Tradeshift User Guide€¦ · 1.1 COMPANY PROFILE ... (“Person Reference” listed on the PO)....

Tradeshift User Guide 1

Tradeshift User Guide 1/31/2018

SGS


INDEX

1 GETTING STARTED ................................................................................................................................. 3 1.1 COMPANY PROFILE ............................................................................................................................... 4

1.1.1 create profile and invite users.................................................................................................. 4 2 MAIN MENU ............................................................................................................................................. 5 2.1 TASK LIST ........................................................................................................................................... 6

2.1.1 RECEIVED DOCUMENTS ...................................................................................................... 6 2.1.2 DRAFT DOCUMENTS .......................................................................................................... 12

2.2 CREATE............................................................................................................................................ 12 2.3 INBOX .............................................................................................................................................. 13 2.4 PROFILE ........................................................................................................................................... 13 2.5 NETWORK ........................................................................................................................................ 13 2.6 DOCUMENTS ..................................................................................................................................... 13

2.6.1 Purchase order ..................................................................................................................... 15 2.6.2 Create invoice ...................................................................................................................... 15 2.6.3 Create credit memo .............................................................................................................. 15

2.7 TECHNICAL SUPPORT .......................................................................................................................... 16


1 GETTING STARTED Before signing into Tradeshift you must create your user account. You should have received an invitation via email with a link that will bring you to the Tradeshift sign in page. In the upper right-hand corner, you will see the Create An Account button. Please note that some older versions of Internet Explorer (IE) may not work. If you are unable to use IE then please try using Google Chrome.

The path to the Tradeshift Platform is: https://go.tradeshift.com/login

On the Create an Account page you will be directed to either sign in using Google or provide your email address, company name and country. Once complete, you will receive a request to verify your email address.


1.1 COMPANY PROFILE

1.1.1 CREATE PROFILE AND INVITE USERS

Once you have completed account creation you can customize your Company Profile, Data Profile and invite additional team members by clicking on this icon.

Here are some examples of things you can do in the Profile section.

• Logo (will appear on invoices and credit memos)

• Website URL • Address • Telephone number • Email address

• Company description • Company details • Tax ID Number • VAT • Company ownership • Company size

VAT is an important data that should be populated because it is need it.


2 MAIN MENU Once you sign into Tradeshift’s Electronic Invoicing Portal (Portal) icons are shown on the far left. Clicking on the very first icon will cause the list to expand and provide the icon names. Icons in use will turn from black to blue as shown below. A brief description of the functionality of each icon is provided.

Task: Provides a list of items to be completed, e.g. connection requests, draft documents, last received documents, steps to follow to finish profile setup.

Create: Produce Invoices, Credit Notes (memos), Purchase Orders, and Quotes

Inbox: Conversations with clients will appear.

Profile: Customize your company profile, i.e. description, logo, industry, company size, featured products/services recommendations, customers, users, invite team members...

Network view and management: search for partners, customers and supplier management

Document view and management: all received or remitted documents are available here

App Tradeshift Store: provides useful Apps, e.g. Document Manager and App Manager

Support: Search the knowledge database, ask for assistance, find information on integration, pose questions to the Tradeshift Community,

User Data: basic user information and notification settings

Menu


2.1 TASK LIST

2.1.1 RECEIVED DOCUMENTS You will be able to check Purchase Orders sent by SGS.

In the future, there will be an option to confirm/reject the purchase order with the appropriate notification sent to the requester. This feature is not currently available.

2.1.1.1 Invoice Creation from an Existing PO

To the far right of each document (see above example) you will find this icon which provides you with the following options:

• Change documents status: this feature is not currently available • Download document: download the Purchase Order in pdf format • Create invoice: when creating an invoice, it is automatically populated with the purchase order information. See invoice example below • Manage access: used to provide access to purchase orders


2.1.1.2 Purchase Order Mandatory and Optional Fields

The system will automatically fill in data found on the purchase order. See example below. The only field that must be populated is the Invoice Number. Note that the Issue Date is automatically populated; however, you can modify this date as needed. There is also an “Add optional field”, which SGS is not going to process, so please do not populate.

• Billing reference – free-form text field to be used for billing information not otherwise included on the invoice

• Exchange Rate – the exchange rate default is set to USD. If utilizing a currency other than USD, please make sure to include the exchange rate and the corresponding exchange rate date

• Delivery Period – to be used if goods/services were provided over a period of time rather than delivered on one particular day

• Purchase Order Issue Date – is not automatically populated from the purchase order. However, this field is not required on the invoice.

There are some validation rules that will alert you in case some data on the invoice is missing or incorrect.

Eg:


2.1.1.3 Deletion of an Invoice Line

It is possible to issue an invoice with all the lines on the purchase order or just some lines. To delete a line, click on the “X” icon to the far right. See the example below.

If there is a missing line on the order, please contact the SGS requester and ask for an updated purchase order.


2.1.1.4 How to Resolve Invoice Discrepancies

The price or quantity can be modified by you but it will not match the PO. In order to avoid delayed payment, we highly recommend that you take the following steps:

• Contract Pricing Discrepancies: If your company has a signed and current agreement with SGS, please reach out to the SGS Buyer (“Person Reference” listed on the PO).

• Non-Contract Pricing Discrepancies: Reach out to the Requester to ensure that the PO and your invoice contain the same pricing.

• Quantity Issues: Contact the Requester to ensure that the order has been received, receipts entered into the system, or to clarify quantity issues.

2.1.1.5 Line Level Optional Fields

The system automatically populates the item ID, description, quantity, UOM and unit price from the purchase order.

You can also visualize at level line the field “Add optional field.”

You should not use it. In case you do it, the platform will give you an alert like this:

2.1.1.6 Discounts and Miscellaneous Charges

By choosing either the Discount or Charge fields you will be able to include additional line level charges, for example, Freight, Price Change, Quantity/Volume discount, etc. See the example below for a full list of fields. If you are unable to find the charge you are looking for in the drop down, please use the Reason Unknown category.


In case the additional charge is a Freight , please select Charge, write FREIGHT COSTS and also add the amount.

2.1.1.7 Taxes

SGS do not expect taxes at level line, so please just go at header level and add the sales taxes by clicking on the Tax field the Select Tax panel will appear to the far right.

Selecting Fixed Tax:

2.1.1.8 Messages and Attachments

If you would like to create a standard message to be included on all invoices, just click the Save Notes for Future Invoices check box after adding your message.


You also have the option of including an attachment, please do not use this option. 2.1.1.9 Final Steps in Creating an Invoice from an Existing PO

Once finished with creating the invoice, you can save it as a draft, preview it or send it to SGS for processing.


2.1.2 DRAFT DOCUMENTS List of incomplete or not sent documents

You can edit the documents and save them again as a draft or delete them through these icons that you will find at the bottom of the document.

2.2 CREATE This icon should not be used because SGS sends the purchase orders to suppliers and the invoice must reference the purchase order number. If you wish to create a full or partial credit memo, please go to the invoice you want to credit and look for the Other Actions at the top of the page

then complete the steps to create a credit memo.


2.3 INBOX This icon is not currently available.

2.4 PROFILE This icon allows you to update the company and data profile of the company as well as invite users.

2.5 NETWORK This icon shows the SGS branches available.

2.6 DOCUMENTS You will see the following symbols:

Purchase Order Invoice Credit Memo

Clicking on any of these symbols will take you to the Document Options where you can choose to download, edit/create or manage Access for that particular document.

To the far left, under the Filters heading you can choose the Select A Preset Filter button which provides the following filters:


It is also possible to create your own filters clicking on Filter +

Selecting the different options. Save them and you will be able to use later.


2.6.1 PURCHASE ORDER Note: PO is received via e-mail and is available in Tradeshift’s portal.

• Clicking on the company name you will be able to open the PO and create the invoice. • To create the invoice, you will have just to click on the button create invoice:

• In case an order has a related document (invoice, credit memo) you will be able to see it just clicking on the document.

e.g.: This PO has realated Invoice no. inv-453600 and another invoice inv1-453600

2.6.2 CREATE INVOICE Please see point 2.1.1.1

2.6.3 CREATE CREDIT MEMO


To issue a credit note you simply should go to the invoice to which you want to credit totally or partially.

If it is a partial credit memo, eliminate the lines that are not wanted by deleting the line. You can also modify the quantity and adjust the price.

2.7 TECHNICAL SUPPORT • Questions: Tradeshift provides a wealth of information to help navigate the system and answer

any questions you may have. You can utilize the search feature and knowledge database for answers to your questions.

• Technical Assistance: Technical assistance is just a click away. Complete the request form and a Tradeshift representative will respond to you as soon as possible.

Tradeshift User Guide€¦ · 1.1 COMPANY PROFILE ... (“Person Reference” listed on the PO)....

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