INVOICING

"Submit right, get paid on time - every time!"

Contents:

1. Invoice requirements

2. PDF invoice formats

3. Vendor details changes/updates

4. Billing information

5. Payment contacts

6. Get help

INVOICE REQUIREMENTS

To ensure Colt Technology Services can process supplier invoices accurately, efficiently and deliver timely payments, it is imperitive for suppliers to follow the below requirements for creating invoices:

REQUIRED FIELDS

• Invoice number (unique invoice number per invoice)

• Contract number / Account number

• Invoice date / Document date

• PO number / SES number

• Currency

• Amount

• Buyer reference (reference person at Colt, email ID, phone number)

• Supplier reference (reference person at supplier, email ID, phone number)

• Full name of the sender (supplier name)

• Full address of the sender (supplier address)

• IBAN (bank account in IBAN format)

• SWIFT (BIC)

• Payment Reference (OCR number, KID number)

• Full name of Colt entity

• Full address of Colt entity

• VAT number

• Net amount (VAT excluded)

• Gross amount (VAT included)

• VAT rate applied

• Breakdown of the taxable amount (excl. VAT) per VAT rate or exemption

• Total VAT amount payable (total VAT amount)

• WHT/Retention amount to be clearly mentioned on the Invoice copy

REQUIRED FIELDS (IF APPLICABLE)

• Please clearly mention on the invoice if this is a debit or credit invoice in the form of a tax invoice or tax credit note

• Please include an updated exchange rate in the case of foreign currency invoices

• If you are issuing a credit note, please indicate the original invoice number, referencing the credit note.

• Please include Freight cost, if any

• Please include TAX Information-AMT / Tax Rate / Exemption reference if any

REQUIRED FORMATTING

• Please indicate only the current, valid PO number and not an old PO number

• The invoice must match the PO (if the PO is split into separate line items, the invoice should be split also)

• The unit price, unit of measurement and currency must be the same as on the PO

• Material or Service description must be clearly mentioned

• Invoice numbers must be unique, and no more than 16 characters long

• All serevices invoices are required to include supporting details and documentation relating to the services performed

• Wherever e-invoicing is live, please ensure to send the electronic copy only

SUBMISSION GUIDELINES

• Best practice expected would be to have one PDF invoice per mail

• The file size of the email should not be more than 10mb in size

• Invoice should be sent in a good quality PDF with pixels - 200dpi

• Invoices directly shared with Colt can only be received in PDF. Any other format will be rejected

• Password protected documents are not accepted

• When submitting an invoice via email, please refrain from including any instructions or requests for action, as they will not be read

• Zipped files or emails attached in other emails are not acceptable

Invoices that are non-compliant will be rejected, and a notification sent back to the supplier.

BILLING ENTITIES

For seamless billing & accurate VAT, please ensure you are always referring to one of the below business entities:

Australia	[email protected]	Colt Technology Services Australia Pty Ltd	No address given	ABN29631678423
Austria	[email protected]	Colt Technology Services Gmbh	Kärntnerring Ring 10-12, 1010 Wien	ATU45766309
Belgium	[email protected]	Colt Technology Services NV	Accounts Payables, Park Lane, Culliganlaan 2H, 1831 Diegem, Belgium	BE 0461.455.625
Bulgaria	[email protected]	Colt Technology Services GmbH – Branch Bulgaria	3rd floor, 10 Tsar Osvoboditel Blvd, Sredets Region, 1000 Sofia, Bulgaria	BG205565332
Denmark	[email protected]	COLT TECHNOLOGY SERVICES A/S	Borgmester Christiansens Gade 55, 2450 København SV, Danmark	CVR-nr.DK25760352
France	[email protected]	COLT TECHNOLOGY SERVICES SAS	No address given	FR40402628838
Germany	[email protected]	Colt Technology Services GmbH	Accounts Payable, Gervinusstrasse 18-22, 60322, Frankfurt am Main, Germany	DE197498400
Hungary	[email protected]	Colt Technology Services GmbH	Magyarországi Fióktelepe, Andrássy út 100, H-1062 Budapest	HU26732668
Ireland	[email protected]	Colt Technology Services Ltd	Unit 15/16, Docklands Innovation Park, East Wall Road, Dublin 3, Ireland	IE6344439R
Italy	[email protected]	Colt Technology Services S.p.A	ACCOUNTS PAYABLE, Viale Vincenzo Lancetti 23, Milano, 20158, ITALY	IT12286350157

VENDOR DETAILS UPDATES & CHANGE NOTIFICATIONS

If you wish to become a Supplier / Vendor with Colt Technology Services, please make sure to complete the registration and onboarding process.

An up-to-date vendor master record is important for Colt to make payment smoothly to our vendors. Vendors should always ensure any information changes to the organisation or bank details are updated at the earliest opportunity.

Account details changes should always be accompanied with authorised signatories on the Vendor Letter Head email, and sent to [email protected].

For contact, address, bank, remittance, or email ID changes, please send details to the appropriate contact.