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UPS– TradeshiftSupplierTraining

InvoicingAgainstanOrderCollaborationPurchaseOrder(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

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TypesofPurchaseOrders 3

GettingStarted 4

Apps 5

OrderCollaborationApp– OpeningaPurchaseOrder 6

OrderCollaborationApp– PurchaseOrderStatus 7

OrderCollaborationApp– CollaboratingonaPurchaseOrder 8

OrderCollaborationApp– POLineChangeRequestRejection 11

E-LogisticsApp– CreateAdvancedShipmentNotice(ASN) 12

Invoicing- POFlip 26

POFlipFieldPopulation 27

MiscellaneousandTaxCharges 28

PaymentMethods 30

AddingNotes&AttachingDocuments 31

SendinganInvoice 32

BusinessFirewallValidations 33

2-WayMatchValidation 35

ManagingSentInvoices 38

SupportResources 41


© 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:

• OrderCollaborationPurchaseOrder- purchaseordersthatrequireaconfirmationoforderquantity,price,deliveryschedules,andotheradditionalinformation;thedetailsofthesePOscanbemodifiedandresubmittedtoUPS

• StandardPurchaseOrder- purchaseordertobeaccepted,rejected,orflippedintoaninvoice;collaborationisnotpermitted

– ForinstructionsonstandardPOs,reviewtheInvoicingAgainstaStandardPurchaseOrder(PO)trainingguide



• OnceloggedintoTradeshift,userswillbedirectedtotheTaskList• Selectthe icononthetaskbartoaccesstheOrderCollaborationand

E-logisticsappsNote:Appswillbeavailablewithinone businessdayofaccountactivation

GettingStarted



Apps• TheOrderCollaborationappwillenableuserstocollaborateonPOs

(permitsacceptance,rejection,orthechangeofoneormorelinesonaPOfromUPS)upuntilbothpartiesagreeonthefinalpurchaseorder

• TheE-logisticsappwillenableuserstocreateandsendAdvancedShipmentNotices(ASNs)foritemsonaPO



OrderCollaborationApp– OpeningaPurchaseOrder• SelectthemenuiconandopentheOrderCollaborationApp

• Selectanew orconfirmed POtoopenbyselectingaDocumentID



OrderCollaborationApp– PurchaseOrderStatusCollaborationPOscanhavethefollowingstatuses:

Status Description

New• ThePOisnewandhasnotyetbeenconfirmed• Itneedstobereviewed,thenconfirmed,orchanged• An invoicecannot besubmittedagainstaPOinNew status

Changed • ThePOhasbeenchangedbythesupplierandhasyettobeconfirmedbyUPS• An invoicecannot besubmittedagainstaPOinChanged status

Confirmed

• ThePOhasbeenconfirmedbythesupplierand/orUPS• Changescan stillbemadetothePO,butthestatusofthePOwillrevert back

toChanged• Aninvoicecan besubmittedagainstaPOinConfirmed status

Closed • ThisPOhasbeenclosed• Aninvoicecannot besubmittedagainstaPOinClosed status



OrderCollaboration– CollaboratingonaPurchaseOrderThereareseveralwaystocollaborateonapurchaseorder:

Onceeditsarecomplete,selectRespond

Confirm an entire PO or a specific line on a PO

Select the 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 icon at header-level or line-level to attach supporting documentation

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:

Onceeditsarecomplete,select



• DonotusethePOLineSplit function• AnyinformationprovidedunderthisiconwillnotbetransferredtoUPS

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OrderCollaboration– CollaboratingonaPurchaseOrder



• OnceaPOchangerequestissubmitted,UPSwillreceivenotificationandwilleitheracceptorrejectthechange

• AfterUPShasacceptedthechange,itmustbereconfirmedbythesupplier

• OncePOchangeshavebeenconfirmedbybothparties,theAdvancedShipmentNotice(ASN)canthenbesubmitted

OrderCollaboration– CollaboratingonaPurchaseOrder



OrderCollaboration– POLineChangeRequestRejection• IfUPSrejectsthePOlinechangerequest,thestatusonthatlinewillshowas

rejected

• Therejectedlinewilldisplaythevaluesitcontainedbeforethechangerequestwasmade

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E-LogisticsApp– CreateAdvancedShipmentNotice(ASN)• Anadvancedshipmentnoticemustbedeliveredbeforeaninvoicecanbesent

• TocreateanewASN,opentheE-Logisticsappandselect

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• SelectthePickUpdropdownmenutoselectacompany

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E-LogisticsApp– CreateAdvancedShipmentNotice(ASN)



• Select Destination andchooseUPSOasisSupplyCorporation

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• UsethebluepencilicontoselectthecorrectDestination [deliveryaddress]forashipment

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• SelectthecorrectaddressfortheshipmentandselectClose• POsthathavenotbeenshippedwillbetheonlyaddressesdisplayed

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• Select ChooseCarrier toidentifythecarrieroftheshipment

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TransportDetails

• TheScheduledDeliveryDateshouldbeupdatedtoreflecttheactualdeliverydateoftheshipment

• EnterthetrackingnumberintheSupplierReference field

• CompletetheWeightUnit,GrossWeight,andNetWeightfields

• TheNotes sectionisforadditionalinformationthatneedstobeprovided




• OnceallfieldshavebeencompletedunderShipment andTransportDetails,selectSave

• ThenumberofpurchaseorderlinesopenforshipmenttotherecipientwillappearintheContent section

• SelecttheContent dropdowntopopulatethePOlinedetail

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• IfthePOlinedetaildoesnotpopulateafterselectingtheContent dropdown,selectFilterCandidates

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• ChecktheboxnexttoIgnoreDeliveryDate underFilterDetails andselectApply

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• Allavailablelineswillnowpopulateregardlessoftherequestdateofthepurchaseorder

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• ExpandtheContent sectiontoselectwhichpurchaseorderlineitemstoinclude

• UserscanonlyselectpurchaseorderitemsthatwerenotsubmittedinapreviousASN

• SelectX toremoveanyitemsthatwillNOTbeincludedintheshipment

• UsefilterstosearchforspecificPOsoritemnumbers

• Ifnecessary,updatethelineitemToShipQTY




• SelectSave attheline-levelforallshipmentsinthetransaction

• ReviewtheentireASNandthenSave and/orAnnounce

– SelectingSave stillallowstheASNdetailstobeeditedatalaterdate

– Announce deliverstheASNtoUPS

• TheshipmentIDwillbecreatedautomaticallyaftertheASNhasbeensuccessfullycreated




• SelectDocuments toviewbothAnnounced andSaved ASNs




Invoicing- POFlip• SelectthemenuiconandopentheOrderCollaborationApp

• SelectaPOwithaconfirmed status

• ThenselectInvoice; thisimportsthedatafromtheoriginalPOintoaninvoice



POFlipFieldPopulation• Mostoftheinformationwillbepre-populatedduringaPOflip;however,an

invoicenumberneedstobeentered

• Theinvoicenumbercannotcontainanyspacesorlowercaseletters



MiscellaneousandTaxCharges

Note:AllchargesmusthavecorrectspellingandbeenteredinALLCAPS

• Miscellaneousandsometaxcharges,suchasfreight,canbeaddedtotheheaderlevelofaninvoiceasaheaderlevelcharge

• SelectAdddiscountorcharge

• UPS’sTradeshiftaccountisconfiguredtoacceptthefollowingtaxcharges;anytaxotherthanthesewillberejectedbacktothesupplier:



MiscellaneousandTaxCharges

• SelectthechargetypeCharge,thenenterthechargedescription

• Enterthechargeamountthenselectwhetherthechargeisapercentageoradollaramount

• Thechargewillappearundertheinvoicesubtotal



PaymentMethods• ThepaymentmethodsfieldisnotusedbyUPS andshouldbeignoredwhen

fillingouttheinvoice



AddingNotes&AttachingDocuments• SupplierscanwritemessagestoUPSabouttheinvoiceinthemessagebox

• RequestForAppropriation(RFA)andWorkAuthorizationnumbersaretobeenteredinthemessagebox

• SelectChooseFiletouploadsupportingdocumentation

• IfthereareMiscellaneouslineitems,supportingdocumentationisrequired

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SendinganInvoice• Aninvoiceisvalidwhenitpassesthebusinessfirewallvalidationsand

2-waymatchvalidations

• SelectSend tosubmittheinvoice

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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



BusinessFirewallErrors• Iftheinvoicedoesnotpassthebusinessfirewallvalidations,anerror

willappear

• Correcttheinvoiceandresubmit

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2-WayMatchValidation• Onceaninvoiceissubmitted,itgoesthrougha2-waymatch- theinvoicedetailsarematchedto

thecorrespondingpurchaseorder

• AninvoicecanonlybereceivedbyUPSifitpasses2-waymatchvalidation;ifaninvoicefails2-waymatch,anemailnotificationwiththeerrorTwo-WayMatchingFailed willbesent

InvoiceDate:

2-WayMatch Description

ActivePurchase Order ThePOmustexistinTradeshiftandbeactive(notclosedorvoided)foramatchedinvoicetobecreated

Remaining Balance Thequantitythathasbeenconfirmedand announcedintheASN,butnotinvoiced

Line Price InvoicelinepricemaynotexceedthePOlineprice

LineCurrency CurrencycodeontheinvoicelinemustmatchthePOline;currencycodeontheinvoiceheadermustmatchthecurrencycodeontheheaderofthePO

Line UnitofMeasure Unitofmeasure(UOM)ontheinvoicelinemustmatchtheUOMonthePOline

Multipleinvoices MultipleinvoicesarepermittedagainsteachPOline, butinvoicesmustnotsurpasstheremainingbalanceofthePOline



2-WayMatchValidationError- Notification• Ifaninvoicefails2-waymatch,anemailnotificationwillbesentand

theinvoicestatuswillbeupdatedtoFailed

• SelecttheViewInvoicebartoreviewandadjusttheinvoice

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2-WayMatchValidationError• Reviewtheinvoiceandensureitmatchestheconfirmedpurchaseorder

and2-waymatchcriteria



ManagingSentInvoicesSentinvoiceswillbedisplayedandmanagedintheDocumentstab

• AninvoicethatpassesbusinessfirewallvalidationswillbedisplayedasSentstatusanddispatchedtoUPSforprocessingandpayment

• OnceUPSapprovesaninvoice,theinvoicewillhaveanAccepted status

• AninvoicethathasfailedbusinessfirewallvalidationswillbedisplayedasFailed Delivery

• DONOTsubmitaninvoicemultipletimesorusethesameinvoicenumbermorethanonetime

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ManagingSentInvoices- InvoiceStatus• SelectaninvoiceontheDocuments tabtoreviewcommentstoseeif

theinvoicehasbeenaccepted,paid,orrejected

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ManagingSentInvoices– InvoiceChanges• Toadjustaninvoicethathasalreadybeensubmittedandisinaccepted

status,pleasecontactUPSsupport at:[email protected]

• Invoicescannotbedeleted;archivinganinvoiceremovestheinvoicefromtheuser’sdocumentslist,butdoesnotpreventtheinvoicefrombeingdispatched toUPS



SupportResources

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Additional UPS Training Materials:• Setting Up a Tradeshift Account• Invoicing Against a Standard 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]