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Proposed Supplier Letter

This article describes how companies can inform their suppliers when transitioning to the Next e-Invoice invoice management system. The article includes a proposed supplier letter in Word format along with a walkthrough of the fields and highlighted sections in the document that need to be customized before sending.

When you switch your supplier invoice system to Next e-Invoice, it's a good idea to inform your suppliers about the change. This ensures they have the correct information and receive details about desired references—which reduces administrative overhead when processing supplier invoices. We recommend that you send out the supplier letter shortly before or at the time of your transition to Next e-Invoice to prevent your suppliers from updating too early or missing the need to update their information.

Proposed Supplier Letter

At the bottom of this article, you'll find an attached Word file with a proposed supplier letter that you can adjust and use. Points that require special attention during customization are highlighted in yellow in the document. The document is designed to work with the Autofill function in Next Docs. To get started with Next Docs, click here, and to learn how to use the Autofill function, click here.

What You Need to Adjust in the Document

Below we explain what the different fields and highlighted sections in the document mean and what you should consider when customizing the letter.

  • #{{!image.logo}} – you can add your company logo in the upper right corner, for example.

  • Date – change to the date you plan to start using Next e-Invoice. Confirm with your Next contact that your desired implementation date can be met before you send out the supplier letter.

  • #{{Företag.Företagsnamn}} – replace with your company name.

  • #{{Företag.Orgnr}} – change to your organization number, which is your "ID" for EDI invoices (electronic invoices).

  • Email – change to the email address you will use for your supplier invoices. Most of our customers use a dedicated email address, such as invoices@company.com, and then set up automatic forwarding to the address you receive from Next when setting up e-Invoice. Note that the email address should be used solely for supplier invoices—not for invoice inquiries, for example—so that these types of messages are not sent to invoice processing.

  • #{{Företag.Företagsnamn}}
    #{{Företag.Adressrad 1}}
    #{{Företag.Postnr}} #{{Företag.Ort}}     – replace with the mailing address where you want your suppliers to send any paper invoices. While it's possible to purchase a paper invoice scanning service through Next e-Invoice, most of our customers use their office address and scan invoices themselves, since typically only a few suppliers need to send invoices by mail.

  • AOxyzes.1 – in the supplier letter, the reference example is set up so that you can already mark in e-Invoice which work order or ÄTA (a sub-dimension to a project in Next Project) the invoice should be charged to. If you only want to charge your supplier invoices to projects, you can remove ".1" so the reference example is just AOxyzes. For more information about working with references in Next e-Invoice, click here and watch the "Reference Marking" video.

  • Invoices missing a project number will be returned – you decide how strictly you want to communicate this to your suppliers. Next e-Invoice does not automatically return invoices that are missing a reference.

  • , see above – adjust based on the address you specify under Paper Invoices. If it's your company address, it can remain as is. If you use a mailing address associated with e-Invoice for scanning paper invoices, we recommend that you instead list your company address to prevent processors from opening reminder invoices and forwarding them to you. Reminder invoices and other documents that are not recognized as original invoices are returned to your company address for handling.

  • Invoices that do not meet the above requirements will be returned to you for completion/correction – keep, rephrase, or remove as desired. Invoices missing a reference, for example, are not automatically returned.

  • name@company.com – change to an email address where suppliers can reach you with any questions.

  • #{{Företag.Företagsnamn}} – replace with your company name.