Invoicing 

VR accepts primarily e-invoices and comply with the e-invoicing legislation and the EU Directive on e-invoicing.

An e-invoice refers to an invoice that is created and received in a structured electronic format and complies with EU e-invoicing standards. Updated Finnish e-invoicing standards as well as international e-invoicing formats are accepted invoice formats. Invoices sent by email do not qualify as e-invoices under the law.

In case you don’t have an e-invoicing system at your disposal, you may use a free e-invoicing supplier portal service provided by VR Group for creating and sending e-invoices. In this case, please contact [email protected].

Invoice content requirements

All invoices must contain VR purchase order number or separately agreed reference and VR reference person (first and last name).

Invoice or any invoice attachments should not contain any confidential information (such as social security numbers, health-related personal data, or other sensitive or confidential information).

The invoice must comply with all requirements set forth by applicable legislation and the tax authorities.

For cross-border purchases of goods and services, the invoice must comply with the tax authorities’ guidelines regarding value-added taxation in international trade.

Conditions for invoice payment

The supplier shall provide the required information requested by VR and verify its payment details either via VR Supplier Portal or by submitting the documentation required by VR for information verification.

Invoices containing incomplete or incorrect information will be rejected. VR shall not be obligated to pay any late payment interest or other delay-related charges in case the payment is delayed due to incomplete or incorrect invoice content or if the conditions for payment have not been fulfilled.

Invoicing addresses

VR accepts only materials related to invoices at our invoicing addresses. VR also accepts attachments to e-invoices in case they are in electronic format such as PDF.

For logistics subcontracting agreements, the invoicing instructions and practices are agreed separately and differ from these instructions.

Operator code is BAWCFI22.