HOW TO SEND E-INVOICES TO

Transcription

2 SUPPLIER KIT 2 (11) Contents A. Company profile... 4 B. General information Invoice types Format Enclosed invoice images... 5 C. Invoice Content... 6 D. Additional information please note the following... 7 E. Why e-invoicing and ways of sending Advantages of e-invoices E-invoice address Options for sending e-invoices to... 9 F. How to get started with e-invoicing STEP 1. Contact your e-invoicing service provider STEP 2. Create a test invoice STEP 3. Submit the test invoice STEP 4. Receive the customer s feedback STEP 5. Start sending e-invoices!... 11

3 SUPPLIER KIT 3 (11) Dear Suppliers, is moving to electronic invoicing. is committed to improve purchase to payment cycle and process efficiency. Systematic switching to electronic invoicing has now started. E-invoicing will gradually be taken as the only invoicing option. This change also benefits you. In one smart move, you can: Promote punctual payment Improve the customer relationship Take advantage of a range of services, some free of charge Alternatives for sending invoices to are following: Alt. 1 Start to send e-invoices where invoice data with the invoice picture is taken directly from your billing system and sent to your service provider who then routes the e-invoices to and/ through Basware e-invoicing service. The usage of operator ID and e-invoice address are required. See part A. of this document. Alt. 2 Key-in your invoices free of charge through web-based Basware Portal Key-in service. Portal enables you to enter invoice information, add attachments and send them to us free of charge. Your registration must be approved by a customer before you can log in. From supplier portal, you can send invoices to customers who have enabled supplier portal for their suppliers. Once you are in the portal, you select all the companies to which you want to send invoices. The use of supplier portal is easy, fast and accurate. The service validates all created documents in realtime to ensure all mandatory fields are filled in according to our requirements. This document includes all necessary information on how to send e-invoices. Invoicing details are listed in part A. Part B. provides general information whereas parts C. and D. show invoice content with important comments and additional information. Part E. lists e-invoice sending options and part F. gives step-by-step instructions how to get started. Information is also available on our activation site Basware supports us in our initiative to increase e-invoicing. If you have any questions, don t hesitate to contact Basware Activation Services. You will reach them at activation.services@basware.com Thank you for the support of our initiative to increase e-invoicing! Best regards, Jari Ålgars Contact details Company Basware Corporation Contact details For more information about e-invoice sending solutions: activation.services@basware.com Accounts Payable Financial Developer Forwarding Manager For Basware customers: ages/support.aspx emea.ap.ssc@outotec.com apac.ap.ssc@outotec.com amer.ap.ssc@outotec.com SPECIFIC INFORMATION REGARDING AS AN E-INVOICE RECEIVER

4 SUPPLIER KIT 4 (11) A. Company profile E-invoice address Include the correct e-invoice address in the data file and/or on the invoice. Address is needed for correct delivery of the e-invoice to Company name VAT-ID E-invoice address (Sweden) AB SE GLN: Pty Ltd GLN: (USA) Inc (Tax Identification Number) (Canada) Ltd RT0002 (Tax Identification Number) Gmbh & CO KG DE GLN: (Filters) Gmbh DE GLN: Oyj FI (Finland) Oy FI Turula Oy FI (Filters) Oy FI Service Provider Details All e-invoices sent to should go through our service provider. We have chosen Basware to be our partner. Basware provides the Business Commerce Network for delivering electronic invoice messages to us. Service provider Service provider ID / Operator ID Contact and Support Basware Corporation BAWCFI22

5 SUPPLIER KIT 5 (11) B. General information 1. Invoice types All invoice types need to be supported invoice types. Note that some invoice types might require additional content information. Check and agree with before sending the invoices. 2. Format i. Single invoices We prefer all invoices to be sent as single invoices. This ensures increased automatic invoice handling, automated processes and allows us to settle your invoices promptly. ii. Collective invoices Although it is possible to distribute collective invoices also electronically, we strongly advise against it. Collective invoices diminish the possibilities for automatic invoice handling and make it difficult to maintain automated processes. Collective invoices might also require a customer specific layout, increasing cost for all involved parties. iii. Specific requirements for specific suppliers In addition to the requirements presented in this document some suppliers might be required to enclose additional information. Such additional requirements are and will be regulated by your agreement with us. We are able to receive invoices in all relevant standardized xml formats. In this document the usage of the latest version of _XML format_ is assumed. Please contact Basware or your e- invoicing service provider for a detailed format description. 3. Enclosed invoice images All enclosed invoice images must come in the form of either a PDF-file or a TIFF-file. If no invoice image is enclosed, a standardized invoice image will be generated by Basware. This generated image might not include all the information you would like to share with us or is required by us. Therefore it is strongly recommended to include a PDF/TIFF-copy of your own to be presented to us.

6 SUPPLIER KIT 6 (11) C. Invoice Content The table below shows what must be included in your e-invoices to. Most of it is required by law, while the other fields are important for us to enable automatic invoice handling and automated processes. If your invoice already have all the mentioned information included, you are ready to send us e-invoices. NOTE! Supplier refers to the company sending e-invoices to and Customer is. A. Type of information B. Comment Supplier s e-invoicing address Supplier s name Supplier s adress Supplier s VAT ID Supplier s bank account / IBAN number The official name VAT ID SEPA payments require correct IBAN number. Suppliers s bank name and SWIFT / BIC code Customer s e-invoicing address See part A. Customer s name Customer s adress Invoice number Invoice date Invoice due date Invoice gross amount Invoice net amount Currency Customer s reference Purchase order number SEPA payments require correct BIC code. It must be clearly stated, which company invoice is addressed to. Invoice due date need to be shown on the invoice. Currency (code) need to be stated clearly. Contact person of the customer must be stated clearly. If invoice is based on the purchase order, the order number of the customer must be stated. Order number is provided by the customer.

7 SUPPLIER KIT 7 (11) D. Additional information please note the following 1. We use Purchase order number to automate invoice processing. Therefore it is important that you state the number given by us on the invoice. Make sure to include the reference in the identical form given to you in the fields Purchase order number and Customer reference (Buyers name). Do not add nor take away anything from the number or name. 2. Note that payment term is not enough to qualify the due date and cash discount. Always state your due date, cash discount due date and cash discount amount in number format on the invoice. 3. Include all the attachments to your electronic invoices. We do not approve of invoices and attachments that are delivered separately. 4. In case you are not able to send us either electronic nor invoices, please take a notice of our changed invoicing addresses for paper invoices. New addresses are valid immediately and they are company based. Any other documents than invoices sent to the invoicing addresses will be refused. Invoicing addresses for paper invoices (Sweden) AB PO Box FE Stockholm Sweden Pty Ltd PO Box 8285 Baulkham Hills NSW 2153 Australia (USA) Inc. PO Box Indianapolis IN (Canada) Ltd. PO Box No Station 'B', Etobicoke, Ontario M9W 5L6 Gmbh & CO KG Abt Berlin Germany (Filters) Gmbh Abt Berlin Germany Turula Oy PL BASWARE Oyj PL BASWARE

8 SUPPLIER KIT 8 (11) (Finland) Oy PL BASWARE (Filters) Oy PL BASWARE 5. Any other documents such as bank guarantees, letter of credits, reminders, certificates of origin, bill of lading and statements of accounts must be sent to the postal address: Sweden AB Po Box Skellefteå Sweden Pty Ltd PO Box 412 Frenchs Forest NSW 1640 Australia (USA) Inc Stayton Dr. Ste M Jessup, MD USA (Canada) Ltd Corporate Dr. Burlington, Ontario L7L 6M3 Gmbh & CO KG Ludwig-Erhard-Strasse 21 D Oberursel Filters Gmbh Eschweiler Strasse D Alsdorf Oyj Rauhalanpuisto 9, PO box 1000 FI ESPOO, Finland (Finland) Oy Rauhalanpuisto 9, PO box 1001 FI ESPOO, Finland Turula Oy Kuvernöörinkatu 2 FI Outokumpu, Finland (Filters) Oy Tukkikatu 7, PO Box Lappeenranta, FINLAND

9 SUPPLIER KIT 9 (11) E. Why e-invoicing and ways of sending 1. What is an e-invoice An e-invoice has the same contents as a paper invoice. It consists of invoice data fields and invoice image. An e-invoice can be received directly to an electronic purchase invoice handling system in electronic format where it can be processed further. The invoice image makes the review, approval and other actions on the invoice easier. An e-invoice can be archived like a paper invoice, but more cost-efficiently. 2. Advantages of e-invoices There are many advantages of sending e-invoices. Promote punctual payment You improve the customer relationship Take advantage of a range of services, some free of charge 3. E-invoice address An e-invoicing address identifies the invoice sender and the invoice receiver and also the service provider is required. E-invoicing addresses need to be defined for both parties. More information about s e-invoice addresses can be found at part A of this document. 4. Options for sending e-invoices to receives the e-invoices through Basware Business Transactions (BT) service. As a supplier you can choose the best option how to send e-invoices to. strongly encourages its suppliers to send only electronic invoices since it will gradually be taken as the only invoicing option. 4.1 If you already send e-invoices to other customers through an service provider If you already have an agreement with an e-invoice service provider, ask your service provider to route the e-invoices to through Basware e-invoice service (Basware s Service Provider ID is BAWCFI22). Basware has agreements with many e-invoice service providers in the Nordic countries, Europe and USA. The network members are listed here: See part F. for more instructions. 4.2 An integrated solution by Basware If you send more than 500 invoices per month: it is recommended to send all invoices as e-invoices. With Basware e-invoice Basic, you send your invoice data directly from your billing system and Basware takes care of creating and sending the e-invoices for your company. Your customers can choose to receive invoices directly to their invoice processing systems or as attachments. This is a fully automated way of sending e-invoices. It helps you to eliminate time-consuming processes and saves you time and money with every invoice sent. It also offers flexibility for your customers because they can choose their preferred delivery method. You can send line item data and attachments.

10 SUPPLIER KIT 10 (11) Using Basware e-invoice solution you can monitor the invoicing traffic with the help of a web based follow-up tool and also edit the contents. Basware will be glad to help you to start using e-invoicing E-invoices through Virtual Printer Basware Virtual printer is the quick and easy way to get started with e-invoicing. You carry on printing your invoices as usual, with the only difference being that you print them virtually. Once the service is set up, all you need to do is add your customer s e-invoice address to the invoice recipient field and choose Basware as the printer. Once Basware receives the virtual printouts, Basware converts them into e-invoices and sends them to your customers. Basware e-invoice Virtual Printer is the ideal solution for businesses with relatively low monthly invoice volumes of around You don t need to make any changes to your invoicing processes or software, and you can start saving from day one. You can send attachments with the Virtual Printer. Additional information about the virtual printing can be found here: Please check the video, it helps to visualize what this sending solution is about. 4.4 Basware portal Key-in The Basware Portal Key-in for Suppliers service features an intuitive web user interface that allows you to submit invoices to. You can enter basic header level data and row level data. The Key-in service is easy to use and free of charge for your company. The input data is validated in real time. The validation rules cover available input fields and control of mandatory field information. You receive immediate feedback if the validation criteria are not met. Before entering the actual invoice data, you have to select the recipient of the invoice from the customer list. Once the customer is selected, you can open an invoice form with prefilled customer data. After the initial selection, you can enter the invoice data and add attachments to the invoice. The legal invoice image PDF is generated automatically when the invoice is sent. This invoice image can be viewed and printed after the invoice has been created. The invoice key-in form will automatically calculate VAT amount. This calculation is performed based on the net sum and VAT percent defined on the invoice line level. Click this link to access the portal. See detailed instructions on Basware portal Key-in HERE F. How to get started with e-invoicing These are instructions for sending e-invoices with a service providing partner. Your partner can be Basware or a partner that is already connected to our network. If your service provider is in this list, (

11 SUPPLIER KIT 11 (11) us/interoperability) please proceed with these instructions. If your service provider is not in this list please fill in the form in STEP 1. STEP 1. Contact your e-invoicing service provider If you are already cooperating with an e-invoicing service provider (operator), please contact the service provider and ask them to ensure that they are connected to Basware. Forward the Operator Questionnaire to your service provider. You can download the document here: If you are currently unable to send e-invoices and/or you are not connected to an e-invoicing service provider, Basware is happy to provide assistance you can find contact details on page 3. has chosen to cooperate with Basware for electronic invoicing, and your company is welcome to contact them to learn more about their offering. STEP 2. Create a test invoice Generate a test invoice according to the content requirements listed in this document. In order for to be able to automate their invoice handling, it is important that you include on your test invoice all fields that have been marked as mandatory. It is also highly recommended that you mention in header and line level that the invoice is just for testing purposes, by typing TEST somewhere to the invoice fields. STEP 3. Submit the test invoice Send the test invoice to your e-invoicing service provider, and ask them to forward it to Basware. Basware s Business Transactions service verifies and converts the invoice according to the customer s requirements, and forwards it to the customer. After you have sent the test invoice, please also notify s contact person by (see contact details on page 3). Please remember that sending e-invoices many times requires some coordination with your Account Receivables department. Please ask to confirm that your test invoices have been received by. STEP 4. Receive the customer s feedback will examine the test invoice and may ask you to modify the test invoice and repeat steps 2 and 3, or immediately give their acceptance for you to start sending e-invoices. STEP 5. Start sending e-invoices! Once the test invoices have been approved by, live invoices can be sent to the production environment. Please inform your contact person at before sending your first live invoice.