UP-Kymmene Oyj - Supplier Kit for HOW TO SEND PDF E-INVOICES TO UP-KYENE OYJ Copyright All rights reserved
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 email 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 email address that your invitation was sent to as your username. If you want to use another email address as your username, click Edit and enter that address in the Email/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 email address. Open the confirmation message and follow the link in the message to activate your account.
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: https://portal.basware.com/. 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.)
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, 123456 instead of R123456. 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.
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 email address for UP-Kymmene Oyj. The email 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 email client, create a new message addressed to one of the UP-Kymmene Oyj email 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 email, please make sure you change the name of the attachment so that the word attachment is contained in the name. Example: attachment_112233.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 email.
UP-Kymmene Oyj 6 (11) 4. If you must send multiple s and attachments in a single email 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.
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 email 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 *
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 e-mail, if the field is found empty. andatory. The invoice is rejected to the sender by email, if both of these fields are found empty. andatory. The invoice is rejected to the sender by email, 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.
UP-Kymmene Oyj 9 (11) F. Company Profile Country Company Unit VAT Number Receiver E-Invoice Address Email address Australia UP-Kymmene Pty. Ltd. 81428177 334814281772011 upm.sales.australia@email.basware.com Australia UP-Kymmene Raflatec Pty. Ltd. 93006406435 607534131943522 upm.raflatac.australia@email.basware.com Austria EEVG Entsorg. und Energie ATU22062504 603021704368651 eevg@email.basware.com Austria UP-Kymmene Austria GmbH ATU23411207 603002930571020 upm.kymmene.austria@email.basware.com Austria Steyrermühl Sägewerks GmbH Nfg KG ATU37184809 603039673761205 steyrermühl.sägewerks@email.basware.com Austria Steyrermühl Sägewerks GmbH Nfg KG, Wood and Biomass Sourcing CE ATU37184809 603039673761402 steyrermuhl.biomass@email.basware.com Austria STAG-Wasserkraft GmbH ATU52136308 603004767641204 stag.wasserkraft@email.basware.com Belgium UP-Kymmene NV BE 0406082778 602829677852009 upm.kymmene.nv@email.basware.com Estonia UP-Kymmene Otepää EE100621732 EE100621732 upm.otepaa@email.basware.com Finland UP Energy Oy FI 27606395 3727606395552 upm.energy@email.basware.com Finland UP Seven Seas Oy Procurement FI01345780 37013457807800 upm.sevenseas.procurement@email.basware.com Finland yllykoski Oyj FI01631883 3701631883 myllykoski@email.basware.com Finland UP Silvesta Oy FI08271446 370827144616412 upm.silvesta@email.basware.com Finland UP-Kymmene Oyj, Kaukas Pulp ill FI10410900 37104109001006 upm.kymmene.kaukas@email.basware.com Finland UP-Kymmene Oyj, Rauma FI10410900 37104109001010 upm.kymmene.rauma@email.basware.com Finland UP-Kymmene Oyj, Pietarsaari FI10410900 37104109001014 upm.kymmene.pietarsaari@email.basware.com Finland UP-Kymmene Oyj, Forest FI10410900 37104109006001 upm.forest@email.basware.com Finland UP-Kymmene Oyj Biofuels FI10410900 37104109007782 upm.kymmene.biofuels@email.basware.com Finland UP-Kymmene Oyj LPR Biorefinery FI10410900 37104109007783 upm.kymmene.biorefinery@email.basware.com Finland UP-Kymmene Oyj, UP Biocomposites FI10410900 37106473344000 upm.kymmene.biocomposites@email.basware.com Finland UP-Kymmene Oyj, Kymi FI10410900 371041090011116 upm.kymmene.kymi@email.basware.com Finland UP-Kymmene Oyj, Konsernihallinto/Head Quarters FI10410900 371041090011144 upm.kymmene.hq@email.basware.com Finland UP-Kymmene Oyj, Seaways FI10410900 371041090011244 upm.kymmene.seaways@email.basware.com Finland UP-Kymmene Oyj, Research Center FI10410900 371041090011901 upm.kymmene.researchcenter@email.basware.com Finland UP-Kymmene Oyj, Timber FI10410900 371041090014416 upm.timber@email.basware.com Finland UP-Kymmene Oyj Kiinteistöt/Real Estates FI10410900 371041090017101 upm.kymmene.realestates@email.basware.com Finland UP Raflatac Oy FI10647334 37106473343501 upm.raflatac@email.basware.com Finland UP Sähkönsiirto OY FI16432668 37164326687756 upm.sahkonsiirto@email.basware.com Finland UP-Kymmene Wood Oy FI18392065 371839206515201 upm.wood@email.basware.com Finland UP Pulp Sales Oy FI20960789 37209607892109 upm.pulp@email.basware.com Finland UP Sales Oy - SCC Antwerp FI24305335 37243053351002 upm.sales.sccantwerp@email.basware.com Finland UP Sales Oy - SCC Dörpen FI24305335 37243053351008 upm.sales.sccdorpen@email.basware.com Finland UP Sales Oy - Seaways FI24305335 37243053351107 upm.sales.seaways@email.basware.com Finland UP Sales Oy FI24305335 37243053352042 upm.sales@email.basware.com
UP-Kymmene Oyj 10 (11) Country Company Unit VAT Number Receiver E-Invoice Address Email address Finland UP Paper Asia Oy, Tervasaari FI27606408 3727606408118 upm.asia.tervasaari@email.basware.com Finland UP Paper Asia Oy, Jämsänkoski FI27606408 3727606408553 upm.asia.jamsankoski@email.basware.com Finland Finland UP Paper Asia Oy, Global Function, Helsinki UP Paper ENA Oy, Jämsänkoski ja Kaipola FI27606408 3727606408557 upm.asia@email.basware.com FI27606416 3727606416107 upm.ena.jok@email.basware.com Finland UP Paper ENA Oy, Kaukas FI27606416 3727606416111 upm.ena.kaukas@email.basware.com Finland UP Paper ENA Oy, Rauma FI27606416 3727606416117 upm.ena.rauma@email.basware.com Finland UP Paper ENA Oy, Kymi FI27606416 3727606416554 upm.ena.kymi@email.basware.com Finland UP Paper ENA Oy, Global Function, Helsinki FI27606416 3727606416556 upm.ena@email.basware.com France UP France S.A.S Etablissement Timber FR46320733777 60214482885603 upm.etablissement@email.basware.com France UP France S.A.S. Chapelle FR46320733777 602700367211103 upm.chapelle@email.basware.com France UP France S.A.S. Docelles FR46320733777 602700367211155 upm.docelles@email.basware.com France UP France S.A.S. Plywood and Paper FR46320733777 602951680465608 upm.plywood@email.basware.com France UP France S.A.S. Raflatac Nancy FR46320733777 607646738103508 upm.raflatac.nancy@email.basware.com Germany Rhein Papier GmbH, Plattling DE 215270811 602152708111122000 rhein.papier@email.basware.com Germany Nordland Papier GmbH DE116960399 603156291051008 nordland.papier@email.basware.com Germany Nortrans Speditionsgesellschaft GmbH DE116960518 603172117797103 nortrans@email.basware.com Germany Gebrüder Lang GmbH Papierfabrik DE129092565 601290925651125 gebruder.gmbh@email.basware.com Germany D Papier GmbH DE187650107 601876501071124 md.gmbh@email.basware.com Germany yllykoski Corporation GmbH DE200323744 602003237441121 myllykoski.gmbh@email.basware.com Germany Rhein Papier GmbH, Hürth DE215270811 602152708111122 rhein.gmbh@email.basware.com Germany UP-Kymmene Grundbesitz GmbH & Co. KG DE225124455 603318191647010 upm.grundbesitz@email.basware.com Germany UP-Kymmene Beteiligungs GmbH DE811156291 603159723647727 upm.kymmene.beteiligungs@email.basware.com Germany NorService GmbH, UP Biocomposites DE811372548 603174560363510 norservice.biocomposites@email.basware.com Germany NorService GmbH DE811372548 603195344001202 norservice@email.basware.com Germany UP Sales GmbH DE812113255 603169562422017 upm.sales.gmbh@email.basware.com Germany UP GmbH, Werk Augsburg DE812582521 603150451381017 upm.augsburg@email.basware.com Germany UP GmbH, Werk Schongau DE812582521 603150451381266 upm.schongau@email.basware.com Germany UP GmbH, Werk Schwedt DE812582521 603150451381267 upm.schwedt@email.basware.com Germany UP GmbH Wood and Biomass Sourcing CE DE812582521 603150451381468 upm.biomass@email.basware.com Germany UP-Kymmene A/S DK46396111 603052455812006 upm.kymmene.as@email.basware.com Germany UP-Kymmene A/S DK46396111 603052455812006 upm.kymmene.as@email.basware.com Hong Kong UP-Kymmene (HK) Ltd. 66150 336661502024 upm.sales.hongkong@email.basware.com Hungary UP Kft. HU10451919 604013272912023 upm.kft@email.basware.com Italy UP-Kymmene S.r.l. IT09458800159 604396455162016 upm.kymmene.srl@email.basware.com Netherlan ds UP-Kymmene B.V. NL001625408B01 604020262642013 upm.kymmene.bv@email.basware.com Poland UP Raflatac Sp. z o.o. PL5221026986 604224512603513 upm.raflatac.sp@email.basware.com
UP-Kymmene Oyj 11 (11) Country Company Unit VAT Number Receiver E-Invoice Address Email address Poland UP-Kymmene Sp. z o.o. PL5261173475 604222791582015 upm.kymmene.sp@email.basware.com South Africa UP Raflatac South Africa (Pty) Ltd. 4530188806 605389106373521 upm.raflatac.pty@email.basware.com Spain UP-Kymmene S.A. ESA28540961 604620355452014 upm.kymmene.sa@email.basware.com Spain UP Raflatac Iberica S.A. ESA78592078 604647761603504 upm.raflatac.iberica@email.basware.com Sweden UP-Kymmene AB, Paper SE556053761401 603540664092004 upm.kymmene.ab@email.basware.com Switzerla nd UP AG CH 233 156 604807596952001 upm.ag@email.basware.com UK UP-Kymmene (UK) Ltd Raflatac GB370669530 602131084343507 upm.kymmene.raflatac@email.basware.com UK UP-Kymmene (UK) Ltd, Shotton Paper GB370669530 602896780211002 upm.kymmene.shottonpaper@email.basware.com UK UP-Kymmene (UK) Ltd GB370669530 602896780211164 upm.kymmene.uk@email.basware.com UK UP-Kymmene (UK) Ltd, Caledonian Paper GB370669530 602988993781002 upm.kymmene.caledonianpaper@email.basware.com UK UP Wood aterials (UK) Ltd GB370669530 5693706695302040 upm.woodmaterials.uk@email.basware.com USA adison Paper Industries 01-0367747 600031236298676 madison.paper@email.basware.com USA UP-Kymmene Inc. 13-2938476 600018253062010 upm.kymmene.inc@email.basware.com USA Blandin Paper Company 41-0154230 600061589431001 blandin.paper@email.basware.com USA UP Raflatac, Inc. 56-1451390 601216928753518 upm.raflatac.inc@email.basware.com G. Contact Information If you wish more information of the UP invoicing addresses, please visit the page: http://www.upm.com/aboutus/for-suppliers/pages/search%20invoice-address.aspx If you have questions for UP-Kymmene Oyj, please email to contactfs@upm.com. Here is more information on our service: https://kb.basware.com/general-faq/basware-pdf-e-invoice-formerlyknown-email-lite. If you have any questions on the Basware service, please email 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.