The purchasing contact, the accounts desk and the unloading point can have different addresses. Record those differences without turning every address into a different buying entity. An instruction to send an invoice to an accounts office does not, by itself, identify the customer name and address to put on the invoice. Ask the responsible finance contact to confirm invoice customer details and routing instructions separately; mark either as unconfirmed when necessary.
This is an enquiry worksheet, not an invoice-compliance checklist. It does not determine the buyer under a contract, who pays, the importer, tax treatment or shipment-document requirements. Those decisions need the actual transaction and the responsible reviewers.
Separate the question each record answers
The US International Trade Administration’s pro forma invoice guidance lists buyer identity and reference information separately from the delivery point. That is useful context for explicit records; it is US export guidance, not a European invoice-content rule or approval of this worksheet.
Use three labelled records. They may refer to the same organisation or address. Where they do, repeat the agreed reference or write an explicit cross-reference such as “same address as buyer, confirmed by [responsible role]”. A blank field means only that nothing has been recorded there; it proves neither agreement nor absence of a requirement.
| Record | Information to collect | What not to infer |
|---|---|---|
| Buyer / order enquiry | Proposed purchasing entity and address; purchasing contact; enquiry or order reference; identity still awaiting confirmation | The person requesting a quotation is not automatically the confirmed ordering entity. Ask which entity the enquiry concerns. |
| Invoice details and routing | Finance-confirmed invoice customer name and address, or “to be confirmed”; separately label the accounts department, routing address or agreed channel; required reference | An accounts contact, shared-service centre or invoice delivery address does not by itself identify a different invoice customer. Do not replace the customer name with a routing-office label. |
| Physical receiver | Receiving party or site; full physical address and country; goods-in contact; gate, dock and receiving instructions where relevant | A receiving site does not by itself identify the invoice customer, payer or importer. A country or head-office address is not a complete receiving address. |
This layout is an editorial suggestion, not a declaration that three different parties must exist. If an onward destination matters, record it separately and ask which physical point the present enquiry and quotation cover; do not assume an additional movement is included.
A hypothetical three-address handover
Suppose fictional Distributor D in Germany requests 40 cartons of YK-WB-13G-30 galvanized wire buckles. The catalogue lists 1,000 pieces per carton and a galvanized, zinc-coated finish. Forty cartons is illustrative, not an order minimum, stock statement or supply promise.
D requests invoice correspondence through a shared-service office in the Netherlands, with goods requested at fictional Plant P in Belgium. The shared-service office is a routing instruction in this example, not a separate invoice customer. D’s finance contact still needs to confirm the exact invoice customer name/address and routing details. No real business, contact, customer or transaction is described.
A compact record could read:
Buyer: Distributor D (fictional), Germany; full entity name/address to confirm.
Purchasing contact / reference: responsible role and enquiry reference to confirm.
Invoice customer name/address: to be confirmed by D's finance contact.
Invoice routing: shared-service office, Netherlands; address/channel to confirm.
Invoice reference: accounts-team requirement to confirm.
Receiver: Plant P (fictional), Belgium; full site address/contact/gate to confirm.
Product / quantity: YK-WB-13G-30; 40 cartons requested; alternatives to discuss.
Technical requirement: strap, tool, application and open specification points to add.The placeholders are deliberately unresolved. This is a record of questions, not an instruction to issue an invoice or dispatch goods. It does not establish tax treatment, import responsibilities or who is bound by an order.
Use the current YAKU Europe form accurately
The European enquiry form has fields for your name, company, delivery country, quantity and unit, part number or family, and a requirement text box. It has no dedicated invoice-routing fields and no file-upload control.
For the example, put the proposed buying entity in Company, select Belgium as the physical delivery country, enter 40 cartons as quantity and unit, and identify YK-WB-13G-30 in the part field. Add the labelled buyer, invoice and receiver records alongside the technical requirement in Part numbers, strap system and requirement. Review the final text so the accounts-routing country is not mistaken for the delivery country.
The requirement box accepts 8 to 3,000 characters in the current form. Keep the compact record within that limit together with the technical details; retain the full map in your own enquiry file. If the actual delivery country is absent from the selector, use the listed direct contact route and state the real destination rather than selecting an incorrect country. There is no attachment action on this form.
The form prepares text locally. With JavaScript available, review and copy the prepared text or choose to open WhatsApp; sending still requires your own action. Without JavaScript, the page gives a direct-contact route. Preparing or copying text is not a sent or received enquiry, an accepted quotation or an order.
Review changes by record
Keep the map with the technical enquiry, its date/version and the person consolidating it. When something changes, identify the affected field and ask the responsible parties to review its effects; do not assume an invoice-routing change has no other commercial consequences. Confirm the consolidated instructions with the supplier through the agreed channel before relying on them.
Use the specification guide for the part, strap and tool questions, and the units and packing guide for the quantity basis. The map adds the administrative handover; it does not replace technical or commercial review.