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Note from Kuehne-Nagel

Kuehne Nagel offer all our suppliers to use Tradeshift E-invoicing platform for invoices. This is a free platform for you to connect to and send invoices to KN, and offers multiple possibilities for a full integration solutions for large suppliers, or a very simple and fast online web user interface for suppliers that have a limited or small volume of invoices.

We are taking steps country by country to make this the only medium via which we receive invoices in the future, as it fully automates our processes, and is in line with our goals of being completely paperless. This hugely contributes to efficiencies gained in our payable process, which helps us in turn to approve your invoices in a very short time. The status of your invoices can be monitored on your Tradeshift account and is updated in real time.

For any assistance on integrations, you can reach our support team here and there are user guides in the FAQ section for those who prefer using the online Web User Interface.

Please ensure that you have the correct reference in terms of KN file ID / Full Tracking number / KN PO number etc., from your business counterpart at Kuehne Nagel at the time of invoicing to avoid any failures on dispatch of your documents to KN.

We look forward to a successful integration from your organization and we are always here to help in any way.

Many thanks.

Yours faithfully,

Benedikt Zimmermann-Kuehne

Head of E-Invoicing Solutions

Kuehne Nagel Management AG, Switzerland

Benefits of eInvoicing with Tradeshift

Tradeshift increases invoicing accuracy, and improves visibility to the payment process and status through an easy-to-use web-based platform

Easy Setup

  • No installation of hardware or software required.
  • Supports both manual and highly-automated options allowing suppliers to submit invoices from within existing billing software.

Real-time Monitoring & Communication

  • Check the status of invoices with real-time updates in your computer or mobile browser.
  • Confirm invoice receipt -- no delays due to missing information or lost paper invoices.
  • Communicate and attach supporting documents directly from within Tradeshift.

Always Free

  • No setup fees, transaction fees, or service charges.
  • Invoice other customers through the Tradeshift network at no charge.

Public Profiles & Network

  • Promote your business, products and services to the fastest-growing network of connected companies. Get a modern web presence easily and efficiently.

Invoicing Kuehne-Nagel

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)
Business firewall

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.

Getting Started with Tradeshift

We built a short guide on how to get started quickly with only 5 steps.

Detailed in this short guide are the steps invited suppliers will take as a response to their customer’s email invitation.

Validation rules

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 14 days from the current date. Note that for certain countries, this rule is changed to 7 days. Please enquire with your customer for clarification.

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, 15, 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@your-customer.com”, 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: by default, credit notes must contain the referenced invoice number. If not available, simply enter "N/A" for Not Applicable, or the credit note number itself. For automated senders, the canonical element is “CreditNoteInvoiceID”.

Additional information

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.

Should someone else be reading this?

If you are receiving electronic invoicing activation emails from the Tradeshift Network, but wish to direct these emails to someone else in your organization, please fill out and submit the form below: