Supplier Web Application User Guide 2 - Tieto · Supplier Web Application User Guide Tieto...

Supplier Web Application User GuideBusiness Information eXchange (BIX) ServicesTieto Corporation v2.0

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© 2015Tieto Corporation BIX Supplier Web Application Guide v2.0

Supplier Web ApplicationUser Guide 2.0

Tieto Business Information eXchange (BIX)


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Table of Contents1 Introduction ...........................................................................................................................3

2 Registration to the Supplier Web Application .....................................................................3

3 Login to the Supplier Web Application ................................................................................4

4 Maintain Invoice Issuer data .................................................................................................44.1 Access into Invoice issuer basic data ................................................................................5

5 Maintain invoice receiver basic data ....................................................................................85.1 Public receivers ................................................................................................................85.2 Maintain own receivers .....................................................................................................9

5.2.1 Create new receiver in your own list ...................................................................... 105.2.2 Editing an existing receiver .................................................................................... 10

6 Create invoices ................................................................................................................... 116.1 Mandatory data ............................................................................................................... 116.2 Create new invoice ......................................................................................................... 116.3 Invoice drafts .................................................................................................................. 186.4 Sent invoices .................................................................................................................. 196.5 Attachments ................................................................................................................... 216.6 Save sent invoice in your own workstation ...................................................................... 22

7 Frequently asked questions ............................................................................................... 23


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Tieto Supplier Web Application Guide 2.01 Introduction

The objective of this document is to provide basic guidelines to users of Tieto BIXSupplier Web Application.

This document contains instructions on how to:

maintain invoice issuer basic data maintain invoice receiver basic data create and send an invoice add attachments check the status of a sent invoice download invoices for local archiving

Tieto Supplier Web Application has an online help function that contains moredetailed information concerning specific fields and contents.

2 Registration to the Supplier Web Application

There are two options to registrate as a Supplier Web user:

Normal customer agreement with Tieto

Invited by customer (purchase invoice collection customer for Tieto)

Following describes registration process by invitation. Instructions for directcustomer agreement and registration are available on Tieto website:www.tieto.com/bix.

Registration to the Supplier Web Application is based on invitation from the buyerorganization. The buyer will inform their suppliers of the need to acquire invoicesby electronic means.

Supplier Web Application is the solution for such suppliers who do not have anexisting e-invoice solution and who do not want to initiate a project for their billingsystem in connection with the e-invoicing network.

The buyer will provide instructions for their suppliers on different options to sende-invoices and will also gather the required base information from suppliers forthe initial registration process.

Supplier can register to the Supplier Web Application on Tieto website:https://bc.tieto.com/einvoiceservice/registration. When the supplier is registeredinto the Supplier Web Application, Tieto Service Desk will send the needed logincredentials to the supplier via e-mail.


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3 Login to the Supplier Web Application

The user can log into the Supplier Web Application on Tieto website:https://bc.tieto.com/einvoiceservice/engine?

After logging into the Supplier Web Application the user will see the “Home” page.

In the “Notices” section the user will see information on the sent invoices.

4 Maintain Invoice Issuer data

It is important that a new invoice issuer checks its basic company data afterregistering into the application. Data should be corrected if any errors exist.

Invoice issuer data is automatically copied into the created invoices.


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4.1 Access into Invoice issuer basic data

After login into Tieto Supplier Web Application click on “Invoice Issuer” menuoption.

On the “Invoice issuer” page click on “Invoice profiles”

The user can have two different profiles to be used when creating invoices. Theprofiles can be used in cases when the issuer has different default cases for e.g.selling products or services.

On the Invoice profile page you can create a new profile by clicking on the “Choosenew profile” menu option.


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To edit an existing profile click on the “Edit” icon in the table.

In the Profile screen you can enter the data as you wish it to be presented in thecreated invoices.


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If you have questions concerning the different elements, please choose the “Help”option in the up-right corner to find detailed instructions on element level.

In the “Help” Home page, select from the drop-down list “Create new invoice Issuerinformation” to get help concerning the elements of the profile screen.

When ready with the content, remember to save your entered settings.


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5 Maintain invoice receiver basic data

You can choose the invoice receiver from the public receiver list and maintainyour own receiver list. It is possible to copy receivers from the public receiver listinto your own list of receivers.

5.1 Public receivers

Select “Public receivers” from the left hand main menu which will take you to thePublic receivers screen.

The Search screen gives you the option to search public receivers.

By entering an asterisk (*) into the customer name field and clicking on the“Search” button, you will get the list of all configured public receivers inalphabetical order.


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In the Public receivers listing screen you can select receivers and add them intoyour own private receiver list by clicking on the “Add to My list” link.

5.2 Maintain own receivers

For maintaining your own invoice receivers list click on “My receiver list” from themain menu.

You are directed into the screen where your existing list of receivers can befound. There you are able to “Create new receiver” or “Edit” the basic data ofan existing receiver.


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To delete an existing receiver from your list, select the waste basket symbolbesides the Edit selection.

5.2.1 Create new receiver in your own list

It is possible also on this level to pick up a receiver from the Public receiverlist and do the required changes into the basic data of your own list or copythe receiver as it is.

After entering the requested data for the receiver, remember to “Save” yourwork.

5.2.2 Editing an existing receiver

When selecting the function to maintain existing receiver data, you will be directedto the same screen as for creating a new receiver, but now it will be filled with theexisting data of the configured receiver.


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6 Create invoices

When your basic data is correct in the profile information and you have configuredthe receivers, you can start to create and send invoices.

Invoices can be created without templates by just filling in all needed data, oryou can use draft or sent invoices as templates.

You can also save your invoices as drafts if you are not able to finish them inone session but need to continue later.

You can also copy invoice basic data from an earlier sent invoice and do theneeded changes to create a new invoice.

6.1 Mandatory data

Before creating an invoice, you should note that certain data fields are mandatoryin the invoice template and they need to be filled in. However, this mandatorydata might not be enough for your trading partner. Typically, buyers requireadditional invoice data that would enable more automated reconciliation,matching and accounting processes. This kind of data is typically order and orderline identification, account, cost pool and project identification etc.

It is strongly recommended to familiarize yourself well with the invoicinginstructions your trading partner has provided. This way you will provide goodcustomer service and it may also have an impact on receiving payments in timeor even earlier.

6.2 Create new invoice

Select “Create new Invoice” from the main menu.


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The Create new invoice page opens.

Enter the basic data of the sender and receiver. Here it is also possible toenter further details for the sender and receiver.

In additional receiver information, it is possible to enter certain identificationnumbers such as VAT ID, Business ID and contact information. EspeciallyVAT ID is recommended to be included in the invoices, because it isnecessary information to e.g. process tax deductions properly.


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In sender’s additional information, you can add e.g. additional bank accounts.


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When you are ready with the sender/receiver data, you can proceed to thenext phase by clicking the “Continue” button. If you have to interrupt yourwork, click the “Save as draft” button to store your work for later processing.

When you are ready with the data of the first phase and have clicked on theContinue button, you will be directed into entering the data of the phase 2 thatcontains a description of actual invoice contents.


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The invoice information section contains header type information for thewhole invoice.

You can enter product/service specific data in the Invoice lines.

The payment reference content depends on the payment system used. Itspurpose is to include reference data that flows through the invoice to thepayment and account statement. In SEPA payments the ISO CreditorReference is the suggested model(http://www.europeanpaymentscouncil.eu/article.cfm?articles_uuid=B303B34D-E931-237D-188CABF013DA89FB). However, depending on used banksand countries, there may be bank specific or country specific instructions forpayment reference data. If you have doubts on what to use and how, it iswise to ask your bank.

To add details in the line level click on the “Add Detail” icon in the table


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The system opens a template for more detailed information to be added online level, for example the order reference.

You can click “Show Additional Invoice Information” link to enter additionalinformation data


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Here you can enter data concerning payment instructions, delivery andreference data.

After finishing with the actual invoice content data in phase 2, click the“Continue button” and the system will save the invoice as a draft, show youthe visualized invoice and suggests to send or edit it.


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If you choose Back, you will come back to the invoice content screen inPhase 2.

If you choose Send, the system will try to send the invoice and informs youabout the status.

6.3 Invoice drafts

Click on” Invoice drafts” from the Invoice issuer menu option to get a list ofyour draft invoices.

There are two main functions available in the screen; you can either chooseEdit to continue your earlier interrupted work or you can choose Copy tomake a draft template invoice as a basis for your new invoice creation.


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6.4 Sent invoices

For searching sent invoices click on “Sent invoices” from the main screen.

You will see a search filtering the listing of your earlier sent invoices.


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And clicking on the “Search” button will display the actual list of sent invoices.

The Sent invoices screen is very useful for other purposes as well than justfor invoice creation. It is highly recommended that after creating and sendingan invoice you will also check through Sent invoices that the invoice you justsent will appear in the list.

It is also possible to make some notes in your sales invoice for yourself or forexample to give some instructions to your accounting service.


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6.5 Attachments

It is possible to include attachments in the electronic invoice. Click on the“Add attachment” link at the bottom right hand corner.

In the attachment window describe the attachment’s purpose and select a fileto be attached.


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The attachment file’s name body allows numbers 0-9, capital letters A-Z,normal letters a-z and period (.), hyphen (-) and low line (_). Other charactersare not allowed, e.g. a space sign should not be used in an attachment.

Long attachment names are not recommended, for example 50 charactersshould be enough.

Check from your invoice receiver possible detailed instructions, for example,what attachment types they accept etc.

6.6 Save sent invoice in your own workstation

It is also possible to download the sent invoice both in XML format and invisualized PDF format into your local workstation for further archiving, printingetc.


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7 Frequently asked questions

1) There is a possibility to create new invoice or even several at once from file in socalled TEAPPSXML format which seems to be an xml file format. What is thedescription of the format?

Invoice upload functionality is a chargeable service so the invoice issuer needs to becomeTieto’s direct customer to utilize it.

TEAPPSXML is an invoice message format owned by Tieto. It is widely used in theNordics among application software and e-invoicing service providers. Documentation forthe latest version TEAPPSXML 2.7.2 is available at http://www.tieto.com/what-we-offer/cloud-services/business-information-exchange/e-invoicing-services/teappsxml-descriptions Documentation consists of a schema file, dtd file, sample invoice andimplementation guide.

Please fill in the subscription form, if you are interested in acquiring the service. Tieto willprepare an offer based on the data you have provided in the subscription form. Thesubscription form can be found here: http://www.tieto.com/services/business-process-services/business-information-exchange/e-invoicing-solution-makes-it-easy-0

2) When creating an invoice in Tieto Supplier Web Application, I need to fill in thefollowing Receiver information:

- Receiver Name,- Business ID,- Electronic address,- e-invoice intermediator ID.

What data shall I enter in the fields above?

You should contact your customer (invoice receiver) to check the correct information.

For example, Tieto units and their (e-invoice) addresses can be found from Tieto’s webpages: http://www.tieto.com/e-invoicing

3) My company does not have any e-invoicing capabilities. So I am wondering whatto do or if there is any possibility to continue sending invoices by pdf or printedinvoices instead?

For suppliers who have no other e-invoicing capability, Tieto Customer can suggest usingthe Supplier Web Application which is free of charge and easy to use. To register for theSupplier Web, please fill in registration form available here:https://bc.tieto.com/einvoiceservice/registration


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4) Please clarify what is "business ID" which should be numeric.

Business ID is a unique identification number for an organisation. It can be formeddifferently depending on country. Typically it is managed by national registrationauthority in the country, e.g. Chamber of Commerce.

5) Why reference cannot contain spaces? My typical reference is: "ChristinaJohansson/302339".

Unfortunately Payment Reference cannot contain spaces in the Supplier WebApplication. Typical reference can be seen as an Order reference and not a Paymentreference. When creating an invoice, this could be entered in the Page 2 -> AdditionalInvoice information -> Reference Information -> ‘Receivers Order Number’ field.

6) Where should I put this phrase "Services subject to the reverse charge – VAT tobe accounted for by the recipient as per Article 196 Council Directive2006/112/EC". In Payment terms?

We will add a field for this element in future release. As an intermediate solution this textcan be put in on Page 2 -> Invoice Information -> ‘Free text’ field.

7) Where should I put this text for Polish tax office: "Us ugi nie podlegaj VATzgodnie z art. 27 ust. 3 pkt. 2 Podatek rozlicza nabywca."?

If this text is applicable for particular article/articles in the invoice, then please put it intoInvoice Lines (for the particular article/articles) -> Add Details -> Additional invoice lineinformation -> ‘Free text’ field.If this text is applicable to the entire invoice, then please put it into Page 2 -> InvoiceInformation -> ‘Free text’ field.

8) Where should I put: "VAT is accounted by the buyer, intra-community trade(reverse tax liability)"

This text can be put in on Page 2 -> Invoice Information -> ‘Free text’ field

9) Where should I put the name of my company? There is no window on page 2.Should I leave it on page 3, in Invoice recipient?

You do not need to enter the name of your company. When you log in to the SupplierWeb, the application identifies your company automatically as we have alreadyconfigured the name of your company at the time of your registration. The Supplier Webautomatically puts the name of your company on the invoice that you will create.


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10) How to add rounding value while creating new invoice?

Please refer below steps and a screenshot for adding the rounding value while creatinga new invoice:1) On the second page of the process of Creating a new Invoice, once you have

entered the invoice formation and the Invoice lines (Articles), click on the link ‘ShowAdditional Invoice information’.Let’s say that the Total Amount inclusive of VAT = 915.60

2) This will open (display) the Payment Information section and other sections belowon the same page.

3) Under the Payment Information section, enter the Rounding value in the field, e.g.0.40

4) Now, click on the ‘Recalculate’ link. So in the e.g., this will change the Total Amountinclusive of VAT to 916.00

NOTE: Rounding can be entered anywhere between -9.99 to 9.99.

11) Which browsers are compatible with the Supplier Web Application?

The Supplier Web is compatible with Internet Explorer, Firefox and Chrome browsers.

There are 16 file types that can be attached. These are : txt, html, htm, xml, gif, jpg,jpeg, png, tiff, tif, xsl, xls, xlsx, pdf, doc, docx.

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