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UPS– TradeshiftSupplierTraining
InvoicingAgainstaStandardPurchaseOrder(PO)
Last Updated: 3/23/2017
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.
ReferenceGuide
2
TypesofPurchaseOrders 3
GettingStarted 4
Invoicing- POFlip 6
MiscellaneousandTaxCharges 8
SendinganInvoice 12
BusinessFirewallValidations 13
2-WayMatchValidation 15
ManagingSentInvoices 18
SupportResources 21
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS.
© 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved. 3
TypesofPurchaseOrders
UPSmaysendoneoftwotypesofpurchaseorders:
• StandardPurchaseOrder- purchaseordertobeaccepted,rejected,orflippedintoaninvoice;collaborationisnotpermitted
• OrderCollaborationPurchaseOrder- purchaseordersthatrequireaconfirmationoforderquantity,price,deliveryschedules,andotheradditionalinformation;thedetailsofthesePOscanbemodifiedandresubmittedtoUPS– ForinstructionsonordercollaborationPOs,reviewtheInvoicingAgainstanOrder
CollaborationPurchaseOrder(PO) trainingguide
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
• OnceloggedintoTradeshift,userswillbedirectedtotheTaskListtoviewpurchaseordersreceivedfromUPS
• SelectaPOandreviewthedetails
GettingStarted
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
• SelectAccept toconfirmapurchaseorderthatwassentbyUPS• SelectOtherOptionstoreject,print,ordownloadacopyofthePO
GettingStarted
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
• AfterthePOisfulfilledanditemshavebeenshipped,selectCreateInvoicetopre-populatethedatafromtheoriginalPO
Invoicing- POFlip
Note:PurchaseorderscanbeselectedfromtheTask List orDocuments tab
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS.
© 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved. 7
POFlipFieldPopulation• Mostoftheinformationwillbepre-populatedduringaPOflip;however,an
invoicenumberneedstobeentered
• Theinvoicenumbercannotcontainanyspacesorlowercaseletters
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
MiscellaneousandTaxCharges
Note:AllchargesmusthavecorrectspellingandbeenteredinALLCAPS
• Miscellaneousandsometaxcharges,suchasfreight,canbeaddedtotheheaderlevelofaninvoiceasaheaderlevelcharge
• SelectAdddiscountorcharge
• UPS’sTradeshiftaccountisconfiguredtoacceptthefollowingtaxcharges;anytaxotherthanthesewillberejectedbacktothesupplier:
EXCISETAX FUELTAX POLLUTANTTAX SMMTAX WASTEDISPOSALTAX
FREIGHT LUBRICATIONOILTAX PRIVILEGETAX STATENEWTIRETAX WATERQUALITYTAX
FREIGHTSURCHARGE MOTOROILTAX RECYCLINGTAX SURCHARGE
FUEL SURCHARGE OWNERSHIPTAX RENTALTAX TRANSACTIONALPRIVILEGETAX
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
MiscellaneousandTaxCharges
• SelectthechargetypeCharge,thenenterthechargedescription
• Enterthechargeamountthenselectwhetherthechargeisapercentageoradollaramount
• Thechargewillappearundertheinvoicesubtotal
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
PaymentMethods• ThepaymentmethodsfieldisnotusedbyUPS andshouldbeignoredwhen
fillingouttheinvoice
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.
AddingNotes&AttachingDocuments• SupplierscanwritemessagestoUPSabouttheinvoiceinthemessagebox
• RequestForAppropriation(RFA)andWorkAuthorizationnumbersaretobeenteredinthemessagebox
• SelectChooseFiletouploadsupportingdocumentation
• IfthereareMiscellaneouslineitems,supportingdocumentationisrequired
11
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.
SendinganInvoice• Aninvoiceisvalidwhenitpassesthebusinessfirewallvalidationsand
2-waymatchvalidations
• SelectSend tosubmittheinvoice
12
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
BusinessFirewallValidations• ThebusinessfirewallisasetofinvoicerulesthatUPS hasestablishedtovalidateinvoices• AninvoicecanonlybesentifitpassestheUPSBusinessFirewall oranerrormessagewill
appear
InvoiceDate:
Rule Description
IssueDate: Allinvoicesmustincludeadate;invoicedatecannotbebackdatedmorethan7daysfromthecurrentdate; forwarddatingisnotallowed
InvoiceNumber:Allinvoicesmustcontainaninvoicenumber;invoicenumbersmustbeuniqueandcannotbeusedmorethanonce; lettersmustbeinALLCAPSandcontainnospaces(ex:ABC1234)
Delivery(ShipTo)Address: Allinvoicesmustincludethelocationwheretheproductorservicesweredelivered,including:streetaddress,city,state,zipcode,andcontactinformation
UPSCostCenterorPersonalReference:
AllinvoicesmustincludetheUPSCostCenterIDorapersonalreference(UPSemployeeemailaddress)
PONumber: Allinvoicesmustincludethepurchaseordernumberfortheitemsontheinvoice
POLine Number: Eachlineontheinvoicemustincludethepurchaseorderitemlinenumber
LineLevelTaxes: Mustnotincludeanyvalue(otherthanzero)forline-levelsalestax; approvedchargescanbemadeattheheader-level
Other Charges/Taxes(Freight,etc..)
Charges mustbeaddedontheheader-levelandcanonlybefromthelistofacceptablecharges;donotaddaline-levelcharge
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.
BusinessFirewallErrors• Iftheinvoicedoesnotpassthebusinessfirewallvalidations,anerror
willappear
• Correcttheinvoiceandresubmit
14
Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees or customer, unless expressly authorized by UPS.
© 2015 United Parcel Service of America, Inc. UPS, the UPS brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved. 15
2-WayMatchValidation• Onceaninvoiceissubmitted,itgoesthrougha2-waymatch- theinvoicedetailsarematchedto
thecorrespondingpurchaseorder
• AninvoicecanonlybereceivedbyUPSifitpasses2-waymatchvalidation;ifaninvoicefails2-waymatch,anemailnotificationwiththeerrorTwo-WayMatchingFailed willbesent
InvoiceDate:
2-WayMatch Description
ActivePurchase Order ThePOmustexistinTradeshiftandbeactive(notclosedorvoided)foramatchedinvoicetobecreated
Line Price InvoicelinepricemaynotexceedthePOlineprice
LineCurrency CurrencycodeontheinvoicelinemustmatchthePOline;currencycodeontheinvoiceheadermustmatchthecurrencycodeontheheaderofthePO
Line UnitofMeasure Unitofmeasure(UOM)ontheinvoicelinemustmatchtheUOMonthePOline
Multipleinvoices MultipleinvoicesarepermittedagainsteachPOline, butinvoicesmustnotsurpasstheremainingbalanceofthePOline
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-WayMatchValidationError- Notification• Ifaninvoicefails2-waymatch,anemailnotificationwillbesentand
theinvoicestatuswillbeupdatedtoFailed
• SelecttheViewInvoicebartoreviewandadjusttheinvoice
16
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
2-WayMatchValidationError• Reviewtheinvoiceandensureitmatchestheconfirmedpurchaseorder
and2-waymatchcriteria
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.
ManagingSentInvoicesSentinvoiceswillbedisplayedandmanagedintheDocumentstab
• AninvoicethatpassesbusinessfirewallvalidationswillbedisplayedasSentstatusanddispatchedtoUPSforprocessingandpayment
• OnceUPSapprovesaninvoice,theinvoicewillhaveanAccepted status
• AninvoicethathasfailedbusinessfirewallvalidationswillbedisplayedasFailed Delivery
• DONOTsubmitaninvoicemultipletimesorusethesameinvoicenumbermorethanonetime
18
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.
ManagingSentInvoices- InvoiceStatus• SelectaninvoiceontheDocuments tabtoreviewcommentstoseeif
theinvoicehasbeenaccepted,paid,orrejected
19
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
ManagingSentInvoices– InvoiceChanges• Toadjustaninvoicethathasalreadybeensubmittedandisinaccepted
status,pleasecontactUPSsupport at:[email protected]
• Invoicescannotbedeleted;archivinganinvoiceremovestheinvoicefromtheuser’sdocumentslist,butdoesnotpreventtheinvoicefrombeingdispatched toUPS
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.
SupportResources
21
Additional UPS Training Materials:• Setting Up a Tradeshift Account• Invoicing Against an Order Collaboration Purchase Order (PO)
• OfficialUPSSupplierWelcomePage- Reviewtraining,submitsupporttickets,viewannouncements,accessFAQs,andmore:https://ups.support.tradeshift.com/
• AllrequeststochangepaymentmethodmustbesubmitteddirectlytoUPSatsupport@ups.crmdesk.com
• Tradeshiftsupportforsystemrelatedquestions,pleaseemail:[email protected]
• AdditionalsupportforUPS-specificquestions,pleaseemail:[email protected]
