Invoicing Sysav

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As of 1 April 2019, a law has been in force that requires public sector suppliers to send e-invoices. Read the information below to find out how you as a supplier can invoice us.

What is an e-invoice?

An e-invoice (EDI invoice) is an invoice in a special digital format that can be read into the recipient’s business management system. E-invoices are issued, received and processed electronically. Please note that PDF invoices and e-mails do not count as e-invoices.

The law on e-invoices

In June 2018, the Swedish Parliament decided to adopt the Act on Electronic Invoicing as a Result of Public Procurement (SFS 2018:1277).

This law stipulates that all purchases made that are subject to public procurement law must be invoiced via e-invoice, regardless of their value. Purchases made by any of the Sysav companies therefore need to be invoiced using an e-invoice.

If you are able to send e-invoices:

Sysav can receive e-invoices via our VAN operator Visma Proceedo from the operators listed below:

• InExchange
• Pagero
• Crediflow
• Kofax Invoice Portal
• Visma SPCS
• Swedbank
• Basware
• BGC
• Tietoevry

Invoices must be issued in Peppol Bis Billing 3 or Svefaktura 1.0 format.

Our party IDs (GLN/Peppol ID) are listed below.

To enable fast and automated processing, it is important that your e-invoice is marked with the correct invoice reference, which is usually one of the following:

• A Sysav purchase order number
• A Sysav subscription number
• A Sysav name reference
• A Sysav contract number

To find out which references to provide your VAN operator with for which format types:

 Click here

If you are not yet able to send e-invoices:

If your company does not have a financial or business management system set up to issue e-invoices, you can submit invoices manually in Sysav’s invoicing portal Visma Proceedo.

How to do this:

• Send an e-mail to proceedo@sysav.se and you will be provided with login details.
• You can also refer the manual that explains how to use the portal.

Supplier portal manual

Tips for those who want to send e-invoices via their own financial system

If you have a financial or business management system, it is often possible to create e-invoices via this system. You can also outsource invoicing services to certain companies, or install what is known as a virtual invoice printer. Contact your system provider to find a solution that suits your business.

What needs to be included in an invoice?

It is important for invoices sent to us to contain the correct information so they can be processed as efficiently as possible.

Invoices must contain the following information:

• The contracting company within the Sysav organisation
• Client’s company registration number (see section on “Company registration number”)
• Sysav’s reference

* Otherwise, the reference should consist of the following sequence: cost centre-activity-project (in the format XXX-XXXX-YXXX)

* Name of the client on Sysav’s side

• If there is a contract in place, the contract number must be indicated on the invoice. Sysav’s contract numbers must be shown in the format 20XX-XXX (yyyy-order number)
• Supplier’s full name, company registration number, address and contact details
• Supplier’s reference
• Invoice number, invoice date, delivery date
• Bankgiro/PlusGiro/bank account
• Article name
• Article number and unit
• Unit price in invoice currency
• Quantity
• VAT rate and amount. In some cases, the note “Reverse charge” needs to be included (as required by the Swedish Tax Agency)
• Total amount, both excluding and including VAT
• Payment terms (30 days) and due date
• Information on any applicable corporate tax (F-skatt)
• Attachments, if any

Company registration number