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Subject: Voxel (BaVel) Web-billing Manual

Date: 19/01/2017 Version: 2017

Source: AP Web Services Page: 1 of 27

Global Finance Services Strictly Confidential

Voxel (BaVel) Web-billing Manual

Subject: Voxel(BaVel) Web-billing Manual

Date:19/01/2017 Version: 2017



Published by: AP Web Services

Last updated: 19 January 2017

Registered Trademarks

- Microsoft, Excel, Microsoft Windows, Internet Explorer and the Internet Explorer icon are registered trademarks of Microsoft Corporation in the United States and other countries.

- All other images relating to the Supplier Finance Web are trademarks of

Hotelbeds Group and Oxfera in Spain and other countries.

- All other images relating to BaVel system are trademarks of Voxel Group

and Hotelbeds Group in Spain and other countries.


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CONTENTS

CONTENTS .................................................................................................................................................. 3

1. How to access and register .......................................................................................................... 4

1.1 What should you to do if the Company Tax Number exists in BaVel ......................................6 2. How to send invoices ..................................................................................................................... 9

2.1 Sending individual invoice ......................................................................................................10

2.2 Sending multiple invoices ................................................................................................................... 14 2.2.1 Saving the file in CSV format ......................................................................................................... 14 2.2.2 How to import CSV file in the web-billing platform ................................................................ 20 3.How to check invoices sent? ......................................................................................................23

Annex 1 How to enable the MACRO Template .......................................................................24


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1. How to access and register

Log on to Supplier Finance Web (http://www.ecobill.net) to access E-Billing Tab and follow the steps below to register.

a) Access the electronic invoicing

Click on the e-billing tab and the “Access to E-billing” icon. The registration page will

appear in another separate window.

b) Company details

The following window will be displayed asking for confirmation of your company’s fiscal and commercial details. You may overwrite any incorrect information directly.

Once the details have been checked, accept the CIF number (tax number) being displayed

by clicking on the check for this purpose and then continue to the following window.

http://www.ecobill.net/


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c) Contact details

Fill in the boxes with the required information.

The fields marked with a red star (*) are mandatory

d) Confirmation of the registration

Click the box “I accept the service conditions” placed on the lower right part of the

window, and then click on the Next button.


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e) Welcome to baVel

Click on “Account activation” button to complete the registration.

The access passwords you wish to associate to your ebilling account must be indicated.

1.1 WHAT SHOULD YOU TO DO IF THE COMPANY TAX NUMBER EXISTS IN

BAVEL

If the Company Tax Number is already in its database, the following window is

displayed.


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Check the details displayed on the window and select from one of the options

“Yes, I belong to this company”

If you select this option, the centers that baVel has in its database will be displayed:

There are two possibilities:

Yes, I am this property: This option must be selected if your details are the same as

those displayed on the window.

I belong to this company but I am none of these properties: Select in the event your

centre is not displayed.

a) Yes, I am this property

The option “I have no user name/password” is recommended.

Voxel will require you to provide your contact details in order to send an email with a link

and the instructions to access the password.


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Enter your User and Password to login

If you have the username but not the password, select User/password reminder option

b) I belong to this company but I am none of these properties

Fill in your centre details:

Click on Next button and, the username and password creation window will be shown. (See

section “1.e – Welcome to baVel”)

“I do not belong to this company”

If you checked and confirm that there are no details for your property, select “I do not

belong to this Company”


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This window will be displayed:

Fill in your contact details and you will be directed to the Account Activation page (See

section “1.e – Welcome to baVel”)

2. How to send invoices

There are two options to send invoices:

Sending individual invoice

Sending multiple invoices

Recommendation: It is best to issue one invoice per booking in order to make

the accounting, reconciliation and payment of the same easier.


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2.1 SENDING INDIVIDUAL INVOICE

Upon accessing the site, select Web-billing and “Create invoice” in the main menu

To create and send a manual invoice follow the three simple steps below:

STEP 1: Fill in the header details


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Fill in the required details on this window:

- Sender: Indicated by default

- Recipient: Indicated by default (If you worked with more than one company the correct

one must be selected)

- Invoice number: Identification number of the invoice

- Type of invoice:

o Debit: Corresponds to an original invoice

o Credit note: Rectification or credit invoice. It is used to reflect a correction in

an original invoice.

Amended invoice: This field only will be displayed if we are

loading a rectification invoice, where the number of the invoice

that it is being rectified should be indicated.

- Invoice date: Select the desired date from the pull-down menu

- Invoice Total amount: Total amount of the invoice. (if the Credit Note option is

selected, the amount will need to be in Negative)

- Currency: Select the currency desired

- Detail lines with tax included: Mark if applicable that the fees include tax or

more than one type of % of tax.

- Indicate the tax % for all the lines: Mark if not including tax

Click on “Enter Line items” to continue with the registration of the invoice

Click on “Delete invoice” to eliminate the details we have input.


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STEP 2: Input the details of the invoice

Click on and the below box will be displayed. You need to input the

invoice details.

- Internal reference: Reference or booking number of your system. This field is not

mandatory.

- Reference number: Hotelbeds Booking Reference Number:

o XXX-XXXXXX (Standard format)

o B2B Reference Number: 4574V-HK (For B2B reference Number, please kindly check

with your Key Account Manager to request for this additional activation.)

- Client Name: Guest Name (name of the booking holder)

- Check-in date: Date when the service started.

- Check-out date: Date when the service finished.

- Comment: Input additional information. This field is not mandatory.

- Number of rooms or pax: Indicate the number of rooms or people in the service

- Booking details: Service Description (Example: Twin, Triple, etc)

- Unit price: Price per person or room of the service provided.

- Discounts: Amount to be discounted in the event that this is applicable.

- Tax %: Indicate the percentage of the tax applied

- Tax: By clicking on the amount is automatically calculated.

- Type of tax: Select the type of tax using the pull-down menu


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Once you have input all the data, click on “Save Line Item” button

What should be done if there is more than one booking, fee or tax %?

You may click on the “ ”to input the details of other booking, fee or

tax%. There is no line limit.

STEP 3: Check and send the invoice

There are various options to check it:

1) View the invoice before it is sent: Button

2) Modify any booking details

3) Eliminate all the input invoice details

It is important that the Cumulative Total should be the same as the Declared Total.

The system will not allow you to send the invoice if the amounts do not match.

To resolve this, click on or invoice details to check and edit.

Then click on once the editing is done. The below message will appear to inform you that the invoice will be sent to be processed shortly. Click “Continue” and you will be directed back to the first page. (See section “3. How to check invoices Sent”)


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2.2 SENDING MULTIPLE INVOICES

Follow the below steps to send multiple invoices. a) Save the file in CSV format

b) Import it to the electronic invoicing platform

2.2.1 SAVING THE FILE IN CSV FORMAT

a) Use the “Macro Tab” available in the Supplier Finance Web (Recommended option)

b) Use the “MACRO File” available in BaVel platform.

What is a CSV file? A CSV is a comma separated values file, which allows data to be saved in a table structured format required by the web-billing platform.

2.2.1.1 MACRO Tab using Supplier Finance Web (Recommended option) Once in the Supplier Finance Web (www.ecobill.net), Access the “Electronic invoicing”

section and then click on “Macro”

The top left corner shows the pre-configured options which will determine the CSV file

format.

The “Decimal point” and the “Date format” can be change based on the regional

configuration of your computer.

http://www.ecobill.net/


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If you have connectivity booking, please enable the button

Steps to fill in the macro

1. Click on the button located in the lower left corner of the window to create a new line.

The first line will always be displayed in pink as it is an example for your reference.

- Invoice Type: Go to the first box and select between F (Original Invoice) and FR

(rectification invoice)

- Invoice Number/ Rectification invoice number indicate the number of the

Original Invoice or that of the rectification invoice.

- Amended reference: This field should only be filled in if you are loading a

rectification invoice, where the number of the invoice that it is being rectified

should be indicated. If not, it should be left blank.

- Invoice date: Date of invoice has to be the same or after the guest check-out.

- Booking Number: Hotelbeds Booking Reference Number


o B2B Reference Number: 4574V-HK (For B2B reference Number, please kindly

check with your Key Account Manager to request for this additional activation) - Description: Service Description (Example: Twin, Triple, etc)

- Guest Name: Name of the holder of the booking - Check-in date: Date when the service started. A calendar is displayed. - Number of rooms or pax: Indicate the number of rooms or people of the service - Unit price: Price per person or room of the service provided.

- Currency: Select the corresponding currency

- Tax %: Indicate the percentage of the tax to be applied

- Type of tax: Select the service tax - Total: The total of the line will be displayed as it is automatically calculated.


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2. Click on the button to continue for the other invoices

Click on the icon shown at the end of the line if you want to delete a line

You may import your Excel file with the Invoices information in the same

template format by saving it as Excel 97-2003 format

You will see that the information is ready to be saved as CSV file.

3. Save the file in your computer by clicking on the Save button: and proceed to

the web billing platform to upload the file to the e-billing platform (See section“2.2.2

How to import the file in the e-billing platform”)


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2.2.1.2 MACRO File download in BaVel

You have to download the latest MACRO Template from the site. Route: WebBilling –> Import invoice file-> Macro for the file creation

For first time users, you need to enable the MACRO Template.

Follow the steps below for the Billing instructions.

- Open the document: The blue row is an example to show Suppliers how to input

the information. The row cannot be deleted.

- Register your invoices: Fill in the below fields required:

Check the box “This file includes Connectivity Bookings? If you have connectivity bookings.

The column header indicates the information required to create the invoices:

- Invoice type: Go to the first box and select between FR (rectification invoice)

and F (Original Invoice)

- Invoice Number/Rectification invoice number Indicate the number of the

Original Invoice or that of the rectification invoice.


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- Invoice reference: This field should only be filled in if you are loading a

rectification invoice, where the number of the invoice that it is being rectified

should be indicated. If not, it should be left blank

- Invoice date: Date of invoice has to be the same or after the guest check-out.

- Booking Number: Hotelbeds Booking Reference Number


o B2B Reference Number: 4574V-HK (For B2B reference Number, Please

kindly check with your Key Account Manager to request for this additional

activation) - Services Description: Type of service invoiced

- Pax leader: Name of the holder of the booking - Check in date: Date when the service started.

- Number of nights: Number of nights and duration of the service

- Number of rooms or pax: Invoicing can be carried out by the number of rooms or persons indicated in the

service offered - Unit price: Price per unit - Currency: Select the currency to be used.

- Tax Rate : Indicate the percentage of the tax to be applied

- Tax type: Select the correct tax in the dropdown list

- Line Total: Total invoice amount including tax

Click on the button to validate the data.

The cells will be highlighted in Red if it contains errors Move your cursor to cell

and the error message will be displayed.

- See some examples:


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The errors can be corrected directly in the cells.

Once the errors have been corrected click on to check the data again and if there are no errors, proceed to save the file as CSV format.

Upon clicking on the button, a window to save the document as (CSV comma delimited) will be displayed.

The file will be saved with the CSV format


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After saving the CSV file, if you need to open the file do not open the CSV file

directly as it might result in a change in the date format, causing the upload to fail. The file

has to be opened with Notepad

2.2.2 .HOW TO IMPORT CSV FILE IN THE WEB-BILLING PLATFORM After saving the CSV, access the e-billing site, Web Billing section on the main menu and

click on the option: Import Invoice File


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Click on Browse button and select the CSV file that you saved. Click “Import” button.

The file will be shown under the “Imports in progress” tab while uploading.

The file can be found in the “Imported files” tab once successfully uploaded.

Partial Imports

What is it and what to do? This happens when you have a file containing invoices that have been uploaded

successfully and those that haven’t.

They are displayed under the option “Partial imports”

You need to click on the expansion button and click on “Edit” for those with Red buttons.


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This is due to two reasons:

1) Booking number error: The booking number is invalid/incorrect. This error can

be resolved. Click on “Edit”

Click on Edit again and the below window will be displayed for you to modify your booking.

If there are multiple bookings in the same invoice, click on “Modify All” and you can modify the booking together.

The Suppliers will have to click Save and Send.

2) There is already an invoice in the manager: An invoice with the same number

has already been uploaded and duplications are not accepted.

This is an error that cannot be resolved If we click on “edit” at the end of the line:


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The following window is displayed where the type of error is indicated which cannot be

resolved or edited from the platform.

You need to ensure that the invoice numbers are not duplicated.

3. How to check invoices sent?

All the invoices sent will be left in the section: “Digital Archive” -> “Sent Documents”.

To search successfully sent invoices, you may use the different filters “Dates, Amounts,

References”.

To check the invoices sent for a peiod of time, the dates tab should be used.

The example below would be the result of a search

The green symbol indicates that the invoice has been successfully sent. If you want

to view the invoice, click on the icon


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How to download invoices?

Use either Download all or Download selected to download the

invoices

Annex 1 How to enable the MACRO Template

Microsoft Excel 2003

Upon opening the file, an automatic security message is displayed, indicating that the

document is disabled until the security settings are configured.

To configure the security settings of the macro, go to “Tools”, “Macro” and the

“Security”


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In this “security” window, select the level: “Low” + Accept

The Macro is enabled and can be used.

Excel 2007/2010/2013/2016

When opening the file a “security warning” bar is displayed.

To configure the security settings of the macro select “Excel Options”


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A window will be displayed, select “Trust Center” and then “Trust Center Settings”.


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Click on “Macro Settings” and “Enable all macros”. Click on OK to save the configuration.

The Macro is enabled and can be used.