Transcription
SUPPLIER KITHOW TO SEND PDFINVOICESDECEMBER 2021Suppliers follow theSupplier Kit.Trillium Health Partnersimproves purchase topayment cycle and processefficiency.Invoices are paid on time,saving time and money.Basware Corporation Copyright Basware Corporation All rights reserved
PDF E-INVOICING GUIDE TOSUPPLIERS2 (9)ContentTrillium Health Partners is moving to electronic invoicing . 3Registration process . 41.Create an account . 42.Fill in your company details . 53.Add email address(es) for PDF invoices . 5Start sending PDF-invoices . 51. Create a PDF-invoice . 62. Attachment policy . 63. Send the PDF-invoice. 74. Invoice delivery . 7A. Company Profile . 8B. Mandatory content requirements for PDF-invoices . 8C. Invoice validation and rejections . 9D. Invoice monitoring . 9Basware 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
PDF E-INVOICING GUIDE TOSUPPLIERS3 (9)Trillium Health Partners is moving to electronic invoicingThis guide contains detailed instructions on how to send PDF-invoices to Trillium Health Partners. Whenfollowing these instructions, Trillium Health Partners will receive PDF-invoices as electronic invoices. Thisservice is free of charge. Open the registration link that you received from Trillium Health Partners.Add to Basware Portal the email address(es) from which you will send PDF-invoices.Go to your email- or invoicing software and attach a PDF-invoice to your email and start sendingIf you have questions about sending invoices to Trillium Health Partners, please do not hesitate to contactus as per below:Contact detailsTrillium HealthPartnersQuestions regarding SupportQuestions on Basware serviceServiceNowUseful linksPDF e-Invoice userguideUser guide in s/pdf/Basware.PDF.eInvoice.for.Sending ENUS.pdfKind regards,Trillium Health PartnersBasware 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
PDF E-INVOICING GUIDE TOSUPPLIERS4 (9)Registration processBy using this free of charge PDF-service you can start sending e-invoices to Trillium Health Partners. To getstarted you must register to the PDF e-Invoice service via Basware Portal. You only need to register onceto be able to send PDF-invoices to Trillium Health Partners.1. Create an accountOpen the registration link that you received from Trillium Health Partners.On the service landing page, click Get started. On the next page, choose Send PDF invoices by email optionand click Let’s start.Create an Account page opens:Enter your email address, choose a secure password and create the account. The service sends aconfirmation message to your email address. The confirmation message is sent from [email protected] and could end up in your spam filter. Open the confirmation message to activateyour account.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
PDF E-INVOICING GUIDE TOSUPPLIERS5 (9)2. Fill in your company detailsNow, you must fill in some details about your organization to activate the Basware PDF e-Invoice forReceiving - service. In the Company Details section, fill in your basic organization's details – companyidentifier, company name and address. Also, the primary contact of your company should be filled in.3. Add email address(es) for PDF invoicesTo add the email address(es) from which you will send PDF e-Invoices, click Add new email address fromService Setting tab. You can only send invoices from the address(es) that you define here. Invoices sentfrom other addresses will not be delivered to Trillium Health Partners. You can add up to 200 emailaddresses here.Each additional email addresses used to send invoices from must be confirmed before invoices can beprocessed.If you wish to add more email addresses later, please go to the Basware Portal and login. Go to the tabServices and click on the box named PDF e-Invoice. Click on View details. Next, go to section I send invoicesfrom and click on Add an email address from which you will send invoices to Trillium Health Partners.Start sending PDF-invoicesMake sure that you have completed the registration and clicked Activate on the final page of theregistration flow. Now you can go to your email or invoicing software and create a PDF-invoice. For theservice to work, the invoices that you send must have the same layout as the first invoice. Because theinvoices are read electronically, the content of each invoice must be in machine-readable text format - theBasware 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
PDF E-INVOICING GUIDE TOSUPPLIERS6 (9)invoices cannot be hand-written, scanned or contain the information in image format. Please make surethat your PDF-invoices are machine-readable and that they are sent to the correct Trillium Health Partnersemail address for PDF-invoices (found in section A of this supplier kit).1. Create a PDF-invoiceThere are many ways you can create a PDF invoice: You can use your current accounting software, if it allows you to export invoices in machinereadable PDF format. You can use a word processing or spreadsheet software - for example, tools from the MicrosoftOffice, if it allows you to save documents in machine-readable PDF format:PDF*(.pdf)2. Attachment policyIf you need to add additional attachments to your email message, such as a delivery note, please makesure that you follow the attachment policy for additional attachments: You can only send attachments in PDF format. The service ignores all other attachment types. Name the attachment so that it contains the word attachment, anhang, anlage, adjunto, annex, orliite. For example, attachment 112233.pdf. If you send multiple attachments, Basware recommends that you send only one invoice per eachemail. If you must send multiple PDF e-Invoices and attachments in a single email, follow these guidelines:o Make sure that each attachment has the keyword attachment in their filename.o Make sure that each attachment is associated to a business document PDF: Single business document PDF: each attachment is automatically linked to thebusiness document PDF. Multiple business document PDFs: attachments are linked to a business documentPDF, if the filename of the attachments contains the filename (without the fileextension) of the business document. For example, document1 attachment.pdf willbe linked to document1.pdf.o The attachments are valid, if: The email contains at least one business document PDF. Each extra attachment is linked to a business document PDF.More information about the attachment policy can be found here.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
PDF E-INVOICING GUIDE TOSUPPLIERS7 (9)3. Send the PDF-invoice1.2.3.4.5.Using your standard email client, create a new email message.Attach the PDF-invoice you have saved on your computer to the email message. It is possible toattach multiple invoices into one email.If you want to send additional invoice attachments to your customer, such as delivery notes, pleaseattach them to the email. Attachments must always be delivered together with the PDF-invoice. Forinstructions on how to name the additional attachments, see Attachment Policy.Type Trillium Health Partners PDF-invoice address in the email receiver field. Trillium HealthPartners email addresses for PDF-invoices are found in section A of this supplier kit.Send the email.THE BASWARE PDF-SERVICE DELIVERS TO TRILLIUM HEALTH PARTNERS ONLY PDFINVOICES THAT ARE SENT FROM EMAIL ADDRESSES THAT ARE REGISTERED TO THESERVICE. THE SERVICE WILL AUTOMATICALLY REJECT INVOICES THAT ARE SENT FROMAN UNREGISTERED EMAIL ADDRESS.4. Invoice deliveryBasware sets up the conversion process when you send the first invoice into the service. For the service towork, the invoices that you send in must have the same layout as the first invoice.Basware will notify you by email when the first email has been delivered to Trillium Health Partnerssuccessfully. The first PDF-invoice can take a few business days to be mapped and delivered to TrilliumHealth Partners. No further confirmation emails will be sent unless there are delivery problems with theinvoices.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
PDF E-INVOICING GUIDE TOSUPPLIERS8 (9)A. Company ProfilePlease use the following email addresses when sending PDF-invoices to Trillium Health Partners:Company UnitE-mail addressTrillium Health [email protected]. Mandatory content requirements for PDF-invoicesPlease ensure that the following information is included in your PDF-invoice prior to your email being sent.If one mandatory field (M) is found empty, your invoice will be returned.Type of informationCommentInvoice numberInvoice dateDue DateDelivery DateCurrencyFull name of the customerTrillium Health PartnersFull address of the customerTrillium Health PartnersReceiver Business number (Buyer Business ID)Receiver e-Invoice addressFull name of the sender (Supplier Name)Taken from registration stepFull address of the sender (Supplier Address)Taken from registration stepSender Business ID (Supplier Business ID)Taken from registration stepSubtotal (net amount)Total Gross Amount (Total)Total Tax Amount (Taxable Amount)Percent (Summary Tax Percent)Total Freight AmountContract/Account/Payment Plan NumberPO Number***This is one of three fields that must be included. Seebelow.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
PDF E-INVOICING GUIDE TOSUPPLIERSCost Center***9 (9)This is one of three fields that must be included. Seebelow.This is one of three fields that must be included. Seebelow.Buyer Reference***Please include the email address for your Trillium HealthPartners. This should be in the proper emailformat ([email protected])***PLEASE NOTE: YOU MUST INCLUDE ONE OF THE ABOVE FIELDS ON YOUR INVOICE: PONUMBER, COST CENTER, OR BUYER REFERENCE. IF YOU DO NOT INCLUDE ONE OF THESEFIELDS, YOUR INVOICE WILL BE REJECTED.C. Invoice validation and rejectionsTypical scenarios where the PDF-invoice is being rejected: The PDF invoice file is not machine-readable. The email invoice was sent from an un-registered email address. A mandatory field does not have content. The name of the additional attachment file does not include one of the following e will notify by email if the invoice cannot be delivered. Please note, the rejection notifications aresent to the email address, from which the invoice was sent. Therefore, please ensure the email address isa monitored mailbox.If you have more questions about the rejection messages, please review the FAQs here.D. Invoice monitoringIf you want to check on invoice delivery status, please go to the Basware Portal and login. Go to the tabDocuments and see an overview of your sent PDF-invoices.Please note that the first PDF-invoice that you send to Trillium Health Partners new email addresses cantake a few business days to be delivered and visible in the portal. Basware will notify you by email whenthe first email has been delivered to Trillium Health Partners successfully. No further confirmation emailswill be sent unless there are delivery problems with the invoices.For other purposes you do not need to login or use the portal anymore, it was only needed once forregistration and activation of the service.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
Type Trillium Health Partners PDF-invoice address in the email receiver field. Trillium Health Partners email addresses for PDF-invoices are found in section A of this supplier kit. 5. Send the email. THE BASWARE PDF-SERVICE DELIVERS TO TRILLIUM HEALTH PARTNERS ONLY PDF- INVOICES THAT ARE SENT FROM EMAIL ADDRESSES THAT ARE REGISTERED TO THE .
