The following Validation Rules have been put in place for Virgin Atlantic to ensure correct information is entered by Suppliers. Virgin Atlantic Suppliers are split into two groups: PO (Purchase Order mandatory) and MIXED (Purchase Order optional, but where not provided, a valid contact email address is mandatory).
For all Suppliers
Only Invoice and Credit Note documents are accepted document types. Pro Forma Invoice, Prepayment Invoice, Quote and Purchase Order documents are not available for use.
The same validation rules apply to both Invoice and Credit Notes
- Invoice numbers can only be numbers and / or upper case letters, no special characters or blank spaces will be accepted. The maximum length of an invoice number is 30 characters. Anything else will be rejected.
- The invoice date should be no more than 90 days in the past or 10 days in the future.
- If a Purchase Order reference is entered, it must be open and valid with enough remaining value and assigned to you as a supplier.
- If no PO number is entered you must enter a valid VA contact email address as the Person Reference. This will ensure invoices are routed to the correct Virgin Atlantic contact for approval.
- These file formats can be accepted within attachments: PDF, XLS, PDF, CSV, TXT, DOC, and XML. Up to 5 attachments per invoice submission. Each attachment must be 10 MB or less.
- Where VAT/Tax is applicable, a valid VAT/TAX Registration number must be provided. Please maintain VAT/TAX Registration numbers within the Supplier Profile page.
- Where UK VAT is applied to a foreign currency invoice, Suppliers will be asked to provide:
- A valid GB VAT Registration number (taken from the Supplier Profile page)
- Exchange Rate - invoice currency to GBP
- Currency - GBP
- Date of exchange
- Converted GBP tax total
- For non UK based Suppliers charging UK VAT you will need to raise a support ticket with Tradeshift asking for your GB Vat Registration number to be added to your profile.
For Purchase Order (PO) Suppliers
- PO Flip (which allows you to convert a PO to an Invoice) is available and is recommended when using the web portal to prevent matching discrepancies
- A valid PO number as well as an Order line number is mandatory.
- If an invalid Purchase Order is used the invoice will fail on submission and will be visible within your Document queue.
- If there are any agreed charges not appearing on your PO (e.g. Freight) then please contact the relevant VA contact to add any missing charges to the existing PO or raise an additional PO prior to invoice submission.
Additional information
- Please note that in some countries there might be additional requirements due to local legislation, e.g. relating to payment references, etc. If you are unsure of which validation rules apply to you, please contact your customer's local representative.
- Further to this, it is important to note that there are some “standard fields” on typical invoices that your customer does not receive from the Tradeshift platform (not visible in the web interface, and simply ignored in the case of EDI files); they are:
- Invoice due date: invoices will always be paid from receipt date based on the previously agreed terms and conditions, as stipulated in your supplier agreement, and therefore are not necessary within the individual invoice.
- Payment details: invoices will always be paid, based on the payment details that your customer has registered within its financial system. If you need these changed, then you should contact your customer directly.