ELECTRONIC INVOICING AT ZALANDO COMPLIANT E-INVOICING: WAYS OF INVOICING Available since 12/2018...

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Transcript of ELECTRONIC INVOICING AT ZALANDO COMPLIANT E-INVOICING: WAYS OF INVOICING Available since 12/2018...

  • E L E C T R O N I C

    I N V O I C I N G AT

    Z AL A N D O

    2 0 1 8 - 1 2 - 0 3

    I N V O I C E

  • 2

    1. Zalando Electronic Procurement : Zupply & Invoicing (p.3)

    7. Contact Information

    3. Register on the Coupa Supplier Portal (p.5-17)

    4. Creating an Invoice in CSP (p.18-25)

    5. Creating a Credit Note in CSP (p. 26-32)

    T A B L E O F C O N T E N T S

    6. Creating an Invoice with SAN (p. 33-41)

    2. Ways of Electronic Invoicing (p.4)

  • 3

    Zupply is a tool for everybody at Zalando, which

    bundles our procurement processes. Therefore,

    Zupply enables all Zalandos to order according to our

    Policy.

    After the Zalando sends out the order, you as our

    business partner receive this order via email, CSP or

    cXML. To provide a smooth process, we now want to

    enable the compliant eInvoicing function for you.

    GROWTH

    LEGAL

    CONFORMITY

    LEGAL

    CONFORMITY

    PROCESSES

    CENTRAL

    FUNCTION

    DEFINITION

    Compliant eInvoicing is a secure and easy electronic bi l l ing method, which

    ensures a compliance check (in accordance with §§ 14 par. 4, 14a Value

    Added Tax Act).

    W HAT IS OUR

    AIM?

    Compliant eInvoicing seeks to increase automation within invoice handling,

    accelerate process costs and time and exclusively creates invoices on the

    basis of your shared data and your explicit approval .

    W HICH

    CHANNEL CAN

    BE USED?

    • CSP (Coupa Supplier Portal)

    • SAN (invoice generation via E-Mail )

    • cXML (invoice generation via Code)

    W HAT ARE

    YOUR

    ADVANTAGES?

    • Guaranteed transfer of the invoice within seconds

    • Higher process security for invoicing

    • Incorrect invoices can be minimized (e.g. pre -check of tax info)

    • Legally compliant documentation (digital ly signed PDF document)

    • Transparency over current invoice status on CSP

    • Electronic communication channel for questions about invoice

    • Invoice creation exclusively on basis of your shared data and your explicit

    approval

    W H AT I S E L E C T R O N I C I N V O I C I N G ? Z AL A N D O E L E C T R O N I C

    P R O C U R E M E N T : Z U P P L Y

  • 4

    S U P P L I E R

    1 ) C o u p a S u p p l i e r

    P o r t a l ( C S P )

    2 ) S u p p l i e r

    A c t i o n a b l e

    N o t i f i c a t i o n

    ( S A N )

    3 ) c XML

    C O M P L I AN T E - I N V O I C I N G : W AY S O F I N V O I C I N G

    A v ai l ab le s i nc e 12 / 2018

    Cur r ent l y be i ng i m p lemen ted

    1) Coupa Supplier Portal (CSP)

    • Comfortable and user-fr iendly access to al l your invoices

    • Transfer order data into invoice data (PO-Flip)

    • Status overview and transparency of your invoices

    • Need to register once for free

    Recommendation: For business partners, which send us more than one invoice

    per week

    2) Supplier Actionable Notification (SAN)

    • Create the invoice directly in the received order per mail f rom Zalando

    • No registration needed

    • eInvoice created by one cl ick on create invoice button in PO email f rom Zalando

    Recommendation: For business partners, who send us invoices sporadically

    and do not want to register on CSP

    3) cXML

    • Electronic direct connect ion, which al lows the automatic electronic exchange of

    invoice data.

    Recommendation: For strategic business partners, who send us more than 100

    invoices per month. You have the opt ion to integrate your pre -systems.

  • 5

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    Upon request, you will receive an

    individual invitation via email. In the

    lower part of this invitation email

    you will find the link to confirm your

    registration. Please click onthe

    provided link to log in to the CSP.

    Registration

  • 6

    The registration link will forward

    you directly to the login mask on the

    Coupa Supplier Portal.

    Please, fill out all mandatory fields

    marked with a asterisk, check the

    box to accept privacy policy and

    terms of use.

    Eventually, please click on the

    button „submit“ to login and

    continue.

    Registration Login

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

  • 7

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    1. You will be forwarded to the start

    page on the CSP.

    Click on the „Profile“ tab and select

    „Zalando SE“.

    Registration Login Your Profile

  • 8

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    1. A template for your company information

    will open.

    Please, fill out the mandatory fields marked

    with an asterisk and the fields we have

    mentioned in this guide. Please note, that

    you also have to enter the primary address

    of your company even though the fields are

    not marked as mandatory.

    Registration Login Your Profile

    Your

    Company

    Information

  • 9

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    2. Please, also note that you must provide

    your primary contact details despite the

    missing asterisks.

    In addition, next to some fields you can find

    small hints by hoovering over with your

    mouse.

    Registration Login Your Profile

    Your

    Company

    Information

  • 10

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    1. To insert your payment address, please click the „add“ button as shown in the screenshot.

    Registration Login Your Profile

    Your

    Company

    Information

    Your

    Payment

    Information

  • 11

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    2. A pop-up window will open. If you have

    not yet entered any payment information,

    please, click on the field „Create New“ here.

    Registration Login Your Profile

    Your

    Company

    Information

    Your

    Payment

    Information

  • 12

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    1. Fill in the information in full

    and click „Continue“.

    Registration Login Your Profile

    Your

    Company

    Information

    Your

    Payment

    Information

    Your

    Address

    Information

  • 13

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    2. Now, fill in the rest of the

    information and then click on

    „Save and continue“ below.

    Registration Login Your Profile

    Your

    Company

    Information

    Your

    Payment

    Information

    Your

    Address

    Information

  • 14

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    1. Your bank details:

    Now, the payment information will be

    added to the form. Please, fill in the

    additional fields, which are marked with

    an asterisk and with a red box on the

    screenshot.

    Registration Login Your Profile

    Your

    Company

    Information

    Your

    Payment

    Information

    Your Bank

    & Tax

    Information

    Your

    Address

    Information

  • 15

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    2. Your tax information:

    Now, you have the possibility to

    add additional VAT IDs.

    Registration Login Your Profile

    Your

    Company

    Information

    Your

    Payment

    Information

    Your Bank

    & Tax

    Information

    Your

    Address

    Information

  • 16

    R E G I S T E R O N T H E C O U P A S U P P L I E R P O R T AL

    1. Additional Information:

    Please, answer the additional

    questions at the end of the form

    by clicking either „yes“ or „no“.

    Registration Login Your Profile

    Your

    Company

    Information

    Your

    Payment

    Information

    Fill in &

    Submit

    Information

    Your Bank

    & Tax

    Information

    Your

    Adress

    Information

  • 17

    R E G I S T E R AT T H E C O U P A S U P P L I E R P O R T AL

    2. After you have answered the eleven yes / no questions, please ignore the field for internal use and

    DO NOT change the pre-filled SIM Commodity Group, just click on „Submit for Approval“. This

    completes the registration process.

    Hint: The „Save“ button is not intended to send your information to us.

    Please, also keep in mind that the „Decline“ button will cause you to refuse to cooperate with Zalando

    and the form will be blocked irrevocably. In this case, you would have to register all over again.

    Registration Login Your Profi