What should my invoice look like?
How do I send invoices to Galaxus?
Digitec Galaxus AG offers the following delivery methods for invoices, depending on volume and possibilities:
As PDF attachment via e-mail to
Digitec Galaxus AG (accounting@digitecgalaxus.ch)
Galaxus Deutschland GmbH: accounting@galaxus.de
Via EDI-Interface
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.
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.
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
Irrespective of the delivery method of the invoices, various points are important, which are explained using the following sample invoice. 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 | Order number | Must | Must | Our purchase order number is used to identify the associated order and must be stated on the invoice. Collective invoices are not permitted via PDF invoice: Each invoice may only refer to one Galaxus order. Partial invoices are permitted for partial deliveries. The processing of collective invoices is currently only possible via EDI interface. |
6 | Article/Item number | Must | Must | The article number is used to identify the product on the invoice and delivery note and must be identical to the article number on your price list. The article number must be listed in a separate column. |
7 | Article description | Must* | Must* | Article descriptions or parts thereof must be listed in an additional column. |
8 | 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. |
9 | 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. |
10 | 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. |
11 | Net price per item | Must | Must | The net price must be stated for each item |
12 | Net price per position | Must* | Must* | The net total must be stated for each position (net price x quantity) |
13 | Currency | Must | Must | Currency must be visible. |
14 | Net total | Must | Must* | Sum of all net positions |
15 | Summe MwSt | Must | Must* | Total VAT |
16 | 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)
A valid bank account must be specified in the Configuration Agreement (CFA). If no QR information is available or if the QR information could not be detected, the transfer will be made to the bank account specified in the CFA.
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.
IMPORTANT: Before the first order processing, please send us an invoice sample (sensitive areas may be blacked out) for inspection and verification. To do so, simply send the document as a PDF with the note «invoice verification» to:
Digitec Galaxus AG (accounting@digitecgalaxus.ch)
Galaxus Deutschland GmbH: accounting@galaxus.de