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    What are the validation rules?

    1149 1 Created on 2023-01-25 10:05:02; Last updated on 2023-03-17 14:34:50

    The validation rules are in place to ensure that Levi Stauss & Co. has all the information they need to process your invoices. This means that there will be no delays in processing your payment once you invoice us.


    The validation rules are detailed in the tables below:


    PO Sellers


    Highlighted Policies


    All policies are listed in the following sections, but we would like to highlight the following:

    • The Document Id needs to be unique per Seller/Buyer relation, and should not be more than 16 characters long.
    • Purchase Order Number and Order Line Number are required on the Invoices at Header and Line level.
    • The Purchase Order Number used in the Invoice must exist in the Tradeshift platform before the Invoice can be sent to Levi’s due to PO matching validation.
    • Delivery Date is mandatory to be provided on the Invoices.


    Required information for invoices


    Rule # Mandated Information Description
    01 Seller Full Name The full name of the Invoice Sender (Seller) is mandatory.
    02 Seller Full Address An integrated seller needs to provide all their full
    address information in their files, consisting out of
    - Street Name,
    (Building number is the street number)
    - City Name,
    - Postal Code,
    - State
    - Country
    03 Buyer Full Name The full name of the Invoice Recipient (buyer) is mandatory.
    04 Buyer Full Address An integrated seller needs to provide all their full
    address information in their files, consisting out of
    - Street Name,
    (Building number is the street number)
    - City Name,
    - Postal Code,
    - State
    - Country
    05 Buyer Legal Identifiyer Bill to Entity identifier is mandatory.
    06 Delivery Date The date the goods/services are set to be delivered is mandatory to be provided.
    07 Invoice Date Issue date is mandatory to be provided in the document cannot be longer than 9 months before current date.
    08 Invoice Number Document Number is mandatory to be provided in the document.
    09 Purchase Order Number Purchase Order Number is mandatory to be provided at Header level.
    10 Invoice Currency The currency of the document needs to be in local currency and be a valid ISO code.
    11 Person reference required Person reference is required and must contain a valid @levi.com e-mail address.


    Line level required information


    Rule # Mandated Information Description
    12 Purchase Order Number Purchase Order Number is mandatory to be provided at Line level.
    13 Order Line Number Order Line Number is mandatory to be provided at Line level.
    14 Item Description The description of the products are mandatory to be provided in Line Level.
    15 Item Id Material Code or Item Id is optional to be provided in the Line level.
    16 Unit Price The price per unit of the invoiced product is mandatory to be provided in Line Level.
    17 Quantity The Line Item Quantity is mandatory to be provided in Line level.
    18 Unit of Measure (UOM) UOM is mandatory to be provided in the Line Level.
    19 Attachment The original Seller PDF file needs to be provided as attachment on all the Invoices.


    Required information on credit notes


    Rule # Mandated Information Description
    01 Seller Name The name of the Invoice Sender (Seller) is mandatory.
    02 Seller Address An integrated seller needs to provide all their full
    address information in their files, consisting out of
    - Street Name,
    (Building number is the street number)
    - City Name,
    - Postal Code,
    - State
    - Country
    03 Buyer Name The name of the Invoice Recipient (buyer) is mandatory.
    04 Buyer Address An integrated seller needs to provide all their full
    address information in their files, consisting out of
    - Street Name,
    (Building number is the street number)
    - City Name,
    - Postal Code,
    - State
    - Country
    05 Buyer Legal Identifier Buyer's Legal Entity is mandatory to be provided.
    06 Credit Note Date Issue date is mandatory to be provided in the document.
    07 Credit Note Number Document Number is mandatory to be provided in the document.
    08 Invoice Currency The currency of the document needs to be in local currency and be a valid ISO code.
    09 Invoice Reference The Invoice Reference number on where the Credit Note applies to is mandatory to be provided.
    10 Attachment The original Seller PDF file needs to be provided as attachment on all the Invoices.


    Line level required information


    Rule # Mandated Information Description
    11 Item Description The description of the products are mandatory to be provided in Line Level.
    12 Item Id Material Code or Item Id is optional to be provided in the Line level.
    13 Unit Price The price per unit of the invoiced product is mandatory to be provided in Line Level.
    14 Quantity The Line Item Quantity is mandatory to be provided in Line level.
    15 Unit of Measure (UOM) UOM is mandatory to be provided in the Line Level.


    Consistency requirements


    Single order reference allowed per Invoice
    Invoice total amount cannot be < or=$0
    Attachment is required as the PDF image of the Invoice
    Order reference is required at header and line level.


    • Quantity has a maximum of 12 digits and 2 decimals places.
    • Line level Item Id have character limitations of maximum 18 characters.
    • Line level Item Descriptions have character limitations of maximum 50 characters. Additional characters will be truncated by the system.
    • Invoice issue date longer than 9 months before current date will not be allowed.
    • the tax categories exempt and zero rated are only accepted for lines with a 0% tax.
    • Pre-payment Invoices must be tax exempted 0%.
    • Header level Charges or Allowance (Discounts) are restricted. Only Line level Charges or Allowance (Discounts) are allowed.
    • Invoice Currency and Unit of Measure (UOM) must match the Purchase Order currency.
    • Proforma type document not allowed.


    NonPO Sellers


    Highlighted Policies


    All policies are listed in the following sections, but we would like to highlight the following:

    • The Document Id needs to be unique per Seller/Buyer relation, and should not be more than 16 characters long.
    • Delivery Date is mandatory to be provided on the Invoices.


    Required information for invoices


    Rule # Mandated Information Description
    01 Seller Full Name The full name of the Invoice Sender (Seller) is mandatory.
    02 Seller Full Address An integrated seller needs to provide all their full
    address information in their files, consisting out of
    - Street Name,
    (Building number is the street number)
    - City Name,
    - Postal Code,
    - State
    - Country
    03 Buyer Full Name The full name of the Invoice Recipient (buyer) is mandatory.
    04 Buyer Full Address An integrated seller needs to provide all their full
    address information in their files, consisting out of
    - Street Name,
    (Building number is the street number)
    - City Name,
    - Postal Code,
    - State
    - Country
    05 Buyer Legal Identifiyer Bill to Entity identifier is mandatory.
    06 Delivery Date The date the goods/services are set to be delivered is mandatory to be provided.
    07 Invoice Date Issue date is mandatory to be provided in the document cannot be longer than 9 months before current date.
    08 Invoice Number Document Number is mandatory to be provided in the document.
    09 Invoice Currency The currency of the document needs to be in local currency and be a valid ISO code.
    10 Person reference required Person reference is required and must contain a valid @levi.com e-mail address.


    Line level required information


    Rule # Mandated Information Description
    11 Item Description The description of the products are mandatory to be provided in Line Level.
    12 Item Id Material Code or Item Id is optional to be provided in the Line level.
    13 Unit Price The price per unit of the invoiced product is mandatory to be provided in Line Level.
    14 Quantity The Line Item Quantity is mandatory to be provided in Line level.
    15 Unit of Measure (UOM) UOM is mandatory to be provided in the Line Level.
    16 Attachment The original Seller PDF file needs to be provided as attachment on all the Invoices.


    Required information on credit notes


    Rule # Mandated Information Description
    01 Seller Name The name of the Invoice Sender (Seller) is mandatory.
    02 Seller Address An integrated seller needs to provide all their full
    address information in their files, consisting out of
    - Street Name,
    (Building number is the street number)
    - City Name,
    - Postal Code,
    - State
    - Country
    03 Buyer Name The name of the Invoice Recipient (buyer) is mandatory.
    04 Buyer Address An integrated seller needs to provide all their full
    address information in their files, consisting out of
    - Street Name,
    (Building number is the street number)
    - City Name,
    - Postal Code,
    - State
    - Country
    05 Buyer Legal Identifier Buyer's Legal Entity is mandatory to be provided.
    06 Credit Note Date Issue date is mandatory to be provided in the document.
    07 Credit Note Number Document Number is mandatory to be provided in the document.
    08 Invoice Currency The currency of the document needs to be in local currency and be a valid ISO code.
    09 Invoice Reference The Invoice Reference number on where the Credit Note applies to is mandatory to be provided.
    10 Attachment The original Seller PDF file needs to be provided as attachment on all the Invoices.


    Line level required information


    Rule # Mandated Information Description
    11 Item Description The description of the products are mandatory to be provided in Line Level.
    12 Item Id Material Code or Item Id is optional to be provided in the Line level.
    13 Unit Price The price per unit of the invoiced product is mandatory to be provided in Line Level.
    14 Quantity The Line Item Quantity is mandatory to be provided in Line level.
    15 Unit of Measure (UOM) UOM is mandatory to be provided in the Line Level.


    Consistency requirements


    Single order reference allowed per Invoice
    Invoice total amount cannot be < or=$0
    Attachment is required as the PDF image of the Invoice


    • Quantity has a maximum of 12 digits and 2 decimals places.
    • Line level Item Id have character limitations of maximum 18 characters.
    • Line level Item Descriptions have character limitations of maximum 50 characters. Additional characters will be truncated by the system.
    • Invoice issue date longer than 9 months before current date will not be allowed.
    • the tax categories exempt and zero rated are only accepted for lines with a 0% tax.
    • Pre-payment Invoices must be tax exempted 0%.
    • Header level Charges or Allowance (Discounts) are restricted. Only Line level Charges or Allowance (Discounts) are allowed.
    • Proforma type document not allowed.

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