Thank you for your commitment to providing Henkel with quality materials and services.

Transcription

1 Henkel transitions to electronic invoicing with Tungsten Network Dear Valued Supplier, Thank you for your commitment to providing Henkel with quality materials and services. As part of our ongoing efforts to enhance and streamline the way we do business with suppliers, we are implementing an electronic invoicing programme with our business partner Tungsten Network from 31 st January We are partnering with Tungsten Network because they have the most trusted global electronic invoicing platform and accommodate businesses of varying sizes, systems and processing capability. What this means for your business By joining the Tungsten Network you will experience greater efficiencies from our accounts payable department when they process your invoices. There is a small cost associated with using the Tungsten Network but we believe there are significant benefits to your business, including: Fast, guaranteed invoice delivery we receive your invoices within hours so we can process them faster Early invoice data validation Tungsten Network validates your invoice data so they are approved promptly Greater visibility of your invoice status no more chasing accounts payable: see your invoice status at any stage Predictable payments improve your cash-flow and plan ahead with confidence. Getting started Tungsten Network will be contacting you over the next few days on our behalf to help you select your preferred electronic invoicing option. To join Tungsten Network s electronic invoicing platform, please contact Tungsten Network Support for assistance. Thank you for your support during this transition. In order not to disrupt your payments, please remember to join the Tungsten Network by 31 st January 2015 as we will cease to accept paper invoices approximately three weeks after this date. For further information please refer to the FAQs or visit Yours faithfully, Henkel

2 FREQUENTLY ASKED QUESTIONS Who is Tungsten Network? Tungsten Network is a global electronic invoicing network. Tungsten Network s e-invoicing platform enables suppliers to send invoice data directly from their accounting systems in any format to customers who are enrolled on the Tungsten Network. How does it work? Tungsten Network s 'any-to-any' solution handles all the data mapping requirements and ensures that all supplier invoices are delivered in the format that a customer's accounts payable system requires. What are my benefits for using Tungsten Network? Secure and guaranteed invoice delivery, no more invoices getting lost in the post It will take us less time to process your invoices and therefore we will be able to pay you on time No more delays due to missing information, landing on the wrong desk or manual intervention Any-to-any data formatting technology - there is no need for additional software or hardware VAT compliant, regardless of where invoices are sent from or received Easy and cost efficient to send invoices - at any time Why should I use Tungsten Network to send my invoices? From 31 st January 2015, this will be the only way that Henkel in the UK and Europe will accept delivery of supplier invoices. Is invoicing via Tungsten Network a requirement for doing business with Henkel in Europe? Yes. As of 31 st January 2015, Henkel cannot guarantee on time payment if paper invoices continue to be sent by suppliers. We also do business with Henkel outside Europe. Does this apply to Henkel globally? No. The e-invoicing program is currently only for invoices managed by the Henkel Accounts Payables in Europe. Will electronic invoicing be a requirement for new tenders and new suppliers? Yes. Electronic invoicing via Tungsten Network will be included in the evaluation process for new suppliers and tenders. Will electronic invoicing substitute self-invoicing agreements? No. If self-invoicing is agreed with Henkel there is no need to implement electronic invoicing. Will I need to use this service if my account is currently paid on time? Yes. Your use of the Tungsten Network service will ensure we continue to pay you on time.

3 What happens if I still send paper invoices? Once you start sending invoices through Tungsten Network, you will need to discontinue sending paper copies. Paper documents will just create some issues in the accounting process and we will lose efficiency. What happens if I decline the offer and continue to send paper invoices? We strongly advise that you enrol with Tungsten Network to ensure that your invoices are processed without delay. We will take your decision into consideration when we evaluate your partnership for future business purposes. What reference do I need to put on paper and e-invoices? Please ensure you provide the Henkel Purchase Order Number and line item on your invoice. This will allow us to obtain fast internal approval of your invoices, which will result in quick payment. Invoices without a Henkel Purchase Order will be rejected. Are there fees associated with this service? If you choose the Integrated Solution, there is an annual membership fee plus a transaction fee. Please see the enclosed Options document for current pricing. If you choose to use the Web Form, you are not required to pay a set-up or joining fee to start using this service. You just pay a transaction fee per invoice. However, Tungsten Network s experience shows that invariably, the benefits gained, lead to this being cost neutral to you overall. What does the membership fee for the Integrated Solution cover? The membership fee covers the cost to Tungsten Network for setting you up on the network and the general costs of maintaining the network. The membership fee is an annual cost regardless of the number of customers you invoice via the network. Why doesn t Henkel pay the fees? Henkel and suppliers pay a fee to use Tungsten Network as we will both benefit from the service. Moving to electronic invoicing will create savings for suppliers by streamlining your processes and significantly reducing the time we pay your invoices. We believe that these fees equate closely to the cost of mailing and can be further absorbed by reducing your effort in chasing for invoice payment or resolving difficulties with invoices. Will Henkel make payments using Tungsten Network? Tungsten Network is not a payment platform. Henkel will continue to use its current payment method. Will I need to sign an agreement with Tungsten Network? Yes, if you choose to use the Integrated Solution you will sign a specific agreement with Tungsten Network. If you choose to use the Web Form, you will be required to accept the standard terms and conditions presented.

4 Do I need to install any software? No, there is no software required. Tungsten Network provides an easy-to-use solution. Instead of mandating data standards, Tungsten Network s any-to-any data formatting capability accepts invoices in any format and any file structure I already send some invoice data directly to other customers; can I send EDI/XML Invoices directly to Henkel? EDI and XML are just data formats as far as Tungsten Network is concerned; therefore you can use this preferred format to deliver the data to Tungsten Network if you choose to use the Integrated Solution. Henkel will not take any electronic data directly from suppliers as we take a single consolidated invoice file from Tungsten Network which will contain invoices from all of our suppliers. I already have the facility to make invoices available to my customers via the Internet allowing them to view an image of an invoice on the web. Can I use this facility instead of Tungsten Network? No, Tungsten Network ensures that Henkel receives the data you send in a format that will upload to our accounting software and, where applicable, match to a goods receipt record. Offering Henkel an image of the invoice or an option to download the data in a fixed format does not satisfy Henkel business processes. What if I don t have a system capable of creating electronic invoices? If you print invoices generated by any invoicing system, you can send invoice data files to Tungsten Network using the Integrated Solution. If you raise invoices manually (Word, Excel etc.) you can access Tungsten s e-invoicing platform via the secure web site and create invoices online using the Web Form. No software installation is required; all you need is an internet connection and standard browser. How is the switch from paper to e-invoicing managed? Once you are set-up and ready to transact via the network, Tungsten Network will send you an alert to notify you that you are ready to submit invoices to our accounts department. Can I send electronic invoices using Tungsten Network to all of my customers? Tungsten Network allows you to send electronic invoices to any other customers that are using the network once you have enrolled. Can I send transactions for more than one customer in one file? For the Integrated solution, Tungsten Network can accept data files in any format covering as many customers as you require. Tungsten Network will agree with you how each customer is identified in your data file and will then deliver each transaction to the correct customer. My organisation is planning to change its invoicing software soon, should I wait before subscribing? Tungsten Network accepts any incoming data format therefore you should join the network as soon as possible and send your invoices now to ensure your payments are not interrupted. You can simply advise Tungsten Network of the changes, and when you are ready to use your new software, they will make the necessary changes without interruption of invoice delivery.

5 Can Tungsten Network offer assistance in multiple languages? Yes, Tungsten Network provide Sales, Implementation and Support services in English, French, German, Dutch, Spanish, Polish, Portuguese and Italian. Tungsten Network also have local client services numbers for the following countries: Australia +61 (0) Belgium +32 (0) Denmark +45 (0) Finland +358 (0) France +33 (0) Germany +49 (0) Ireland +353 (0) Italy Malaysia +60 (0) Netherlands +31 (0) New Zealand +64 (0) Singapore +65 (0) Spain +34 (0) Sweden +46 (0) Is there further information available on the Tungsten Network service? Yes, please visit

6 e-invoicing and an overview of your options Join the Tungsten Network and benefit from: Secure and guaranteed invoice delivery: no more paper invoices getting lost in the mail On-time payment: your customers can process your invoices faster No more delays: invoices cannot be sent with missing information, cannot land on the wrong desk and do not need manual intervention Secure online connection: send invoices easily with no need for additional software or hardware 24/7 access and reporting: enjoy higher processing transparency and better cash-flow management Tax compliance: we enable compliant e-invoicing Easy and cost-efficient invoicing at any time Tungsten offers two primary methods for sending invoice and credit transactions. You can either send a data file directly to the Tungsten Network using our Integrated Solution or create invoices online using the Web Form through the Portal. This document explains how e-invoicing works and the options available to you. How it works By checking invoices for duplicates and ensuring they contain the information required by your customer, we ensure automated, straight-through processing and enable on-time payment. Through the Portal you have access to the invoice archive and a number of reporting functions. Please read this document thoroughly before deciding whether Integrated Solution or Web Form submission through the Portal is the best option for your company. NOTICE: The information within this document is proprietary to Tungsten and is intended for use by employees, business partners and customers. It may not be copied, duplicated, used in any way, or passed to any third party without the prior written consent of Tungsten. 1 / 3 Copyright 2014 Tungsten. Tungsten is a trademark of Tungsten Corporation Plc and protected by law. Tungsten logo.

7 1. Integrated Solution: sending an extracted data file The Integrated Solution gives you a fully automated process where invoice data is extracted directly from your billing system and delivered directly into your buyers finance systems. This means: We process invoices in any consistent data file format and handle the data transformation based on your customers requirements No need to install additional software or hardware You can send one consolidated data file for all your invoices Once on the network, you can easily connect and send invoices to other customers Costs for the Integrated Solution Every Integrated Solution account receives 520 free invoice transactions per year. Once you have used these transactions, the prices below will apply. We will replenish the free invoices back to 520 on your renewal date. Annual membership 1,250* Free Per invoice transaction costs for additional invoices 1 20 invoices per month invoices per month invoices per month ,000 invoices per month invoices per month 0.32 * Buyer connection fees will apply. The annual fee covers the creation and maintenance of your account for a single tax entity. Please note: transactions are charged on a monthly basis according to volume. Getting started with the Integrated Solution Once your customer invites you to join the Tungsten Network, one of our onboarding experts will walk you through the registration process. NOTICE: The information within this document is proprietary to Tungsten and is intended for use by employees, business partners and customers. It may not be copied, duplicated, used in any way, or passed to any third party without the prior written consent of Tungsten. 2 / 3 Copyright 2014 Tungsten. Tungsten is a trademark of Tungsten Corporation Plc and protected by law. Tungsten logo.

8 2. Web Form: sending electronic invoices using the Portal The Web Form is designed for companies who send a low volume of invoices to their customers each year. The Portal offers you a secure connection and guarantees delivery of your invoice to your customers within hours, which allows them to process your invoice and pay you promptly. Costs for the Web Form Once registered, all new suppliers using this option automatically receive 52 free transactions. At the end of your first anniversary (one year after registration), we will replenish your account, at no charge, back to 52 free invoices for you to use during the next 12 months. If you use all 52 free invoices and need more during this 12-month period, you will be required to purchase additional transactions (minimum 25 invoices), priced at 2.00 per invoice. You can purchase transactions as you need them. Any unused, paid-for invoice transactions will expire 12 months from the date of purchase. If you have paid credit on your account you will still receive 52 free invoices at each anniversary Annual per-invoice transaction costs 1 52 invoices per year Free Each invoice (minimum purchase of 25) 2.00 * Payment options: You can pay by PayPal or credit card. We accept Visa, MasterCard and Visa Debit. You can also pay by direct debit. Getting started with the Web Form submission through the Portal As part of your invitation to join the network, you will receive an with instructions on how to register. Once your registration is complete, we will send you your login credentials by so you can start sending electronic invoices via the Tungsten Network. For more information on Tungsten, e-invoicing and the options available to you, visit or us at info@tungsten-network.com. NOTICE: The information within this document is proprietary to Tungsten and is intended for use by employees, business partners and customers. It may not be copied, duplicated, used in any way, or passed to any third party without the prior written consent of Tungsten. 3 / 3 Copyright 2014 Tungsten. Tungsten is a trademark of Tungsten Corporation Plc and protected by law. Tungsten logo.