HSBC & Tradeshift eInvoicing HSBC Switzerland - Tradeshift Invoice
HSBC & Tradeshift eInvoicing HSBC Switzerland - Tradeshift Invoice Validation Rules
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What are validation rules and why are they important? Validation rules ensure that the vendor provides information in all the required fields. HSBC can then process the invoice quickly and efficiently without any unnecessary exceptions or delay.
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Header Level Validation Rules ● ● ● ● ●
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Sender Company Name, Address – your details Receiver Tax number – HSBC Tax Number Sender Tax number – your Tax Number - Mandatory Invoice date – no more than 10 calendar days in advance Invoice number – must be unique, if an invoice is rejected by HSBC, when resubmitted, a new invoice number will be required. Also no special characters or blank spaces to be used and limited to 50 characters Tax total Currency – the currency must match the currency on the HSBC Purchase Order Amount total – includes Tax Attachment – maximum 4 attachments of 3Mb each are allowed Accepted attachment types - Jpeg, Tiff, BMP, PNG, img, pdf HSBC Purchase Order Number – Optional in the following format: P A Person reference or Named contact - In case a PO number is not provided, a person reference's e-mail or named contact is required Note field (Invoice) – limited to 140 characters Note field (Credit Note) – limited to 90 characters
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Line Level Validation Rules ●
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PO line number - Mandatory if Purchase Order provided at the header level – This must state the PO line number from the corresponding PO line. E.g. if the invoice line is referencing the first PO line, put ‘1’ in here. Item ID - Not mandatory - character limit 240 characters Description - Mandatory - Character limitation: 220 chars Line Type - Mandatory - Only allowed values "Goods" or "Services" (not case sensitive) –this field must be added to every invoice line to ensure HSBC can process the invoice correctly. This must be the same as on the corresponding PO line. Unit – The unit of measure, this must match the unit of measure stated on the corresponding PO line item. Quantity – The quantity being invoiced, this must not exceed the quantity available on the PO. Unit Price – The unit price of the item being invoiced, this must not exceed the unit price stated on the PO. Tax – Select the relevant Tax Code for the invoice line item. Payment Details - not mandatory – if you have multiple bank accounts or payment methods setup, please state the one required for payment of the invoice.
4 | Confidential
PO Validation HSBC has included validation of invoices against the Purchase Orders forwarded to the supplier via Tradeshift. The invoice will not pass the validation rules and WILL NOT be forwarded to HSBC if ANY of the following validations fail: Validations Applied in Tradeshift: ● ● ● ● ● ●
The Purchase Order Number must exists in Tradeshift The Purchase Order must be valid for the supplier raising the invoice The Purchase Order cannot be closed Invoice Line Unit of Measure (UOM) must be the same as the The Purchase Order Line UOM The Invoice Currency must be the same as the The Purchase Order Currency Invoice Number cannot be a duplicate.
5 | Confidential
For more information, please visit: https://HSBC.support.tradeshift.com/
6||Confidential Confidential
| Confidential
What are validation rules and why are they important? Validation rules ensure that the vendor provides information in all the required fields. HSBC can then process the invoice quickly and efficiently without any unnecessary exceptions or delay.
2 | Confidential
Header Level Validation Rules ● ● ● ● ●
● ● ● ● ● ● ● ● ●
Sender Company Name, Address – your details Receiver Tax number – HSBC Tax Number Sender Tax number – your Tax Number - Mandatory Invoice date – no more than 10 calendar days in advance Invoice number – must be unique, if an invoice is rejected by HSBC, when resubmitted, a new invoice number will be required. Also no special characters or blank spaces to be used and limited to 50 characters Tax total Currency – the currency must match the currency on the HSBC Purchase Order Amount total – includes Tax Attachment – maximum 4 attachments of 3Mb each are allowed Accepted attachment types - Jpeg, Tiff, BMP, PNG, img, pdf HSBC Purchase Order Number – Optional in the following format: P A Person reference or Named contact - In case a PO number is not provided, a person reference's e-mail or named contact is required Note field (Invoice) – limited to 140 characters Note field (Credit Note) – limited to 90 characters
3 | Confidential
Line Level Validation Rules ●
● ● ●
● ● ● ● ●
PO line number - Mandatory if Purchase Order provided at the header level – This must state the PO line number from the corresponding PO line. E.g. if the invoice line is referencing the first PO line, put ‘1’ in here. Item ID - Not mandatory - character limit 240 characters Description - Mandatory - Character limitation: 220 chars Line Type - Mandatory - Only allowed values "Goods" or "Services" (not case sensitive) –this field must be added to every invoice line to ensure HSBC can process the invoice correctly. This must be the same as on the corresponding PO line. Unit – The unit of measure, this must match the unit of measure stated on the corresponding PO line item. Quantity – The quantity being invoiced, this must not exceed the quantity available on the PO. Unit Price – The unit price of the item being invoiced, this must not exceed the unit price stated on the PO. Tax – Select the relevant Tax Code for the invoice line item. Payment Details - not mandatory – if you have multiple bank accounts or payment methods setup, please state the one required for payment of the invoice.
4 | Confidential
PO Validation HSBC has included validation of invoices against the Purchase Orders forwarded to the supplier via Tradeshift. The invoice will not pass the validation rules and WILL NOT be forwarded to HSBC if ANY of the following validations fail: Validations Applied in Tradeshift: ● ● ● ● ● ●
The Purchase Order Number must exists in Tradeshift The Purchase Order must be valid for the supplier raising the invoice The Purchase Order cannot be closed Invoice Line Unit of Measure (UOM) must be the same as the The Purchase Order Line UOM The Invoice Currency must be the same as the The Purchase Order Currency Invoice Number cannot be a duplicate.
5 | Confidential
For more information, please visit: https://HSBC.support.tradeshift.com/
6||Confidential Confidential
