1 What should my invoice look like?
- Digitec Galaxus AG
How do I send invoices to Galaxus?
Digitec Galaxus only accepts invoices via e-mail as PDF files
Digitec Galaxus AG: accounting@digitecgalaxus.ch
Galaxus Deutschland GmbH: accounting@galaxus.de
Invoices sent by post will not be accepted.
General conditions
In order to ensure smooth invoicing and timely payment, a number of general conditions must be met, which are explained below.
Please be advised that only invoices, credit notes and other accounting enquiries may be sent to the email addresses listed above for the attention of the accounting department. Please avoid sending order confirmations, delivery date updates and similar correspondence.
The e-mail with the attached PDF file(s) must have a subject and text content - with the note that it is an invoice - in order not to be confused with spam. In addition, links to PDF invoices will be ignored.
PDF files must fulfil the following requirements to enable automated processing:
PDF files must not be signed or password-protected.
PDF files may only contain markable, searchable text (OCR-compatible) and no images (logo is OK) or invisible characters.
1 PDF file may contain a maximum of 1 invoice.
The number of pages for 1 invoice is limited to a maximum of 20 pages.
Texts irrelevant to invoices (e.g. general terms and conditions or advertising) are not permitted.
Page numbers are not permitted.
Rounding differences are not permitted.
Sample invoice
Invoice criterias
In order to ensure smooth invoicing and timely payment, a number of basic conditions must be met, which are explained below. This information must be clearly visible on the invoice so that our automatic invoice entry system can recognise it and create it in our system. If all these points are visible on your invoice, nothing should stand in the way of timely payment.
No. | Criteria | CH | DE | Description |
|---|---|---|---|---|
1 | Invoice address | Must* |
| Digitec Galaxus AG |
1 | Invoice address |
| Must* | Galaxus Deutschland GmbH |
2 | Supplier name and address | Must* | Must* | Complete address of the invoicing party. |
3 | Invoice number | Must | Must* | An invoice number must be available as a reference. This reference is stated in the purpose of the transfer (for easy allocation on your side). |
4 | Invoice/delivery date | Must* | Must* | Date of delivery or fulfilment of service (if not identical to the invoice date). |
5 | Delivery date | Must* | Must* | Date of delivery or provision of service |
6 | Project name/number | Should | Should | The project name and/or number of Digitec Galaxus AG. Example: Spacerace // PPM-123456 |
7 | Contact | Must | Must | Contact person of Digitec Galaxus AG for the allocation of the invoice |
8 | Article/Item number | Can | Can | Article/service descriptions or parts thereof must be listed in an additional column. |
9 | Article description | Must* | Must* | Article descriptions or parts thereof must be listed in an additional column. |
10 | Quantity | Must | Must* | Quantities must always be specified as whole numbers. The unit of the specified quantity must always be pieces. Only the quantity invoiced must be stated: Backorders or other quantities are not permitted. |
11 | Tax rate per position | Must | Must* | The tax rate applied for each item (if different VAT rates apply). The VAT rate must be listed as a percentage on each item line. |
12 | UID | Must* | Must* | VAT no. / VAT number or business identification number (UID) under which the service provider is entered in the register of taxable persons. |
13 | Net price per item | Must | Must | The net price must be stated for each item |
14 | Net price per position | Must* | Must* | The net total must be stated for each position (net price x quantity) |
15 | Currency | Must | Must | Currency must be visible. |
16 | Net total | Must | Must* | Sum of all net positions |
17 | Summe MwSt | Must | Must* | Total VAT |
18 | Gross total | Must* | Must* | Net total + VAT |
* VAT compliance → legal requirements / formal criteria for value added tax
Must for us → additional requirements and criteria for invoicing to Digitec Galaxus AG / Galaxus Deutschland GmbH
Payment details and information (QR-bill)
Valid bank details must be stated on the invoice. If no reference to a QR-bill is available or it has not been recognised, the transfer will be made to the bank details stated on the invoice.
QR information can only be processed if:
the QR information (QR-IBAN, QRR) is in the same PDF as the associated invoice
the email sent contains only the two PDFs: invoice and QR information. If there are several invoice PDFs and QR information, our automatic invoice creator cannot correctly allocate the QR information to the invoice and therefore would be ignored.
the QR information is OCR-capable.
Discount statements and fees
Any discounts and/or fees (e.g. vRG/Suisa) must be added to the respective items. A total of fees at the end of the invoice cannot be processed.