Purchasing at Agder Energi

Agder Energi maintains high ethical standards in all of its activities. This means that competitive procurement processes shall adhere to commercial principles, and that we shall treat suppliers and potential suppliers in a professional manner. We expect the same from our suppliers.

Corporate Social Responsibility (CSR)

Agder Energi’s Corporate Social Responsibility (CSR) shall be based on commercial criteria and shall reflect industry norms and general national trends in the field.

This means that the Group must follow guidelines laid down by the Norwegian authorities, as well as comply with the principles of the UN Global Compact in the areas of human rights, labour standards, the environment and anti-corruption.

Purchasing policy

In so far as possible, all purchases shall be based on competitive procurement processes, as well as being traceable and documented. Agder Energi shall use its purchasing power to obtain the best possible terms. This is one of the things that helps to strengthen our competitive position.

Purchases shall be implemented in such a way that our internal procedures meet high ethical standards. Purchases shall be judged against their overall lifetime cost. This involves taking into account the one-off purchase costs and subsequent operating costs.

Contracts

Wherever possible, Agder Energi uses standard contracts. Where standard contracts are not available, Agder Energi applies its general terms and conditions to the purchase of services and goods.

Background checks

Due to the guidelines in the Regulations on Supply Sector Purchases (Norw.: forsyningsforskriften), Agder Energi requires background checks to be performed on everyone who has access to specific parts of our business. Services related to companies associated to Kraftforsyningens beredskapsorganisasjon, but also other companies that may be affected, require (full) background checks before the project begins.

Delivery and delivery times

Products and services delivered shall always correspond to the specifications in the contract and order. Any nonconformity with this must be reported immediately. Our general terms and conditions of contract include a clause on products being delivered duty paid to our locations. Unless otherwise agreed, that clause shall apply.

Invoicing requirements

Agder Energi only accepts electronic invoices from our suppliers. This is to reduce processing times, improve quality and ensure that together we do our bit for the environment by reducing paper use. This also applies to credit notes and payment reminders.

Agder Energi uses EHF as its standard format for invoices and credit notes. In order to ensure that invoices from our suppliers are processed correctly, we need them to meet certain minimum requirements. Those requirements are in line with DIFI’s guidelines for this format.

Agder Energi only accepts electronic invoices from our suppliers. This is to reduce processing times, improve quality and ensure that together we do our bit for the environment by reducing paper use. This also applies to credit notes and payment reminders.

The invoicing requirements apply to the following companies:

Organization number	Company
981952324	Agder Energi AS
989198637	Agder Energi Venture AS
996325830	Norsk Varme- og Energiproduksjon AS
982974011	Agder Energi Nett AS
882973972	Agder Energi Vannkraft AS
998340403	Agder Energi Kraftforvaltning AS
955007514	Otra Kraft DA
959951829	Otteraaens Brugseierforening
847088842	Arendals Vassdrags Brugseierforening
995878550	Northconnect AS
996625001	Northconnect KS
914496438	Stoaveien 14 AS
914496284	Stoa 192 AS
914496268	Stoa 234 AS
982974062	LOS AS
819449392	Entelios AS
921002807	Entelios Trading AB Filial i Norge
980921409	Agder Energi Varme AS
915499511	Enfo AS
920441580	Agder Energi Fleksibilitet AS

 

Submitting invoices

Suppliers may use various tools to submit invoices to our companies.

Elektronisk Handelsformat (EHF)

Most financial software supports this format; for more information, see anskaffelser.no. It is not necessary to submit a test invoice before service delivery starts, but note that invoice files that do not meet the reference requirements will be rejected and returned.

Invoicing portal

Suppliers whose invoicing software does not allow them to submit an invoice in EHF format may use various online portals to submit their invoices. This involves entering your invoice details on a website that then sends the invoice in the correct format to the recipient. If you don’t send many invoices, this may be the best option for you. SendRegning is one such tool. For more information about it and instructions on how to submit an invoice, see sendregning.no.

It costs NOK 11 per invoice to use the tool. Agder Energi does not have any agreements in place with these companies and cannot provide support for their services; please contact the companies directly.

Reference requirements for invoices

All invoices must include a reference. The various kinds of reference that we use are described below:

1. Order number

This shall be included if you have a purchase order from an Agder Energi company. The order number is a whole number (don’t put any letters, symbols or spaces in the field). If you don’t have a purchase order, you should leave the field empty or enter NA.

EHF reference: OrderReference/ID

2. Your ref.

Here you should enter a 6-digit employee number (no letters, symbols or spaces). The employee number is specified on the purchase order. If you don’t have a purchase order, ask your contact person at the customer (AE company) to provide you with the employee number. This field is mandatory in EHF and must contain a value.

EHF reference: BuyerReference

3. Contract/Framework agreement number

Here you can enter the contract/framework agreement number. Check the number with your contact person at the customer (AE company).

EHF reference: ContractDocumentReference/ID

4. Additional references:

Here you can enter any references that are not described above. More than one additional reference may be given.

EHF reference: AdditionalDocumentReference/ID

Other requirements

Our standard terms and conditions state that our payment terms are 30 days net. Unless otherwise agreed, you should assume that this applies to your invoice. Any delivery and invoice charges must be agreed in advance. Our standard terms and conditions are INCOTERMS 2010–DDP (Delivered Duty Paid). We do not normally accept any invoice charges.

E-mail a brief description of the goods and/or services that your business can offer, as well as contact details (company name, contact person, phone number and e-mail address), to innkjop@ae.no. Enter “New supplier for Agder Energi” in the subject field of the e-mail.

We recommend everyone who wants to become a supplier to Agder Energi to register with UNCE. We use this register to pre-qualify suppliers for many of our invitations to bid/competitions.