Volkswagen Group
The Volkswagen Group runs invoice intake on the Group Business Platform vwgroupsupply.com through the finance application FIN 3.0. Invoices may be submitted only electronically or by post — PDF invoices sent directly by e-mail are not accepted for tax reasons. Requirements differ per recipient organisation within the Group, so always check the manual for the specific company you invoice.
Submission channels
FIN 3.0 web form
Primary channel. Manual entry of invoice data on the Group Business Platform in a five-step process. Free of charge.
Registration: B2Bteam@vwgroupsupply.com with supplier number and DUNS
Approved service providers
Volkswagen accepts invoices routed through providers it has approved. Depending on the provider, documents are transmitted as PDF or in EN 16931 formats (ZUGFeRD, XML).
Conditions and costs vary by provider
EDI
EDIFACT VDA 4938 Global INVOIC, developed with the German Association of the Automotive Industry (VDA).
Requires a concluded EDI agreement
Not accepted
- PDF invoices sent directly to a Volkswagen e-mail address
- Postal submission of an invoice already sent through FIN
- EDI transmission without a concluded EDI agreement
Accepted formats
- Web form entry (FIN 3.0) — structured data typed into the portal; a PDF may be attached as a visual copy.
- EN 16931 — ZUGFeRD and XML, via an approved service provider.
- PDF — accepted only through a service provider, never by direct e-mail.
- EDIFACT VDA 4938 Global INVOIC — for invoices, credit notes and freight invoices (separate subsets T2 and T4).
Required fields
| Field ID | FIN field | Content | Status |
|---|---|---|---|
| BT-1 | Receipt Number | Invoice number | Mandatory |
| BT-2 | Receipt Date | Invoice date | Mandatory |
| BT-13 | Order Number | Volkswagen purchase order number, numeric only | Mandatory |
| BT-13 | Call Off Number | Call-off number under framework contracts | Conditional |
| BT-16 | Delivery Note Number | Required for the order type “Production Material” | Conditional |
| BT-11 | Requisitioner | Name of the person who ordered — required if no PO exists | Conditional |
| BT-19 | Requesting Department | Ordering department — required if no PO exists | Conditional |
| BT-31 | VAT-ID / TAX-ID | Supplier VAT ID, maintained in the Supplier Database | Mandatory |
| BT-120 | Tax exemption reason | Required whenever a line uses a 0.00 % tax rate | Conditional |
Mandatory fields in FIN are marked with an asterisk and accept numeric input only — no letters or special characters.
Order types
| Type | Behaviour |
|---|---|
| Purchase Order Number | Order positions are pulled from the PO automatically |
| Construction Invoice | Order positions pulled automatically; PDF upload is mandatory as evidence of performance |
| Production Material | Delivery note number must be entered; positions are added manually |
| No Order | Exceptional cases only; requisitioner and requesting department are mandatory |
Invoice rules
- The electronic process covers only invoices stating German VAT and net invoices such as VAT-exempt or reverse-charge transactions.
- Recording invoice positions in the portal is mandatory in every case, even when a PDF is attached.
- Attachments must be PDF, maximum 9 MB.
- A 0.00 % tax rate on any position requires a written reason for tax exemption.
- Discounts, shipping and packaging costs are entered as invoice-level fields; the total is calculated by the system.
- Cash discount is either offered per invoice or taken from the contracted rates.
- The supplier VAT-ID and local TAX-ID are maintained centrally in the Supplier Database and carried into every future invoice.
- Once an invoice has been submitted through FIN, the same invoice must not be sent by post.
Submission process in FIN 3.0
| Step | Content |
|---|---|
| 1 | Select the recipient organisation; verify VAT-ID and TAX-ID; optionally select a different sender index account |
| 2 | Enter receipt number, receipt date, order number, call-off number; select the order type |
| 3 | Record invoice positions, tax rates, discount, shipping and packaging |
| 4 | Additional text, PDF attachment, reason for tax exemption |
| 5 | Review, confirm and submit |
