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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:

Table of contents

Ticketing

Ticket Overview

You can get a quick overview of the tickets in your company’s ticketing groups by clicking the “Tickets” tab. You can then click the following tabs to list the tickets differently:

  • My requests: tickets issued by you - where you are the requester
  • Followed: you can choose to follow and thereby receive notifications on any ticket in your company groups
  • Unassigned: view tickets in your company’s ticketing groups that have not yet been assigned to anyone
  • All Active: view all tickets that are not in Solved or Closed status
  • All Solved: view all Solved or Closed tickets
  • Search: you can search for tickets in your company ticketing groups here. See the detailed search syntax here (links to search syntax article/section/whatever)

When viewing the ticket lists, the different icons correspond to different statuses and priorities:

Statuses
  • New
  • Open
  • Pending
  • Solved
Priorities
  • Low
  • Normal
  • High
  • Urgent

Ticket creation

We encourage every Tradeshift user to create new support queries from within the Tradeshift platform. This allows the Tradeshift Support team to obtain more information about the ticket and thereby improve the quality of the support we can provide for you! To create a new ticket, simply click the green “ new request” button when viewing the “Tickets” tab. You will then have to go through the following flow:

  • 1. Requester: who is requesting the ticket? Is it you or are you creating a ticket on someone’s behalf? You can also choose here to follow the ticket if you’re requesting it on someone’s behalf - if you create it for yourself you will be notified as ticket Requester.
  • 2. Type: choose your request type: Do you need Tradeshift to help you with something? Do you have comments or feedback for us? Are you interested in learning more about a specific feature?
  • 3. Categorization: Which area of the Tradeshift product or platform does your request concern? Is it about Documents? Your Network? What action on said area does your request concern? For example, if you chose Documents as your area, your action could be Sending or Rejecting.
  • 4. Properties: In this panel you can set the support properties for the ticket - which ticketing group does this ticket belong to?
    • a. 1L groups should be used by default for mundane queries - select the Supplier group if the query is on behalf of a supplier, or the Employee group if you or another one of your company’s employees is making the request.
    • b. The 2L group is exclusively for integrated supplier cases. Select this group if the ticket you are creating is about launching a new integration on behalf of a supplier or regarding maintenance of an existing integration.
    • c. The 3L group is for customer operations. These include: rollout assistance, integration extension/ failure investigation, forwarding, tagging, new accounts, validation setup, production / sandbox setup /testing, training, configuration creation/changes, etc.
    Finally, select the ticket priority. You can read about when to use each priority here.
  • 5. Content: It’s now time to write your ticket! Follow the instructions on the form in terms of length and attachments. Try to be as detailed and descriptive as possible, so our Support agents can be as efficient as possible on resolving your case.
  • 6. Review: On this last panel, you will be able to review all the information you’ve entered and make sure everything you’ve entered is correct. Once you’re sure everything looks good, you can click submit!

Ticket assignment

Each ticket that comes in from either suppliers or customer employees like you get picked up by the Tradeshift First Level Support team, and then get assigned to the appropriate person. It is possible that a ticket submitted by a supplier will be assigned to you by a Tradeshift Support agent, if they judge the matter should be resolved by a customer agent. For example, if a supplier is asking about the payment of one of their invoices, Tradeshift technical Support cannot answer their request and so a customer agent would need to be involved. You will be notified by email if a ticket is assigned to you, and it is your responsibility to answer the supplier’s query and mark the ticket as solved once you’ve resolved the matter.

Ticket statuses

  • New: Tickets with this status have just been created by the Requester and have not been assigned yet. The Tradeshift Support advocates are in charge of assigning the tickets to the right agents and putting them in the right groups, if need be.
  • Open: tickets in open status are waiting on an action from the Ticket Assignee
  • Pending: tickets in pending status are waiting on an action from the Ticket Requester
  • Solved: a ticket gets marked as Solved once the query has been resolved. A Solved ticket can be re-opened if anyone involved in the ticket posts a reply in it.
  • Closed: after X amount of time, a Solved ticket becomes Closed and cannot be re-opened. An attempt to re-open it will instead create a new follow-up ticket.

Ticket priority

Ticket search syntax

The ticket property keywords and their values that you can use in your searches are described in the following table. Not all of the ticket data is searchable.

Keyword Description
Ticket ID

There isnt a property keyword for the ticket ID. Instead, you simply search for the ticket by its ID number in the following format:

233
created

The date, or date and time, the ticket was created. Enter date in yyy-mm-dd format.

created:2011-05-01

Search within a date or time range. Enter times using ISO 8601 syntax. For example, to search for a ticket created between 10:30 a.m. and 12 p.m. (UTC) on August 1, 2014:

created>2014-08-01T10:30:00Z
created<2014-08-01T12:00:00Z
updated

The date of the most recent ticket update.

updated>2011-05-15
solved

The date the ticket was set to solved.

solved<2011-06-01
due_date

The due date of tickets.

due_date:2011-06-01
submitter

The ticket submitter. This may be different than the requester if the ticket was submitted by an agent on behalf of the requester. You can specify "none", "me", user name (full name or partial), email address, user ID, or phone number.

submitter:me

Replying to tickets

There are two types of replies one can do on tickets:

  • Public replies: public replies are visible by everyone. When the requester, or people in CC reply on a ticket, it is always a public reply.
  • Private replies: private replies can only be made by customer agents or Tradeshift Support agents. In some contexts, it can be beneficial to discuss some details around a Support case privately between the customer and Support agent. Take care when a Tradeshift Support agent makes a private reply directed to you, they may be asking you to step in and reply publicly, or they may just need some information from you!

Agents & users

Adding an agent or contact

Adding a new agent is very simple. Simply go to the “Contacts & Agents” tab and click the green “Add contact” button! You will then have to fill in the following information:

  • Name - the name of the new agent
  • Direct email - the agent’s email so they can be reached by the Support team, if necessary - this address is also the agent’s Tradeshift account email address
  • Business group email - does this agent belong to a certain group (AP, IT, etc) and if so, can the rest of the group be reached through a common email address? If so, enter that email address here. This is useful for the Support team so they can get in touch with another person within the appropriate group, should this agent be on leave for example.
  • Phone - Support cases are sometimes best resolved over the phone. Let us know how we can contact you and your colleagues!
  • Role - The agent’s role within your company. In order to be able to answer as wide an array of questions as possible, we recommend our customer agents to be spread out over the following company departments:
    • Accounts Payable
    • IT
    • Project Management (involved in the Tradeshift project)
  • Note - you can use this field to let Tradeshift Support know in which situations this particular agent should be contacted, or how to get in touch with their department if the agent is unavailable.
  • City & Country - where is this agent located? It is helpful for Support to know they can contact someone in the appropriate timezone or that has knowledge about specific actions in a specific company branch
  • Agent status - agent access means that the agent will be able to access the agent ticketing interface, just like you. If kept off, then they will not be able to access this view, but their contact information will be visible to Tradeshift Support agents. It is up to you who in your company requires agent status or not.

If you are adding one of your colleagues that is already set up on your Tradeshift account, it can take up to 2 hours before they are able to view the new ticketing agent interface. If the person you are adding is not yet on Tradeshift, then they will be invited to join Tradeshift and will immediately be able to view the agent interface once they activate their account.

Please note that after you create a new agent, you can edit all of the above information except their name and email, which are taken from their Tradeshift account. If this information needs to be modified, the agent will have to do so from their Tradeshift account’s settings.