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Kraft Foods and Tungsten Network Vendor Guide
Thank you for participating in the Kraft Foods e-‐Invoicing initiative with Tungsten inc., a preferred service provider for e-‐Invoicing on behalf of the Kraft. We appreciate your support and hope this e-‐Invoicing guide helps you to efficiently use Tungsten as Kraft intends it to be used. The goal of this initiative is to reduce overall processing time and ensure you, the vendor, are paid as quickly as possible in compliance with local, regional, and global laws.
Table of Contents A. Invoice Data Requirements. B. Registering an Account: Tungsten Invoicing Options – Integrated Solution & Web Form. C. Visual Invoicing Walkthrough (Tungsten Portal/Web Form Users)
1. Login. 2. Tungsten Portal Homepage.
A. Invoice Data Requirements Kraft will require the following information for each electronic invoice. Failure to populate the following information on an invoice submitted to Tungsten will result in that invoice being rejected back to you:
• A Valid Kraft Foods Purchase Order (PO) number; Clarity can be offered by 1-‐877-‐353-‐9791. o Typically a PO Number will begin and end with a numeric with a total character count of 10.
• Your Contact Details -‐ including Name, Phone, and Email. • Your Kraft Foods Point of Contact -‐ including Name, Phone, and Email.
o The point of contact could be your Procurement owner listed within your Contract. • Quantity of items invoiced by line number. • Cost per item invoiced. (Unit Price) • An invoice that Balances (adds up correctly).
o Unit Price, Quantity, Line Totals, Special Charges, and Taxes must calculate correctly. • Unit of measure for each item invoiced. (ex. each, box, pound) • Remit to address, city, state, and zip code. • DUNS Number – if applicable. • For Good -‐ Ship from location, including address, city, state, and zip code • For Services -‐ The Period of Performance or “Start and End Date”
o This field is found when selecting the “+” sign below the line details. • Invoice number – Must be a unique invoice number. • Invoice date:
o An Invoice Date must be within the last 90 days. • Tax amount -‐ if applicable. • Freight or special charge amount -‐ if applicable. • Discounts-‐ if applicable.
o Including percentage and day terms.
**explanations of unit price, surcharges, and other special characteristics should be included in the general text fields of the invoice where applicable to assist Kraft in their effort to promptly process and pay your invoice.
B. TUNGSTEN NETWORK Invoicing Methods – Integrated Solution v. Web Form Users
• Tungsten Network Vendors are given the option to use the Integrated Solution or the Web Form when they are enrolled on the network. • The Integrated Solution (File Submission) —generally for high volume suppliers or those with more sophisticated billing systems—allows vendors to send a consistent flat file exported from their accounting system that is automatically processed by Tungsten Network’s intelligent process. • The Web Form (Online Portal) solution allows smaller vendors or those who cannot export a flat file to visit the Tungsten Network website and either key invoice data manually or use a manually created template to invoice similar invoices repeatedly. • Further information can be obtained at http://www.Tungsten-‐Network.com/kraftus
Benefits of using the Tungsten Network e-‐Invoicing solution: • Guaranteed invoice delivery – Delivery of Invoices directly into the Financial Service Center (FSC) payment
system and routed nationally for approval, reduction of invoice receipt inquiries.
• More predictable payment – we can process electronic invoices much faster than paper.
• More streamlined, fewer exceptions – Elimination of mail processing time, postage, data errors
and lost or misplaced invoices.
• Improved cash-‐flow management – our process is more transparent; you can check the status of
your invoice and know it has been delivered.
• The ability to store and retrieve invoices – through Tungsten Network’s online archive.
• No installation of hardware or software required – not cost-‐prohibitive.
C. Tungsten Network Portal – Visual Registration Walkthrough
• The following pages will provide screenshots of the Tungsten Portal to provide a walkthrough for Web Form suppliers. These images will overview all of the steps taken to invoice Kraft.
• Should you need more information than what is provided, the information at the end of this guide to contact Tungsten United States Support or the Kraft e-‐Invoicing Team.
1. Login to your Tungsten/ OB10 Account (If already registered) -‐ Go to http://www.tungsten-‐network.com/US/en/kraftus/ -‐ If you are planning to “Bookmark” a page; this page should be bookmarked. -‐ Click on the ‘Login’ button at the top right shown on the next page;
-‐ Enter your email and password credentials. -‐ If you do not have your credentials, please contact your account administrator or contact the automated resets within Tungsten Support by left clicking “Forgot your password” or “Forgot your details”. -‐If you do not have a Tungsten/OB10 account; select Tungsten-‐Network.com on the right hand side and select the account type you would like to pursue.
D. How to Register a Tungsten Network Web Form (Portal) Account.
To complete registration, you will need: • A Computer with Internet connectivity. • To open a Web Browser (Internet Explorer, Google Chrome, Mozilla Firefox) and review the URL:
o Kraft US : http://www.tungsten-‐network.com/us/en/kraftus/ o Kraft Canada : http://www.tungsten-‐network.com/ca/en/kraftca/ o
• A registration key and/or your customer’s OB10 number. If your customer invited you to join, their OB10 number will be in the invitation.
• To confirm your contact details, including an active email address • To enter company information, such as VAT number or tax ID, if applicable
Getting started Either follow the link www.tungsten-‐network.com/activate in your invitation from your customer or Click the following hyperlink go to Tungsten Network Kraft Foods Page.
Step 1 – registration key If your customer sent you a registration key you must enter it here. If you do not have a registration key simply click continue. Please note, your registration key does not begin with AAA, this is your customer’s OB10 number, which you will need later in the registration process.
Step 2 – user details
Please enter your user details, the language you wish to create your invoices in and how you would like Tungsten to communicate with you.
Please note that the country you select must be the country that your invoices will be sent from. This is important to ensure all required information is present.
Step 3 – login credentials The information you enter here, i.e. your password, will be your login credentials for the Tungsten Network Portal to create invoices, generate reports, access the Tungsten Archive, and contact support.
Step 4 – validate your details Once you have created your login credentials you will receive an automated email within 24 hours asking you to validate your details. If you do not receive an email from Kraft.Registration@Tungsten-‐Network.com , please check your “Spam” folder, “Junk” folder, or contact Tungsten US Support at 1-‐877-‐751-‐0900 Option 1.
Step 5 – company details
Please complete your company details. Certain fields are compulsory to ensure your invoices meet local requirements. You must provide a valid Taxpayer Identification Number (TIN) for Kraft Foods. Please follow the help tips Green ? icon if some of the information is not relevant to you.
Step 6 – remit details You must complete your remittance address and invoice information. This can be completed now or after registration in the Administration area of the Tungsten Portal for Kraft Foods.
Step 7 – invoice information Invoice information is the static information that is displayed on your invoices, such as payment instructions. Including this information is optional. You can add this at a later date or edit it in the Administration area of the Tungsten Portal. Your companies DUNS number should be provided on the 1st line.
Step 8 – Customers OB10 Number
If you have not included a registration key at the beginning of the process, you will be asked to enter your customer’s OB10 number here, which you will find in your invitation to register for e-‐Invoicing. If you have been invited to join the Tungsten Network by more than one customer you can add additional OB10 numbers here.
Kraft Foods OB10 Numbers are: • AAA281848820 Kraft Foods Group -‐ Canada • AAA728420464 Kraft Foods Group – US
Once you have entered all your customers’ OB10 numbers, click ‘Continue’.
Step 9 – registration complete
Once you have completed your registration you will receive an email with information on next steps. Your account will be confirmed through your customer’s Vendor Master department and authorization should take no more than 4 business days pending you’ve provide all required information. Once authorized, you will receive a final email confirming completion stating your Ready to Transact.
If you need help with your registration, contact Tungsten US Support at:
• For Registration or Support with Tungsten: 1 -877-751-0900 (Option 1) and/or through Support Ticket within your Portal.
If you need assistance with Kraft specific items:
• If you are inquiring on invoice receipt or status, please contact Kraft Foods Global Customer Service by phone at 210-530-7200 or email at [email protected]
• In addition, you may register for invoice inquiry for Kraft Foods Global at
https://kraftbsc.kayako.com.
Thank you from Tungsten and Kraft Foods Global.
