Invoicing via EDI with INVOIC - bol Leveranciersplatform

Invoicing via EDI with INVOIC

With an INVOIC, you send the invoice for a delivered order. Bol links the invoice to the order and the packing slip, and checks quantities, prices and VAT. The better the invoice matches the order and the delivery, the faster it is processed.

In short

The price in the order is leading: send the net price per unit in PRI+AAA.
Refer to the full bol order number (RFF+ON) and the packing slip reference (RFF+DQ).
Surcharges and deposits are sent as ALC+C on the item line. Include a discount in the net price.

When is INVOIC required?

INVOIC is part of every EDI connection. Send the invoice after the delivery has been shipped. One invoice may cover multiple orders and deliveries: in that case, refer to the correct order number and packing slip reference on each line.

Credit notes: since May 2025, bol no longer processes credit notes. Corrections are made through the Selfbilling Credit and Debit Notes. See Selfbilling Credit/Debit note.

Required content

A unique invoice number and the invoice date. An invoice number that has already been used is rejected immediately by the EDI system.
The bol order number (RFF+ON) and/or the packing slip reference (RFF+DQ). At least one of the two is required so bol can match the invoice; preferably send both. For the full message combination, the packing slip reference is the same as RFF+BM in the DESADV.
Bol’s GLN (8712423020597) as buyer and invoicee, the GLN of the bol warehouse from the order, your own GLN and your VAT number.
Per line: EAN, invoiced quantity, line amount, net price per unit and VAT rate.
If applicable: charges per line with their own amount and VAT rate, and deposits per line with their own amount (without VAT).
The totals: taxable amount, VAT per rate and amount payable.

Price, discounts and surcharges

Topic

What you do

Price

The price in the order is leading. That price comes from your offer feed at the time of ordering; a later price change does not apply to this order. Send the net price per unit in PRI+AAA. A gross price (PRI+AAB) is optional and is not used.

Discount

Include a discount in the net price. Do not send a discount as ALC+A. Bol does not process it, so the amounts no longer match the order and the invoice is held at invoice matching.

Surcharge

Send a surcharge, for example a disposal fee, as ALC+C on the item line, with the amount and the VAT rate. Never as a separate item line: there is no ordered EAN for it.

Deposit

Add the deposit with code RAD on the item line. See Deposit below.

Price difference

If the price on the invoice differs from the order price, bol reports the difference as a discrepancy through a Selfbilling Credit Note. If you disagree, submit an objection via the objection form within 15 calendar days of the claim date.

Deposit

If you invoice items with a deposit, add the deposit on the item line:

ALC+C++++RAD, directly under the item. Always use code RAD.
The deposit amount separately in MOA+8 (quantity × deposit per unit).
The line amount (MOA+203) is quantity × net price + the deposit.
No VAT is charged on the deposit. The item’s VAT still applies, but the deposit is not included in the taxable amount or the VAT.

The net price (PRI+AAA) is the price per unit without deposit, equal to the order price.

Example (fictitious values):

LIN+1++8712345678906:EN'
QTY+47:120'
MOA+203:1958.40'
PRI+AAA:12.72::CT'
TAX+7+VAT+++:::9+S'
ALC+C++++RAD'
MOA+8:432.00'
UNS+S'
TAX+7+VAT+++:::9+S'
MOA+125:1526.40'
MOA+124:137.38'

1,526.40 is the taxable amount of the item (120 × 12.72). The deposit of 432.00 is included in the line amount, but not in the taxable amount or the VAT.

Calculation rules

Line amount (MOA+203) = quantity × net price + the surcharges and deposit on that line. Round to 0.01.
Taxable amount (MOA+125) = the sum of the line amounts, without deposits.
A deposit is included in the line amount, but not in the taxable amount or the VAT.
Total VAT (MOA+176) = the sum of the VAT per rate.
Amount payable (MOA+9) = taxable amount + VAT + deposits.
Total surcharges (MOA+259) = the sum of the surcharge amounts.
Leave out lines with quantity 0 or amount 0.

Key technical details

Data

EDIFACT

Requirement

Message type and invoice number

BGM+380

Unique invoice number.

Invoice date

DTM+137

Date of the invoice.

Bol order number

RFF+ON

Required if RFF+DQ is missing. The full bol order number, exactly as in the order. In the header if the invoice covers one order, per line if it covers several orders.

Packing slip reference

RFF+DQ

Required if RFF+ON is missing. The number of the packing slip. For the full message combination, the same as RFF+BM in the DESADV.

Parties

NAD+BY, NAD+SU, NAD+DP, NAD+IV

Buyer and invoicee: 8712423020597. Warehouse: the GLN from the order. Supplier: your own GLN.

Supplier VAT number

RFF+VA

Under NAD+SU.

Currency

CUX+2:EUR:4

The currency of the order (usually EUR).

Item

LIN with EN

The EAN from the order.

Invoiced quantity

QTY+47

The delivered quantity. Greater than 0.

Line amount

MOA+203

Quantity × net price + surcharges and deposit on the line.

Net price

PRI+AAA

Mandatory. The net price per unit, equal to the order price.

VAT per line

TAX+7+VAT

Always put the rate in the fourth component, also at 0%: TAX+7+VAT+++:::21+S'

Charge

ALC+C, MOA+23, TAX

On the item line, with amount and VAT rate.

Deposit

ALC+C++++RAD, MOA+8

On the item line. No VAT on the deposit.

Totals

MOA+9, MOA+125, MOA+176, MOA+259

Amount payable, taxable amount, total VAT and total surcharges.

VAT per rate

TAX + MOA+125 + MOA+124

Once per VAT rate in the summary.

Example of an invoice

This fragment only shows the key segments and is not a complete EDIFACT message. Line 2 has a surcharge of 3.00.

BGM+380+INV0001+9'
DTM+137:20261020:102'
RFF+ON:8123456'
RFF+DQ:PACK0001'
NAD+BY+8712423020597::9'
NAD+SU+8700000000007::9'
RFF+VA:NL000000000B01'
NAD+DP+8712423020603::9'
NAD+IV+8712423020597::9'
CUX+2:EUR:4'
LIN+1++8712345678913:EN'
QTY+47:10'
MOA+203:125.00'
PRI+AAA:12.50::CT'
TAX+7+VAT+++:::21+S'
LIN+2++8712345678906:EN'
QTY+47:4'
MOA+203:81.00'
PRI+AAA:19.50::CT'
TAX+7+VAT+++:::21+S'
ALC+C++++CRS'
MOA+23:3.00'
TAX+7+VAT+++:::21+S'
UNS+S'
MOA+9:249.26'
MOA+125:206.00'
MOA+176:43.26'
MOA+259:3.00'
TAX+7+VAT+++:::21+S'
MOA+124:43.26'
MOA+125:206.00'

Testing and approval

Test

Required

Expected result

Invoice for the test order

Yes

Order, packing slip, EANs, quantities, prices and VAT are processed correctly.

Invoice with surcharge

If applicable

The surcharge is on the correct line and is included in the line amount and the totals.

Invoice with deposit

If applicable

The deposit is on the right line with code RAD, included in the line amount and not in the VAT.

Multiple orders on one invoice

If used

Each line refers to the correct order number and packing slip reference.

Approval criteria

Transus receives and routes the message without any technical blocking issues.
Bol can link the invoice to the correct order and packing slip.
The prices per unit are equal to the order prices.
Quantity × price, the line amounts and the totals add up.
VAT is correct per line and per rate in the message.

Check your INVOIC before sending

Avoid common mistakes by checking the points below.

The order number is complete.
Check that no digit is missing. An order number only in RFF+CO is not picked up.
The packing slip reference is correct.
RFF+DQ matches the number on the packing slip and in the DESADV.
The price is the order price.
PRI+AAA is the net price per unit from the order. A discount is included in that price, not in an ALC+A.
Surcharges are on the line.
No separate item line for a surcharge or deposit.
The VAT rate is filled in.
Also at 0%: TAX+7+VAT+++:::0+E', not TAX+7+VAT++++E'.
The VAT rate is in the right place.
In the fourth component of the rate element, on the lines and in the summary.
The amounts add up.
Quantity × price + surcharges = line amount, and the total surcharges is the sum of the surcharges.
No lines with 0.
Leave out lines with quantity 0 or amount 0.
No control characters.
An invisible control character in a description, name or free text causes processing of the entire file to fail.
The order number contains digits only.
RFF+ON contains only the bol order number, no reference of your own next to it.
There is always a net price.
Send PRI+AAA on every line. Without PRI+AAA another price is used, for example the gross price, and the price differs from the order.
The deposit is right.
On the item line, with code RAD, the amount in MOA+8, included in the line amount and without VAT.

Error messages

If you receive one of these messages, you will find the cause and the solution here.

Message

Cause

Solution

Purchase Order not found

The bol order number in RFF+ON is incomplete, incorrect or only in RFF+CO.

Use the full bol order number in RFF+ON, exactly as in the order.

Couldn't parse XML content

A control character in a text field, or a TAX segment without a rate.

Remove the control character. Always fill in the rate, also at 0%.

VAT percentage/amount is missing

The VAT rate is missing or is in a different place than expected.

Put the rate in the fourth component: TAX+7+VAT+++:::21+S'

Cannot parse purchase order number … is not numeric

RFF+ON contains more than the bol order number, for example your own reference.

Send only the bol order number in RFF+ON, digits only, exactly as in the order.

Documentation and support

View the full INVOIC EDIFACT specification →

Questions about shortages or claimsfactuurcontrole@bol.com

Want to object to a claim?Use the objection form and submit it within 15 calendar days of the claim date.Submit an objection

Technical EDI questionsedi@bol.com

Technical connection questionssupport@transus.nl

Further reading

Back to EDI onboarding | View ORDRSP | View DESADV