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UPS– TradeshiftSupplierTraining
InvoicingAgainstAContract
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
CreatinganInvoice 3
RequiredFieldsonInvoice 4
SupplierPricingTermsSpreadsheet 6
SupplierOfferViewerApp 7
SupplierOfferViewerApp- SelectingABuyer(UPS) 8
SupplierOfferViewerApp- ViewingProductsandContractDetails 9
HowtoDeleteanInvoiceLine 13
MiscellaneousandTaxCharges 14
PaymentMethod 17
AttachingDocuments 18
SendinganInvoice 20
BusinessFirewallErrors 21
2-WayMatchValidation 22
ManagingSentInvoices 25
SupportResources 30
2
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.
CreatinganInvoice• WhenreadytoinvoiceUPS,selecttheCreateDocuments icononthe
taskbar, thenselectInvoice
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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.
RequiredFieldsonInvoice• SelectUPSOasisSupplyCorporationastheinvoicerecipient
• Theinvoicenumbermustbeuniqueandcannotcontainanyspacesorlowercaseletters(ex.ABC1234)
• Theissuedatecannotbeback-datedmorethan7daysfromthedayofinvoicesubmission
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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.
RequiredFieldsonInvoice• Thecontractnumber,whichbeginswithaCW orP2P,islocatedinthe
contractdetailsunderContractIDintheSupplierOfferViewerapp
• TheContractIDisalsolistedintheproductpricingtermsspreadsheet
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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.
SupplierPricingTermsSpreadsheet
• UPSwillsendsuppliersanExcelspreadsheetwithproductpricingterms
• Thespreadsheetcanbeusedwhenenteringlineiteminformationontheinvoice
• TheproductpricingtermsarealsodisplayedintheSupplierOfferViewerApp
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SKU ContractID ContractedMaxQuantity Name Quantity Price Currency UnitofMeasure Category Description81141804 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 CW2473806 500000 TRANSACTION FEE - 0 TO 500,004 500000 0.50 USD EA TRANSACTION FEE - 0 TO 500,004
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.
SupplierOfferViewerApp• AccesstoTradeshiftappswillbemadeavailablewithinonebusinessday
ofaccountactivation
• Appscanbeaccessedviatheappsicononthetaskbar
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SupplierOfferViewerapp:Thisappwillallowacompanytoviewthedetailsofitscontract(s)withUPS
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.
SupplierOfferViewerApp– SelectingABuyer(UPS)• SelecttheSupplierOfferViewerapp
• SelectUPSOASISSUPPLYCORPORATION
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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.
SupplierOfferViewerApp– ViewingProductsandContractDetails• AfterselectingUPS,allproductswithacceptedcontractswillappear
• Selectanyproducttoviewitsdetails
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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.
SupplierOfferViewerApp– ViewingProductsandContractDetails• ContractID,SKU,andContractedPricearedetailsneededtocomplete
aninvoice
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RemainingQuantity:ThisvaluewilldecreaseeachtimeaninvoiceisacceptedbyUPS
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.
RequiredFieldsonInvoice• AddafieldforeitherPersonalReference(email)OR CostCenterin
orderfortheinvoicetoberoutedtotheappropriateapprover
• Thepersonalreferenceemailmusthaveadomainof@ups.com
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JohnDoe@ups.com
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.
RequiredFieldsonInvoiceForeachlineitem:
• EntertheItemID locatedinthecontractdetailsunderSKU intheSupplierOfferViewerapporprovidedintheExcelspreadsheet
• Enteranitemdescription andquantity; the quantityfield canonlycontainuptotwodecimalplaces
• EnterthePricePerUnit locatedinthecontractdetailsunderContractedPrice intheSupplierOfferViewerapporlistedintheExcelspreadsheet
• IftheTax%isn’tpre-populatedwith0%,selectUSNon-Taxable0%
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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.
HowtoDeleteanInvoiceLine
• Todeleteaninvoiceline,hoveroverthelineandselecttheX
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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
MiscellaneousandTaxCharges
Note:AllchargesmusthavecorrectspellingandbeenteredinALLCAPS
EXCISETAX FUELTAX POLLUTANTTAX SMMTAX WASTEDISPOSALTAX
FREIGHT LUBRICATIONOILTAX PRIVILEGETAX STATENEWTIRETAX WATERQUALITYTAX
FREIGHTSURCHARGE MOTOROILTAX RECYCLINGTAX SURCHARGE
FUEL SURCHARGE OWNERSHIPTAX RENTALTAX TRANSACTIONALPRIVILEGETAX
• Miscellaneousandsometaxcharges,suchasfreight,canbeaddedtotheheaderlevelofaninvoiceasaheaderlevelcharge
• SelectAdddiscountorcharge
• UPS’sTradeshiftaccountisconfiguredtoacceptthefollowingtaxcharges;anytaxotherthanthesewillberejectedbacktothesupplier:
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
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.
• Anychargesonthelinelevelwillfailthebusinessfirewallandwillberejected
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MiscellaneousandTaxCharges
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. 17
PaymentMethods• ThepaymentmethodsfieldisnotusedbyUPS andshouldbeignored
whenfillingouttheinvoice
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.
AttachingDocuments• SupplierscanwritemessagestoUPSabouttheinvoiceinthemessagebox
• RequestForAppropriation(RFA)andWorkAuthorizationnumbersaretobeenteredinthemessagebox
• SelectChooseFiletouploadsupportingdocumentation
• IfthereareMiscellaneouslineitems,supportingdocumentationisrequired
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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.
RequiredFieldsonInvoice• SelectSetdeliveryaddressandentertheDeliveryAddress
information
• GLN isanoptionalfield
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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
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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,oneor
moreerrorswillappear
• Correcttheinvoiceandresubmit
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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-WayMatchValidation• Onceaninvoiceissubmitted,itgoesthrougha2-waymatch- the
invoicedetailsarematchedtothecorrespondingcontract
• AninvoicecanonlybereceivedbyUPSifitpasses2-waymatchvalidation
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Contract Validation Criteria Description
Accepted Contract 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
Line Price Invoice line price may not exceed the contract price
Line Currency The currency code on the invoice line must match the contractedcurrency
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
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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– ReviewandCorrect• Reviewtheinvoiceandensurethatitmatchestheacceptedcontract
validationcriteria
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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
• AninvoicethatpassescontractvalidationwillbedisplayedasSentstatusanddispatchedtoUPSforprocessingandpayment
• OnceUPSapprovesaninvoice,theinvoicewillhaveanAccepted status
• AninvoicethathasfailedcontractvalidationwillbedisplayedasFailed Delivery
• DONOTsubmitaninvoicemultipletimesorusethesameinvoicenumbermorethanonetime
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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
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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- RejectedInvoices• IfUPSrejectsaninvoicebacktothesupplier,thesuppliermustrecreate
theinvoice
• SelecttherejectedinvoiceandselectUseasdraft
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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- RejectedInvoices• Thenewinvoicewillbeautomaticallyfilledwithsomeinformationfrom
therejectedinvoice
• Createanewinvoicenumber,re-enterthecontractnumber,andresolvetheissuesthatpreventedapproval
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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– InvoiceChanges
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• Toadjustaninvoicethathasalreadybeensubmittedandisinacceptedstatus,pleasereachouttoUPSsupport at:support@ups.crmdesk.com
• 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
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Additional UPS Training Materials:
• Setting Up a Tradeshift Account• Invoicing Against a Purchase Order (PO)
• OfficialUPSSupplierWelcomePage- Reviewtraining,submitsupporttickets,viewannouncements,accessFAQs,andmore:https://ups.support.tradeshift.com/
• AllrequeststochangepaymentmethodmustbesubmitteddirectlytoUPSatsupport@ups.crmdesk.com
• Tradeshiftsupportforsystemrelatedquestions,pleaseemail:UPS.support@Tradeshift.com
• AdditionalsupportforUPS-specificquestions,pleaseemail:supplieronboarding@ups.com
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