UPS-Tradeshift Invoicing Against a PO (PO
UPS – Tradeshift Supplier Training Invoicing Against an Order Collaboration Purchase Order (PO)
Last Updated: 3/23/2017
Reference Guide Types of Purchase Orders
3
Getting Started
4
Apps
5
Order Collaboration App – Opening a Purchase Order
6
Order Collaboration App – Purchase Order Status
7
Order Collaboration App – Collaborating on a Purchase Order
8
Order Collaboration App – PO Line Change Request Rejection
11
E-Logistics App – Create Advanced Shipment Notice (ASN)
12
Invoicing - PO Flip
26
PO Flip Field Population
27
Miscellaneous and Tax Charges
28
Payment Methods
30
Adding Notes & Attaching Documents
31
Sending an Invoice
32
Business Firewall Validations
33
2-Way Match Validation
35
Managing Sent Invoices
38
Support Resources
41
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: • 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 • Standard Purchase Order - purchase order to be accepted, rejected, or flipped into an invoice; collaboration is not permitted –
For instructions on standard POs, review the Invoicing Against a Standard 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
•
Select the icon on the task bar to access the Order Collaboration and E-logistics apps
Note: Apps will be available within one business day of account activation
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
Apps •
The Order Collaboration app will enable users to collaborate on POs (permits acceptance, rejection, or the change of one or more lines on a PO from UPS) up until both parties agree on the final purchase order
•
The E-logistics app will enable users to create and send Advanced Shipment Notices (ASNs) for items on a 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
Order Collaboration App – Opening a Purchase Order •
Select the menu icon and open the Order Collaboration App
•
Select a new or confirmed PO to open by selecting a Document ID
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
Order Collaboration App – Purchase Order Status Collaboration POs can have the following statuses: Status
Description
New
• • •
The PO is new and has not yet been confirmed It needs to be reviewed, then confirmed, or changed An invoice cannot be submitted against a PO in New status
Changed
• •
The PO has been changed by the supplier and has yet to be confirmed by UPS An invoice cannot be submitted against a PO in Changed status
• • •
The PO has been confirmed by the supplier and/or UPS Changes can still be made to the PO, but the status of the PO will revert back to Changed An invoice can be submitted against a PO in Confirmed status
• •
This PO has been closed An invoice cannot be submitted against a PO in Closed status
Confirmed
Closed
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
Order Collaboration – Collaborating on a Purchase Order There are several ways to collaborate on a purchase order: Select the
Confirm an entire PO or a specific line on a PO
icon at header-level to confirm an entire PO or at the line-level;
the icon will turn into
Attach a document at line or header level
Select the
Insert comments to UPS at line or header level
Select the
icon at header-level or line-level to insert comments to UPS
Reject a specific line on a PO
Select the
icon at the line-level to reject a specific line item on a PO
Change line-level Request Date, Order Quantity, or Unit Price
If necessary, enter new values in the respective fields:
Create Delivery Schedule for a specific line
To split the delivery schedule for a specific line item, select:
icon at header-level or line-level to attach supporting documentation
Once edits are complete, select Respond
Once edits are complete, select 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
Order Collaboration – Collaborating on a Purchase Order • Do not use the PO Line Split function • Any information provided under this icon will not be transferred 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.
9
Order Collaboration – Collaborating on a Purchase Order •
Once a PO change request is submitted, UPS will receive notification and will either accept or reject the change
•
After UPS has accepted the change, it must be reconfirmed by the supplier
•
Once PO changes have been confirmed by both parties, the Advanced Shipment Notice (ASN) can then be submitted
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
Order Collaboration – PO Line Change Request Rejection •
If UPS rejects the PO line change request, the status on that line will show as rejected
•
The rejected line will display the values it contained before the change request was made
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
E-Logistics App – Create Advanced Shipment Notice (ASN) • An advanced shipment notice must be delivered before an invoice can be sent • To create a new ASN, open the E-Logistics app and select
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
E-Logistics App – Create Advanced Shipment Notice (ASN) • Select the Pick Up drop down menu to select a company
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
E-Logistics App – Create Advanced Shipment Notice (ASN) • Select Destination and choose 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.
14
E-Logistics App – Create Advanced Shipment Notice (ASN) •
Use the blue pencil icon to select the correct Destination [delivery address] for a shipment
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
E-Logistics App – Create Advanced Shipment Notice (ASN) •
Select the correct address for the shipment and select Close
•
POs that have not been shipped will be the only addresses displayed
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
E-Logistics App – Create Advanced Shipment Notice (ASN) •
Select Choose Carrier to identify the carrier of the shipment
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
E-Logistics App – Create Advanced Shipment Notice (ASN) Transport Details •
The Scheduled Delivery Date should be updated to reflect the actual delivery date of the shipment
•
Enter the tracking number in the Supplier Reference field
•
Complete the Weight Unit, Gross Weight, and Net Weight fields
•
The Notes section is for additional information that needs to be provided
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
E-Logistics App – Create Advanced Shipment Notice (ASN) • • •
Once all fields have been completed under Shipment and Transport Details, select Save The number of purchase order lines open for shipment to the recipient will appear in the Content section Select the Content drop down to populate the PO line detail
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
E-Logistics App – Create Advanced Shipment Notice (ASN) • If the PO line detail does not populate after selecting the Content drop down, select Filter Candidates
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
E-Logistics App – Create Advanced Shipment Notice (ASN) • Check the box next to Ignore Delivery Date under Filter Details and select Apply
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
E-Logistics App – Create Advanced Shipment Notice (ASN) • All available lines will now populate regardless of the request date of the purchase order
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
E-Logistics App – Create Advanced Shipment Notice (ASN) •
Expand the Content section to select which purchase order line items to include
•
Users can only select purchase order items that were not submitted in a previous ASN
•
Select X to remove any items that will NOT be included in the shipment
•
Use filters to search for specific POs or item numbers
•
If necessary, update the line item To Ship QTY
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
E-Logistics App – Create Advanced Shipment Notice (ASN) •
Select Save at the line-level for all shipments in the transaction
•
Review the entire ASN and then Save and/or Announce – Selecting Save still allows the ASN details to be edited at a later date –
•
Announce delivers the ASN to UPS
The shipment ID will be created automatically after the ASN has been successfully created
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
E-Logistics App – Create Advanced Shipment Notice (ASN) •
Select Documents to view both Announced and Saved ASNs
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
Invoicing - PO Flip •
Select the menu icon and open the Order Collaboration App
•
Select a PO with a confirmed status
•
Then select Invoice; this imports the data from the original PO into an 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.
26
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.
27
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:
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.
28
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.
29
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.
30
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.
31
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.
32
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.
33
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.
34
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
Active Purchase Order
The PO must exist in Tradeshift and be active (not closed or voided) for a matched invoice to be created
Remaining Balance
The quantity that has been confirmed and announced in the ASN, but not invoiced
Line Price
Invoice Date: Invoice line price may not exceed the PO line price
Line Currency
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
Line Unit of Measure
Unit of measure (UOM) on the invoice line must match the UOM on the PO line
Multiple invoices
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.
35
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.
36
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.
37
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.
38
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.
39
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.
40
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 Standard 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.
41
Last Updated: 3/23/2017
Reference Guide Types of Purchase Orders
3
Getting Started
4
Apps
5
Order Collaboration App – Opening a Purchase Order
6
Order Collaboration App – Purchase Order Status
7
Order Collaboration App – Collaborating on a Purchase Order
8
Order Collaboration App – PO Line Change Request Rejection
11
E-Logistics App – Create Advanced Shipment Notice (ASN)
12
Invoicing - PO Flip
26
PO Flip Field Population
27
Miscellaneous and Tax Charges
28
Payment Methods
30
Adding Notes & Attaching Documents
31
Sending an Invoice
32
Business Firewall Validations
33
2-Way Match Validation
35
Managing Sent Invoices
38
Support Resources
41
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: • 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 • Standard Purchase Order - purchase order to be accepted, rejected, or flipped into an invoice; collaboration is not permitted –
For instructions on standard POs, review the Invoicing Against a Standard 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
•
Select the icon on the task bar to access the Order Collaboration and E-logistics apps
Note: Apps will be available within one business day of account activation
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
Apps •
The Order Collaboration app will enable users to collaborate on POs (permits acceptance, rejection, or the change of one or more lines on a PO from UPS) up until both parties agree on the final purchase order
•
The E-logistics app will enable users to create and send Advanced Shipment Notices (ASNs) for items on a 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
Order Collaboration App – Opening a Purchase Order •
Select the menu icon and open the Order Collaboration App
•
Select a new or confirmed PO to open by selecting a Document ID
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
Order Collaboration App – Purchase Order Status Collaboration POs can have the following statuses: Status
Description
New
• • •
The PO is new and has not yet been confirmed It needs to be reviewed, then confirmed, or changed An invoice cannot be submitted against a PO in New status
Changed
• •
The PO has been changed by the supplier and has yet to be confirmed by UPS An invoice cannot be submitted against a PO in Changed status
• • •
The PO has been confirmed by the supplier and/or UPS Changes can still be made to the PO, but the status of the PO will revert back to Changed An invoice can be submitted against a PO in Confirmed status
• •
This PO has been closed An invoice cannot be submitted against a PO in Closed status
Confirmed
Closed
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
Order Collaboration – Collaborating on a Purchase Order There are several ways to collaborate on a purchase order: Select the
Confirm an entire PO or a specific line on a PO
icon at header-level to confirm an entire PO or at the line-level;
the icon will turn into
Attach a document at line or header level
Select the
Insert comments to UPS at line or header level
Select the
icon at header-level or line-level to insert comments to UPS
Reject a specific line on a PO
Select the
icon at the line-level to reject a specific line item on a PO
Change line-level Request Date, Order Quantity, or Unit Price
If necessary, enter new values in the respective fields:
Create Delivery Schedule for a specific line
To split the delivery schedule for a specific line item, select:
icon at header-level or line-level to attach supporting documentation
Once edits are complete, select Respond
Once edits are complete, select 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
Order Collaboration – Collaborating on a Purchase Order • Do not use the PO Line Split function • Any information provided under this icon will not be transferred 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.
9
Order Collaboration – Collaborating on a Purchase Order •
Once a PO change request is submitted, UPS will receive notification and will either accept or reject the change
•
After UPS has accepted the change, it must be reconfirmed by the supplier
•
Once PO changes have been confirmed by both parties, the Advanced Shipment Notice (ASN) can then be submitted
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
Order Collaboration – PO Line Change Request Rejection •
If UPS rejects the PO line change request, the status on that line will show as rejected
•
The rejected line will display the values it contained before the change request was made
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
E-Logistics App – Create Advanced Shipment Notice (ASN) • An advanced shipment notice must be delivered before an invoice can be sent • To create a new ASN, open the E-Logistics app and select
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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E-Logistics App – Create Advanced Shipment Notice (ASN) • Select the Pick Up drop down menu to select a company
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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E-Logistics App – Create Advanced Shipment Notice (ASN) • Select Destination and choose 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.
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E-Logistics App – Create Advanced Shipment Notice (ASN) •
Use the blue pencil icon to select the correct Destination [delivery address] for a shipment
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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E-Logistics App – Create Advanced Shipment Notice (ASN) •
Select the correct address for the shipment and select Close
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POs that have not been shipped will be the only addresses displayed
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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E-Logistics App – Create Advanced Shipment Notice (ASN) •
Select Choose Carrier to identify the carrier of the shipment
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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E-Logistics App – Create Advanced Shipment Notice (ASN) Transport Details •
The Scheduled Delivery Date should be updated to reflect the actual delivery date of the shipment
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Enter the tracking number in the Supplier Reference field
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Complete the Weight Unit, Gross Weight, and Net Weight fields
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The Notes section is for additional information that needs to be provided
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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E-Logistics App – Create Advanced Shipment Notice (ASN) • • •
Once all fields have been completed under Shipment and Transport Details, select Save The number of purchase order lines open for shipment to the recipient will appear in the Content section Select the Content drop down to populate the PO line detail
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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E-Logistics App – Create Advanced Shipment Notice (ASN) • If the PO line detail does not populate after selecting the Content drop down, select Filter Candidates
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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E-Logistics App – Create Advanced Shipment Notice (ASN) • Check the box next to Ignore Delivery Date under Filter Details and select Apply
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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E-Logistics App – Create Advanced Shipment Notice (ASN) • All available lines will now populate regardless of the request date of the purchase order
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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E-Logistics App – Create Advanced Shipment Notice (ASN) •
Expand the Content section to select which purchase order line items to include
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Users can only select purchase order items that were not submitted in a previous ASN
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Select X to remove any items that will NOT be included in the shipment
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Use filters to search for specific POs or item numbers
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If necessary, update the line item To Ship QTY
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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E-Logistics App – Create Advanced Shipment Notice (ASN) •
Select Save at the line-level for all shipments in the transaction
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Review the entire ASN and then Save and/or Announce – Selecting Save still allows the ASN details to be edited at a later date –
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Announce delivers the ASN to UPS
The shipment ID will be created automatically after the ASN has been successfully created
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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E-Logistics App – Create Advanced Shipment Notice (ASN) •
Select Documents to view both Announced and Saved ASNs
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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Invoicing - PO Flip •
Select the menu icon and open the Order Collaboration App
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Select a PO with a confirmed status
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Then select Invoice; this imports the data from the original PO into an 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.
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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.
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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:
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.
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Miscellaneous and Tax Charges •
Select the charge type Charge, then enter the charge description
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Enter the charge amount then select whether the charge is a percentage or a dollar amount
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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
Active Purchase Order
The PO must exist in Tradeshift and be active (not closed or voided) for a matched invoice to be created
Remaining Balance
The quantity that has been confirmed and announced in the ASN, but not invoiced
Line Price
Invoice Date: Invoice line price may not exceed the PO line price
Line Currency
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
Line Unit of Measure
Unit of measure (UOM) on the invoice line must match the UOM on the PO line
Multiple invoices
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.
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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.
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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.
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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
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Once UPS approves an invoice, the invoice will have an Accepted status
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An invoice that has failed business firewall validations will be displayed as Failed Delivery
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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.
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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.
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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.
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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 Standard 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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