Instructions for the supplier to submit invoices through

Instructions for the supplier to submit invoices through EDI or email

Welcome Kit for Paperless Environment Volvo Group

Web. EDI – a complementary solution to EDI *(Only used for domestic transactions) • Reduced costs Information is registered automatically instead of manually in Volvo´s systems. • Higher quality Manual work is reduced for Volvo, which means that the error rate is reduced. Quality is the most evident advantage, it both lowers the costs at Volvo and gives satisfied customers for the supplier. • Reduced lead-times Fast handling of the information is a condition for more efficient distribution and reduced lead-times. • Reduced stock By reduced lead-times you can reduce the stock level at Volvo. The possibility to automatically scan the received goods, results in a more efficient warehouse administration • Competitive advantages Above mentioned items gives competitive advantages for both parties. • A better customer service The most common reason for a company to start using Web. EDI is to meet customer demands. Volvo Group

Getting started with Web. EDI - helpful links • A complementary solution to EDI • A permanent, or an interim solution • Free of charge • Exchange documents electronically Volvo has developed complementary solutions to EDI, (Electronic Data Interchange), i. e. using a supplier web interface. Suppliers without EDI capability can use Web. EDI as a permanent, or an interim solution. 3 This solution is free of charge for the supplier. The only need is a Volvo Web. EDI approved browser and an Internet connection with a WSS-Id (Web Security System). This web interface can be used by the suppliers to: - send/receive Drawings - receive Orders - receive Delivery Schedules - receive/handle Sequence JIT information - send Despatch Advices (incl. bar-coded Transport Labels) - send Invoices · Link to Web. EDI learning where suppliers can learn more about Volvo’s web. EDI application. – Only domestic transactions Volvo Group

Sending PDF invoices to the Volvo Group

Advantages of sending PDF invoices · This is not an option for vendors who are already on EDI and WEB EDI. · Zero Paper initiative is a progam started for our small to medium sized suppliers, who are unable to submit the invoices via preffered way of recieving by EDI / WEB EDI. · As as part of this program we request our suppliers to send the electronic version i. e PDF invoices to the listed email ID’s in Slide # 11. · Advantages for Email/PDF – Drastic reduction in cycle time for handling PDF invoices – increases on time payments – No postal delays or cost connected to postage – Notification sent upon receipt of invoice – PDF images with higher resolution – less chances of missread data – Environmentally friendly Volvo Group

Mandatory rules for submitting Invoices by email - PDF Ø The accepted file format is PDF (1. 3 (Acrobat 4 x) to 1. 6 (Acrobat 7 x) version) and file size should not exceed 2 MB. Ø PDF should not be password protected or Zipped/encrypted and should not be in colour. Ø Must contain the mandatory information as per Volvo’s requirements on the next slide. Ø The subject line of the email must contain (Examples mentioned on slide 12) Ø Name of Volvo’s legal entity Ø Purchase order / Volvo reference · Each PDF file must contain only one invoice, please ensure that supporting documents related to a particular invoice are in one PDF only, with the invoice being the 1 st page and the relevant supports in the subsequent pages. Ø Each email must only contain invoices to one of Volvo’s legal entities Ø The supplier is recommended to keep the receipt for each submission * Ø Countries enabled for PDF acceptance listed on Slide 13 Volvo Group

Volvo Group - Invoice details Mandatory information to be stated on supplier invoices 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. The word INVOICE or CREDIT Invoice date Invoice number “Bill to” / Invoicing address (including the correct company name of the customer) No personal or department information should be stated in the address field. “Ship to” / Delivery address Customer's reference – Purchase Order number or workflow reference Supplier’s name, address and reference Invoicing currency - the invoice needs to have the same currency as the purchase order. The quantity and/or nature of the goods or services delivered must be stated. To enable the invoice to be matched successfully with the goods or services, the following information must be provided on the invoice: • Volvo or supplier part number, depending on what is stated in the purchase order. If no part number is stated on the order, the item description must clearly identify the product or service invoiced. • Number of units, unit price and total price per item • Delivery note number with date, specifically for production material • Occasionally the district number and chassis number Total invoice amount The supplier’s VAT number or tax ID number (US) The customer's VAT number or tax ID number (US) Invoices issued within the EU must comply with the sixth VAT 2006/112/EC directive and therefore the following information is mandatory: • VAT-rate applied • Value added tax amount specified per rate and the taxable amount per rate or exemption, the unit price exclusive of tax and any discount or rebates if they are not included in the unit price. • If VAT is not charged, reference to “VAT exempt” * or “Reverse Charge“ • If invoice currency is in other currency than local currency, VAT amount should be stated in both currencies Invoices in which any of the above information is missing will be returned or the supplier will be notified of any discrepancy by phone. A new corrected invoice will be required. This could lead to delayed payments. Please note that it is mandatory for you to add your IBAN / BIC no on the invoices (if applicable) Volvo Group Preferred information to be stated on invoices : Supplier’s PARMA – number (Sender) Customer’s PARMA – number (Receiver) Terms of payment Payment instructions When an Automotive Purchasing (AP) order has been placed in a Purchase order system, every order is connected to a specific suffix. Every Volvo Group company (except Volvo Aero) has its own specific suffix. The suffix shows where the goods were delivered, for example, to a Volvo Group goods receiving department or direct to the customer. Only one suffix is permitted per invoice. Invoices to a VAT agent ; Invoices has to be addressed to the Volvo group company ’s VAT-agent in the specific country. See also information stated on the purchase order from Volvo. * VAT Exempt To be used when invoicing not taxable goods and services VAT Exempt - EC sale To be used when invoicing goods which are delivered from one EC country to another EC country, if the customer in the other EC country has a VAT number VAT Exempt - Export To be used when invoicing goods which are delivered from one EC country to a Non EC country VAT Exempt - Triangulation To be used when invoicing from a Volvo-company who is the middleman in a triangulation i. e. goods trade between three parties in different EC countries and the goods is delivered from the first part to the last part. No VAT - Reverse charge EC To be used when invoicing all taxable services to a customer in another EC country apart from the following services: -Real Estate Services -Passenger Transports -Cultural, Artistic, Sporting, Scientific, Educational, Entertainment or similar activities, such as fairs and exhibitions. -Restaurant- and Catering services -Short-time Rental of car/vehicle (Hiring of means of transport) No VAT - Reverse charge To be used when invoicing all taxable services to a customer in Non EC country apart from the following services: -Real Estate Services -Passenger Transports -Cultural, Artistic, Sporting, Scientific, Educational, Entertainment or similar activities, such as fairs and exhibitions. -Restaurant- and Catering services -Short-time Rental of car/vehicle (Hiring of means of transport) No VAT - Domestic reverse To be used by a foreign entity in a EC country when invoicing charge procedure goods and some services to a VAT registered customer in the same EC country.

Examples of subject line while sending invoices Ø If an invoice is submitted with a purchase order; below is an example of the subject line Renault Trucks (SAS) 1051163 FR 1 | FR 2 | FR 4 Volvo Truck Corp / lastvagnar 50112 , 532 -906335 Volvo Group North America, LLC/ 464850 -NA 1 | 558359 -NA 1 Ø If an invoice is submitted with a workflow; below is an example of the subject line FR 46 Invoice for scanning WF FR 463144 | FR 468422 SE 26 Invoice for scanning WF SE 26 PENSB Ø If an invoice is submitted with a department ID; below is an example of the subject line Volvo Logistics AB 73530 G 30 , 752257 , LES Volvo Group US 10 Invoice for scanning WF 246215939

Legal entities within the Volvo group to which ZERO Paper Initiative in Scope** Sl. No Legal Entity Name Sl. No Company codes Name Legal Entity Company Name FR 46 Renault Trucks (SAS) FR 48 Renault Trucks Defense SAS Legal Entity Company Name US 10 Volvo Group North America, LLC 1 SE 35 VOLVO BUSSAR AB 17 SE 72 VOLVO GROUP REAL ESTATE AB 2 SE 27 VOLVO POWERTRAIN CORPORATION 18 SE 01 AB Volvo 3 SEB 1 VOLVO PARTS CORPORATION 19 SE 87 FINANCIAL SERVICES AB 4 SE 26 VOLVO LASTVAGNAR AB 20 SE 84 VOLVO LOGISTICS AB 5 SEF 9 VOLVO CONSTRUCTION EQUIPMENT 21 SE 69 Volvo Treasury AB 6 SEAM VOLVOBUSINESSSERVICESAB 22 SEB 4 Volvo holding Sverige AB 7 SE 81 DANABACK AB 23 SE 97 Volvo Korea Holding AB 8 SE 77 DANAFJORD FASTIGHETER AB 24 SED 8 Kommersiella Fordon Europa AB 9 SE 73 VINGAFJORD AB 25 SE 68 Sotrof AB US 16 Volvo Penta of the Americas, LLC 10 SE 04 VOLVO TECHNOLOGY CORPORATION 26 SEH 0 Brunnsta. Technical. Center. KB US 45 Mack Trucks, Inc. 11 SED 9 VOLVO TRUCK CENTER SWEDEN AB 27 SEE 2 . Danafjord. Fastigheteri. Kungens. Kurva. KB VOLVO INFORMATION TECHNOLOGY AB US 40 12 SE 83 28 SED 4 Brunnsta. Industrihus. KB Volvo Construction Equipment North America 13 Z 208 VOLVO TRADEMARK HOLDING 29 SE 78 Danafjord. Mark US 54 Volvo Road Machinery Inc 14 SE 76 SVEAFJORD AB 30 SEE 9 Wireless. Car. Sweden. AB 15 SE 41 VOLVO PENTA CORPORATION 31 SEL 2 VG Connected Solutions AB 16 SE 53 VOLVO GROUP VENTURE CAPITAL AB 32 SEL 5 VOLVO Group Purchasing Volvo Group

Where to send Invoices by Email with PDF Format The following email addresses are for the submission of invoices and credit notes only. Do not send the same Invoices as Paper by regular post. · Sweden : Support Invoice Delivery Sweden invoice. delivery. sweden@volvo. com · France : Support Supplier Invoice Delivery France invoice. delivery. france@volvo. com · United States : Function P 2 P Current Invoices Function. current. APinvoice@volvo. com Payment Inquiries Once you submit your invoice, it will be checked and verified before payment. If you should have any question about your invoice status and payment, please check in VVI. If you do not find it there, please contact us through one of the methods listed below: • Web Form: Contact center Home page • VVI Portal Link : VVI Portal: http: //supplierportal. volvo. com • Sweden Phone: +46 31 66 41 20 • France Phone : +33 48 19 37 937 • US Phone : + 1 866 411 4377 + 1 336 393 4100 Volvo Group

Important things to remember: · Invoices must contain complete information. · Failure to comply with the requirements set forward in this presentation will result in rejection of the invoice. · The lead time until the Invoice Is displayed in VVI can be up to 5 business days. · The email addresses provided in this presentation are only for invoice submission and all queries / concerns / statement should be routed through our customer support team (details provided on slide 11). Volvo Group