e-invoicing Online Billing

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1 e-invoicing Online Billing

2 For any assistance, please contact Contents Why Online Billing? 3 einvoicing and estatement 4 Registration 5 Logging in 11 Accessing new invoices 13 Deleting invoices 14 Retrieving viewed documents 15 Sorting invoices 16 addresses 17 Paid bills 18 Open items 19 Balances and line items 20 Disputing an invoice 21 Adding and deleting accounts 25 Changing your password 27 De-registering from Online Billing 29 Technical specifications 30

3 why Online Billing? Paperwork can be a pain. Be pain-free with TNT s Online Billing Going paperless makes tremendous sense on many levels besides being the environmentally responsible thing to do. Merely being able to replace an entire space-hogging filing cabinet with, say, just a thumb drive is enough reason to opt for electronic documentation and storage at every opportunity. Introducing simplicity and speed with TNT s Online Billing With Online Billing, we re reducing your job of managing your accounts invoices, credits and statements to just a few clicks. That s all you need to retrieve, download and store all your TNTrelated documents electronically and systematically so you ll never have to concern yourself with another missing VIP (Very Important Paper) ever again. Yes, it s that simple. And speedy. 3

4 einvoicing and estatement TNT s Online Billing takes the chore out of processing invoices and reconciling statements. With only a few clicks of the mouse you can Receive your invoices online Get alerts as new invoices arrive Download invoices and statements as PDF or Excel spreadsheets Access invoices and statements Raise invoice disputes and track their progress And to ensure you of a smooth transition to the paperless future of your express and logistics responsibilities, here s a complete guide to using Online Billing with TNT. 4

registration Hong Kong Registering for Online Billing is quick and easy Go to www.tnt.com.

5 registration Hong Kong Registering for Online Billing is quick and easy Go to Select Online Billing from the Shipping Tools drop-down menu At the Online Billing login page, click the option to register and follow the five simple steps below 1. Registration Information Enter your TNT Account Number Note: Your location will be pre-filled for you. Enter your contact details as Account Holder Note: Provide the address that you wish to be contacted at about any Online Billing matters. Enter username and password Note: A) Your username must be between 6 and 50 characters long. We recommend adopting your address as your username. B) The password must contain a mix of at least 6 alpha and numeric characters. Click Continue 5

6 registration 2. Enrolment Ensure you have an invoice no older than three months with you Enter the required information in the respective fields Click Confirm Registration 6

7 registration Hong Kong HK 2. Enrolment Repeat the previous process to register additional accounts Click Confirm once you have registered all your accounts 7

8 registration Hong Kong Terms and Conditions Tick the box to accept the TNT Terms and Conditions of Carriage Click Confirm to complete your registration 8

9 registration Hong Kong Confirmation Click Print Confirmation Details or otherwise save the screen for future reference Look out for our with a link to activate your account 9

10 registration Hong Kong Welcome to Online Billing, where you can manage your invoices online. estatement -You can view or dispute your invoices 5. Activation Click the link provided in our within 24 hours of its receipt Enter your username and password to activate your registration 10

logging in Hong Kong 2331 2663 To enter the Online Billing site before accessing your files Go to www.tnt.com.

11 logging in Hong Kong To enter the Online Billing site before accessing your files Go to Select Online Billing from the Shipping Tools drop-down menu Select Login At the above login screen: Enter your username and then password Click Login If you forget your username or password: Click Forgot Password? Retrieve your forgotten password in our reply Note: If you can t recall your username, please make enquiry to us at HK.einvoicing@tnt.com and we will likewise send you a reminder . 11

logging in Hong Kong 2331 2663 Welcome to Online Billing, where you can manage your invoices online.

12 logging in Hong Kong Welcome to Online Billing, where you can manage your invoices online. estatement -You can view or dispute your invoices On the Online Billing landing page that appears once you re logged in Click epayment to pay your invoice online, view your account statement or raise and track the progress of an invoice dispute Click einvoicing to view all your invoices and credit notes from the last 26 weeks in your choice of the following formats 12

13 accessing new invoices After selecting einvoicing once you re logged in View your new invoices and credit notes in your preferred format by clicking its corresponding icon from these options: A PDF exactly what your hard-copy invoice would look like; can be printed, ed or faxed A data file (CSV/XLS/XML) which can be directly imported into your accounting software Download up to 10 invoices by selecting the file formats you need and clicking Download Selected Note: A) You will receive the downloaded invoices in a zip file. B) Once an invoice has been viewed or downloaded, it will automatically be moved to the All Documents section of the site. 13

14 deleting invoices To delete invoices from New Documents Click the relevant boxes Click Remove from New Documents Note: The deleted items will be marked as read and transferred to All Documents. 14

15 retrieving viewed documents To search for an already viewed document Click All Documents Search by Account number Invoice number Invoice date Document type Select the icon of the format you wish to view the document in Note: You may download and/or print the selected document. 15

sorting invoices To sort your invoices in ascending or descending order according to Account number Invoice number Invoice date Document type Amount Payment due date Click the selected column

16 sorting invoices To sort your invoices in ascending or descending order according to Account number Invoice number Invoice date Document type Amount Payment due date Click the selected column header once for ascending order Click it twice for descending order Note: Invoices are accessible for 26 weeks before being deleted, so remember to download into your system the files you need to keep. 16

email addresses Tell us where to send your einvoices From the sub-menu under einvoicing, click Email Addresses to assign the mailboxes that will receive your invoices from TNT Notification Email

17 addresses Tell us where to send your einvoices From the sub-menu under einvoicing, click Addresses to assign the mailboxes that will receive your invoices from TNT Notification Addresses: Once new documents are posted on any of your accounts, you ll be notified at this address Invoice Addresses: Here s where we ll send your original einvoice PDF. Enter one address per account number Copy Invoice Addresses: Enter no more than five addresses per account number to which we will CC your einvoice PDFs CSV Addresses: Need your documents in CSV format? Enter no more than five addresses per account number to receive such data files for newly posted einvoices 17

paid bills To view the invoices that have already been settled Under Status, select Processed Under Period, select the time period you wish to review Click Find To download the list of paid invoices

18 paid bills To view the invoices that have already been settled Under Status, select Processed Under Period, select the time period you wish to review Click Find To download the list of paid invoices Click the Download button Click the Download CSV button on the next screen shot Click Open or Save in the dialogue box as instructed To display payment details Click the paid amount on the invoice being reviewed 18

open items To organise your invoices in ascending or descending order according to Reference number Reference date Document number Amount Click the selected column header once for ascending order

19 open items To organise your invoices in ascending or descending order according to Reference number Reference date Document number Amount Click the selected column header once for ascending order Click it twice for descending order To display, download or print all your Open Items (i.e., unpaid invoices) in a consolidated list Click Detail View Note: You may download the list in Excel or CSV. 19

balance and line items To view the balances in a particular year Under Fiscal Year, select the year in question To display the items making up the balances being viewed Click the relevant

20 balance and line items To view the balances in a particular year Under Fiscal Year, select the year in question To display the items making up the balances being viewed Click the relevant amount in the Debit, Credit or Balance column To display/hide the value of transactions for each month Select Display Sales or Hide Sales from the drop-down menu on the far right of the screen 20

21 disputing an invoice To raise a dispute against an invoice From the sub-menu, click Open Bills Click the Action icon against the invoice you wish to dispute 21

reason(s) for the dispute in the free text field Specify

22 disputing an invoice To present reason(s) for dispute Under Cause, select a reason from the drop-down list Enter your reason(s) for the dispute in the free text field Specify which shipment on your invoice is being disputed Click Send 22

23 disputing an invoice To track the progress of your dispute case You will receive a confirmation that your dispute case has been created From the sub-menu, click Dispute Cases 23

disputing an invoice To view all previously raised dispute cases Under Status, select All Under Period, select the time period you wish to review Click Find To view only ongoing dispute cases Under

24 disputing an invoice To view all previously raised dispute cases Under Status, select All Under Period, select the time period you wish to review Click Find To view only ongoing dispute cases Under Status, select Open Under Period, select the time period you wish to review Click Find To display dispute details or contact TNT regarding a dispute case Click the relevant Case ID Under Period, select the time period you wish to review 24

adding and deleting accounts HK To register additional accounts under your username From the main menu, click Landing Page Select Account Set-up Click Register Additional Account Click Cancel to

25 adding and deleting accounts HK To register additional accounts under your username From the main menu, click Landing Page Select Account Set-up Click Register Additional Account Click Cancel to return to the Online Billing landing page To delete an account under your username From the main menu, click Landing Page Select Account Set-up Select Account Number to be deleted Click Delete Account Click Cancel to return to the Online Billing landing page 25

26 adding and deleting accounts Hong Kong HK To complete the registration of an additional account under your username Ensure you have an invoice no older than three months with you Enter the requested details in their respective fields Click Add Account 26

27 changing your password Hong Kong To change your password On the Online Billing landing page, select Password Maintenance Click Change Password 27

changing your password Hong Kong 2331 2663 To submit your new password

28 changing your password Hong Kong To submit your new password Enter your existing password Enter your new password twice Click Save 28

29 de-registering from Online Billing Hong Kong To de-register as an Online Billing user On the Online Billing landing page, select Password Maintenance Select Cancel Registration Click Cancel Registration Note: Cancelling your registration automatically removes your username from our systems, but you may still receive einvoices if your trading account is still active. To stop receiving einvoices, please with your request. 29

30 technical specifications To incorporate Online Billing into your system, you need Web browser: Microsoft Internet Explorer 7 or Firefox 3 (or later editions) To view invoices in PDF format: Adobe Acrobat v9.0 and Adobe Reader v8.0 To download invoice data: Microsoft Excel 97 or above At a minimum: Operating system Windows 95, NT4, 98, Me, 2000 or XP Professional Processor 500 MHz RAM 64 Mbytes Display 800x600 screen resolution and 16-bit colour 30

e-invoicing Online Billing

e-invoicing Online Billing For any assistance please contact Email: Tel: Contents Welcome to Online Billing 3 Registering for Online Billing 4 einvoicing and epayment 10 Logging in 11 Accessing your new