organization number, Y-tunnus, Business ID |
| Supplier VAT registration number * | VAT registration number |
| Supplier bank name * | |
| Supplier bank account number * | |
| Supplier e-invoicing address * | |
| Supplier e-mail address | |
| Our entity´s name * | |
| Our invoicing address * | For Suppliers - Invoice us |
| Our delivery address | |
| Order number * | Fortum Purchase Order number (often starting with MX or PX) |
| Fortum reference person´s email* | |
| Contract number | Mandatory if we have provided Contract number |
| Delivery Note | |
| Invoice number * | |
| Invoice date * | |
| Invoice due date * | According to payment term agreed in contract |
| Invoice cash discount due date | |
| Invoice amount including VAT * | |
| Invoice amount excluding VAT * | |
| VAT amount * | |
| Invoice cash discount amount | |
| Currency | |
| Payment term | |
| Taxation information | For EU purchases, invoice should contain a statement of VAT compliance - reverse charge. For domestic purchases there has to be stated why the invoice is not subject to VAT. As regards to work performed in Sweden, mandatory to provide the foreign supplier’s/company’s tax identification number (F-tax by the Swedish Tax Agency). If no number is provided, 30% preliminary tax on the invoiced related to the work is withheld. More information is found from here |
| Download the e-invoicing requirements here | |
e-invoice XML Standards
Order number
–TEAPPS /INVOICE/HEADER/ORDER_INFORMATION/ORDER_NUMBER
–Finvoice /Finvoice/InvoiceDetails/OrderIdentifier
–Svefaktura /AdditionalDocumentReference/cac:ID[@identificationSchemeID="ORDER"]
–OIOXML com:ReferencedOrder/com:BuyersOrderID
–OIOUBL //cac:OrderReference/cbc:ID
–EHF //cac:OrderReference /cbc:ID
Contract number
–TEAPPS /INVOICE/HEADER/CONTRACT_INFORMATION/CONTRACT_NUMBER
–Finvoice /Finvoice/InvoiceDetails/AgreementIdentifier
–OIOXML com:ReferencedOrder/com:SellersOrderID
–OIOUBL //cac:ContractDocumentReference/cbc:ID
–EHF //cac:ContractDocumentReference/cbc:ID
Reference person
–TEAPPS /INVOICE/RECEIVER/CUSTOMER_INFORMATION/CONTACT_INFORMATION/CONTACT_PERSON
–Finvoice /Finvoice/BuyerContactPersonName
–Svefaktura /Invoice/cac:BuyerParty/cac:Party/cac:Contact/cbc:Name
–OIOXML com:BuyerParty/com:BuyerContact/com:Name
–OIOUBL cac:AccountingCustomerParty/cac:Party/cac:Contact/cbc:Name
–EHF //cac:AccountingCustomerParty/cac:Party/cac:Contact/cbc:Name
Delivery note
–TEAPPS /INVOICE/HEADER/NOTE_NUMBER
–TEAPPS /INVOICE/HEADER/TRANSPORT_INFORMATION/TRANSPORT_NOTE
–TEAPPS /ROWS/ROW/NOTE_NUMBER
–Finvoice /Finvoice/DeliveryDetails/DeliveryNoteIdentifier
–Svefaktura /Invoice/cac:InvoiceLine/cac:DespatchLineReference/cac:DocumentReference/cac:ID
–OIOXML com:Note
Invoicing addresses for our companies
Our companies prefer e-invoices. Please ensure that you have an order number and/or buyer reference in your e-invoice data otherwise, we cannot accept your invoice. All attachments need to be sent with the invoice.
| Company No. | Company name | Country |
|---|---|---|
| 9881 | Alvret Solpark AB | Sweden |
| 9838 | Bankälla Solpark AB | Sweden |
| 9849 | Barry Danmark ApS | Denmark |
| 9836 | Bergsveden Solpark AB | Sweden |
| 9830 | Borgvik Vindkraft AB | Sweden |
If you have any questions please contact our Financial and Operational Procurement Services
By email
e-invoices [at] fortum [dot] com (e-invoices[at]fortum[dot]com)