Ordering and Payment

Purchase Order

A clear ordering process is necessary for smooth communication between our suppliers and Royal Swinkels and to ensure production and delivery of products and services at the right time.

When we issue a call-off order for the goods or services to be delivered, the supplier receives a purchase order. We prefer to send this purchase order digitally, to a general email address. If a supplier prefers to receive orders in a different way, they can submit a request to our Procurement department at inkoop.nl@swinkels.com.

The purchase order lists our ten-digit order reference number. This reference number must be clearly indicated on all further correspondence (e.g., order confirmation, delivery receipt, invoice). The purchase order additionally contains the following items:

• A description of the goods or services to be provided
• Desired delivery date
• Delivery address/location
• Billing address
• Payment term
• Delivery terms
• Quote
• Contact person
• Agreed price (if applicable)

Delivery

When the goods/services are delivered (within the agreed timeframe), the following guidelines must be observed. For deliveries, a distinction is made between the delivery of goods and the delivery/completion of a service/assignment.

Goods

We expect delivered goods to be accompanied by a delivery document with a unique reference number and the following details:

• Supplier's company information
• Order number from us and, if an order consists of multiple lines, the line item number
• Your order number and/or reference
• Clear indication of whether it is a partial or complete delivery
• Delivery location (including warehouse description, if applicable) as shown on the order form you received
• Name of the person who placed the order
• Name, phone number and email address of the person we can contact if we have questions/remarks

The goods themselves must be labeled with item number and description of the item as stated on the purchase order. If a master carton is used, it must be labeled with an item number and description as specified on the purchase order. The label must also show the quantity of items the master carton contains.

Goods must be packaged in such a way that they can be properly received, stored and consumed. Additionally, we expect deliveries to be made properly, ensuring that hygienic and clean transport practices are combined with adherence to safety measures.

Services

We expect delivered services to be accompanied by a delivery document with a unique reference number and the following details:

• Clear description of the service/assignment
• Name of the employee who performed the work
• Work reports and delivery/completion documents must be signed by the designated employees of Royal Swinkels, including the signature, printed name, and date

Invoice

To ensure the billing process runs smoothly, all suppliers must adhere to certain requirements. An invoice that does not meet these requirements may be returned, which can lead to delayed payment. For this reason, please ensure you follow the procedures shown below.

Legal requirements

All suppliers are asked to consult the website of the Dutch tax authorities for more information on the legal requirements.

General requirements

Each document must have a unique name (preferably invoice number-supplier's name). In addition to meeting the legal requirements, invoices must include the following:

• Unique invoice number
• Our order number (one order number per invoice)
• Order line number (if applicable)
• Our item number and item description (if applicable)
• Delivery document number(s) and line item number(s) (if applicable)
• Delivery date
• Delivery address
• Quantity delivered (shown in the same unit used on the purchase order)
• Price/rate, with clear indication of the unit used. Indication of gross price, discount percentage and net price
• Delivery terms
• Payment terms
• Name of the person who placed the order
• Name, phone number and email address of the person we can contact if we have questions/remarks

Additional requirements for service-related invoices

In addition to meeting the legal and general requirements, invoices for services must include the following details and attachment(s):

• Indication of work report number(s) and completion document number(s) (if applicable)
• Breakdown in quantity and value of labor and materials
• A copy of the work report signed by us must be attached to the invoice. If any of these are missing, the invoice will be returned.
• If chain or agency liability applies, please include the relevant G-account number on the invoice, along with a breakdown of the percentage and amount that should be paid into the G-account

Digital invoicing

All invoices must be sent digitally, as attachments, by email. This enables us to process invoices more quickly and reduces the chance of errors. The general requirements for digital invoices are as follows:

• Digital invoices must only be sent to the accounts payable department shown on the purchase order
• We expect to receive the invoice immediately after delivery of the goods/after completion of the service so that the invoice can be recorded in the correct accounting period. Note: Do not send an invoice before the delivery of goods/services, as this causes unnecessary additional processing work.
• Suppliers must send one invoice per file, with a unique number
• Debit invoice and credit invoice must be processed and sent in separate documents
• An invoice may not contain handwritten comments
• The IBAN number, VAT number, Chamber of Commerce number, PO number (if given) and supplier's name and address information must be shown on the first page of the invoice

Payment

Good business practices include paying suppliers on time. Every week we check which invoices are due, based on the payment term. These invoices are then paid, in our weekly batch of payments to suppliers.

Questions

If you have questions about the ordering or payment processes, please contact the Purchasing Department via the contact form or by email (inkoop.nl@swinkels.com).