HOW TO SEND PDF E-INVOICES TO UPM-KYMMENE OYJ

Transcription

1 UP-Kymmene Oyj - Supplier Kit for HOW TO SEND PDF E-INVOICES TO UP-KYENE OYJ Copyright All rights reserved

2 UP-Kymmene Oyj 2 (11) SPECIFIC INFORATION REGARDING UP-KYENE OYJ AS AN PDF E-INVOICE RECEIVER A. Signing Up for Basware Portal & Activating Basware is a part of Basware Portal. Before you can activate Basware, you must sign up for an account in Basware Portal. To enable this, you ll receive an invite with registration link. 1. Open the Basware service page. Once you ve received an invitation, follow the link in the invitation. The Basware service page in Basware Portal opens: 2. Click Sign Up. The Create an Account page opens: 3. Choose a username to the service. (The service selects the address that your invitation was sent to as your username. If you want to use another address as your username, click Edit and enter that address in the /Username field.) 4. Choose a secure password and enter it in the Password and Confirm password fields. 5. Click Complete Sign Up to create a new Basware Portal account. The service sends a confirmation message to your address. Open the confirmation message and follow the link in the message to activate your account.

3 UP-Kymmene Oyj 3 (11) 6. The login page opens and you'll see a confirmation message telling you that your account has been activated. 7. Enter your Username and Password, and click Log In. B. Accessing the Basware Portal Now you ve registered for the service, go to: Enter your username and password you registered with. You will then be directed to the home screen. From here, you can check the status of invoices you have submitted to UP-Kymmene Oyj. (It s recommended to save the portal URL as a favourite in your web browser for easier access.)

4 UP-Kymmene Oyj 4 (11) C. Unique Identifier Before you can begin sending electronic invoices, you must confirm that you have completed your organisation details. To add the information to your Basware Portal account, click on your username in the top right corner and select y Organisation. In the next screen select edit and complete your company address details. You can enter your VAT number by selecting Add Organisation Identifier under Organisation Identifiers. From the dropdown, please select the VAT and enter your Business Number, numeric only. For example, instead of R You do not enter your banking information as payments are not handled via Basware at this time. Please make sure you save the changes by clicking Save at the bottom of the screen.

5 UP-Kymmene Oyj 5 (11) D. Sending Invoices Basware reads the invoices sent into the service electronically. Therefore, the PDF invoice cannot contain invoice data in image format. Please ensure all your invoices are in a machine-readable PDF format and are sent to the correct address for UP-Kymmene Oyj. The address can be found in section F Company Profile. To check if the data is machine readable: 1. Open the invoice you created. 2. Select one or more lines of invoice data using you mouse. 3. Copy the invoice data to clipboard. 4. Paste the invoice data into a word processing software, for example Notepad, TextEdit or WordPad. If there are strange characters in the text, please use different font and create the invoice again. To send your PDF invoice: 1. Using your standard client, create a new message addressed to one of the UP-Kymmene Oyj addresses. The subject line field can be left empty. 2. Attach your machine readable PDF invoice to the message. 3. If you want to send invoice attachments attached to the , please make sure you change the name of the attachment so that the word attachment is contained in the name. Example: attachment_ pdf, would appear like this: Only PDF attachments are allowed. Any other kind of attachment is ignored. Also, the name of PDF attachments that you are sending to UP-Kymmene Oyj, should have maximum 30 characters and cannot contain any empty spaces. If you send multiple attachments, we suggest to send one invoice per .

6 UP-Kymmene Oyj 6 (11) 4. If you must send multiple s and attachments in a single please follow the guidelines below: All the PDF attachments which are not invoices must have the keyword attachment in their name Attachments are associated with a document PDF - Single e-invoice PDF case: all extra attachment pdfs are linked to the e-invoice pdf ultiple document PDFs case: an extra attachment is linked to a document PDF if its name contains the name of the document PDF (without extension) - e.g. document1.pdf and document1_attachment.pdf The attachments are valid if: - At least one document pdf is present - All extra attachment pdfs are linked to a document pdf Attachments Valid Rationale Invoice1.pdf Invoice2.pdf attachment_for_invoice1.pdf attachment_for_invoice2.pdf YES there are 2 documents pdfs; Invoice1.pdf, Invoice2.pdf there are 2 extra attachments, each one linked to a document pdf: - attachment_for_invoice1.pdf -> Invoice1.pdf - attachment_for_invoice2.pdf -> Invoice2.pdf Invoice1.pdf Invoice2.pdf an_attachment NO there are 2 documents pdfs: Invoice1.pdf, Invoice2.pdf there is an extra attachment an_attachment.pdf that is not linked to any document pdf Invoice1.pdf Invoice2.pdf YES there are 2 document pdfs: Invoice1.pdf, Invoice2.pdf no extra attachments document_without_attachment.pdf NO an extra attachment document_without_attachment.pdf (contains attachment keyword) no document pdf document.tif NO document.tif is ignored no document pdf document.pdf first_attachment.pdf second_attachment.pdf YES there is a single document pdf: document.pdf there are 2 extra attachments that are linked automatically to the single document pdf: - first_attachment.pdf - second_attachment.pdf If the attachment policy is not followed the message will be rejected. The service will then send you a notification saying that your message has been rejected. Please perform the needed corrections and send the invoice again.

7 UP-Kymmene Oyj 7 (11) E. Invoice Content on invoices sent with Please ensure that the following information is included in your invoice prior to your being sent. If one of the mandatory () field is empty, your invoice will be returned. General Information Field Invoice number Tax invoice/tax credit note (indicates if debit or credit invoice) If credit note, reference to erroneous invoice * Doc Date (Invoice date) Due Date (Valuta Due Date) * Delivery Date/ Date Of Delivery onth * Currency Buyer Order Number * Buyer Reference * Contract Number * Customer Information Full name of customer Full address of the customer * Receiver VAT number * Supplier Information Full name of the sender (Supplier Name) Full address of the sender (Supplier Address) Sender Vat ID (Supplier VAT ID) IBAN (bank account in IBAN format) * SWIFT (BIC) * Sender Bank Account (local format) * Payment Reference (aksuviite, OCR nummer, KID nummer) * Line Items Row Number * Article ID of the goods or services Description/nature of the goods or services Quantity of the goods supplied or the extent and nature of the services rendered Order Number * 2 P () P () P () 1 1 *

8 UP-Kymmene Oyj 8 (11) Price per unit (excluding VAT) Total (NET) Vat % * Vat amount * Total (Gross) * Any discounts or rebates, not included in the unit price * Discount amount * Unit of measure (UO) * Delivery Note Number * Customer Product Code * Summary Net amount (VAT excluded) Gross amount (VAT included) ² Freight * VAT rates applied Break-down of the taxable amount (excluding VAT) per VAT rate or exemption Break-down of the VAT amount per VAT rate or exemption Total VAT amount payable (total VAT amount) Rounding * P 1 2 * ² Populated from the information supplier provides when registering into the service. andatory. The invoice is rejected to the sender by , if the field is found empty. andatory. The invoice is rejected to the sender by , if both of these fields are found empty. andatory. The invoice is rejected to the sender by , if the date is not a valid calendar date. Captured if this data is found on the first invoice the supplier sends into the service. The invoice data must be found on the invoice in a machine-readable format. If Gross amount does not equal Net amount + Total VAT amount (+ Freight), the invoice is rejected to the sender.

9 UP-Kymmene Oyj 9 (11) F. Company Profile Country Company Unit VAT Number Receiver E-Invoice Address address Australia UP-Kymmene Pty. Ltd upm.sales.australia@ .basware.com Australia UP-Kymmene Raflatec Pty. Ltd upm.raflatac.australia@ .basware.com Austria EEVG Entsorg. und Energie ATU eevg@ .basware.com Austria UP-Kymmene Austria GmbH ATU upm.kymmene.austria@ .basware.com Austria Steyrermühl Sägewerks GmbH Nfg KG ATU steyrermühl.sägewerks@ .basware.com Austria Steyrermühl Sägewerks GmbH Nfg KG, Wood and Biomass Sourcing CE ATU steyrermuhl.biomass@ .basware.com Austria STAG-Wasserkraft GmbH ATU stag.wasserkraft@ .basware.com Belgium UP-Kymmene NV BE upm.kymmene.nv@ .basware.com Estonia UP-Kymmene Otepää EE EE upm.otepaa@ .basware.com Finland UP Energy Oy FI upm.energy@ .basware.com Finland UP Seven Seas Oy Procurement FI upm.sevenseas.procurement@ .basware.com Finland yllykoski Oyj FI myllykoski@ .basware.com Finland UP Silvesta Oy FI upm.silvesta@ .basware.com Finland UP-Kymmene Oyj, Kaukas Pulp ill FI upm.kymmene.kaukas@ .basware.com Finland UP-Kymmene Oyj, Rauma FI upm.kymmene.rauma@ .basware.com Finland UP-Kymmene Oyj, Pietarsaari FI upm.kymmene.pietarsaari@ .basware.com Finland UP-Kymmene Oyj, Forest FI upm.forest@ .basware.com Finland UP-Kymmene Oyj Biofuels FI upm.kymmene.biofuels@ .basware.com Finland UP-Kymmene Oyj LPR Biorefinery FI upm.kymmene.biorefinery@ .basware.com Finland UP-Kymmene Oyj, UP Biocomposites FI upm.kymmene.biocomposites@ .basware.com Finland UP-Kymmene Oyj, Kymi FI upm.kymmene.kymi@ .basware.com Finland UP-Kymmene Oyj, Konsernihallinto/Head Quarters FI upm.kymmene.hq@ .basware.com Finland UP-Kymmene Oyj, Seaways FI upm.kymmene.seaways@ .basware.com Finland UP-Kymmene Oyj, Research Center FI upm.kymmene.researchcenter@ .basware.com Finland UP-Kymmene Oyj, Timber FI upm.timber@ .basware.com Finland UP-Kymmene Oyj Kiinteistöt/Real Estates FI upm.kymmene.realestates@ .basware.com Finland UP Raflatac Oy FI upm.raflatac@ .basware.com Finland UP Sähkönsiirto OY FI upm.sahkonsiirto@ .basware.com Finland UP-Kymmene Wood Oy FI upm.wood@ .basware.com Finland UP Pulp Sales Oy FI upm.pulp@ .basware.com Finland UP Sales Oy - SCC Antwerp FI upm.sales.sccantwerp@ .basware.com Finland UP Sales Oy - SCC Dörpen FI upm.sales.sccdorpen@ .basware.com Finland UP Sales Oy - Seaways FI upm.sales.seaways@ .basware.com Finland UP Sales Oy FI upm.sales@ .basware.com

10 UP-Kymmene Oyj 10 (11) Country Company Unit VAT Number Receiver E-Invoice Address address Finland UP Paper Asia Oy, Tervasaari FI Finland UP Paper Asia Oy, Jämsänkoski FI Finland Finland UP Paper Asia Oy, Global Function, Helsinki UP Paper ENA Oy, Jämsänkoski ja Kaipola FI FI Finland UP Paper ENA Oy, Kaukas FI Finland UP Paper ENA Oy, Rauma FI Finland UP Paper ENA Oy, Kymi FI Finland UP Paper ENA Oy, Global Function, Helsinki FI France UP France S.A.S Etablissement Timber FR France UP France S.A.S. Chapelle FR France UP France S.A.S. Docelles FR France UP France S.A.S. Plywood and Paper FR France UP France S.A.S. Raflatac Nancy FR Germany Rhein Papier GmbH, Plattling DE Germany Nordland Papier GmbH DE Germany Nortrans Speditionsgesellschaft GmbH DE Germany Gebrüder Lang GmbH Papierfabrik DE Germany D Papier GmbH DE md.gmbh@ .basware.com Germany yllykoski Corporation GmbH DE myllykoski.gmbh@ .basware.com Germany Rhein Papier GmbH, Hürth DE rhein.gmbh@ .basware.com Germany UP-Kymmene Grundbesitz GmbH & Co. KG DE upm.grundbesitz@ .basware.com Germany UP-Kymmene Beteiligungs GmbH DE upm.kymmene.beteiligungs@ .basware.com Germany NorService GmbH, UP Biocomposites DE norservice.biocomposites@ .basware.com Germany NorService GmbH DE norservice@ .basware.com Germany UP Sales GmbH DE upm.sales.gmbh@ .basware.com Germany UP GmbH, Werk Augsburg DE upm.augsburg@ .basware.com Germany UP GmbH, Werk Schongau DE upm.schongau@ .basware.com Germany UP GmbH, Werk Schwedt DE upm.schwedt@ .basware.com Germany UP GmbH Wood and Biomass Sourcing CE DE upm.biomass@ .basware.com Germany UP-Kymmene A/S DK upm.kymmene.as@ .basware.com Germany UP-Kymmene A/S DK upm.kymmene.as@ .basware.com Hong Kong UP-Kymmene (HK) Ltd upm.sales.hongkong@ .basware.com Hungary UP Kft. HU upm.kft@ .basware.com Italy UP-Kymmene S.r.l. IT upm.kymmene.srl@ .basware.com Netherlan ds UP-Kymmene B.V. NL B upm.kymmene.bv@ .basware.com Poland UP Raflatac Sp. z o.o. PL upm.raflatac.sp@ .basware.com

11 UP-Kymmene Oyj 11 (11) Country Company Unit VAT Number Receiver E-Invoice Address address Poland UP-Kymmene Sp. z o.o. PL upm.kymmene.sp@ .basware.com South Africa UP Raflatac South Africa (Pty) Ltd upm.raflatac.pty@ .basware.com Spain UP-Kymmene S.A. ESA upm.kymmene.sa@ .basware.com Spain UP Raflatac Iberica S.A. ESA upm.raflatac.iberica@ .basware.com Sweden UP-Kymmene AB, Paper SE upm.kymmene.ab@ .basware.com Switzerla nd UP AG CH upm.ag@ .basware.com UK UP-Kymmene (UK) Ltd Raflatac GB upm.kymmene.raflatac@ .basware.com UK UP-Kymmene (UK) Ltd, Shotton Paper GB upm.kymmene.shottonpaper@ .basware.com UK UP-Kymmene (UK) Ltd GB upm.kymmene.uk@ .basware.com UK UP-Kymmene (UK) Ltd, Caledonian Paper GB upm.kymmene.caledonianpaper@ .basware.com UK UP Wood aterials (UK) Ltd GB upm.woodmaterials.uk@ .basware.com USA adison Paper Industries madison.paper@ .basware.com USA UP-Kymmene Inc upm.kymmene.inc@ .basware.com USA Blandin Paper Company blandin.paper@ .basware.com USA UP Raflatac, Inc upm.raflatac.inc@ .basware.com G. Contact Information If you wish more information of the UP invoicing addresses, please visit the page: If you have questions for UP-Kymmene Oyj, please to contactfs@upm.com. Here is more information on our service: If you have any questions on the Basware service, please activation.services@basware.com or you can live chat with a Customer Care agent. To live chat, please log into the portal (portal.basware.com) and click the "help" in the bottom right corner of the page.