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The FPS will apply, insofar as possible, the anticipated payment period, as stipulated in the legislation on public procurement and the Act of 2 August 2002 on combating late payment in commercial transactions.
Procedures are being developed internally to make this as efficient, effective and safe as possible. Thanks to these procedures, for example, any errors and, in extreme cases, fraud are detected in a timely manner.
Tips for suppliers that will help ensure smooth processing and prompt payment of invoices:
- Respect our general terms and conditions
- Always state the order number on the invoice
- Send an invoice only after the services have been rendered
Order forms: General terms and conditions
1. Acceptance of an invoice or credit note
- The nature of the document must be explicitly mentioned by stating "invoice" or "credit note"
- The invoice or credit note number
- The reference or structured communication to be used with the payment
- The document date
- The amount and monetary unit
- The company number
- If applicable, the reason for non-subordination to VAT or exemption from VAT
- The clear description of the goods, services or works
- Full identification of the supplier / service provider / contractor: full name, full address, postcode, city or municipality, name of a contact for the goods, services or works in question
- Full identification of the supplier / service provider / contractor's bank account: the IBAN and SWIFT (BIC) code
Other formal mandatory requirements
- The invoice must be legible
- The invoice must be sent in 1 original copy to the unique billing address (see point III)
- The invoice should clearly state the order form number and the name of the person who made the order
- A credit note should always refer to the original invoice
Consequences of the lack of a mandatory entry or an error in it, it is not possible to approve and/or pay the invoice. The invoice is rejected.
2. Information related to the FPS Foreign Affairs
You can send your invoices as follows:
- either electronically: our FPS is available on the Peppol network (BE0308359149) or via the Mercury platform: https://digital.belgium.be/e-invoicing/ ;
- or as a PDF version attached to an email addressed to the following address: email@example.com ;
The invoice should be sent only ONE time, in the chosen version.
Deliveries must be addressed to the contact listed in the purchase order.
Contact for all questions regarding your invoice
FPS Foreign Affairs VAT identification number for intra-community transactions: