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Basware Corporation © Copyright Basware Corporation All rights reserved
UPM-Kymmene Oyj - Supplier Kit for PDF e-Invoice
HOW TO SEND PDF E-INVOICES
TO
UPM-KYMMENE OYJ
SUPPLIER KIT for
UPM-Kymmene Oyj
2 (12)
PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
SPECIFIC INFORMATION REGARDING UPM-KYMMENE OYJ AS AN PDF E-INVOICE RECEIVER
A. Signing Up for Basware Portal & Activating PDF e-Invoice
Basware PDF e-Invoice is a part of Basware Portal. Before you can activate Basware PDF e-Invoice, 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 PDF e-Invoice service page.
Once you’ve received an email invitation, follow the link in the invitation. The Basware PDF e-Invoice 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.
SUPPLIER KIT for
UPM-Kymmene Oyj
3 (12)
PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
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 PDF e-Invoice 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 UPM-Kymmene Oyj.
(It’s recommended to save the portal URL as a favourite in your web browser for easier access.)
SUPPLIER KIT for
UPM-Kymmene Oyj
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PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
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 ’My 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.
SUPPLIER KIT for
UPM-Kymmene Oyj
5 (12)
PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
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 UPM-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 UPM-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.
If you send multiple attachments, we suggest to send one invoice per email.
SUPPLIER KIT for
UPM-Kymmene Oyj
6 (12)
PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
4. If you must send multiple PDF e-Invoices 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
Multiple 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.
SUPPLIER KIT for
UPM-Kymmene Oyj
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PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
E. Invoice Content on invoices sent with PDF e-Invoice
Please ensure that the following information is included in your invoice prior to your email being sent. If one of the
mandatory (M) field is empty, your invoice will be returned.
General Information Field
Invoice number M
Tax invoice/tax credit note (indicates if debit or credit invoice) M
If credit note, reference to erroneous invoice *
Doc Date (Invoice date) M2
Due Date (Valuta Due Date) *
Delivery Date/ Date Of Delivery Month *
Currency M
Buyer Order Number *
Buyer Reference *
Contract Number *
Customer Information
Full name of customer M
Full address of the customer *
Receiver VAT number *
Supplier Information
Full name of the sender (Supplier Name) P (M)
Full address of the sender (Supplier Address) P (M)
Sender Vat ID (Supplier VAT ID) P (M)
IBAN (bank account in IBAN format) M
SWIFT (BIC) *
Sender Bank Account (local format) *
Payment Reference (Maksuviite, OCR nummer, KID nummer) *
Summary
Net amount (VAT excluded) M
Gross amount (VAT included) ² M
Freight *
VAT rates applied M
SUPPLIER KIT for
UPM-Kymmene Oyj
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PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
Break-down of the taxable amount (excluding VAT) per VAT rate or exemption
M
Break-down of the VAT amount per VAT rate or exemption M
Total VAT amount payable (total VAT amount) M
Rounding *
P Populated from the information supplier provides when registering into the service.
M Mandatory. The invoice is rejected to the sender by e-mail, if the field is found empty.
M1 Mandatory. The invoice is rejected to the sender by email, if both of these fields are found empty.
M2 Mandatory. 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.
² If Gross amount does not equal Net amount + Total VAT amount (+ Freight), the invoice is rejected to the sender.
F. Company Profile
Company Unit VAT Number Receiver E-Invoice Address
Email address
Blandin Paper
Company
41-0154230 00600061589431001 [email protected]
EEVG Entsorg. und
Energie
ATU22062504 00603021704368651 [email protected]
Gebrüder Lang GmbH
Papierfabrik
DE129092565 00601290925651125 [email protected]
Madison Paper
Industries
01-0367747 00600031236298676 [email protected]
MD Papier GmbH DE187650107 00601876501071124 [email protected]
Myllykoski Corporation
GmbH
DE200323744 00602003237441121 [email protected]
Myllykoski Oyj FI01631883 003701631883 [email protected]
Nordland Papier GmbH DE116960399 00603156291051008 [email protected]
NorService GmbH DE811372548 00603195344001202 [email protected]
NorService GmbH,
UPM Biocomposites
DE811372548 00603174560363510 [email protected]
SUPPLIER KIT for
UPM-Kymmene Oyj
9 (12)
PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
Nortrans
Speditionsgesellschaft
mbH
DE116960518 00603172117797103 [email protected]
Rhein Papier GmbH,
Hürth
DE215270811 00602152708111122 [email protected]
Rhein Papier GmbH,
Plattling
DE 215270811 00602152708111122
504
STAG-Wasserkraft
GmbH
ATU52136308 00603004767641204 [email protected]
Steyrermühl Sägewerks
GmbH Nfg KG
ATU37184809 00603039673761205 steyrermühl.sä[email protected]
Steyrermühl Sägewerks
GmbH Nfg KG,
Wood and Biomass
Sourcing CE
ATU37184809 00603039673761402 [email protected]
UPM AG CH 233 156 00604807596952001 [email protected]
UPM Energy Oy FI 27606395 003727606395552 [email protected]
UPM France S.A.S.
Chapelle
FR46320733777 00602700367211103 [email protected]
UPM France S.A.S.
Docelles
FR46320733777 00602700367211155 [email protected]
UPM GmbH Wood and
Biomass Sourcing CE
DE812582521 00603150451381468 [email protected]
UPM GmbH, Werk
Augsburg
DE812582521 00603150451381017 [email protected]
UPM GmbH, Werk
Schongau
DE812582521 00603150451381266 [email protected]
UPM GmbH, Werk
Schwedt
DE812582521 00603150451381267 [email protected]
UPM Kft. HU10451919 00604013272912023 [email protected]
UPM Paper ENA Oy,
Global Function,
Helsinki
FI27606416 003727606416556 [email protected]
UPM Paper ENA Oy,
Jämsänkoski ja Kaipola
FI27606416 003727606416107 [email protected]
UPM Paper ENA Oy,
Kaukas
FI27606416 003727606416111 [email protected]
UPM Paper ENA Oy,
Kymi
FI27606416 003727606416554 [email protected]
UPM Paper ENA Oy,
Rauma
FI27606416 003727606416117 [email protected]
SUPPLIER KIT for
UPM-Kymmene Oyj
10 (12)
PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
UPM Pulp Sales Oy FI20960789 0037209607892109 [email protected]
UPM Raflatac Iberica
S.A.
ESA78592078 00604647761603504 [email protected]
UPM Raflatac Oy FI10647334 0037106473343501 [email protected]
UPM Raflatac S.A.S.
Raflatac Nancy
FR23824007470 FR23824007470309 [email protected]
UPM Raflatac South
Africa (Pty) Ltd.
4530188806
00605389106373521
UPM Raflatac Sp.z o.o. PL5221026986 00604224512603513 [email protected]
UPM Raflatac, Inc. 56-1451390 00601216928753518 [email protected]
UPM Sales GmbH DE812113255 00603169562422017 [email protected]
UPM Sales Oy FI24305335 0037243053352042 [email protected]
UPM Sales Oy - SCC
Antwerp
FI24305335 0037243053351002 [email protected]
UPM Sales Oy - SCC
Dörpen
FI24305335 0037243053351008 [email protected]
UPM Sales Oy -
Seaways
FI24305335 0037243053351107 [email protected]
UPM Seven Seas Oy
Procurement
FI01345780 0037013457807800 [email protected]
UPM Silvesta Oy FI08271446 00370827144616412 [email protected]
UPM Specialty Papers
Oy, Global Function,
Helsinki
FI27606408 003727606408557 [email protected]
UPM Specialty Papers
Oy, Jämsänkoski
FI27606408 003727606408553 [email protected]
UPM Specialty Papers
Oy, Tervasaari
FI27606408 003727606408118 [email protected]
UPM Wood Materials
SAS (*)
FR87824010078
FR87824010078566
UPM-Kymmene (UK)
Ltd
GB370669530 00602896780211164 [email protected]
UPM-Kymmene (UK)
Ltd – Raflatac
GB370669530 00602131084343507 [email protected]
UPM-Kymmene (UK)
Ltd, Caledonian Paper
GB370669530 00602988993781002 [email protected]
m
SUPPLIER KIT for
UPM-Kymmene Oyj
11 (12)
PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
UPM-Kymmene (UK)
Ltd, Shotton Paper
GB370669530 00602896780211002 [email protected]
UPM-Kymmene A/S DK46396111 00603052455812006 [email protected]
UPM-Kymmene A/S DK46396111 00603052455812006 [email protected]
UPM-Kymmene AB,
Paper
SE556053761401 00603540664092004 [email protected]
UPM-Kymmene Austria
GmbH
ATU23411207 00603002930571020 [email protected]
UPM-Kymmene B.V. NL001625408B01 00604020262642013 [email protected]
UPM-Kymmene
Beteiligungs GmbH
DE811156291 00603159723647727 [email protected]
UPM-Kymmene
Grundbesitz GmbH &
Co. KG
DE225124455 00603318191647010 [email protected]
UPM-Kymmene Inc. 13-2938476 00600018253062010 [email protected]
UPM-Kymmene NV BE 0406082778 00602829677852009 [email protected]
UPM-Kymmene Otepää EE100621732 EE100621732 [email protected]
UPM-Kymmene Oyj
Biofuels
FI10410900 0037104109007782 [email protected]
UPM-Kymmene Oyj
Kiinteistöt/Real Estates
FI10410900 00371041090017101 [email protected]
UPM-Kymmene Oyj
LPR Biorefinery
FI10410900 0037104109007783 [email protected]
UPM-Kymmene Oyj,
Forest
FI10410900 0037104109006001 [email protected]
UPM-Kymmene Oyj,
Kaukas Pulp Mill
FI10410900 0037104109001006
UPM-Kymmene Oyj,
Konsernihallinto/Head
Quarters
FI10410900
00371041090011144 [email protected]
UPM-Kymmene Oyj,
Kymi
FI10410900 00371041090011116 [email protected]
UPM-Kymmene Oyj,
Pietarsaari
FI10410900 0037104109001014 [email protected]
UPM-Kymmene Oyj,
Rauma
FI10410900 0037104109001010 [email protected]
SUPPLIER KIT for
UPM-Kymmene Oyj
12 (12)
PDF e-Invoice
Basware Corporation
Basware Corporation | Linnoitustie 2, Cello, P.O. Box 97, FI-02601 Espoo, Finland | Tel. +358 9 879 171 | Fax +358 9 8791 7297 | www.basware.com
UPM-Kymmene Oyj,
Research Center
FI10410900 00371041090011901 [email protected]
m
UPM-Kymmene Oyj,
Seaways
FI10410900 00371041090011244 [email protected]
UPM-Kymmene Oyj,
Timber
FI10410900 00371041090014416 [email protected]
UPM-Kymmene Oyj,
UPM Biocomposites
FI10410900 0037106473344000 [email protected]
UPM-Kymmene
Plywood Oy
FI18392065 00371839206515201 [email protected]
UPM-Kymmene S.A. ESA28540961 00604620355452014 [email protected]
UPM-Kymmene S.r.l. IT09458800159 00604396455162016 [email protected]
UPM-Kymmene Sp. z
o.o.
PL5261173475 00604222791582015
(*) UPM Wood Materials SAS for: Sales, Timber, Profi and Plywood
G. Contact Information
If you wish more information about UPM invoicing addresses, please visit the page: http://www.upm.com/About-us/For-suppliers/Pages/Search%20Invoice-Address.aspx If you have questions about UPM-Kymmene Oyj, please email FS Contact Center at [email protected]. Here is more information on our service: https://kb.basware.com/general-faq/basware-pdf-e-invoice-formerly-known-email-lite . If you have any questions on the Basware service, please email [email protected] 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.