How to order stuff online

Looking for the big order document to register your order? Here it is!

There is a difference between purchases and investments. Purchases are purchases of, for example, paper clips, paper, pens, a mouse pad, groceries, etc.

Investments are purchases of durable items that last longer than 1 year and whose unit price generally exceeds € 500,-. Examples are computers, bicycles, cars, desks/chairs, etc.

1. Decide which company the purchase should be for.

The rule we follow is that an invoice must be issued in the name of Voys United B.V. or Windshaft B.V.  if the unit price of an item exceeds € 500,-. This does not include subscriptions. Otherwise, it can be put on one of the entities below.

  • Devhouse Spindle B.V.
  • Eigennummer.nl B.V.
  • Voys B.V.
  • Voys B.V. (België)
  • Voys Europe
  • Voys One

Not sure which one? Ask a Finance colleague, they can help you out!

2. Check out our sustainable purchasing policy

We want our purchases to be sustainable. We have a lot of awesome local or green companies that we have good relations with. We also have the default account which makes your life a lot easier.

3. Find a new gadget

Find the webshop you want to order stuff from - preferably only known and sustainable companies of which passwords are found in our password manager- and then make sure the invoice is addressed to the entity for which the purchase is made (so Voys B.V. for purchases in name of  Voys, Devhouse Spindle B.V. for Spindle etc. etc.). Invoices in your own name can not be processed and paid. You have to pay these invoices yourselves and put in a declaration via Nmbrs (see 💶Reimbursements)

With some suppliers, we have a business account and can order on the invoice. These suppliers are marked with a green bar in Keyhub. Make sure you choose the log with the supplier of the correct entity. For some suppliers there are both Voys and Spindle accounts. If it is possible to order the goods on invoice, please do so, even when the other party is a bit cheaper. The biggest advantage and time-saver are that the address data is correct and that the invoices (mostly) will be sent to Finance automatically.

Please note: Bol.com sends the (VAT) invoices automatically when you order directly from Bol, this does not happen when you order from a Bol.com partner. In that case you have to request a VAT invoice via the portal.

Order the item on the company name the purchase is for and set yourself as a contact. Also, always put in a VAT number (found here ), when possible. Especially for purchases abroad. Never use your private email address for company purchases, this includes study-related purchases. Also, don’t use your personal company email address but use a general email address preferably use the administration address.

4. Recurring subscriptions

For Recurring costs/licenses/subscription/tools purchases use the administration address for your subscriptions. Also don’t forget to fill in the ordersheet

5. Fill in the big order list

The big order list contains everything that is bought by everybody. Please put your stuff in for the right legal entity. When it concerns the purchase of a subscription or other recurring payments, make sure you pick the tab subscription/Recurring.

6. How to arrange payments for your purchases

Ordering by invoice is always preferred over any other payment method. Payments will be done by a Finance colleague. When payment has to be done by iDeal and the role in charge of the administration the purchase is for is not available, all Finance colleagues can make payments for every entity. Please try them first before the solution is sought in credit card payment or PayPal.

7. Is everything there?

When the order has been delivered, check the packing slip to ensure that everything that has been ordered has actually been delivered. Sometimes the invoice is also included with the order. Then you can check this invoice to make sure everything on the invoice is delivered. If this is the case send the invoice as a PDF attachment to the bookkeeping program (the email addresses can be found under ). If there is no invoice (yet), then you give the verified packing slip, preferably with a notification that everything has been delivered or, if not, a mention of what has not been delivered yet, to the role in charge of the entity the purchase is done for. All this is necessary to ensure that we do not pay for goods that are not delivered or are no longer in stock.