Step 5: Invoicing K+N
After settling on the dispatch method and file format, and having created the possible integration, you are ready to start sending to your customer.
Currently, your customer uses Tradeshift for the following:
- Inbound invoices (invoices sent from suppliers)
- Inbound credit notes (credit notes sent from suppliers)
- Outbound invoice statuses (on invoices sent from suppliers)
- Outbound credit note statuses (on credit notes sent from suppliers)
- Business firewall validation rules and error messages
It is important to note that there is a lot of functionality available on Tradeshift that is currently not used by your customer, including:
- Reception of documents outside the scope of invoices and credit notes
- Comments on invoices (available in the comments thread above sent invoices)
Your customer has implemented a number of validation rules on the Tradeshift platform, helping it receive all the information required to process invoices quickly and efficiently.
The validation rules implemented by your customer are listed below:
Invoice date: In order to stop back-dating of invoices, your customer has implemented a “static validation rule” on Tradeshift, meaning that the invoice date on the invoice must be no more, or no less than 7 days from the current date.
KN File Reference ID and the KN PO Number: All invoices sent via Tradeshift must contain either a File Reference ID, or a PO Number. These numbers should be issued to you by your KN representative at the time of order placement. These numbers can be provided once at the invoice header level, or, on all lines of the invoice.
The File Reference ID is a “static validation” requiring a value that is comprised of 12, 14, 16 or 17 alpha-numerics, dots or dashes. The PO Number is a “dynamic validation” which requires an exact match to a an open and valid PO number. Tradeshift validates this against a real-time data feed received from your customer.
Person Reference: while the Person Reference is not a mandatory field for your customer on Tradeshift, its presence is preferred as it can greatly assist the speed of processing in some instances. If you choose to provide a value in the Person Reference field, this value will undergo a “dynamic validation” against a list of your customer’s pre-approved employees that are authorized to receive invoices in that specific legal entity. The format of the field is also specific, and must follow one of the two following formats: “firstname.lastname@example.org”, or, “firstname.lastname”
Branch / Centre ID: while the Branch / Centre ID is not a mandatory field for your customer on Tradeshift, its presence might be required in some exceptional cases.. If you provide a value in the Branch / Centre field, this value will undergo a “dynamic validation” against a list of your customer’s pre-approved Branch / Centre ID’s.
Credit notes: all credit notes must contain the referenced invoice number. For automated senders, the canonical element is “CreditNoteInvoiceID”.
Please notice that in some countries there might be additional requirements due to local legislation, e.g. relating to payment references, etc. If you are unsure of which validation rules apply to you, please contact your customer's local representative.
Further to this, it is important to note that there are some “standard fields” on typical invoices that your customer does not receive from the Tradeshift platform (not visible in the web interface, and simply ignored in the case of EDI files); they are:
- Invoice due date: invoices will always be paid based on the previously agreed terms and conditions, as stipulated in your supplier agreement, and therefore are not necessary within the individual invoice.
- Payment details: invoices will always be paid, based on the payment details that your customer has registered within its financial system. If you need these changed, then you should contact your customer directly.