Tieto Business Information exchange Portal E-invoicing Issuer Web Application Guide 2.0 page 1/28
Table of Contents 1 Introduction... 3 2 Invoice Issuer web application registration... 3 3 Tieto E-invoicing Issuer web application... 4 4 Maintain Invoice Issuer data... 4 4.1 Access into Invoice Issuer basic data... 4 5 Maintain invoice receiver basic data... 8 5.1 receivers... 8 5.2 Maintain own receivers... 9 5.2.1 Create a new receiver in your own list... 10 5.2.2 Editing an existing receiver... 10 6 Create invoices... 11 6.1 Mandatory data... 11 6.2 Create an invoice from start... 11 6.3 Invoice drafts... 19 6.4 Sent invoices... 20 6.5 Attachments... 21 7 Save a sent invoice in your own workstation... 23 8 Q&A for E-invoicing Issuer web application... 24 9 Change history... 28 page 2/28
Basic Invoice Issuer Web Application Guide 2.0 1 Introduction The objective of this document is to provide basic guidelines to users of Tieto s E- invoicing Issuer Web Application in BIX Portal. This document contains instructions on how to: maintain invoice issuer basic data maintain invoice receiver basic data create and send an invoice add attachments check the status of a sent invoice download invoices for local archiving Tieto E-invoicing Issuer Web Application has an online help function that contains more detailed information concerning specific fields and contents. 2 Invoice Issuer web application registration There are two options to registrate as user: Normal customer agreement with Tieto Invited by customer (purchase invoice collection customer for Tieto) Following describes registration by invitation. Instruction for customer agreement and registration are available in Tieto s website (www.tieto.com/bix). Invoice Issuer web application registration is based on invitation from the buyer organization. The buyer will inform their suppliers of the need to acquire invoices by electronic means. The Invoice Issuer web application is the solution for such suppliers who don t have an existing e-invoice solution and don t want to initiate a project for their billing system in connection with the einvoicing network. The buyer will provide instructions for their suppliers on different options to send e- invoices and will also gather the required base information from suppliers for the initial registration process. When the supplier is registered into the E-invoicing page 3/28
Issuer web application, the needed web address and user-id and password will be sent via email. 3 Tieto E-invoicing Issuer web application After login into Tieto E-invoicing Issuer web application the user will see the Home page. In the Notices section the users see information on the invoices send. 4 Maintain Invoice Issuer data It is important that a new invoice issuer checks its basic company data after registering into the application. Data should be corrected if any errors exist. Invoice issuer data is automatically copied into the created invoices. 4.1 Access into Invoice Issuer basic data After login into Tieto E-invoicing Issuer web application click on Invoice Issuer menu option. page 4/28
On the Invoice issuer page click on Invoice profiles The user can have two different profiles to be used when creating invoices. The profiles can be used in cases when the issuer has different default cases for e.g. selling products and services etc. On the Invoice profile page you can create a new profile by clicking on the Choose new profile menu option To edit an existing profile click on the Edit icon in the table page 5/28
In the Profile screen you can enter the data as you wish it to be presented in the created invoices. If you have questions concerning the different elements, please choose the Help option in the up-right corner to find detailed instructions on element level. page 6/28
In the Help Home page, select from the drop-down list Create new invoice Issuer information to get help concerning the elements of the profile screen. When ready with the content, remember to save your entered settings. page 7/28
5 Maintain invoice receiver basic data 5.1 receivers You can choose the invoice receiver from the public receiver list and maintain your own receiver list. It is possible to copy receivers from the public receiver list into your own list of receivers. Select receivers from the left hand main menu which will take you to the receivers screen. The Search screen gives you the option to search public receivers. By entering an asterisk (*) into the customer name field and clicking on the Search button, you will get the list of all configured public receivers in alphabetical order. page 8/28
In the receivers listing screen you can select receivers and add them into your own private receiver list by clicking on the Add to My list link. 5.2 Maintain own receivers For maintaining your own receivers list click on My receiver list from the main menu. You are directed into the screen where your existing list of receivers can be found. There you are able to Create new receiver or Edit the basic data of an existing receiver. page 9/28
To delete an existing receiver from your list, select the waste basket symbol besides the Edit selection. 5.2.1 Create a new receiver in your own list It is possible also on this level to pick up a receiver from the receiver list and do the required changes into the basic data of your own list or copy the receiver as it is. After entering the requested data for the receiver, remember to Save your work. 5.2.2 Editing an existing receiver When selecting the function to maintain existing receiver data, you will be directed to the same screen as for creating a new receiver, but now it will be filled with the existing data of the configured receiver. page 10/28
6 Create invoices When your basic data is correct in the profile information and you have configured the receivers, you can start to create and send invoices. Invoices can be created without templates by just filling in all needed data, or you can use draft or sent invoices as templates. You can also save your invoices as drafts if you are not able to finish them in one session but need to continue later. You can also copy invoice basic data from an earlier sent invoice and do the needed changes to create a new invoice. 6.1 Mandatory data Before creating an invoice, you should note that certain data fields are mandatory in the invoice template and they need to be filled in. However, this mandatory data might not be enough for your trading partner. Typically, buyers require additional invoice data that would enable more automated reconciliation, matching and accounting processes. This kind of data is typically order and order line identification, account, cost pool and project identification etc. It is strongly recommended to familiarize yourself well with the invoicing instructions your trading partner has provided. This way you will provide good customer service and it may also have an impact on receiving payments in time or even earlier. 6.2 Create an invoice from start Select Create new Invoice from the main menu. page 11/28
The Create new invoice page opens. Enter the basic data of the sender and receiver. Here it is also possible to enter further details for the sender and receiver. In additional receiver information, it is possible to enter certain id s like VAT id, business id and contact information. Especially VAT id is recommended to be included in the invoices because it is necessary information for example to process properly tax deductions etc. page 12/28
In sender s additional information, you can add for example additional bank accounts etc. page 13/28
When you are ready with the sender/receiver data, you can proceed to the next phase by clicking the Continue button. If you have to interrupt your work, click the Save as draft button to store your work for later continuing. page 14/28
When you are ready with the data of the first phase and have pushed the Continue button, you will enter into entering the data of the phase 2 that contain a description of actual invoice contents. The invoice information block contains header type information for the whole invoice. You can enter product/service specific data in the Invoice lines. page 15/28
The payment reference content depends on the payment system used. Its purpose is to include reference data that flows through the invoice to the payment and account statement. In SEPA payments the ISO Creditor Reference is the suggested model (http://www.europeanpaymentscouncil.eu/article.cfm?articles_uuid=b303b34 D-E931-237D-188CABF013DA89FB). However, depending on used banks and countries, there may be bank specific or country specific instructions for payment reference data. If you have doubts on what to use and how, it is wise to ask your bank. To add details in the line level click on the Add Detail icon in the table The system opens a template for more detailed information to be added on line level, for example the order reference. page 16/28
You can click Show Additional Invoice Information link to enter additional information data Here you can enter data concerning payment instructions, delivery and reference data. After finishing with the actual invoice content data in phase 2, click the Continue button and the system will save the invoice as a draft, show you the visualized invoice and suggest to send or edit it. page 17/28
If you choose Back, you will come back to the invoice content screen in Phase 2. If you choose Send, the system will try to send the invoice and informs you about the status. page 18/28
6.3 Invoice drafts Click on Invoice drafts from the Invoice issuer menu option, to get a list of your draft invoices. There are two main functions available in the screen; you can either choose Edit to continue your earlier interrupted work or you can choose Copy to make a draft template invoice as a basis for your new invoice creation. page 19/28
6.4 Sent invoices For sending invoices click on Sent invoices from the main screen. You will see a search filtering the listing of your earlier sent invoices page 20/28
And clicking on the Search button will display the actual list of sent invoices. The Sent invoices screen is very useful for other purposes as well than just for invoice creation. It is highly recommended that after creating and sending an invoice you will also check through Sent invoices that the invoice you just sent will appear in the list. It is also possible to make some notes in your sales invoice for yourself or for example to give some instructions to your accounting service. 6.5 Attachments It is possible to include attachments in the electronic invoice. Click on the Add attachment link at the bottom right hand corner. page 21/28
In the attachment window describe the attachment s purpose and browse and select a file to be attached. The attachment file s name body allows numbers 0-9, capital letters A-Z, normal letters a-z and period (.), hyphen (-) and low line (_). Other characters are not allowed, e.g. a space sign should not be used in an attachment. page 22/28
Long attachment names are not recommended, for example 50 characters should be enough. Check from your invoice receiver possible detailed instructions, for example, what attachment types they accept etc. 7 Save a sent invoice in your own workstation It is also possible to download the sent invoice both in XML-format and in visualized PDF format into your local workstation for further archiving, printing etc. page 23/28
8 Q&A for E-invoicing Issuer web application 1) Q: There is a possibility to create new invoice or even several at once from file in so called TEAPPSXML format which seems to be an xml file format. What is the description of the format? A: This is a chargeable service so company needs to become Tieto s customer first, before they can start uploading. TEAPPSXML is Tieto s own invoice message format that is publicly available. It is widely used in Nordic among application software and e-invoicing service providers. Documentation consists of schema file, dtd file, sample invoice and implementation guide. Documentation for the latest version TEAPPSXML 2.7.2 is available at http://www.tieto.com/what-we-offer/cloud-services/business-information-exchange/einvoicing-services/teappsxml-descriptions Please fill in the subscription form, if you are interested in acquiring the service. Tieto will prepare an agreement including price information based on the data you provide in subscription and mail it for your acceptance and signing. The subscription form can be found here: http://www.tieto.com/what-we-offer/cloud-services/business-information-exchange/einvoicing-services/standard-e-invoicing-solution/standard-e-invoicing-service-subscription 2) Q: When creating an invoice in Tieto Einvoicing Issuer web application, I need to fill in the following Receiver information: - Receiver Name, - Business ID, - Electronic address, - einvoice intermediator. What data shall I enter in the fields above? A: Tieto units and their (e-invoice) addresses can be found from Tieto.com: http://www.tieto.com/archive/materials/misc/invoicingadresses/tieto%20invoicing%20addresses_08052012.pdf 3) Q: We received from you the letter Send electronic invoices to Tieto with following possibilities: a) Sending e-invoices to Tieto via your existing operator or bank connection b) Using Tieto s E-invoicing Issuer web application for manual invoicing free of charge c) Concluding an e-invoice service agreement with Tieto How we can continue? A: Please fill in registration form available here: http://www.tieto.com/what-we-offer/cloudservices/business-information-exchange/e-invoicing-services/tieto-e-invoicing-issuer-webapplication/issuer-registration page 24/28
Info about E-invoice application http://www.tieto.com/what-we-offer/cloudservices/business-information-exchange/e-invoicing-services/tieto-e-invoicing-issuerweb-application 3) Q: We have tried to issue our invoices through Tieto Invoice issuer web application but unfortunately with no success. Can you provide some guidance to us? A: Invoice Issuer web application user guide can be found here: http://www.tieto.com/what-we-offer/cloud-services/business-information-exchange/einvoicing-services/tieto-e-invoicing-issuer-web-application/highlights/related-material/einvoicing-issuer-web-application-userguide/issuer%20portal%20user%20guide%20version%201.pdf For issuing invoices you will also need customer s e-invoicing address. Tieto s e-invoice addresses can be found here: http://www.tieto.com/archive/materials/misc/invoicingadresses/tieto%20invoicing%20addresses_08052012.pdf?version=5 4) Q: I did try the Demo Site Tieto E-invoicing Issuer web application". Where I found a new file format I have never seen before TEAPPSXML. How do I create TEAPPS files? A: For creating and sending electronic invoices, the supplier only needs to submit the needed information for the invoice in the appropriate fields in the Tieto Invoice Issuer web application and press the button SEND. They don t have to worry about TEAPPS files or formats. The application will automatically create an electronic invoice which will be sent to the receiver. 5) Q: My Company does not have any e-invoice capabilities. So I am wondering what to do or if there is any possibility to continue sending invoices by pdf or printed invoices instead? A: For suppliers who have no other e-invoicing ability, the customer suggests using the Invoice Issuer web application which is free of charge and easy to use. To register for the E-invoicing Issuer web application, please fill in registration form available here: http://www.tieto.com/what-we-offer/cloud-services/business-information-exchange/einvoicing-services/tieto-e-invoicing-issuer-web-application/issuer-registration 6) Q: Please clarify what is "business ID" which should be numeric. A: This is a unique ID for an organisation and may vary over the countries. Typically it is managed by some registration authority in the country, Chamber of Commerce etc. page 25/28
7) Q: Why reference cannot contain spaces? My typical reference is: "Christina Johansson/302339". A: There is a limit that Payment Reference cannot contain spaces according to the current Product Requirement. We see the example of typical reference not as a payment reference, but as Order reference. While creating an invoice, this could be entered in the Page 2 -> Additional Invoice information -> Reference Information -> Receivers Order Number field. 8) Q: Where should I put this phrase "Services subject to the reverse charge VAT to be accounted for by the recipient as per Article 196 Council Directive 2006/112/EC". In Payment terms? A: We will add a field for this element in future release. As an intermediate solution this text can be put in on Page 2 -> Invoice Information -> Free text field 9) Q: Where should I put this text for Polish tax office: "Usługi nie podlegają VAT zgodnie z art. 27 ust. 3 pkt. 2 Podatek rozlicza nabywca."? A: If this text is applicable for particular article/articles in the invoice, then please put it into Invoice Lines (for the particular article/articles) -> Add Details -> Additional invoice line information -> Free text field. If this text is applicable to the entire invoice, then please put it into Page 2 -> Invoice Information -> Free text field. 10) Q: Where should I put: "VAT is accounted by the buyer, intra-community trade (reverse tax liability)" A: This text can be put in on Page 2 -> Invoice Information -> Free text field 11) Q: Where should I put name of my company? There is no window on page 2. Should I leave it on page 3, in Invoice recipient? A: You don t need to enter the name of your company. When you log in to the Portal, the Portal identifies your company automatically as we have already configured the name of your company at the time of your registration. The portal automatically puts the name of your company on the invoice that you will create. 12) Q: I have sent you a request from Inexchange (One of the operators belonging to Tieto s Interconnection Network, so basically this question could relate to any operator belonging to Tieto s Interconnection Network) so that we can begin to send you electronic invoices but I haven t got an answer. What shall I do next? I have had a talk to inexchange/operator and they say that they can see that it has been correctly sent. page 26/28
A: We have spoken to InExchange/operator and they will reply to you shortly. 13) Q: How to add rounding value while creating new invoice? A: Please refer below steps and screenshot for adding the rounding value while creating new invoice: 1) On the second page of the process of Creating a new Invoice, once you have entered the invoice formation and the Invoice lines (Articles), click on the link Show Additional Invoice information. Let s say that the Total Amount inclusive of VAT = 915.60 2) This will open (display) the Payment Information section and other sections below on the same page. 3) Under the Payment Information section, enter the Rounding value in the field, e.g. 0.40 4) Now, click on the Recalculate link. So in the e.g., this will change the Total Amount inclusive of VAT to 916.00 NOTE: Rounding can be entered anywhere between -9.99 to 9.99. 14) Q: Which browsers are compatible with Invoice Issuer web application? A: Internet Explorer, Firefox and Chrome The BC Portal is compatible with these 3 browsers. Why? these are the mostly widely used browsers in Europe where we expect most of our suppliers to be concentrated (see map below from http://gs.statcounter.com/#browser-eu-monthly-201203-201205-map). page 27/28
There are 16 file types that can be attached. These are : txt, html, htm, xml, gif, jpg, jpeg, png, tiff, tif, xsl, xls, xlsx, pdf, doc, docx. 9 Change history Version Date Author Reviewed by Approved by Change history V1.0-1 Draft V1.0-1 Draft V1.0-1 Draft 2011-10-23 Tapani Turunen 2011-10-24 Tuija Lompolojärvi 2011-10-31 Tapani Turunen <name> <name> First version Commented version Revised version for language check V1.0-1 2011-11-01 Birute Surplyte V 2.0-1 2012-10-16 Tapani Turunen V 2.0-2 2012-11-16 Pratik Shitole V 2.0-3 2014-07-25 Tapani Turunen First version for publish Added Q&A, new look and feel, naming Added screenshots and modified contents as per new look and feel Ypdate screenshots and some minor changes in functionality page 28/28