User guide:

Pagero Order Portal

Receive orders, send order responses, send dispatch advice and invoices.

Activate your Pagero Online Account

1. When your company has been registered an activation email will be sent to your email

address. In the email you will find a link to activate your user account in Pagero Online.

2. Follow the link, read and approve the user agreement, choose a password, and then go on to

Pagero Online. The password can be changed later in Pagero Online via Settings - User

Information.

Log in to Pagero Online

Outbound electronic document flow To be able to send documents via Pagero Online you must create connections to your recipients. This is

done by adding the recipients in your customer directory. Below you will find instructions on how to

add your customers.

Add recipients - Search, find and add the correct recipient

To find the correct recipient, go to the tab Customer Directory – Search and add customers.

Here you can search for the recipients you wish to send electronic documents to. You can search by

company identification number (such as VAT-number, TAX-ID, Organization number), or by company

name. When the search is done, you can click on the company name to see more information about

the recipient, to make sure it is the correct one. When you have found the correct recipient, click on

“Add”, and follow the steps.

A service provider is, like Pagero, a company or network who handles and distributes electronic documents in different ways. Which means that you can reach your your customers who are registered in Peppol.

When you click on add (see the previous image) you will be forwarded to a number of steps. Follow the

steps, and add the requested information. The example below is of a recipient who are receiving

invoices via Peppol.

A first step that often appear is that you are asked to add your electronic ID. This information is used

by the recipients’ service provider to identify your identity. The information that are requested are

often a company identification number, and sometimes a country code should be added. What

information you need to fill in is always stated in this step. When the information has been added, click

on “Next”.

After this step you will be asked to add your internal customer number for this recipient, this is not

needed when you use the Pagero Order Portal so just click next.

Confirmation, read the confirmation of your request. If it is correct, click on Confirm. If you wish to

change anything, click on Previous.

Customer directory – My Customers When you have added a customer by following the steps above, the customer will be shown in your

customer directory.

As in the “search & add customer” you can also sort by which document type the customer handles.

Pagero Order Portal User guide

You will find the order portal by clicking on Manage orders.

The first view is Manage Orders.

Pagero Order Portal

All received orders will be presented here. You can choose to only view orders with a specific

status (Respondable, Deliverable, Invoiceable etc.), by placing the marker on Show all or Inbox, and

choose what you want to see.

In the view, Inbox, you will see all your received orders. The status of the order is shown by the symbols

on the left side. If you place the marker over a symbol, an explanation of the status is presented.

Click on an order to open it.

When you have controlled the information in the order, and wish to send an order response, you

simply click on Create order response at the bottom of the order.

Create an Order response

On the right side of the page you will see an index of the order response, these headlines can be used for

navigation on the order response. Some information in the order response will be prepopulated, based on

the information in the order.

Order response information, insert/adjust your additional order response information.

Articles, information about the ordered articles will be shown. Ordered quantity will be

prepopulated, if you wish to only accept part of the order, you can adjust the accepted quantity.

You can choose to reject the order, partially or the full order, by tick the box Reject. To add

comments or information to a specific row of the order, click on the note symbol on the right.

You can add a new article to the order response by clicking on Add new article.

Message to buyer, if needed you can add a message to the buyer.

Buyer, information about the buyer will be prepopulated, this can be adjusted if needed.

When you have created your order response, and confirmed the accepted quantity (changed or

unchanged), you should send the order response. This is done by clicking on Send order response in

the lower right corner of the page.

Create Dispatch Advice

When your order response and your order are delivered, you can create and send a dispatch advice.

To do so, click on the specific order in the Manage Orders view, and click on Create Dispatch Advice

in the lower right corner.

A new page will then appear. On the right side of the page you will see an index of the dispatch

advice. Some information in the order response will be prepopulated.

Dispatch advice information, insert the information about the dispatch advice.

Articles, insert the delivered quantity. You can create a dispatch advice for only a part of the order.

The order will get the status Partly delivered. To do so, change the quantity to the delivered quantity.

You will be able to create a dispatch advice for the rest of the articles when they are delivered.

Message to buyer, here you can add a message to the buyer.

Buyer, in the last part of the dispatch advice you can add information about the buyer.

When you have created your dispatch advice, and confirmed the quantity (changed or unchanged),

you should send the dispatch advice. This is done by clicking on Send dispatch advice in the lower

right corner of the page. The dispatch advice will now be sent to the buyer.

Create Invoice

When the order is complete and ready to be delivered/has been delivered the last step is to create

and send an invoice to the buyer. This is done by clicking on the specific order you wish to create an

invoice for in the Manage orders view. In the lower right corner, click on Create Invoice.

You will then be redirected to the page Invoice. Some information will be prepopulated, based on the

information in the order.

Invoice information, insert or adjust the invoice information

Articles, Update the information about the articles, quantity, unit price and VAT/TAX-rate. If you wish

to add a comment to a specific article, click on the note symbol, and add the comment below the

article.

Charges and discounts, to add a charge (e.g shipping cost, administration fee) click on Add Charge,

and insert the information about the charge, such as description, amount and VAT/TAX-rate.

To add a discount, click on Add Discount, and add the information about the discount. A description

and discount amount. You can also add information about overdue fine (interest rate).

Payment information

The next section is payment information. To add your payment information, click on Add more, and

choose the payment information you wish to add. Fill in the information in the specified fields. You

can add several different payments methods if you wish.

Message to buyer, if you wish, you can add a message to the buyer.

Buyer, if needed you can add more information about the buyer. You can add customer number, and

other company identification numbers. If needed you can also change the invoice address and the

Ship to – address. To do so, click on the pen symbol next to the headline.

Seller, the last section is about you, the seller, if needed you can change the address and contact

information, by clicking on the pen symbol. You can also add a seller reference.

When the invoice has been completed, and controlled that it is correct, you should click on Send

Invoice to send the invoice.

Do you have any questions?

Contact Pagero Service & Support Center

https://pageroab.zendesk.com/hc/en-us/requests/new

or call +46 (0)31-730 88 84