Supplier letter
This article provides guidance on how a company can notify its suppliers and service providers of changed billing information using a supplier letter.
When a company has switched to e-invoicing and wishes to receive purchase invoices electronically, it is important to provide suppliers with e-invoice addresses as well as any scan addresses for PDF and paper invoices via a supplier letter.
A supplier letter is an official notification sent by a company or organisation to its suppliers and service providers. It is used to communicate changes regarding billing practices, contact information, or delivery processes.
Key features of a supplier letter
The primary objective of a supplier letter is to ensure the flow of information between the buyer and the supplier. These letters are sent particularly in the following situations:
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Switching to e-invoicing: Notifying new e-invoice addresses and operator codes
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Address changes: Informing about changes to billing addresses or scan service details
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Updating billing instructions: Providing guidance on how invoices should be delivered (e.g. e-invoice or scan service)
Content of a supplier letter
A good supplier letter is clear and contains all the technical details the invoicing party requires and needs. Essential content includes:
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Receiving addresses: Accurate e-invoice addresses (EIA or IBAN) and any scan addresses for PDF and paper invoices.
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When using Maventas services, the operator is provided as Maventa, with the operator code 003721291126. It should be noted that when sending from a Finnish bank network, a separate intermediary code DABAFIHH is used.
The choice of the correct code depends on the invoicing network used by the sender, and it is recommended to include both codes in the instructions provided to suppliers. -
International e-invoicing across borders can be conducted via the Peppol network. In the Peppol network, the e-invoice address is provided in a specific format consisting of a country code and an organisation identifier.
As an example, for Finnish companies, the Peppol address usually begins with the prefix 0216, followed by the company's EIA identifier, and the operator code is PEPPOL. Providing this address format is particularly useful for companies engaged in international trade.
Further information on the Peppol network and connection activation: Peppol network -
If a supplier does not have the capability for electronic e-invoicing, the supplier letter should mention alternative delivery methods and technical requirements for PDF and paper invoices. A company can utilize, for example, a scan service as an alternative invoice receiving method. Using the scan service requires activation from the Maventa account.
Further information on scan service activation and technical requirements: Scan network
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Contact information for inquiries: Contact details for the party from whom the supplier can request further information regarding billing matters
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Effective date: The date from which the new addresses will be in use
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Reference information and payment terms: Instructions on what references the invoice must contain and any general changes to payment terms
Supplier letter template
Below you will find a ready-made template to easily notify of a new billing addresses. The downloadable file template contains the basic structure for reporting billing information.
The company is responsible for completing the template with the correct information and for the accuracy of the provided data before sending the supplier letter.
Maventa acts as the e-invoice operator and provides the technical platform for invoice transmission, but it is not responsible for the content or accuracy of information in supplier letters sent by individual companies. Responsibility for the content and accuracy of the communication always remains with the company sending the notification.