UPS-Tradeshift Invoicing Against a Contract Training
UPS – Tradeshift Supplier Training Invoicing Against A Contract
Last Updated: 3/23/2017
Reference Guide Creating an Invoice
3
Required Fields on Invoice
4
Supplier Pricing Terms Spreadsheet
6
Supplier Offer Viewer App
7
Supplier Offer Viewer App - Selecting A Buyer (UPS)
8
Supplier Offer Viewer App - Viewing Products and Contract Details
9
How to Delete an Invoice Line
13
Miscellaneous and Tax Charges
14
Payment Method
17
Attaching Documents
18
Sending an Invoice
20
Business Firewall Errors
21
2-Way Match Validation
22
Managing Sent Invoices
25
Support Resources
30
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
Creating an Invoice • When ready to invoice UPS, select the Create Documents icon on the task bar, then select 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.
3
Required Fields on Invoice • Select UPS Oasis Supply Corporation as the invoice recipient • The invoice number must be unique and cannot contain any spaces or lower case letters (ex. ABC1234) • The issue date cannot be back-dated more than 7 days from the day of invoice submission
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
Required Fields on Invoice • The contract number, which begins with a CW or P2P, is located in the contract details under Contract ID in the Supplier Offer Viewer app • The Contract ID is also listed in the product pricing terms spreadsheet
CW2473806
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
Supplier Pricing Terms Spreadsheet • UPS will send suppliers an Excel spreadsheet with product pricing terms • The spreadsheet can be used when entering line item information on the invoice • The product pricing terms are also displayed in the Supplier Offer Viewer App SKU Contract ID Contracted Max Quantity
Name
Quantity Price Currency Unit of Measure Category Description
81141804 CW2473806
500000
EQUIPMENT INSPECTION SERVICE 500000
75.00 USD
EA
EQUIPMENT INSPECTION SERVICE
20122835 CW2473806
500000
TRAVELING EQUIPMENT
500000
150.00 USD
EA
TRAVELING EQUIPMENT
20141200 CW2473806
500000
DESANDING EQUIPMENT
500000
150.00 USD
EA
DESANDING EQUIPMENT
31211903 CW2473806
500000
MASKING EQUIPMENT
500000
100.00 USD
EA
MASKING EQUIPMENT
105
500000
TRANSACTION FEE - 0 TO 500,004 500000
0.50
EA
TRANSACTION FEE - 0 TO 500,004
CW2473806
USD
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
Supplier Offer Viewer App • Access to Tradeshift apps will be made available within one business day of account activation • Apps can be accessed via the apps icon on the task bar
Supplier Offer Viewer app: This app will allow a company to view the details of its contract(s) with 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.
7
Supplier Offer Viewer App – Selecting A Buyer (UPS) • Select the Supplier Offer Viewer app • Select UPS OASIS SUPPLY CORPORATION
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
Supplier Offer Viewer App – Viewing Products and Contract Details • After selecting UPS, all products with accepted contracts will appear • Select any product to view its 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.
9
Supplier Offer Viewer App – Viewing Products and Contract Details •
Contract ID, SKU, and Contracted Price are details needed to complete an invoice
Remaining Quantity:
This value will decrease each time an invoice is accepted by 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.
10
Required Fields on Invoice • Add a field for either Personal Reference (email) OR Cost Center in order for the invoice to be routed to the appropriate approver • The personal reference email must have a domain of @ups.com [email protected]
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
Required Fields on Invoice For each line item: • Enter the Item ID located in the contract details under SKU in the Supplier Offer Viewer app or provided in the Excel spreadsheet • Enter an item description and quantity; the quantity field can only contain up to two decimal places • Enter the Price Per Unit located in the contract details under Contracted Price in the Supplier Offer Viewer app or listed in the Excel spreadsheet • If the Tax % isn’t pre-populated with 0%, select US Non-Taxable 0%
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
How to Delete an Invoice Line • To delete an invoice line, hover over the line and select the X
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
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.
14
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.
15
Miscellaneous and Tax Charges • Any charges on the line level will fail the business firewall and will be rejected
x
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
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.
17
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.
18
Required Fields on Invoice • Select Set delivery address and enter the Delivery Address information • GLN is an optional field
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
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.
20
Business Firewall Errors • If the invoice does not pass the business firewall validations, one or more errors 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.
21
2-Way Match Validation • Once an invoice is submitted, it goes through a 2-way match - the invoice details are matched to the corresponding contract • An invoice can only be received by UPS if it passes 2-way match validation Contract Validation Criteria Accepted Contract
Line Price
Description For an invoice to be successfully delivered, the items associated with the contract must agree with the information provided in the Supplier Offer Viewer App Invoice line price may not exceed the contract price
Line Currency
The currency code on the invoice line must match the contracted currency
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.
22
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.
23
2-Way Match Validation Error – Review and Correct • Review the invoice and ensure that it matches the accepted contract validation 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.
24
Managing Sent Invoices Sent invoices will be displayed and managed in the Documents tab •
An invoice that passes contract validation 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 contract validation 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.
25
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.
26
Managing Sent Invoices - Rejected Invoices • If UPS rejects an invoice back to the supplier, the supplier must recreate the invoice •
Select the rejected invoice and select Use as draft
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.
27
Managing Sent Invoices - Rejected Invoices •
The new invoice will be automatically filled with some information from the rejected invoice
•
Create a new invoice number, re-enter the contract number, and resolve the issues that prevented approval
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.
28
Managing Sent Invoices – Invoice Changes •
To adjust an invoice that has already been submitted and is in accepted status, please reach out to 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.
29
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 a 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.
30
Last Updated: 3/23/2017
Reference Guide Creating an Invoice
3
Required Fields on Invoice
4
Supplier Pricing Terms Spreadsheet
6
Supplier Offer Viewer App
7
Supplier Offer Viewer App - Selecting A Buyer (UPS)
8
Supplier Offer Viewer App - Viewing Products and Contract Details
9
How to Delete an Invoice Line
13
Miscellaneous and Tax Charges
14
Payment Method
17
Attaching Documents
18
Sending an Invoice
20
Business Firewall Errors
21
2-Way Match Validation
22
Managing Sent Invoices
25
Support Resources
30
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
Creating an Invoice • When ready to invoice UPS, select the Create Documents icon on the task bar, then select 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.
3
Required Fields on Invoice • Select UPS Oasis Supply Corporation as the invoice recipient • The invoice number must be unique and cannot contain any spaces or lower case letters (ex. ABC1234) • The issue date cannot be back-dated more than 7 days from the day of invoice submission
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
Required Fields on Invoice • The contract number, which begins with a CW or P2P, is located in the contract details under Contract ID in the Supplier Offer Viewer app • The Contract ID is also listed in the product pricing terms spreadsheet
CW2473806
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
Supplier Pricing Terms Spreadsheet • UPS will send suppliers an Excel spreadsheet with product pricing terms • The spreadsheet can be used when entering line item information on the invoice • The product pricing terms are also displayed in the Supplier Offer Viewer App SKU Contract ID Contracted Max Quantity
Name
Quantity Price Currency Unit of Measure Category Description
81141804 CW2473806
500000
EQUIPMENT INSPECTION SERVICE 500000
75.00 USD
EA
EQUIPMENT INSPECTION SERVICE
20122835 CW2473806
500000
TRAVELING EQUIPMENT
500000
150.00 USD
EA
TRAVELING EQUIPMENT
20141200 CW2473806
500000
DESANDING EQUIPMENT
500000
150.00 USD
EA
DESANDING EQUIPMENT
31211903 CW2473806
500000
MASKING EQUIPMENT
500000
100.00 USD
EA
MASKING EQUIPMENT
105
500000
TRANSACTION FEE - 0 TO 500,004 500000
0.50
EA
TRANSACTION FEE - 0 TO 500,004
CW2473806
USD
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
Supplier Offer Viewer App • Access to Tradeshift apps will be made available within one business day of account activation • Apps can be accessed via the apps icon on the task bar
Supplier Offer Viewer app: This app will allow a company to view the details of its contract(s) with 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.
7
Supplier Offer Viewer App – Selecting A Buyer (UPS) • Select the Supplier Offer Viewer app • Select UPS OASIS SUPPLY CORPORATION
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
Supplier Offer Viewer App – Viewing Products and Contract Details • After selecting UPS, all products with accepted contracts will appear • Select any product to view its 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.
9
Supplier Offer Viewer App – Viewing Products and Contract Details •
Contract ID, SKU, and Contracted Price are details needed to complete an invoice
Remaining Quantity:
This value will decrease each time an invoice is accepted by 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.
10
Required Fields on Invoice • Add a field for either Personal Reference (email) OR Cost Center in order for the invoice to be routed to the appropriate approver • The personal reference email must have a domain of @ups.com [email protected]
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
Required Fields on Invoice For each line item: • Enter the Item ID located in the contract details under SKU in the Supplier Offer Viewer app or provided in the Excel spreadsheet • Enter an item description and quantity; the quantity field can only contain up to two decimal places • Enter the Price Per Unit located in the contract details under Contracted Price in the Supplier Offer Viewer app or listed in the Excel spreadsheet • If the Tax % isn’t pre-populated with 0%, select US Non-Taxable 0%
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
How to Delete an Invoice Line • To delete an invoice line, hover over the line and select the X
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
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.
14
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.
15
Miscellaneous and Tax Charges • Any charges on the line level will fail the business firewall and will be rejected
x
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
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.
17
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.
18
Required Fields on Invoice • Select Set delivery address and enter the Delivery Address information • GLN is an optional field
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
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.
20
Business Firewall Errors • If the invoice does not pass the business firewall validations, one or more errors 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.
21
2-Way Match Validation • Once an invoice is submitted, it goes through a 2-way match - the invoice details are matched to the corresponding contract • An invoice can only be received by UPS if it passes 2-way match validation Contract Validation Criteria Accepted Contract
Line Price
Description For an invoice to be successfully delivered, the items associated with the contract must agree with the information provided in the Supplier Offer Viewer App Invoice line price may not exceed the contract price
Line Currency
The currency code on the invoice line must match the contracted currency
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.
22
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.
23
2-Way Match Validation Error – Review and Correct • Review the invoice and ensure that it matches the accepted contract validation 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.
24
Managing Sent Invoices Sent invoices will be displayed and managed in the Documents tab •
An invoice that passes contract validation 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 contract validation 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.
25
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.
26
Managing Sent Invoices - Rejected Invoices • If UPS rejects an invoice back to the supplier, the supplier must recreate the invoice •
Select the rejected invoice and select Use as draft
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.
27
Managing Sent Invoices - Rejected Invoices •
The new invoice will be automatically filled with some information from the rejected invoice
•
Create a new invoice number, re-enter the contract number, and resolve the issues that prevented approval
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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Managing Sent Invoices – Invoice Changes •
To adjust an invoice that has already been submitted and is in accepted status, please reach out to UPS support at: [email protected]
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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.
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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 a 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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