DGT’s contractors will access the F&T Portal from the eXtra Portal, by following the link that will be available once the “Ready for invoicing” is displayed on the eXtra Portal, Feedback Section.
The access is based on the EU Login. Tutorial on how to create an EU Login account can be found here.
To create the EU Login account/EU LOGIN UID if you are a company, it is recommended to use the company email address as the UID and not that of an individual user as it may cause problems if the user leaves the company!
Please note that only one UID account is allowed for EU Login authentication to access the eXtra Portal and the F&T Portal.

Create blank invoice

At any time during the preparation of the invoice, you will find a progress bar on top of the screen.

This line shows all the steps of the invoice creation process, indicating the step you are currently in.

Additionally, this progress bar enables you to quickly access any step or revisit a previous step at any moment.

At any time during the preparation of the invoice and after its submission, abutton enables you close the invoice and go back to the list of invoices related to the contract.

1	As an Accounting Manager, open Invoices from the left-pane under Procurement centre. If Procurement Centre and the Invoices tab do not appear, use this link to create your first invoice: https://ec.europa.eu/info/funding-tenders/opportunities/portal/remote-invoices/blank-invoice. Once an invoice has been created via this link, the Invoices tab will automatically appear on the left-side.
2	Click on + New Blank Invoice:
3	In the next screen you will need to select the supplier. As shown above, the Supplier name and Electronic Address for Invoices are mandatory fields filled-in automatically upon the selection of the supplier. The information in the Supplier contact person below is not compulsory and can be entered if necessary: Once done, click in the bottom right of the screen
4	Once reaching the Customer step, select Directorate-General for Translation from the Select customer dropdown list. The Customer and the Electronic Address for Invoices fields will get filled automatically. Once done, click on Next.
5	Enter required information at the Invoice form step. Start by encoding the Invoice number & Invoice date. The invoicing currency & payment means are preselected. You may indicate the start and end date of the invoicing period and other details. You can also upload documents: receipt advices, delivery notes… You can Drag and drop the files or Choose Files from your computer. To finish working on this later, you can click Save to save the progress on the invoice so far. Click Next when you are done and it will save what you entered automatically (same goes if you press Previous to go to the previous step).
6	From the Invoice details page, click on + Receipts Advices. From the list of displayed receipts advices, select the one that should be included in the current invoice. To select multiple receipt advices they must belong to the same group (i.e., same Financial Department Code, IBAN). They will be grouped that way in the F&T screen as shown below: Please note that this choice will automatically update the IBAN and contract reference fields in the previous step (Step 3 - Invoice form). By expanding a line you will see the existing attachments (e.g. a penalty form): The receipt advices can be exported as a PDF document by selecting the button that is associated to any of them. Once the receipt advices were selected press OK. If you press Cancel, your selection will not be saved.
7	After selecting the receipt advices and pressing OK, you will be back in the Invoice details step. From here, you can open the invoice line by clicking on the Item name: The VAT category is automatically set on Exempt from tax. From the New invoice line menu you can change the value of the VAT category and VAT rate, in case it is needed. However, if the VAT category remains Exempt from tax, it is mandatory to edit the VAT exemption reason. If the reason is the same for all the lines, tick the box Duplicate VAT exempt. reason to all other Invoice Lines. Click OK, and then Next to reach the next step.
8	Onto the Confirmation step, you will find all the information entered in the previous step. Once checked, if everything is correct, click . A confirmation that the invoice has been sent appears: In case of doubt, please contact the DGT-FL-PORTAL-MANAGER. Reminder for VAT: the national VAT threshold is EUR 124 for orders issued in Belgium and EUR 240 for order issued in Luxembourg. If the amount of your invoice is below these thresholds, you must apply VAT. If the amount of your invoice is above these thresholds, VAT exemption applies. VAT must be applied for contractors established in Portugal if they are under the normal VAT regime. if you are not subject to VAT because you are under the small business scheme, you must not apply VAT, regardless of the amount you want to invoice. if you are established in a country outside of the EU, you must not apply VAT, regardless of the amount you want to invoice. If the transaction is exempted of VAT, please introduce the exemption reason as follows: for intra-Community purchases, the statement to be included in the invoice is "For the official use of the European Union. VAT exemption/European Union/Article 151 of Council Directive 2006/112/EC”. where VAT is due in Belgium, the invoice must include the following statement "Exonération de la TVA; art. 42 § 3.3 du code TVA (circulaire (2/1978)" or any equivalent statement in Dutch or German. where VAT is due in Luxembourg, the invoice must include the following statement "Commande destinée à l'usage official de l'Union européenne. Exonération de la TVA article 43 § 1 k 2ème tiret de la loi modifiée du 12.02.79". If you are not subject to VAT because you are under the small business scheme, please indicate the mention as provided by your national legislation indicating that you are in this situation. If you are located in a country outside of the EU, please specify in the VAT exemption reason “Out of EU” or any other mention imposed by your national legislation.

View, download, duplicate an invoice or create a linked credit note

1	In the Invoices page, by clicking on the Actions button next to the submitted invoice you can View, Download or Duplicate the invoice: Please, DO NOT use the functionality Create Credit Note. In case of issues, you can use a Credit Note for your internal accounting system. However, for correcting the invoice, please contact us by email to DGT-FL-Portal-manager@ec.europa.eu.
2	Click on View to display all the invoice details on the screen. At the page bottom, you will find two buttons: One to close this invoice and go back to the list of invoices: One to download the invoice:
3	Download Invoice will immediately download it in PDF format (in Human Readable Format). You can open the downloaded file from your browser's downloads, this PDF will contain all invoice data.
4	If you click on Duplicate, it will create an invoice with the exact same details of the invoice you entered. You can then modify those fields where necessary. Please carefully check that everything is correct for your new invoice.

Edit invoice

As long as the invoice has not been submitted, you can edit it.

1	Open Contracts from the left-pane, find the specific contract and click on the Actions menu in order to select Manage invoices.
2	From the list of invoices, identify the draft one. Click on the Actions menu and then Edit from that line.
3	You are able to save and close the invoice at any time.

Delete an invoice, a line, or an attachment

As long as the invoice is in draft mode,

You will find a Delete option via the Actions menu. You have to confirm the deletion.
In the draft invoice a line can be deleted by clicking on Delete. Click OK to confirm.