Supplier Kit
HOW TO SEND E-INVOICES TO METSO
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SUPPLIER KIT Metso Basware Corporation
2 (7)
March 25, 2015
Metso moves from paper based invoicing to e-invoicing Dear supplier, Metso is boosting the process of incoming invoices by changing over to receiving e-invoices. This way we respond to the change and development of the operational environment with a more cost efficient and sustainable solution. Moving to e-invoicing benefits also our suppliers. In one smart move, you can: •
Increase your automation and process transparency
•
Eliminate printing and mailing costs
•
Unlock working capital and human resources
•
Enhance your supplier-buyer collaborations
•
Start sending invoices for processing from day one
•
Gain rapid return on investment for implementation
•
Help the environment while boosting your brand image
All Metso companies mentioned in this document are able to receive e-invoices. Our service provider is Basware Oyj (BAWCFI22). Metso's operator is offering various options to start e-invoicing. More information on alternatives is available on the web page http://www.basware.com/metso in 12 different languages We now offer our suppliers the possibility to send their invoices also in PDF format. Please, check the attached list for special email addresses for PDF invoices and follow the instructions given when sending invoices by email in PDF format. Please, note that only invoices with relevant attachments should be sent to the invoicing addresses. Make sure to include Metso’s purchase order number in your invoice in identical format to that on the purchase order. If purchase order number is not available, the name of your contact person at Metso for the purchase in question should be given as a reference on the invoice. Please note that any other documents or material sent to the invoicing addresses will be refused.
Yours sincerely, Accounts Payable Team
MFS EMEA
Contact details Company
Contact details
Metso
[email protected]
Basware Corporation
For more information about einvoice sending solutions:
[email protected]
For Basware customers: http://www.basware.com/Contact_ Us/Pages/Support.aspx
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
SUPPLIER KIT Metso Basware Corporation
3 (7)
March 25, 2015
SPECIFIC INFORMATION REGARDING METSO AS AN E-INVOICE RECEIVER A. Company profile Please include the appropriate e-invoicing address on the invoice. This address is needed for correct delivery of the e-invoice to the customer. If delivering invoices in PDF format, please use the specific e-mail address given in the list. The name of the correct Metso legal entity has to be specified on the first line of the address field.
e-invoicing address; operator Basware Oyj BAWCFI22
e-mail address for sending invoices in PDF format
300309523
[email protected]
Metso Minerals Oy PO Box 806 FI-33101 Tampere, FINLAND
FI10942595MI112
[email protected]
Metso Flow Control Oy PO Box 806 FI-33101 Tampere, FINLAND
FI26442245FI250
[email protected]
Metso Endress+Hauser Oy PO Box 806 FI-33101 Tampere, FINLAND
FI14631452NA331
[email protected]
Metso Oyj PO Box 806 FI-33101 Tampere, FINLAND
FI15380325HQ100
[email protected]
Metso Shared Services Oy PO Box 806 FI-33101 Tampere, FINLAND
FI16186831OT146
[email protected]
Kaukotalo Oy PO Box 806 FI-33101 Tampere, FINLAND
FI01188076OT910
[email protected]
Postal invoicing address AUSTRIA Metso Austria GmbH PO Box 806 FI-33101 Tampere, FINLAND FINLAND
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
SUPPLIER KIT Metso Basware Corporation
4 (7)
March 25, 2015
e-invoicing address; operator Basware Oyj BAWCFI22
e-mail address for sending invoices in PDF format
00602769680130000
[email protected]
Metso Minerals (Deutschland) GmbH PO Box 806 FI-33101 Tampere, FINLAND
00603323719260000
[email protected]
Metso Automation Mapag GmbH PO Box 806 FI-33101 Tampere, FINLAND
312590971
[email protected]
00603549549270000
[email protected]
00602264282740000
[email protected]
Postal invoicing address FRANCE Metso Minerals (France) SAS PO Box 806 FI-33101 Tampere, FINLAND GERMANY
SWEDEN Metso Sweden AB PO Box 806 FI-33101 Tampere, FINLAND GREAT BRITAIN Metso UK Ltd PO Box 806 FI-33101 Tampere, FINLAND
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
SUPPLIER KIT Metso Basware Corporation
5 (7)
March 25, 2015
B. Mandatory information on e-invoices sent to Metso Please ensure that the following information is included on your e-invoices to Metso. Most of this information is required by law, while the other fields are important to enable automatic invoice handling for Metso. Type of information
Comment
Supplier’s e-invoicing address Supplier’s name Supplier’s adress Supplier’s VAT ID Supplier’s bank account number Customer’s e-invoicing address Customer’s name Customer’s adress Customer’s reference
[the customer’s invoice reference, usually a code or a name]
Invoice number Invoice date Due date Gross amount
Invoice sum including VAT
Net amount
Invoice sum excluding VAT
Currency
Three-digit currency code
Order number
If an order number exists, it should be inserted on the invoice. See section C, point 1 and 2.
Contact person
If an order number does not exist, add the name of your contact person at Metso. See section C, point 2.
C. Additional information – please note the following 1. Metso uses the order number to automate invoice processing, which is why it is important that you insert the order number on the invoice. Make sure to include Metso’s purchase order number in your invoice in identical format to that on the purchase order. 2. If purchase order number is not available, the name of your contact person at Metso for the purchase in question should be given as a reference on the invoice 3. Please note that any other documents or material than invoices sent to the invoicing addresses will be refused.
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
SUPPLIER KIT Metso Basware Corporation
6 (7)
March 25, 2015
D. Service Provider Details Basware provides the Business Transactions platform for delivering electronic order and/or invoice messages to your customer. All e-invoices sent to Metso should go through Basware Operator
Operator ID
Contact and Support
Basware Corporation
BAWCFI22
http://www.basware.com/Contact_Us/Pages/Support.aspx
E. HOW TO GET STARTED WITH E-INVOICING Below you will find step-by-step instructions that will help you get started. The specific requirements of Metso as an invoice receiver can be found from section C.
STEP 1. Contact your e-invoicing operator If you are already cooperating with an e-invoicing operator, please contact the operator and ask them to ensure that they are connected to Basware. Forward the “Operator Questionnaire” to your operator. You can download the document here: http://www.basware.com/sac/download/basware-operator-questionnaire.doc If you are currently unable to send e-invoices and/or you are not connected to an einvoicing operator, we are happy to provide you assistance – please contact us, you can find our contact details below.
STEP 2. Create a test invoice Generate a test invoice according to the content requirements listed in this document. In order for Metso to be able to automate their invoice handling, it is important that you include on your test invoice all fields that have been marked as mandatory. It is also highly recommended that you mention in header and line level that the invoice is just for testing purposes, by typing “TEST” somewhere to the invoice fields.
STEP 3. Submit the test invoice Send the test invoice to your e-invoicing operator, and ask them to forward it to Basware. Basware’s Business Transactions service verifies and converts the invoice according to the customer’s requirements, and forwards it to the customer. After you have sent the test invoice, please also notify Metso’s contact person by e-mail, with a cc to Basware’s contact person (see contact details below).
STEP 4. Receive the customer’s feedback Metso will examine the test invoice and may ask you to modify the test invoice and repeat steps 2 and 3, or immediately give their acceptance for you to start sending e-invoices.
STEP 5. Start sending e-invoices! Please inform Metso’s contact person when you have sent the first invoice, he or she will monitor that the invoice is well received. If you or your e-invoicing operator needs help during this process, do not hesitate to contact us at Basware – we are happy to help you!
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
SUPPLIER KIT Metso Basware Corporation
7 (7)
March 25, 2015
Metso strongly encourages its suppliers to send only electronic invoices and aside of actual e-invoices we now offer our suppliers the possibility to send their invoices in PDF format · ·
Check the list above for special e-mail addresses for PDF invoices. Follow these instructions when sending invoices by e-mail in PDF format: 1. Invoices are to be attached as PDF files, and each PDF file is to contain only one invoice. Invoices sent in any other format will not be processed. 2. Only invoices should be delivered to the service - any other information is discarded. 3. The PDF attachment file names can only contain the following characters: [A-Z], [a-z], [0-9], [.], [ _ ]. There can be multiple PDF invoices included in one email and each PDF file will be processed as one invoice. 4. The e-mail content may be left blank as only PDF attachments will be processed. 5. You will receive an e-mail notification reply for every email you send to the service: a. The notification lists all successfully received PDF invoices. b. In case the email contains invalid attachments, these are not processed and will be listed in the notification. You need to check and re-send any possible valid files in PDF format. Do not resend already successfully processed PDF invoices! c.
If the e-mail does not contain any attachments, you will be notified of this. Please check and send an e-mail containing PDF invoices.
d. In case the e-mail size exceeds 5Mb, the email will not be processed, and you will be notified accordingly. You need to decrease the email size by sending the attachments in separate emails. Please do not compress the files. e. If you have attachments for an invoice, they need to be in the same PDF file as the invoice itself. Addressing invoices to Metso companies: ·
Only invoices along with relevant attachments should be sent to the invoicing addresses. Any other documents or material sent to the invoicing addresses will be ignored.
·
IMPORTANT: The name of the invoiced Metso legal entity has to be specified on the first line of the address field.
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
