welcome suppliers to einvoicing training · the invoice you just sent will now be in your documents...

CBRE presents

Welcome Suppliers to eInvoicing Training

2© 2014 CBRE | CONFIDENTIAL & PROPRIETARY

QUESTIONS DURING THE CALL

• Please mute your phones, audio is presented through the media player• Press F5 to turn up the volume. • Volume can be controlled through media player slide

• Please use the chat feature to type your questions during this presentation• We will use designated Q&A Sessions to answer questions that you have

typed into the chat feature• You will receive a copy of this presentation and recording via email.• If you have questions after the call please email

[email protected] or contact your CBRE contact.• For PO related questions please email [email protected]


INTRODUCTIONWhy Tradeshift?

• Tradeshift is truly cost-neutral – it’s free of both transaction and registration fees to all CBRE suppliers

• Transparency it offers to our suppliers of the purchase order through invoice processing by providing real-time updates

• Social media feel of the platform

• System neutral tool that CBRE can use across their global corporate clients bringing standard processes for our clients and suppliers

• Global platform


INTRODUCTION TO TRADESHIFT

Agenda

• Benefits

• Validation Rules

• Demo Session

• Q&A (also on the left side of your screen at any time during the webinar)

Benefits of e-invoicing via Tradeshift

Submit your invoice, CBRE receive and accept all in the same day

Send invoices and credit notes for free

Reduce likelihood of lost invoices

Reduce likelihood of rejected or returned invoices due to missing data

Promote a positive green agenda

Save time and money by eliminating cost due to postage, envelopes, printing and paper if you currently use hard-copy invoices

CBRE has implemented validation rules to make sure your invoice contains the correct information for processing

Document data quality and processing

Business level data quality

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Validation rules

passNOT pass

CBRE has implemented validation rules on Tradeshift

PO Invoice

Invoice Type Rule Description

All invoices must contain an invoice number (do not submit duplicate invoice numbers) and invoice issue date

PO Invoice Valid PO number at the header level. Line number at the invoice line level, quantity and unit of measure per the PO

PO Invoice Invoice must have currency. Currency on invoice must match currency on PO.

PRODUCT DEMO

Product demonstration

Sign up ■ Accept invitation■ Change account email address■ Add team members■ Complete account profile

Send invoices via PO flip■ Send invoices on Tradeshift■ Other options (not preferred by CBRE) of sending invoices

Receive notifications■ Add an email address to receive notifications


Sign up ■ Accept invitation (this is a 5 step process)■ Change account email address■ Add team members■ Complete account profile



Step 1, open the invitation email that you received to join Tradeshift. It will look similar to the below. Click on the green activation link.

Verify your company details including business name and country.

Once you have verified the company information is correct, click the blue “Confirm” button to move to the next step.

You will also need to verify the account details. You can change the email address to whomever the primary user should be.

You may change the email address here. An account activation email will be sent to the new email address. Owner of that email will take over the account.

After verifying your account details, click the blue “Create account” button.

Now you are in Tradeshift. You will immediately be brought to your Task List upon activation.

Upon activation, you may already see tasks available in your task list.

If the left side menu becomes a narrow strip, click the Tradeshift logo to expand the menu

Click the Connections menu to confirm you are connected to all CBRE branches for the client

If you are using Tradeshift to invoice multiple customers, all customers will be shown here

Once you connect, you should start seeing your PO’s. If you cannot find your PO number, you can key your PO number in the eye glass where it says “filtered documents”. The PO will then pull up. This is under the document tab.

If you want the account to be registered under a different email address, click onto your initials/email address at the bottom of the menu and “Change email” in the Settings menu

After entering the new email address, owner of the new email address will receive a notification to take over the account

You can click the Profile icon in the left sidebar, and then fill out the form that appears in the “Complete your profile” section

Click the “Location” field to enter your company’s address …

… enter location information and then click “Save”

Click “Invite Team Member” to add colleagues to this account …

Make sure to add other team members in case you go on holiday or lock yourself out!

… Fill out the user information for your colleague in the “Add user” section.

Click on “role” to chose the users access rights- User- Admin

The “User” role has all access apart from adding or removing users, editing account details and updating the company profile

The “Admin” role has all access, can add or remove users, edit account details and update the company profile

After clicking “Add user”, John will receive an email to join this account

Your profile looks like this after it is completed (upper half)

Click on where the background picture is and the logo to add these. There will not be any pictures on your profile before they have been added

Your profile looks like this after it is completed (lower half)



Send invoices via PO flip (the simplest method)■ Send invoices on Tradeshift■ Other options (not preferred by CBRE) of sending invoices


Why am I getting an error and what does it mean? Why is my invoice not matching the CBRE PO?At sign up

■ An account with the same email address already exists■ Every company account has to be made with an individual email address. 1 email address = 1

account/company/branch

■ Password doesn’t match with email address■ Solution: Click the “Forgot Password” link

Sending invoices

■ Check if you have an invoice number and an invoice date – otherwise there will be an error

■ PO number■ Do you have a valid PO number. If your PO number is not valid, the PO will not be in

Tradeshift and will not pull up in the search function.

■ Do the invoice line numbers match the PO line numbers? Did you exceed the quantity ordered from the PO?

Click “Documents” menu to see received purchase orders and sent invoices; click on a purchase order to see details

This is how a purchase order looks in Tradeshift

For CBRE, clicking the green “Accept” button is optional and is not required. This will not affect your invoice in any way.

When you are ready to send CBRE an invoice, click the “Create Invoice” button on the PO. This is called “flipping” the PO.

An invoice is automatically created based on the PO information (called “PO flip”). The invoice lines adopt the PO line information, such as quantity and unit price. (see next slide)

Check that the invoice line item(s) match what you intend to bill and if tax needs to be added, click the Tax % box (#1). Lines can be deleted if you hover over that line if nothing needs to be billed (#2). Adjust the price per unit (#3) or the quantity (#4) if the actual work differed from the PO.

When adding tax for the first time (#1) you may not have any selections available. Click “add new tax” (#2). Then “add tax manually” (#3). Now you can enter any % you want (#4) and give it any description you want. Tradeshift will remember this and make it available in the future

#4

#5

A common item that leads to referrals within CBRE and can significantly delay the payment of your invoice is related to the quantity on your invoice (#1) If the quantity on your invoice exceeds the quantity on the PO, this will need to be researched by the CBRE FM. If at all possible, ensure that you do not exceed quantity. Remember, your invoices are cumulative. If you submit an invoice against PO line #1 (see arrow #1), then if you submit a 2nd invoice against line #1 (see arrow #2), the cumulative quantity submitted against line #1 will be two, which exceeds the line quantity of one.

The second most common item that leads to referrals within CBRE and can significantly delay the payment of your invoice is related to the PO line number on your invoice (#1) If the CBRE PO has 3 lines, then your invoice should represent which line your invoice is billing. When you flip your PO, it will start with all the correct lines, but if you add or delete lines, you need to ensure that you are referencing the PO line that you intend to bill. For example, you could delete line 1 and 2, and invoice against line 3 only. In this case, your invoice would look like the next slide.

Invoice example against line 3 only. Another important point is if you do not intend on invoicing PO line 1 and 2, do not zero out the line and leave it on your invoice. To properly remove the line, you should delete the line. If you leave it at zero, the quantity on the line could still cause the invoice to go into referral status due to the quantity on the line exceeding the quantity on the PO line. See next slide on how to delete the line.

To properly remove the line, you should delete the line. Lines can be deleted if you hover your mouse curser over that line (#1). You will see an “X” appear in which you can click the “X” and the line will delete.

Do not add new lines to your invoice that were not originally on the PO. If the PO was 3 lines, try to keep your invoice to 3 lines. If you add a 4th line, the invoice will not match the PO and the CBRE FM will need to investigate the difference. Either the PO will need to be modified to add the 4th line, or the FM will ask you to remove the 4th line from your invoice and add it to one of the 3 previous lines.

PleaseonlyclickthisforFREIGHTCHARGES

If attaching your original system invoice (This is highly recommended), under attachments hit the “choose file” (#1 Below) button and upload your system copy of the invoice. For repair work, it is recommended that you attach pictures of the repair. This will assist the CBRE FM if there are questions on the work that was performed. After that hit Send.

The invoice you just sent will now be in your documents tab. Once your invoice moves to “accepted” status, this means that CBRE is pulling your invoice into our ERP system for processing and payment. If you get a message that your invoice was rejected, then please reach out to your CBRE FM. DO NOT SUBMIT AN INVOICE MULTIPLE TIMES AND DO NOT USE THE SAME INVOICE NUMBER MORE THAN ONE TIME. You should also NOTdelete an invoice. This only deletes the invoice from your view and the invoice may still be transmitted to CBRE. Any of these actions will make submitting your invoice more time consuming and difficult.

Once you understand how to flip the CBRE PO and you are familiar with the CBRE PO matching rules, you may be ready for more sophisticated invoicing options. Here are the other options:

■ Integrated

■ For high invoice volumes, or just to automate your invoicing…

■ CloudScan

■ If your backend system can only produce PDFs and you would like to send those (for example) – a way to scan your PDFs into Tradeshift

■ Documents Uploader (activate in the App store)

■ If you would like to upload your invoice in a file format like CSV for example

To find out more about these alternatives, please contact the Tradeshift support desk or the supplier landing page http://tradeshift.com/supplier/CBRE/.

Click on your initials at the bottom left of the menu and click “Notifications” to change notification setting; click “Add new email” to redirect notifications to another user

Enter a email address that you want to receive notifications, and check the type of notifications to be redirected

After adding a new email, notifications will be split among the provided email addresses (you cannot have 2 emails receive the same notification type. Only 1 email address per notification setting)

Any questions?


Send invoices■ Send invoices on Tradeshift■ Send credit notes on Tradeshift■ Send invoices via Tradeshift CloudScan■ Send invoices via Document Uploader


Supplier LP + E-mails contact + FAQs

Supplier Landing Pagehttp://tradeshift.com/supplier/CBRE/ (general Tradeshift information)

[email protected] (CBRE support for CBRE related questions)[email protected] (Tradeshift support for Tradeshift system related questions)

Support and FAQshttps://support.tradeshift.com/home?ent=CBRE

Questions