Validation rules ensure that the vendor provides information in all the required fields. HSBC Group can then process the invoice quickly and efficiently without any unnecessary exceptions or delay.



Header Level Validation Rules

• Sender Company Name, Address – your details
• Sender Tax number – your Tax Number – Mandatory
• Invoice date – no more than 10 calendar days in advance
• Invoice number – must be unique, if an invoice is rejected by HSBC Group, when resubmitted, a new invoice number will be required. Also no special characters or blank spaces to be used and limited to 50 characters
• Tax total
• Amount total – includes Tax
• Attachment – maximum 4 attachments of 3Mb each are allowed
• Accepted attachment types - Jpeg, Tiff, BMP, PNG, img, pdf, Excel
• HSBC Group PO number (5 letter and 7 digit code) is mandatory if invoice is related to PO spend - If invoice is for non PO invoice please delete the PO field
• A Person reference or Named contact is required
• Note field (Invoice) – limited to 140 characters
• Note field (Credit Note) – limited to 90 characters

Line Level Validation Rules

• Item ID - Not mandatory - character limit 240 characters
• Description - Mandatory - Character limitation: 220 characters
• Line Type - Mandatory - Only allowed values "Goods" or "Services" (not case sensitive) –this field must be added to every invoice line to ensure HSBC Group can process the invoice correctly. This must be the same as on the corresponding PO line (if applicable)
• Unit – The unit of measure, this must match the unit of measure stated on the corresponding PO line item (if applicable)
• Quantity – The quantity being invoiced, this must not exceed the quantity available on the PO (if applicable)
• Unit Price – The unit price of the item being invoiced, this must not exceed the unit price stated on the PO (if applicable)
• Tax – Select the relevant Tax Code for the invoice line item
• Payment Details - Mandatory - The bank account supplied on the invoice will be validated against the supplier bank account registered with HSBC. If the bank account stated on the invoice is not registered with HSBC (e.g. where multiple bank accounts are held) further verification checks will be required