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As part of our strategy and continuous improvement efforts, Signify has implemented digital processing of supplier invoices. This includes receipt of invoice through PDF format subject to local legal and fiscal requirements.
To avoid delays that could affect the invoice payment process, it is critical that your invoices comply with our purchase order and invoice requirements as presented in these pages.
Below are our general guidelines for invoice receipt and requirements as well purchase order compliance.
Country specific requirements can be viewed by selecting in the below interactive map, the region and country associated with the Signify entity you intend to bill. Other than requirements the country specifics also include How and Where an invoice must be submitted; and Who to contact in case of queries.
Note: the word « invoices » used below, refers to both invoices and credit notes issued by you.
- correct bank details
- correct VAT number
- e-mail addresses particularly to communicate with you the reasons for rejecting invoices and for sending remittance advises
- The correct Purchase Order number issued for your company related to the specific goods or services ordered.
- Purchase Order number must be mentioned on the first page of the invoice.
Note: do not mentioned any prefixes e.g., if the PO was YG8-123456890 then mentioned only the digits highlight in green.
- Invoice must not be for an amount more than the Purchase Order amount.
- Unit price, quantity, unit of measure quoted on the invoice must be the same as those quoted in the Purchase Order.
- Payment terms must be consistent with the Purchase Contract/Purchase Order.
If you handle more POs from Signify at the same time, for seamless processing and risk of delayed payment, we require that you issue a separate invoice for each PO number.
- Unless otherwise agreed with the Signify Procurement Executive, Signify requires submission of all invoices and credit notes in an electronic format.
- Submit your PDF invoices through the dedicated e-mail addresses mentioned on the Purchase Order. Do not use these addresses for queries or any other purpose. There are dedicated e-mail addresses for queries.
- Our country requirements also mention the relevant e-mail addresses. Select the region and country in the interactive map below for the Signify country requirements.
- We do not recommend submitting invoices in paper form as this will delay your payments.
- PDF invoice must not be password protected.
- Attachments other than PDF will be ignored (ex. Word, Excel, zip, etc.);
- send 1 invoice per email.
- That PDF resolution should be no less than 300 DPI size.
- E-mail message must not exceed the size of 10 MB.
- Mention invoice number and purchase order number in the subject of the e-mail.
- The first page of PDF should contain the invoice image with all supporting data & documents in the pages following. Do not send supporting data in separate attachments.
- Invoices should not be rotated. Invoices in « portrait « and « landscape « orientation will be accepted / processed.
- Send PDF documents preferably in black and white.
