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SupplyOn Public 1/19

SupplyOn information for suppliers who will use Basware

Printer Driver Service for invoicing with Airbus

Document Owner: SupplyOn PM SCM Aero

August 2017 – Version 1.4

Document available in English (only)


Document History

Version Release date Description of Version

1.0 January 2017 Initial version

1.1 March 2017 Updates according to P2P-2017-1 (release for March 2017):

Count of line items (7.2.1)

Validation of material number and unit of measure (7.2.2)

Validation of address data (7.3.2)

Validation of line items (7.3.4)

1.2 May 2017 Updates according to P2P-2017-2 (release for May 2017):

Information added about french invoices with VAT particu-

larities (6)

Validation of invoice date (7.2.1)

Count of line items (7.2.1)

Validation of material number (7.3.4)

1.3 July 2017 Updates according to new process “Invoice Only” (7.2.3)

Updates according screenshots

1.4 August 2017 Updates for “Invoice Only”:

New mode for invoice correction: “Credit note from scratch”

(7.2.4)

Validation of invoicing party code (7.2.3)

Validation of PO number (7.2.3)

Update about changed bank data (1)


Table of content

List of Abbreviations ..................................................................................................................................... 5

1 Introduction ................................................................................................................................... 6

2 Basware and SupplyOn Contact ................................................................................................... 6

2.1 Basware ........................................................................................................................................ 6

2.2 SupplyOn ...................................................................................................................................... 6

3 Preconditions ................................................................................................................................ 6

4 How to find the eInvoicing module ................................................................................................ 7

5 How to find routing data ................................................................................................................ 8

5.1 Purchase to pay ............................................................................................................................ 9

6 Invoice types ................................................................................................................................. 9

6.1 Invoice ........................................................................................................................................... 9

6.2 Credit Note .................................................................................................................................. 10

7 Invoice validation rules ................................................................................................................ 10

7.1 Country Rules ............................................................................................................................. 10

7.2 Airbus Business Rules ................................................................................................................ 11

7.2.1 General validation ....................................................................................................................... 11

7.2.2 Invoice based on PO (Purchase to Pay) ..................................................................................... 11

7.2.3 Invoice from scratch (Invoice only) ............................................................................................. 11

7.2.4 Invoice correction ........................................................................................................................ 12

7.2.5 Tax rates ..................................................................................................................................... 12

7.3 Mandatory information ................................................................................................................ 12

7.3.1 Invoice header details ................................................................................................................. 12

7.3.2 Address data ............................................................................................................................... 12

7.3.3 Reference numbers for the partners ........................................................................................... 12

7.3.3.1 Supplier ....................................................................................................................................... 12

7.3.3.2 Customer ..................................................................................................................................... 13

7.3.4 Line items .................................................................................................................................... 13

7.3.5 Tax information ........................................................................................................................... 13

7.3.6 Payment information ................................................................................................................... 13

7.3.7 Totals........................................................................................................................................... 13

7.3.8 Currencies ................................................................................................................................... 13

7.3.9 Invoice correction ........................................................................................................................ 13

8 Original document ....................................................................................................................... 13

9 Error handling .............................................................................................................................. 14

9.1 Basware ...................................................................................................................................... 14

9.2 SupplyOn .................................................................................................................................... 15

9.3 Airbus .......................................................................................................................................... 16

10 Archiving / Storage ...................................................................................................................... 18


11 Integration project ....................................................................................................................... 18

12 Appendix ..................................................................................................................................... 19

A: Field description for invoices for the input channel “Basware printer driver” ......................................... 19


List of Abbreviations

ABBREVIATION DESCRIPTION

CSV Comma Separated Values

EDI Electronic Data Interchange

M2M Machine to Machine connection

P2P Purchase to Pay

PO Purchase Order

SIREN Système d'identification du répertoire des entreprises

(identification number for companies in France)

VAT number Value Added Tax number


1 Introduction

The electronic ordering and invoicing process via SupplyOn is efficient, transparent and quick. It replaces

the traditional, at times paper-intensive transactions, in which data had to be manually input at numerous

places and the current processing status of the individual transactions was not always identifiable. With

SupplyOn, the entire P2P process is supported by the system throughout - in a central system, to which all

parties involved have access.

The customer (e.g. Airbus) sends purchase orders to SupplyOn. Suppliers receive the purchase orders via

BoostAero XML or within the web application (CSV) and confirm them with the use of the same channel.

Invoices are created on the supplier’s own system and transferred via Basware Printer Driver Service to

SupplyOn. SupplyOn is validating the invoice and matching it with the master data and the corresponding

purchase order (respectively the invoice being corrected if a credit note is sent).

In some cases, the supplier does not receive the purchase orders via SupplyOn. Then, the so called “Invoice only” process is activated. Invoices are created on the supplier’s own system and transferred via the Basware Printer Driver Service to SupplyOn. SupplyOn is validating the invoice and matching it with the master data respectively the invoice being corrected.

In case of validation errors, the invoice processing is stopped and an e-mail alert is sent back to the supplier

with a detailed error description. Only in case of a successful validation, the invoice is processed and

transferred to the customer who will receive and perform the booking of the invoice.

Paper-based invoices should not be forwarded anymore. The future electronic purchase to pay process for

all appropriate Airbus plants does not consider paper-based invoices. Such documents will no longer be

accepted by Airbus.

As the supplier is able to provide the bank data in the invoice, it is requested by Airbus that the supplier

sends in addition a separate official letter to the Airbus AP analyst if bank details has been changed.

2 Basware and SupplyOn Contact

2.1 Basware

Please contact Basware for printer driver questions and invoice mapping.

E-Mail address: [email protected]

Phone number: +49 89 427 437 47

2.2 SupplyOn

E-mail address: [email protected] (for productive issues)

3 Preconditions

In order to be able to use the SupplyOn/Basware eInvoicing service the following actions are required by the supplier who has already used Basware as a third party provider to send invoices to customers:

● Inform SupplyOn about usage of Basware printer driver channel for Airbus invoices

● Send information to Basware about the usage of the Basware printer driver for Airbus invoices

● Finish SupplyOn user registration and confirm SupplyOn terms of usage / terms and conditions for

the Purchase to Pay Process

● Configure SupplyOn server address (supplyon.com) on e-mail whitelist / firewall to receive e-mails

from SupplyOn without problems

mailto:[email protected]

mailto:[email protected]


● Confirm Basware terms of usage / terms and conditions for the Basware Printer Driver Service

● Install Basware Printer Driver (configure receiver/ sender server address) if not already done

● Configure Basware server address on e-mail whitelist / firewall if not already done

● In order to ensure the configuration of invoices by Basware, a productive purchase order

from Airbus on the SupplyOn platform is needed

● Finish integration project including testing with Basware and monitor first invoice in SupplyOn

invoice applications (more details contained in chapter 11)

4 How to find the eInvoicing module

To access the eInvoicing module, the AirSupply service has to be called first by clicking on “SupplyOn

Services” () and selecting “AirSupply” ():

Now all available services are displayed in the view “My Workspace” in AirSupply.

When placing the mouse on the “Invoice” () string, an additional window offering two options appears:

Create invoice by PO number: Jump to the „Billable items list“, which provides an overview of billable

orders which not (or only partially) have been charged yet. The billable items list could also be accessed

by clicking on the “Invoice” link () instead of only placing the mouse over the submenu icon.

Show invoice overview: Jump to the “Invoice list” where all relevant functionalities can be performed.

Within the invoice list all invoice documents are available grouped by the status “Draft”, “Ready to send”

and “Sent”.


The tab “Draft” comprises all invoices which were created via the UI and have not been validated

successfully yet.

In opposite to that, the tab “Ready to send” contains successfully validated invoices which were created via

the UI but not yet sent to the customer.

The tab “Sent” contains really “Sent” invoices that have been transmitted to the customer as well as invoices

with “Error”. Invoices in status “Error” are not transmitted to the customer as they have not passed all

validation rules successfully.

5 How to find routing data

The routing of electronic documents is performed based on unique identification numbers – rather than

based on postal address data. Therefore, those identification numbers have to be added to the documents.

The identification routing data of buyer and seller have to be used from purchase order. Those numbers

have to be added to the invoice in order to identify the correct sender and receiver at SupplyOn.

Following routing data are required on invoice documents from the supplier to Airbus:

1. Buyer Plant Code – unique for every Airbus plant (see field “CustomerPlantCode” in AirSupply)

2. Buyer Org Code of the Airbus plant (see field “CustomerOrgCode” in AirSupply)

3. Seller Number of the supplier (see field “SupplierNumber” in AirSupply)

Remark: Leading zeros have to be considered.

How to find the routing data depends on the used input channel for purchase orders. A description of input

channels can be found here in the supplier info portal.

As an alternative all three identification numbers can be found within an opened invoice in the application:

Seller number

Buyer Plant Code

Buyer Org Code

http://www.supplyon.com/supplyon_download_area_m2m_guidelines.html


If no invoice containing the routing data exists, the user has to create an invoice via web application first –

also possible without sending it as draft.

5.1 Purchase to pay

The identification routing data of buyer and seller have to be used from purchase order. Those numbers have to be added to the invoice in order to identify the correct sender and receiver at SupplyOn.

6 Invoice types

The SupplyOn eInvoicing application enables the creation of several invoice types, which are described

following. For the input channel “Basware printer driver”, only invoices and credit notes are supported.

For Airbus, the following invoices are not allowed (known as “French invoices with VAT particularities”):

Invoices in USD with several VAT rates in USD for France

Invoices with several VAT and one of them is exemption for France

Invoices without VAT for specific suppliers, i.e. associations, CAT, universities, for France

Invoices with VAT not not recoverables for particular fiscal cases, i.e. flowers, cars etc., for France

6.1 Invoice

An invoice is a document issued by the supplier to the customer. It relates to a purchase order of the

customer and is used for the billing of these goods or services.


6.2 Credit Note

A credit note is used for the correction of an invoice on a quantity basis. That means that the price cannot

be changed in comparison to the invoice that needs to be corrected. Therefore, the subtracting quantity

must be entered as a positive value. The eInvoicing application reduces the invoiced quantity as following:

Current invoiced quantity = previous invoiced quantity – corrected invoiced quantity via credit note

7 Invoice validation rules

After the invoice has been transferred to Basware, they perform a first validation of the invoice data to ensure that a complete electronic transfer file can be generated. Basware is directly reporting any validation error via e-mail to the sender for error correction. This e-mail address for notification needs to be communicated by the supplier to Basware. The error-free electronic document including the original printout (PDF) is transferred from Basware to SupplyOn.

Before the document is sent to the customer, SupplyOn performs several validations of the invoice data.

The validations are done based on rules which can be legal country or customer specific rules. In case of

validation errors, the further processing is stopped and an error e-mail is sent out to the supplier e-mail

address provided in the invoice (supplier contact e-mail). The document has to be corrected and sent again

by the supplier. A detailed description of all mandatory fields and validations is provided in appendix A.

If all validation on SupplyOn side passed successfully, SupplyOn transfers the invoice to the customer who

then carries out a final invoice check and makes the posting. In case of errors, a direct communication

between the customer and the supplier takes place.

7.1 Country Rules

Country-specific legal requirements are configured in country specific validation rules. SupplyOn combines

the individual country rules in country specific rule sets. The correct rule set is applied based on

a) the VAT number of the supplier or

b) the country of the supplier or

c) the VAT number of the tax representative.

This VAT number is checked to ensure that the supplier is located in a supported and certified country.

The following countries are certified at the moment:

Basware

• Validate to ensure the generation of a complete electronic transfer file

• In case that no errors were detected:Transfer electronic document including original printout (PDF) to SupplyOn

SupplyOn

• Validate against legal country and Airbus business rules

• In case that no errors were detected:Transfer electronic document including original printout (PDF) to Airbus

Airbus

• Process the invoice including internal validation steps


Country Supported as of

Belgium 01.03.2017 Czech Republic 01.03.2017 France 2016 Germany 2016 Great Britain 2016 Italy 01.03.2017 Netherlands 01.03.2017 Romania 01.03.2017 Spain 2016 Switzerland 01.03.2017 USA 01.03.2017

It must be ensured that the VAT number matches to these countries if the country-specific law requires

such a number.

7.2 Airbus Business Rules

SupplyOn offers certain customer specific rule sets which take care that only correct data will be sent

towards Airbus and all mandatory information are provided. The following topics are important for an

invoice. If business rules are not fulfilled, the invoice will be rejected and an error information will be sent

to the supplier.

7.2.1 General validation

Invoice number uniqueness: Every invoice number has to be unique per supplier organization. If

the invoice number is already used in another invoice that is available in the eInvoicing module, the

invoice cannot be validated successfully.

Limitation of invoice items:

o If the supplier sends more than 50 items in the invoice, the invoice will be rejected.

o If the invoice contains more than one item and only one item is blocked for payment on

customer side, the whole invoice is blocked for payment.

o The time for booking depends on the count of invoice items.

Invoice date: Invoice date must be equal to the current date (max. 7 days in the past)

Delivery / service completion date: This date must not be more than 10 days in the future.

PO number: One invoice can only reference one PO number.

Currencies: The invoice currencies must be identical to the currency of the referenced purchase

order or the invoice document which is being corrected in case of a credit note creation.

Tax rate: only one tax rate is applicable per invoice

7.2.2 Invoice based on PO (Purchase to Pay)

PO number and item number must exist in the AirSupply module and contain billable items

Invoice line item quantity must fit to the quantity of the PO line item (less or equal). If the PO line

item was invoiced partly, the remaining quantity can be used at maximum.

Unit price and price basis on line item level have to fit to unit price of PO line item

Service completion date has to be identical for all items if the ship-to country is Germany and the

invoice currency is not Euro

7.2.3 Invoice from scratch (Invoice only)

PO number o It must be the same for all line items o It might be validated if it matches with the range defined for the related Airbus legal entity.

Service completion date has to be identical for all items if the ship-to country is Germany and the invoice currency is not Euro


Supplier reference number / Invoicing party code: It might be validated if it matches with the range defined for the related Airbus legal entity.

7.2.4 Invoice correction

An invoice correction can be executed by creating a credit note. Following data are being validated:

Customer and supplier data including reference numbers (e.g. VAT number) have to be the same

as in the invoice being corrected

In general, item data have to be the same as in invoice being corrected, exceptions are:

o Quantity and amounts deviate in case of credit notes

o Credit note is created “from scratch” (only possible if “Invoice only” is activated)

Further information are included in the validation document for input channel “Basware printer

driver” (see appendix A)

7.2.5 Tax rates

Depending on the selected tax category, tax rates are validated. A tax rate of zero is only permitted if the

tax category reverse charge, services outside scope of tax or a tax exemption is applied. Furthermore in

this case, an additional tax declaration has to be made as a short explanation why no tax is applied to the

invoice.

7.3 Mandatory information

The invoice document must contain all mandatory information as described next. In some cases, the

multiple statement of information is required. A detailed description including calculations and possible

additional information is provided in appendix A.

7.3.1 Invoice header details

Invoice type

Invoice number

Invoice date

Invoice currency

Invoice content, e. g. service or material

7.3.2 Address data

The following information about partner addresses is required for the supplier and customer:

Name

Street

Postal code

City

Country

E-Mail Address (only for the supplier) i. e. as a contact in case of clarification process

Furthermore, the country of the consignee (ship to) have to be declared if the country of the buyer is

Germany.

7.3.3 Reference numbers for the partners

7.3.3.1 Supplier

Supplier number (for routing purposes within e-invoicing)

Account number (“Invoicing party code” for Airbus Group)

VAT number


Depending on the law: Commercial registration number (e.g. SIREN)

7.3.3.2 Customer

Org Code (for routing purposes within e-invoicing)

Plant code (for routing purposes within e-invoicing)

VAT number of the Airbus legal entity

7.3.4 Line items

The line items of the invoice must contain:

Line item number

Material / service description

Quantity of the material / service

Unit of measure

Delivery / service completion date

Price of the item (net and gross) of the purchase order

Price basis of the purchase order

Amount (net and gross)

Purchase order number of the customer (incl. item number)

7.3.5 Tax information

The tax information are only provided for all line items. Following information is mandatory:

Tax type

Tax rate

Taxable amount

Tax amount

Tax declaration if no tax is applied

7.3.6 Payment information

Terms of payment

7.3.7 Totals

Total items amount

Total tax amount

Total invoice amount (sum of all totals mentioned before)

7.3.8 Currencies

For every amount, a declaration of the currency has to be made. In case that different currencies are being

used, the declaration has to be made twice (currency of the purchase order and of the supplier country).

7.3.9 Invoice correction

In case of invoice corrections by creating a credit note, the invoice number and item of the referenced

invoice document are mandatory.

8 Original document

The so called “PDF container” generated by Basware printer driver contains

printout

attachments (optional)

digital signature (optional)


The supplier must be aware that a digital signature is expected by Airbus.

The creator of the original document (supplier) is at any time responsible that its components are consistent

regarding tax-relevant information. SupplyOn and Basware are only assisting this process. For further

information, please have a look at the SupplyOn Terms & Conditions or the SupplyOn info portal.

In parallel to the creation of the invoice document via printer driver, the original document is available for

downloading in PDF format in the SupplyOn eInvoicing application. In case of previously submitted

invoices, select a submitted document and click "Original document" at “Download”.

9 Error handling

9.1 Basware

In this case, the supplier sends an invoice which does not pass the validation on Basware side. Therefore,

the invoice is rejected by Basware and the supplier receives an error message from Basware. The invoice

is not stored in the e-invoicing module.If the supplier cannot solve the error by himself, he must contact

Basware (see 2.1).

If an invoice was rejected by Basware, the supplier has to act as following:

a) Internal cancellation:

If an invoice is rejected by Basware, the supplier internally cancels the invoice and creates a

second correct invoice which will be sent to SupplyOn.

b) A cancellation via credit note is not supported in that case. The reason is that the invoice to be

corrected is not available in the e-invoicing module of SupplyOn.


9.2 SupplyOn

In this case, the supplier sends an invoice which passes the validation on Basware side but not the

validation on SupplyOn side. Therefore, the invoice is rejected by SupplyOn and the supplier receives an

error message from SupplyOn.

If the supplier cannot solve the error by himself, he must contact SupplyOn (see 2.2).

If an invoice was rejected by SupplyOn, the supplier has to act as following:


In the case that an invoice is rejected by SupplyOn and stored with the status “Error” in the e-

invoicing module of SupplyOn, the supplier internally cancels the invoice and creates a second

correct invoice. The supplier does not send a credit note for the first invoice but only a second

invoice with the correct values. Only this second correct invoice will be sent to Airbus.

Invoices with status “Error” won’t reduce the respective billable quantity at SupplyOn.

b) Via cancellation document / credit note:

In this case, the supplier cancels the invoice and creates a credit note for correction. This credit

note has to be stopped in the e-invoicing module of SupplyOn as it refers to an invoice which did

not pass the validation successfully and was stored with status “Error”.

Invoices with status “Error” won’t reduce the respective billable quantity at SupplyOn.

The supplier creates a second correct invoice which will be sent to Airbus as soon as all


validations passed successfully.

9.3 Airbus

In this case, the supplier receives an error message by Airbus (e.g. rejection letter) or the invoice got an

inappropriate customer status (e.g. Invoice was rejected) in the invoice list in the e-invoicing module of

SupplyOn. If the supplier cannot solve the error by himself, he must contact the corresponding department

at Airbus.

If an invoice was rejected by Airbus, the supplier has to act as following:


If an invoice is rejected by Airbus, it is not sufficient that the supplier internally cancels the invoice

and creates a second correct invoice. Therefore, this kind of cancellation is not supported.

As the PO was received via SupplyOn, the supplier is supposed to create a credit note before

sending the second correct invoice (in order to correct the billable quantity of the PO item at


SupplyOn).

b) Via cancellation document / credit note:

If an invoice is rejected by Airbus, the supplier sends a credit note and then creates a second

correct invoice.


10 Archiving / Storage

Based on legal requirements of the home country, the supplier is responsible for the archiving of the original

document. If the original document has been created by SupplyOn, the document available on the platform

has to be archived. The storage of the document can be done in the supplier‘s archiving system or an

ordered 3rd party service.

The original invoice document is generally also available via download a few minutes after sending it

towards the recipient in the SupplyOn eInvoicing application.

Please note that this document is only available for a limited period – at least three months - in the SupplyOn

platform for downloading.

11 Integration project

For the input channel “Basware printer driver”, a test process for invoices can be performed via reprints

and is supported by Basware. Details about the testing and the integration project must be agreed by the

supplier with Basware.

The integration project on Basware side can contain amongst others:

Testing with so-called reprints:

o The supplier prints an existing invoice once again in his ERP system.

o This invoice is transferred to Basware.

o The content of the invoice is mapped into the format that is expected by SupplyOn but the

invoice is not transferred to SupplyOn.

Creation of a productive invoice for Airbus:

o If the mapping of the invoice into the format expected by SupplyOn was successful, the

next step of the integration project is started: creation of a productive invoice for Airbus

with a reference to a productive PO.

o This productive invoice is mapped by Basware and transferred to SupplyOn.

o This invoice is booked in the SupplyOn e-invoicing module and validated against the rules

described in chapter 7.

o If the validation passes successfully, the invoice is transferred to Airbus.

o If one of the steps for the booking of the productive invoice cannot be processed, the error

handling as described in chapter 9 takes place.


12 Appendix

A: Field description for invoices for the input channel “Basware printer driver”

In general, it must be clarified within the integration project with Basware by the supplier how the data is

provided.

The document Validation_Basware_Inputchannel.xlsx shows an overview about all required and optional

information that could be provided within the invoice as follows:

COLUMN HEADER DESCRIPTION

Invoice content Content for the invoice

Description In this column, a short description of the invoice content is given

Mandatory For each invoice type, it is determined which fields are mandatory or not.

Following abbreviations are used:

M Mandatory, field has to be provided in the invoice. Please clarify within

the Basware integration project if it can be filled by Basware

O Optional, not mandatory field – it can be provided in the invoice

C In some cases – described in column “Rule”– the field is mandatory

and has to be used in the invoice

Rule For each invoice type and field name, the certain validation rule is given

http://www.supplyon.com/sites/default/files/supplier_info_portal/files-airbus/en_validation_basware_inputchannel.xlsx

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