Euroports Belgium e-invoicing

E-Invoicing

The European Union is working hard to progress on software use for invoice processing. An obligation for business-to-business to implement e-invoicing is coming our way in the next few years.

Euroports is taking the lead in implementing e-invoicing ahead of most companies. We will transition to e-invoicing together with our business partners and collaborate to reduce paper usage and administrative efforts and smoothen our payment process. We will be setting new cornerstones.

Therefore, we have created a program to onboard all our suppliers to e-invoicing.

Over the coming weeks, our suppliers will be invited to join us in automating and synchronizing our administrative process, enabling both of us to benefit from electronic data exchange.

Why e-invoicing?

E-invoices have some benefits compared to invoices in hard copy or PDF:

  1. Allows invoices to be handled and archived more efficiently;
    • Always routed correctly
    • Invoices are entered directly into the system and information is assigned to the correct fields
    • No risk of malfunctions in scanning or OCR
  2. Removing the manual work of entering the invoice information into an Access Point system;
  3. Cost savings in printing, postage, intra-office routing, archiving, and in human resources;
  4. Reduction of ecological footprint.

What is an e-invoice?

E-invoices:

  • Contain data in a structured form and can be automatically imported into Accounts Payable systems. They do not include a visual presentation of the invoice data although they can be temporarily rendered during processing or transposed into visual formats.
  • The visual format is secondary and the objective in automation is not to view the invoice, except in irregular cases. A visualized, human-readable version of the invoice may be created for reading purposes and may flow within the structured message, but it is not considered part of the invoice itself.

E-invoices are not:

  • Unstructured invoice data issued in PDF or Word formats;
  • Images of invoices such as JPG or TIFF;
  • Unstructured HTML invoices on a web page or in an email;
  • OCR (Scanned paper invoices);
  • Paper invoices sent, like images, via fax machines.

The use of e-invoices requires two key functions:

  • The e-invoice needs to be created with the correct structure.
  • The e-invoice needs to be transferred from the seller’s system to the buyer’s system.

The European standard on e-invoicing, EN16931, defines the structure of an eInvoice and various options for transmitting the invoice. Invoices that comply with the European standard on e-Invoicing must be in a structured data e-invoice format.

Basware e-invoice receiving service

Euroports relies on Basware as its P2P-application. Basware e-Invoice Receiving service connects the customer to Basware Network and enables e-invoice delivery to the customer’s accounts payable system in a single electronic format, regardless of its origin.

Multiple methods:

  1. Using Basware e-invoice Sending service
  2. Using other e-invoicing services connected to Basware Network (Interoperability)
  3. Connection to PEPPOL network
  4. Via Basware Portal using invoice key-in
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Active endpoints

 

Entity name Company code Peppol Endpoint ID
Euroports Group B.V. 0101 9925:be0740601730
BPH Westerlund Holdings N.V. 0301 9925:be0893224104
EuroFruitPorts N.V. 0303 9925:be0849589544
Euroports Belgium N.V. 0304 9925:be0446263841
Euroports Containers 524 N.V. 0305 9925:be0460093764
Euroports Storage Antwerpen N.V. 0308 9925:be0474813218
Euroports Terminals Antwerp N.V. 0309 9925:be0474815493
Euroports Terminals Gent N.V. 0310 9925:be0445044809
Euroports Breakbulk Terminal Antwerp N.V. 0311 9925:be0404811682
Euroports Finco 2 N.V. 0313 9925:be0414345495
Westerlund Bulk Terminals N.V. 0316 9925:be0449774053

Implementation

In the coming weeks Euroports will invite suppliers in several waves for onboarding in e-invoicing. E-invoicing is available at Euroports starting April 15th, 2024. After a transition period, ending 31st of July 2024, we expect all our suppliers to be ready to send e-invoices through one of the available methods.

Euroports counts on its suppliers to cooperate and to support us in the onboarding process.

First e-invoice

Euroports would like to ask its suppliers to do the following when sending the first e-invoice:

  • Please contact accountspayable.be@euroports.com after sending the first e-invoice. It allows us to confirm if it is well received in our system.
  • Please make sure the PO-number is clearly mentioned on the invoice.

Contact

In case of further questions or remarks, please contact e-invoicingbe@euroports.com.

Link to Euroports Belgium e-invoicing information package for business partners