1. UPS – Tradeshift Supplier Training
Invoicing Against A Contract
Last Updated: 3/23/2017

2. Reference Guide Creating an Invoice 3 Required Fields on Invoice 4
Supplier Pricing Terms Spreadsheet
Supplier Offer Viewer App
Supplier Offer Viewer App - Selecting A Buyer (UPS)
Supplier Offer Viewer App - Viewing Products and Contract Details
How to Delete an Invoice Line
Miscellaneous and Tax Charges
Payment Method
Attaching Documents
Sending an Invoice
Business Firewall Errors
2-Way Match Validation
Managing Sent Invoices
Support Resources

3. Creating an Invoice
When ready to invoice UPS, select the icon on the task bar, then select Invoice

4. Required Fields on Invoice
Select UPS Oasis Supply Corporation as the invoice recipient
The invoice number must be unique and cannot contain any spaces or lower case letters (ex. ABC1234)
The issue date cannot be back-dated more than 7 days from the day of invoice submission

5. Required Fields on Invoice
The contract number, which begins with a CW or P2P, is located in the contract details under Contract ID in the Supplier Offer Viewer app
The Contract ID is also listed in the product pricing terms spreadsheet CW

6. Supplier Pricing Terms Spreadsheet
UPS will send suppliers an Excel spreadsheet with product pricing terms
The spreadsheet can be used when entering line item information on the invoice
The product pricing terms are also displayed in the Supplier Offer Viewer App

7. Supplier Offer Viewer App
Access to Tradeshift apps will be made available within one business day of account activation
Apps can be accessed via the apps icon on the task bar
Supplier Offer Viewer app:
This app will allow a company to view the details of its contract(s) with UPS

8. Supplier Offer Viewer App – Selecting A Buyer (UPS)
Select the Supplier Offer Viewer app
Select UPS OASIS SUPPLY CORPORATION
Change Screenshot

9. Supplier Offer Viewer App – Viewing Products and Contract Details
After selecting UPS, all products with accepted contracts will appear
Select any product to view its details

10. Supplier Offer Viewer App – Viewing Products and Contract Details
Contract ID, SKU, and Contracted Price are details needed to complete an invoice
Remaining Quantity:
This value will decrease each time an invoice is accepted by UPS

11. Required Fields on Invoice
Add a field for either Personal Reference ( ) OR Cost Center in order for the invoice to be routed to the appropriate approver
The personal reference must have a domain

12. Required Fields on Invoice
For each line item:
Enter the Item ID located in the contract details under SKU in the Supplier Offer Viewer app or provided in the Excel spreadsheet
Enter an item description and quantity; the quantity field can only contain up to two decimal places
Enter the Price Per Unit located in the contract details under Contracted Price in the Supplier Offer Viewer app or listed in the Excel spreadsheet
If the Tax % isn’t pre-populated with 0%, select US Non-Taxable 0%

13. How to Delete an Invoice Line
To delete an invoice line, hover over the line and select the X

14. Miscellaneous and Tax Charges
Miscellaneous and some tax charges, such as freight, can be added to the header level of an invoice as a header level charge
Select Add discount or charge
UPS’s Tradeshift account is configured to accept the following tax charges; any tax other than these will be rejected back to the supplier:
EXCISE TAX
FUEL TAX
POLLUTANT TAX
SMM TAX
WASTE DISPOSAL TAX
FREIGHT
LUBRICATION OIL TAX
PRIVILEGE TAX
STATE NEW TIRE TAX
WATER QUALITY TAX
FREIGHT SURCHARGE
MOTOR OIL TAX
RECYCLING TAX
SURCHARGE
FUEL SURCHARGE
OWNERSHIP TAX
RENTAL TAX
TRANSACTIONAL PRIVILEGE TAX
Note: All charges must have correct spelling and be entered in ALL CAPS

15. Miscellaneous and Tax Charges
Select the charge type Charge, then enter the charge description
Enter the charge amount then select whether the charge is a percentage or a dollar amount
The charge will appear under the invoice subtotal

16. Miscellaneous and Tax Charges
Any charges on the line level will fail the business firewall and will be rejected 

17. Payment Methods
The payment methods field is not used by UPS and should be ignored when filling out the invoice

18. Attaching Documents
Suppliers can write messages to UPS about the invoice in the message box
Request For Appropriation (RFA) and Work Authorization numbers are to be entered in the message box
Select Choose File to upload supporting documentation
If there are Miscellaneous line items, supporting documentation is required

19. Required Fields on Invoice
Select Set delivery address and enter the Delivery Address information
GLN is an optional field

20. Sending an Invoice
An invoice is valid when it passes the business firewall validations and 2-way match validations
Select Send to submit the invoice

21. Business Firewall Errors
If the invoice does not pass the business firewall validations, one or more errors will appear
Correct the invoice and resubmit

22. Contract Validation Criteria
2-Way Match Validation
Once an invoice is submitted, it goes through a 2-way match - the invoice details are matched to the corresponding contract
An invoice can only be received by UPS if it passes 2-way match validation
Contract Validation Criteria
Description
Accepted Contract
For an invoice to be successfully delivered, the items associated with the contract must agree with the information provided in the Supplier Offer Viewer App
Line Price
Invoice line price may not exceed the contract price
Line Currency
The currency code on the invoice line must match the contracted currency

23. 2-Way Match Validation Error - Notification
If an invoice fails 2-way match, an notification will be sent and the invoice status will be updated to Failed
Select the View Invoice bar to review and adjust the invoice

24. 2-Way Match Validation Error – Review and Correct
Review the invoice and ensure that it matches the accepted contract validation criteria

25. Managing Sent Invoices
Sent invoices will be displayed and managed in the Documents tab
An invoice that passes contract validation will be displayed as Sent status and dispatched to UPS for processing and payment
Once UPS approves an invoice, the invoice will have an Accepted status
An invoice that has failed contract validation will be displayed as Failed Delivery
DO NOT submit an invoice multiple times or use the same invoice number more than one time

26. Managing Sent Invoices - Invoice Status
Select an invoice on the Documents tab to review comments to see if the invoice has been accepted, paid, or rejected

27. Managing Sent Invoices - Rejected Invoices
If UPS rejects an invoice back to the supplier, the supplier must recreate the invoice
Select the rejected invoice and select Use as draft

28. Managing Sent Invoices - Rejected Invoices
The new invoice will be automatically filled with some information from the rejected invoice
Create a new invoice number, re-enter the contract number, and resolve the issues that prevented approval

29. Managing Sent Invoices – Invoice Changes
To adjust an invoice that has already been submitted and is in accepted status, please reach out to UPS support at:
Invoices cannot be deleted; archiving an invoice removes the invoice from the user’s documents list, but does not prevent the invoice from being dispatched to UPS

30. Additional UPS Training Materials:
Support Resources
Official UPS Supplier Welcome Page - Review training, submit support tickets, view announcements, access FAQs, and more:
All requests to change payment method must be submitted directly to UPS at
Tradeshift support for system related questions, please
Additional support for UPS-specific questions, please
Additional UPS Training Materials:
Setting Up a Tradeshift Account
Invoicing Against a Purchase Order (PO)