Procedures for issue of electronic service invoices
Internal error

Procedures for issue of electronic service invoices

Vale's service providers must send service invoices and XML files through Vale Procurement Global Services.

Check the requirements for sending the Electronic Service Invoice:

  • The supplier must issue a service invoice for each Billing Report. The tax invoice must be in full compliance with the information contained in billing report, including the tax withholdings, billing data (service taker) and supplier data (service provider). If there is any difference between the service invoice and the billing report data, the contract manager must be actuated for the necessary corrections.x
  • Each e-mail must have only one service invoice and the following appendixes:
    • 1. The XML file (required when it is in the city hall) and the PDF file corresponding to the service invoice. It is necessary to fill in the value fields (basis for calculation, taxes and rates) using only numbers with the thousands separator "," and dot "." for the decimal separator. Example: 1,000.00.
    • 2. The billing report file in PDF format (if you do not have the billing report, request it from the contract manager). If it is a Service Payment Request process (SPR), there will be no billing report and the order number must be entered.
    • 3. The posting protocol in Excel format. The file must have the billing report number.
  • The "Subject" field of the e-mail must be filled only with the billing report number of the service invoice. Example: 6200000537 (it usually starts with 62xxxx). This field must not contain characters like dot (".") and comma (",").
  • The service invoice must include mandatorily: the order number, the SES (Service Entry Sheet) and billing report.
  • The service invoice must not mention tne period for for measurement of services. Example: measuring period from 01/20/2016 to 02/21/2016 or provision of services relating to the month xx / xx.
  • Highlight the INSS and the reduction of the calculation based on the specific field of service invoice. When there is no specific field, highlight in additional information or observations.
  • Highlight the ISS and the reduction of the calculation based on the specific field of service invoice. When there is no specific field, highlight in additional information or observations.
  • Highlight federal deductions (PIS, COFINS, CSLL, IR) in the specific field of service invoice. When there is no specific field, highlight in additional information or observations.
  • Fill out the Tax Residence information (municipality of the services provision) in the specific field of service invoice. When there is no specific field, highlight in additional information or observations.
  • Fill the Code of Complementary Law 116 and the Service Code of the Municipality in the specific field of service invoice, as per the billing report. When there is no specific field, highlight in additional information or observations.
  • Follow the cycle of emission and transmission of NFs, according to the signed contract: from 01st to 10th of the following month of the service.
  • Include all ancillary documentation: DAPS, RANFS, Statement of deduction of INSS, Statement of Single Tax, Judicial Decision and Statement of Exemption of INSS.
  • Send the documentation in cases of reduction of ISS calculation basis when there is requirement of the city hall.

Vale and its group companies do not return federal taxes (IR/PIS/COFINS/CSLL) withheld in excess or improperly. The supplier must make due compensation later. Any open call for these cases will be closed. If any of the points above are not followed, the electronic service invoice may be rejected, and it will not be registered in Vale's systems. Therefore, it must be canceled and re-issued correctly in current month of the shipment.

Contact

If there are any questions, the supplier must look for the manager of its contract.

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