e-Invoicing

Online Billing

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

Email 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

For any assistance, please contact

Email: HK.einvoicing@tnt.com

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 TNT-related 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.

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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 email 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.

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registration

Registering for Online Billing is quick and easy • Go to www.tnt.com.hk

• 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 email 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 email address as your username. B) The password must contain a mix of at least 6 alpha and numeric characters.

Click Continue

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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

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registration

2. Enrolment Repeat the previous process to register additional accounts

Click Confirm once you have registered all your accounts

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registration

3. Terms and Conditions Tick the box to accept the TNT Terms and Conditions of Carriage Click Confirm to complete your registration

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registration

4. Confirmation Click Print Confirmation Details or otherwise save the screen for future reference Look out for our email with a link to activate your account

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registration

5. Activation Click the link provided in our email within 24 hours of its receipt Enter your username and password to activate your registration

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Welcome to Online Billing, where you can manage your invoices online.

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eStatement -You can view or dispute your invoices

logging in

To enter the Online Billing site before accessing your files • Go to www.tnt.com.hk

• 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 email

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 email.

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logging in

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

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Welcome to Online Billing, where you can manage your invoices online.

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eStatement -You can view or dispute your invoices

accessing new

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, emailed 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.

invoices

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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.

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retrieving viewed

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.

documents

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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.

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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 Addresses: Once new documents are posted on any of your accounts, you’ll be

notified at this address Invoice Email Addresses: Here’s where we’ll send your original eInvoice PDF. Enter one address per

account number Copy Invoice Email Addresses: Enter no more than five email addresses per account number to which

we will CC your eInvoice PDFs CSV Email Addresses: Need your documents in CSV format? Enter no more than five email addresses

per account number to receive such data files for newly posted eInvoices

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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

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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.

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balance and

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

line items

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disputing an

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

invoice

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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

disputing an invoice

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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

disputing an invoice

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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

disputing an invoice

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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

adding and

deleting accounts

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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

adding and

deleting accounts

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changing your

To change your password On the Online Billing landing page, select Password Maintenance

Click Change Password

password

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To submit your new password Enter your existing password

Enter your new password twice

Click Save

changing your password

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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 email HK.einvoicing@tnt.com with your request.

de-registering from

Online Billing

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technical

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

specifications

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