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Key information for suppliers

Key information for suppliers

We recognise the great contributions that our suppliers make to the success of our company and the value they create for our partners and customers. Here you can find key information for all our suppliers.

Please find more information on how to become a supplier to Equinor .

Our e-Sourcing portal

Our e-Sourcing portal is a web-based tool that covers the e-Sourcing and Manage agreement process for larger contracts.

Tenderers log on to collect published enquiry documents, perform Q&A sessions/clarifications and upload bid documents. Contiki e-Sourcing portal are also used in Framework agreement execution phase, for collaboration related to documents and communication.

What is the e-sourcing portal?

The e-Sourcing portal is a web portal that enables Equinor and Tenderers/suppliers to communicate and collaborate online.

Why use the e-sourcing portal?

  • Download documents associated with requests
  • Register their interest or intent to bid
  • Ask for and receive answers to clarifications
  • Deliver bidding documents (upload/sharing documents)
  • Manage agreement

Who can use the portal?

Tenderers who receive invitation to participate in a e-Sourcing processes and/or suppliers that have an active contract(s).

Our eAuction portal

Equinor’s eAuction portal is a web-based negotiation tool.

Equinor’s aim to increase the use of eAuctions as a procurement tool, is part of our digital agenda. The eAuction tool will drive efficiency and competitive rates in our industry, without compromising safety and quality. The use of eAuction will be considered on a case-by-case basis, both for contracts and purchase orders. Each eAuction will be carefully designed and supplier training given in advance.

What is the eAuction portal?

The eAuction portal is web tool that enables Equinor and suppliers to negotiate in real time.

Why use the eAuction portal?

  • Transparent and objective commercial negotiation with quick award
  • Open and fair chance to improve procurement ranking
  • Time efficient – no need for travelling
  • HSE and technical weightings are included

Who can use the eAuction portal?

Qualified suppliers who receive invitation to participate in an eAuction event. Ask your Equinor contact person for more information.

Photo: Harald Pettersen

Travelling offshore by helicopter

Our air transport services handles more than 300,000 passenger movements on the NCS each year. A correct check in procedure is crucial to ensure that our helicopter operations run smoothly and on time.

As a passenger, you are responsible to be aware of and follow the relevant requirements set out by us when travelling offshore.

Requirements for an effective check in process (PDF)

How to send deliveries to Equinor

We receive a large number of goods deliveries. Correct packing, marking and labelling is important to secure effective handling and processing.

Business-to-Business (B2B) digital transactions

Our goal is to achieve touchless digital interaction between Equinor and the suppliers with electronic exchange of business transactions.

In order to achieve a more structured and digitised transaction flow, both sender and receiver must be able to produce, receive and utilise the structured and digitised information in their respective ERP systems.

Equinor’s preferred method for digital interaction via B2B transaction is exchange of structured business information using UBL based messaging over a 4-corner model according to the Peppol BIS specifications via Peppol eDelivery infrastructure.

Equinor can send:

  • Electronic purchase order (PO) trough Advanced Ordering v3 (preferred) or Peppol BIS Ordering v3 (if Advanced Ordering is not possible)
  • Invoice certificate

Equinor can receive:

  • Order response
  • Electronic invoice and credit note through Peppol Billing v3

Equinor is developing its solutions to exchange a larger range of business documents such as variation order request (VOR), catalogue, price book and shipping notification.

For more information regarding Business-to-Business (B2B) integration with EHF/Peppol BIS, contact your Equinor Procurement Responsible and/or Company Representative.

Purchase Orders

Digitalisation of Purchase Order transmissions

We’re taking the next steps on our digital transformation journey with our suppliers, where our goal is to achieve contactless digital interaction. Equinor will issue transaction data in a standard digital format to enable suppliers to be able to use the data to automate processes and systems in their own organisations.

Illustration of our Business-to-Business (B2B) architecture
Our Business-to-Business (B2B) architecture

How to receive purchase orders

In line with our digital Business-to-Business (B2B) strategy, Equinor will issue transaction data in a standard digital format to facilitate suppliers being able to use the data to automate processes and systems in their own organisations.

The current Equinor system of issuing purchase orders on paper or in PDF/eMail format will therefore cease with staggered roll-out from Q4 2020. Some exceptions may be applicable. Notifications to suppliers will be published on the Supplier section of Equinor.com as each area becomes ready for transition.

The digital system for receiving Purchase Orders will be as follows:

  • All Purchase Orders will be distributed in Advanced Ordering v3 format (Peppol BIS Ordering v3 can be agreed if Advanced Ordering is not possible). Suppliers that already have an agreement with a Peppol access point will be able to contact their access point and register for receival of purchase orders in Advanced Ordering v3 format, if desired.
  • Suppliers that do not have a Peppol access point agreement (or do not want to receive the purchase order directly to their systems),can choose to either collect POs from Equinor’s supplier portal hosted by Eye-Share, or enter into an agreement with another Peppol portal of their choice and register for receival of purchase orders in Advanced Ordering v3 format.
  • Only new purchase orders will be sent out digitally from the implementation date. Existing active purchase orders will not be resent.

Please see the diagram shown above.

Information for suppliers collecting purchase orders from Equinor’s supplier portal hosted by Eye-Share:

When the first PO arrives in the portal, you will receive a welcome email informing you that there is a first PO transaction to collect in the portal. The email is based on information registered in our vendor master. You will receive instructions for the first access log-on to the portal.

Once you have logged on you can administer your account in the portal. Here you can indicate who is to receive notifications when POs arrive in the portal and you can add users who should have access to retrieve POs.

You are also expected to return an Order Response. The portal is also configured to facilitate conversion of PO into invoice (PO-flip) for those suppliers wishing to submit EHF/Peppol formatted invoices through this channel.

Support

Please use the following guide if you need help or more information on receiving purchase orders:

  1. Any technical problems in retrieving documents from a portal must be addressed to the portal supplier. If you are using the Equinor provided Eye-Share portal, you will find more information in the user manual in the Eye-Share portal. If you are using another portal, please contact your portal provider.
  2. Any technical problems in receiving POs directly (B2B integrated) in your internal systems should be addressed to your Peppol access point provider who will be able to trace the cause of the problem.
  3. Any enquiries relating to the content of the PO should be addressed to
    the contact person in the PO, in line with current practice.
  4. For information regarding our B2B digital transaction system in general, we request that you read the information in the B2B digital transactions section above.
  5. Suppliers that receive their purchase orders in the Eye-Share portal and want to move from portal collection to B2B (direct integration), you can use the Equinor customer support link on the welcome page in the Eye-Share portal.

How to invoice Equinor

Before submitting an invoice to Equinor, you must be registered in Equinor’s vendor master with a valid ID in accordance with the Peppol electronic address scheme (EAS) and have received a purchase order (PO) for a procurement.

As a rule, invoices to Equinor shall be submitted in Peppol BIS/International UBL format via the Peppol eDelivery infrastructure and be PO-matched with the item & service line reference (the latter applies to service lines only). Invoices that do not comply with invoicing requirements will be rejected. Here are the specifications you need to ensure successful invoicing:

General invoicing instructions

The downloadable file lays out the general instructions for invoicing applicable for all suppliers from all locations and in all formats, unless any country-specific or digital requirements specify otherwise.

Digital invoicing instructions

In the downloadable file below you can see the reference requirements for Peppol 3.0 invoicing.

Reference requirements for EHF-PEPPOL 3.0 invoice (PDF)

Submission of invoices

As a rule, suppliers receiving purchase orders digitally through the Peppol B2B system should invoice Equinor in accordance with the submission of invoices/digital invoicing section below. If it is not possible to comply with this requirement, the supplier must contact us by email vendorportal@equinor.com .

Suppliers that receive POs from Equinor in PDF format can continue to submit PDF invoices in accordance with the non-digital invoicing section below, except in Norway, where EHF/Peppol invoicing is already a requirement. We will accept PO-matched digital invoices from suppliers via a Peppol access point prior to the issuance of a digital PO, if the supplier requests this.

Digital invoicing for suppliers in Europe

Suppliers located in Europe are requested to submit their invoices in Peppol BIS/International UBL format (EHF in Norway) either directly from their internal ERP system via their access point, or by logging into a Peppol portal for submission.

Suppliers can use the Peppol directory to find all the Equinor company entities that are able to receive digital invoices. If you are invoicing a company entity that has not yet been registered and is therefore not listed in the Peppol directory, please get in touch with us by email at vendorportal@equinor.com .

Digital invoicing for suppliers outside of Europe

Equinor can receive Peppol Bis/international UBL-format invoices from any supplier globally who can use one of the IDs listed in the Peppol electronic address scheme (EAS) . If direct submission via an access point is not possible, or not desirable, suppliers can use a Peppol portal of their choice to submit their invoice, except where your national government authority regulations prevent the use of Peppol BIS/International UBL. In this case, invoices should be submitted in accordance with instructions in the “Non-Digital Invoicing” section, unless there is a specific digital section herein for the applicable country.

Suppliers can use the Peppol Directory to find all Equinor company entities registered as able to receive digital invoices. If you are invoicing a company entity that has not yet been registered and is therefore not listed in the Peppol directory, please get in touch with us by email vendorportal@equinor.com .

Below are links to external sites with information regarding Norwegian EHF format, European Peppol BIS format and procedures for sending digital invoices and credit notes digitally.

Non-digital invoicing

The following email addresses apply to PDF invoice submissions when a deviation is agreed from the main rule of submitting a Peppol BIS/International invoices. No paper invoices are accepted.

Norway and other countries - pdfinvoice@equinor.com
(unless agreed otherwise with central invoice department)

Brazil - tpbra@equinor.com

Note: PDF Submission Requirements:

  • PDF submission is sufficient. Original paper invoice is not to be submitted.
  • Only one invoice (with attachments) for each PDF file can be sent.
  • Only one PDF file for each e-mail can be sent.
  • No messages can be submitted with the e-mail, as it will be read by a scanner.

Questions about invoicing?

For questions relating to invoice handling:
E-mail: invoice@equinor.com
Phone: +47 51999222

For USA/Canada:
E-mail: usinvoice@equinor.com
Phone: +1 713 878 6970

For questions relating to technical setup of Peppol BIS/EHF:
Email: vendorportal@equinor.com