UPS Tradeshift Invoicing Against a PO (Standard) Training Guide
UPS – Tradeshift Supplier Training Invoicing Against a Standard Purchase Order (PO)
Last Updated: 3/23/2017
Reference Guide
Types of Purchase Orders
3
Getting Started
4
Invoicing - PO Flip
6
Miscellaneous and Tax Charges
8
Sending an Invoice
12
Business Firewall Validations
13
2-Way Match Validation
15
Managing Sent Invoices
18
Support Resources
21
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
2
Types of Purchase Orders UPS may send one of two types of purchase orders: • Standard Purchase Order - purchase order to be accepted, rejected, or flipped into an invoice; collaboration is not permitted • Order Collaboration Purchase Order - purchase orders that require a confirmation of order quantity, price, delivery schedules, and other additional information; the details of these POs can be modified and resubmitted to UPS –
For instructions on order collaboration POs, review the Invoicing Against an Order Collaboration Purchase Order (PO) training guide
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
3
Getting Started • Once logged into Tradeshift, users will be directed to the Task List to view purchase orders received from UPS • Select a PO and review the details
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
4
Getting Started • Select Accept to confirm a purchase order that was sent by UPS • Select Other Options to reject, print, or download a copy of the PO
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
5
Invoicing - PO Flip • After the PO is fulfilled and items have been shipped, select Create Invoice to pre-populate the data from the original PO
Note: Purchase orders can be selected from the Task List or Documents tab Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
6
PO Flip Field Population • Most of the information will be pre-populated during a PO flip; however, an invoice number needs to be entered • The invoice number cannot contain any spaces or lowercase letters
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
7
Miscellaneous and Tax Charges • Miscellaneous and some tax charges, such as freight, can be added to the header level of an invoice as a header level charge • Select Add discount or charge
• UPS’s Tradeshift account is configured to accept the following tax charges; any tax other than these will be rejected back to the supplier: EXCISE TAX
FUEL TAX
POLLUTANT TAX
SMM TAX
WASTE DISPOSAL TAX
FREIGHT
LUBRICATION OIL TAX
PRIVILEGE TAX
STATE NEW TIRE TAX
WATER QUALITY TAX
FREIGHT SURCHARGE
MOTOR OIL TAX
RECYCLING TAX
SURCHARGE
FUEL SURCHARGE
OWNERSHIP TAX
RENTAL TAX
TRANSACTIONAL PRIVILEGE TAX
Note: All charges must have correct spelling and be entered in ALL CAPS Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
8
Miscellaneous and Tax Charges •
Select the charge type Charge, then enter the charge description
•
Enter the charge amount then select whether the charge is a percentage or a dollar amount
•
The charge will appear under the invoice subtotal Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
9
Payment Methods •
The payment methods field is not used by UPS and should be ignored when filling out the invoice
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
10
Adding Notes & Attaching Documents •
Suppliers can write messages to UPS about the invoice in the message box
•
Request For Appropriation (RFA) and Work Authorization numbers are to be entered in the message box
•
Select Choose File to upload supporting documentation
•
If there are Miscellaneous line items, supporting documentation is required
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
11
Sending an Invoice • An invoice is valid when it passes the business firewall validations and 2-way match validations • Select Send to submit the invoice
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
12
Business Firewall Validations
• The business firewall is a set of invoice rules that UPS has established to validate invoices • An invoice can only be sent if it passes the UPS Business Firewall or an error message will appear Rule
Description
Issue Date:
All invoices must include a date; invoice date cannot be backdated more than 7 days from the current date; forward dating is not allowed
Invoice Number:
All invoices must contain an invoice number; invoice numbers must be unique and cannot be used more than once; letters must be in ALL CAPS and contain no spaces (ex: ABC1234)
Delivery (Ship To) Address:
All invoices must include the location where the product or services were delivered, including: street address, city, state, zip code, and contact information
Invoice Date: All invoices must include the UPS Cost Center ID or a personal reference (UPS UPS Cost Center or Personal Reference: employee email address) PO Number:
All invoices must include the purchase order number for the items on the invoice
PO Line Number:
Each line on the invoice must include the purchase order item line number
Line Level Taxes:
Must not include any value (other than zero) for line-level sales tax; approved charges can be made at the header-level
Other Charges/Taxes (Freight, etc..)
Charges must be added on the header-level and can only be from the list of acceptable charges; do not add a line-level charge Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS.
© 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
13
Business Firewall Errors • If the invoice does not pass the business firewall validations, an error will appear • Correct the invoice and resubmit
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
14
2-Way Match Validation •
Once an invoice is submitted, it goes through a 2-way match - the invoice details are matched to the corresponding purchase order
•
An invoice can only be received by UPS if it passes 2-way match validation; if an invoice fails 2way match, an email notification with the error Two-Way Matching Failed will be sent
2-Way Match
Description The PO must exist in Tradeshift and be active (not closed or voided) for a matched invoice to be created
Active Purchase Order Line Price
Invoice line price may not exceed the PO line price
Line Currency Invoice Date: Line Unit of Measure Multiple invoices
Currency code on the invoice line must match the PO line; currency code on the invoice header must match the currency code on the header of the PO Unit of measure (UOM) on the invoice line must match the UOM on the PO line Multiple invoices are permitted against each PO line, but invoices must not surpass the remaining balance of the PO line
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
15
2-Way Match Validation Error - Notification • If an invoice fails 2-way match, an email notification will be sent and the invoice status will be updated to Failed • Select the View Invoice bar to review and adjust the invoice
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
16
2-Way Match Validation Error • Review the invoice and ensure it matches the confirmed purchase order and 2-way match criteria
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
17
Managing Sent Invoices Sent invoices will be displayed and managed in the Documents tab •
An invoice that passes business firewall validations will be displayed as Sent status and dispatched to UPS for processing and payment
•
Once UPS approves an invoice, the invoice will have an Accepted status
•
An invoice that has failed business firewall validations will be displayed as Failed Delivery
•
DO NOT submit an invoice multiple times or use the same invoice number more than one time
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
18
Managing Sent Invoices - Invoice Status •
Select an invoice on the Documents tab to review comments to see if the invoice has been accepted, paid, or rejected
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
19
Managing Sent Invoices – Invoice Changes • To adjust an invoice that has already been submitted and is in accepted status, please contact UPS support at: [email protected] • Invoices cannot be deleted; archiving an invoice removes the invoice from the user’s documents list, but does not prevent the invoice from being dispatched to UPS
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
20
Support Resources • Official UPS Supplier Welcome Page - Review training, submit support tickets, view announcements, access FAQs, and more: https://ups.support.tradeshift.com/ • All requests to change payment method must be submitted directly to UPS at [email protected] • Tradeshift support for system related questions, please email: [email protected] • Additional support for UPS-specific questions, please email: [email protected] Additional UPS Training Materials: • Setting Up a Tradeshift Account • Invoicing Against an Order Collaboration Purchase Order (PO) Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
21
Last Updated: 3/23/2017
Reference Guide
Types of Purchase Orders
3
Getting Started
4
Invoicing - PO Flip
6
Miscellaneous and Tax Charges
8
Sending an Invoice
12
Business Firewall Validations
13
2-Way Match Validation
15
Managing Sent Invoices
18
Support Resources
21
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
2
Types of Purchase Orders UPS may send one of two types of purchase orders: • Standard Purchase Order - purchase order to be accepted, rejected, or flipped into an invoice; collaboration is not permitted • Order Collaboration Purchase Order - purchase orders that require a confirmation of order quantity, price, delivery schedules, and other additional information; the details of these POs can be modified and resubmitted to UPS –
For instructions on order collaboration POs, review the Invoicing Against an Order Collaboration Purchase Order (PO) training guide
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
3
Getting Started • Once logged into Tradeshift, users will be directed to the Task List to view purchase orders received from UPS • Select a PO and review the details
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
4
Getting Started • Select Accept to confirm a purchase order that was sent by UPS • Select Other Options to reject, print, or download a copy of the PO
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
5
Invoicing - PO Flip • After the PO is fulfilled and items have been shipped, select Create Invoice to pre-populate the data from the original PO
Note: Purchase orders can be selected from the Task List or Documents tab Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
6
PO Flip Field Population • Most of the information will be pre-populated during a PO flip; however, an invoice number needs to be entered • The invoice number cannot contain any spaces or lowercase letters
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
7
Miscellaneous and Tax Charges • Miscellaneous and some tax charges, such as freight, can be added to the header level of an invoice as a header level charge • Select Add discount or charge
• UPS’s Tradeshift account is configured to accept the following tax charges; any tax other than these will be rejected back to the supplier: EXCISE TAX
FUEL TAX
POLLUTANT TAX
SMM TAX
WASTE DISPOSAL TAX
FREIGHT
LUBRICATION OIL TAX
PRIVILEGE TAX
STATE NEW TIRE TAX
WATER QUALITY TAX
FREIGHT SURCHARGE
MOTOR OIL TAX
RECYCLING TAX
SURCHARGE
FUEL SURCHARGE
OWNERSHIP TAX
RENTAL TAX
TRANSACTIONAL PRIVILEGE TAX
Note: All charges must have correct spelling and be entered in ALL CAPS Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
8
Miscellaneous and Tax Charges •
Select the charge type Charge, then enter the charge description
•
Enter the charge amount then select whether the charge is a percentage or a dollar amount
•
The charge will appear under the invoice subtotal Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
9
Payment Methods •
The payment methods field is not used by UPS and should be ignored when filling out the invoice
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
10
Adding Notes & Attaching Documents •
Suppliers can write messages to UPS about the invoice in the message box
•
Request For Appropriation (RFA) and Work Authorization numbers are to be entered in the message box
•
Select Choose File to upload supporting documentation
•
If there are Miscellaneous line items, supporting documentation is required
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
11
Sending an Invoice • An invoice is valid when it passes the business firewall validations and 2-way match validations • Select Send to submit the invoice
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
12
Business Firewall Validations
• The business firewall is a set of invoice rules that UPS has established to validate invoices • An invoice can only be sent if it passes the UPS Business Firewall or an error message will appear Rule
Description
Issue Date:
All invoices must include a date; invoice date cannot be backdated more than 7 days from the current date; forward dating is not allowed
Invoice Number:
All invoices must contain an invoice number; invoice numbers must be unique and cannot be used more than once; letters must be in ALL CAPS and contain no spaces (ex: ABC1234)
Delivery (Ship To) Address:
All invoices must include the location where the product or services were delivered, including: street address, city, state, zip code, and contact information
Invoice Date: All invoices must include the UPS Cost Center ID or a personal reference (UPS UPS Cost Center or Personal Reference: employee email address) PO Number:
All invoices must include the purchase order number for the items on the invoice
PO Line Number:
Each line on the invoice must include the purchase order item line number
Line Level Taxes:
Must not include any value (other than zero) for line-level sales tax; approved charges can be made at the header-level
Other Charges/Taxes (Freight, etc..)
Charges must be added on the header-level and can only be from the list of acceptable charges; do not add a line-level charge Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS.
© 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
13
Business Firewall Errors • If the invoice does not pass the business firewall validations, an error will appear • Correct the invoice and resubmit
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
14
2-Way Match Validation •
Once an invoice is submitted, it goes through a 2-way match - the invoice details are matched to the corresponding purchase order
•
An invoice can only be received by UPS if it passes 2-way match validation; if an invoice fails 2way match, an email notification with the error Two-Way Matching Failed will be sent
2-Way Match
Description The PO must exist in Tradeshift and be active (not closed or voided) for a matched invoice to be created
Active Purchase Order Line Price
Invoice line price may not exceed the PO line price
Line Currency Invoice Date: Line Unit of Measure Multiple invoices
Currency code on the invoice line must match the PO line; currency code on the invoice header must match the currency code on the header of the PO Unit of measure (UOM) on the invoice line must match the UOM on the PO line Multiple invoices are permitted against each PO line, but invoices must not surpass the remaining balance of the PO line
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
15
2-Way Match Validation Error - Notification • If an invoice fails 2-way match, an email notification will be sent and the invoice status will be updated to Failed • Select the View Invoice bar to review and adjust the invoice
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
16
2-Way Match Validation Error • Review the invoice and ensure it matches the confirmed purchase order and 2-way match criteria
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
17
Managing Sent Invoices Sent invoices will be displayed and managed in the Documents tab •
An invoice that passes business firewall validations will be displayed as Sent status and dispatched to UPS for processing and payment
•
Once UPS approves an invoice, the invoice will have an Accepted status
•
An invoice that has failed business firewall validations will be displayed as Failed Delivery
•
DO NOT submit an invoice multiple times or use the same invoice number more than one time
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
18
Managing Sent Invoices - Invoice Status •
Select an invoice on the Documents tab to review comments to see if the invoice has been accepted, paid, or rejected
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
19
Managing Sent Invoices – Invoice Changes • To adjust an invoice that has already been submitted and is in accepted status, please contact UPS support at: [email protected] • Invoices cannot be deleted; archiving an invoice removes the invoice from the user’s documents list, but does not prevent the invoice from being dispatched to UPS
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
20
Support Resources • Official UPS Supplier Welcome Page - Review training, submit support tickets, view announcements, access FAQs, and more: https://ups.support.tradeshift.com/ • All requests to change payment method must be submitted directly to UPS at [email protected] • Tradeshift support for system related questions, please email: [email protected] • Additional support for UPS-specific questions, please email: [email protected] Additional UPS Training Materials: • Setting Up a Tradeshift Account • Invoicing Against an Order Collaboration Purchase Order (PO) Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS. © 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.
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