In partnership with PO Convert User Guide - Goods
Contents
1. Please contact Tungsten Live Support on 0870 165 7430 who will advise Contact Imperial College on 020 7594 8669 0207 594 5695 or email poconvert imperial ac uk to ensure your account has been enabled to receive POs My colleague also requires access to the portal Multiple people can gain access to the portal Only the main administrator can add additional people to the portal This can be done by going to My Account which is located at the top right hand side of the portal and selecting Contacts to add people lam VAT registered but my portal does not allow me to select the appropriate VAT Please go to My Account which is located at the top right hand side of the portal and update your company details and ensure your company VAT registration number is listed and registered in your profile My order is incorrect and shows zero values This order is not incorrect and has been raised as a Service Type purchase order and will allow you to invoice multiple times as long as there are funds in the PO To process in the Qty box insert the net value you wish to invoice Imperial College without VAT and in the price box insert 1 The purchase order does not show a delivery freight charge Please contact the buyer to amend the PO Once this has been done you will receive another email notification from Tungsten stating your PO has been revised You can then continue to submit your invoice The unit price is incorrect Please contact your2. ee mperial PO Test My Account Help amp Support Log Out Welcome back Doru kd Home Invoicing My POs Customers Reporting Invoice submitted successfully D Copyright 2014 Tungster Tungsten is a trademark of Tungsten Corporation Plc and protected by law Tungsten logo You will then receive an email notification from Tungsten confirming your invoice has been sent successfully NB There is also a Reporting Tab at the top of the page Select the Invoices Submitted option from the drop down menu and click run This will show all invoices which you have submitted to Imperial College They will be archived here and if you require a copy for your own records you can print a pdf image here 11 Emailed Invoice Notifications An email notification will be received from Tungsten for every invoice submitted via the portal Once an invoice has been sent the system will show the message Invoice submitted successfully This confirms your invoice has been delivered to the Tungsten Network Tungsten will then carry out checks to ensure the invoice meets Imperial College s requirements including matching the purchase order exactly Below is an example of an email notification you will receive when your invoice has been accepted This will guarantee the successful delivery to Imperial College When purchase orders are received via email as pdf from Imperial College it is imperative the PO is checked prior
3. 07 2014 AAA747904704 Imperial College Test Invoice 391 20 2899435 525 Accepted Invoices Invoice No Invoice Date Customer OB10 No Customer Name Invoice Type Gross Amount Currency Transaction Number Failed Invoices any failed invoices listed have not been successfully processed and therefore have not been delivered by OB10 to your Client Buyer Please correct the error indicated by the failure reason code and then resubmit your invoices to OB10 If you continue to have problems please contact OB10 Support at http www OB10 com support The above invoice failed as the price on the invoice is higher than the price on the PO The value has exceeded the small tolerance allowed to account for nominal pricing errors To correct this error please contact buyer to amend the price on the PO 3 Failure reason Failed quantity match Supplier OB10 No Supplier Name File Name File Date AAA069032902 Imperial PO Test AAA069032902_15967625 xml_01 07 2014_15 25 29 850_A 01 07 2014 Processed Accepted 1 0 Ignored Invoices 0 Failed Invoices Invoice No Invoice Date Customer OB10 No Customer Name Invoice Type Gross Amount PO Number Failure Code Failure Reason 1234567AB 01 07 2014 AAA747904704 Imperial College Test Invoice 936 00 2899398 524 Accepted Invoices Invoice No Invoice Date Customer OB10 No Customer Name Invoice Type Gross Amount Currency Transaction Number Failed Invoices any failed invoices listed have not been successfully
4. My POs Customers Reporting PO Convert 2802201 Help with this page Create invoice Enter invoice number 123456a Select PO line items to use Apply tax code to selected items VAT at 20 x Apply to selected items No Partcode Description Qty UoM Unit price Gross amount Qty Unit price Tax rate 3 Rail tra 0 000 Each 0 00000 0 000 234 VAT at 20 4 Rail tra 0 000 Each 0 00000 0 000 120 a Tax rate exp aration VAT Exempt Travel When Tax code VAT Exempt is selected in both fields a box will appear for an explanation Please state the reason for the exemption Quantity can only be amended equal to or below the value shown on the purchase order The net value can be amended to account for nominal price errors on the PO lines The next page is a summary page Please note that the net amount on this page must match the amount you want to invoice Imperial College and is the same value on your invoice If correct then Confirm My Account Help amp Support Log Out Imperial PO Test Welcome back Doru Home Invoicing My POs Customers Reporting PO Convert 2878850 Help with this page Create invoice Invoice number 123456D m Line Description Qty UoM Unit price Tax rate Tax amount Net amount Gross amount Summary No of lines 1 Sub total GBP 190 00 Total tax GBP 0 00 Net total GBP 190 00 Once you have clicked Confirm you will be directed to the final
5. buyer who will amend the value on the PO Once amended you will receive a notification from Tungsten stating the PO has been revised I am unable to view the status of my invoice Tungsten is only hosting our PO data To obtain the status of your invoice please email Imperial College s P2P Help Desk at poandap imperial ac uk I am unable to view a particular PO Please contact Imperial College to confirm the status of the PO at poandap imperial ac uk only want to part invoice against the PO as all the goods are not available for delivery This is possible Only select the lines you wish to invoice against the PO The remaining lines will still be shown on the PO to invoice against at a later date have a PO in my portal but have fully invoiced against it Please contact Imperial College at poandap imperial ac uk as you will only be able to view open PO s Imperial college will investigate and advise 14 have received a failure notification as my invoice has failed Please refer to page 12 of this manual as there could be multiple reasons why your invoice has failed Alternatively you can contact Tungsten by raising a ticket in your portal to highlight the issue or call 0870 165 7430 to speak directly to their Live support team Where can I raise a support ticket in my portal Please select Help amp Support which is at the top right hand side of your portal and open a support ticket which is located in the orange box need to pu
6. cash flow management e Tax compliance guaranteed legal and tax compliance The Tungsten PO Convert functionality is designed for companies who send a medium to low volume of invoices to Imperial College each year The portal offers suppliers a secure connection and guarantees delivery of invoices to Imperial College within hours allowing us to process and pay promptly within Imperial College s payment terms Tungsten is simply hosting our PO data so that suppliers can log into their portal and transmit an invoice to Imperial College directly PO Convert is not a replacement of Imperial College s purchasing system This is simply a mechanism to submit invoices to Imperial College A purchase order will be raised by the buyer and emailed as a pdf to the supplier This must be checked to ensure all additional charges are present e g packing and delivery charges A copy of this PO will be sent to Tungsten Network who will notify the supplier by email The supplier will convert the PO into an invoice via the portal This invoice will be made available to Imperial College to pick up and automatically process In summary Tungsten is simply hosting purchase order data for Imperial College in order to enable suppliers to submit invoices There are two types of purchase orders Goods Type Purchase Orders and Services Type Purchase Orders This guide covers Goods Type Purchase Orders Please refer to Services Type Purchase Orders manual for invoicing
7. page Copyright 2014 Tungsten a Next page shows the final stage of the invoice submission On page 11 you will find instructions on how to complete the final submission page ba Imperial PO Test My Account Help amp Support Log Out Welcome back Doru Home Invoicing My POs Customers Reporting Invoice 123456D Help with this page Your details Invoice details Your name R E E et es z o Suppliers Address Invoice nea a yng to searc amke 33 Linton Square 123456D Your tel London Document type SW7 3PP Invoice Bl VAT registration number Your email i Invoice dates Click here if the Ship from details are different to the Invoice from details 28 05 2014 2 Tax point date A Who you are invoicing j Payment due date Name Imperial College Test h 3 Sherfield Building E ine AN South Kensington Campus London Delivery date Tel SW7 2AZ F UNITED KINGDOM Currency 2 Email Click here if the Ship to details are different from the Invoice to details Pound Sterling Purchase order PO number 2878850 Click here for additional header fields such as Delivery GRN number Cost centre etc Invoice items Item Quantity Unit Price Line amount Total 1 Each 190 00000 190 00 190 00 Additional information Attachments QO File types we accept i Your customer allows a maximum of 5 attachments
8. to submitting your invoice If the PO does not match your invoice and there is a price discrepancy or a delivery charge has been omitted from the purchase order please contact the buyer who will amend the PO Please do this before you deliver the goods service and attempt to raise the invoice Supplier OB10 No Supplier Name File Name File Date AAA069032902 Imperial PO Test AAA069032902_15967462 xml_01 07 2014_15 24 20 853_A 01 07 2014 Processed Accepted Failed 1 1 0 Ignored Invoices 0 Failed Invoices Invoice No Invoice Date Customer OB10 No Customer Name Invoice Type Gross Amount PO Number Failure Code Failure Reason Accepted Invoices Invoice No Invoice Date Customer OB10 No Customer Name Invoice Type Gross Amount Currency Transaction Number 1234AB 01 07 2014 AAA747904704 Imperial College Test Invoice 312 00 GBP AAA0000821 19446 Failed Invoices any failed invoices listed have not been successfully processed and therefore have not been delivered by OB10 to your Client Buyer Please correct the error indicated by the failure reason code and then resubmit your invoices to OB10 If you continue to have problems please contact OB10 Support at http www OB10 com support However you may receive a failure notification if your invoice does not pass our controls Below are examples of invoices which have failed with a reason provided in the notification for the failure 1 Failure reason Invalid PO line number on invoice line Suppli
9. Imperial College London In partnership with TUNGSTEN Trade with confidence PO Convert User Guide Goods Type Purchase Orders Imperial College phases out paper invoices with electronic invoicing Imperial College London has implemented a series of changes designed to improve efficiency and service To that end we have introduced E Invoicing in order to streamline invoice submissions and increase our ability to promptly pay our suppliers Our goal is to make invoicing quick easy and eliminate paper based financial transaction processing as the only way of receiving supplier invoices We have partnered with Tungsten Network the global E Invoicing network to enable suppliers to submit invoices electronically through its secure tax compliant Online Web Portal via the PO Convert functionality Going forward Imperial College will no longer accept paper or emailed invoices and will only accept invoices submitted through the Tungsten network Benefits from using the PO Convert functionality e Secure and guaranteed invoice delivery no more paper invoices getting lost in the post e On time payment we can process your invoices faster e Nomore delays invoices cannot be sent with incomplete information cannot go missing and do not require manual intervention e Secure online connection send invoices easily with no need for additional software or hardware e 24 7 access and reporting enjoy higher processing transparency and better
10. Os Customers Reporting PO Convert 2878850 Help with this page Create invoice Enter invoice number m Select PO line items to use Apply tax code to selected items Please select amp Apply to selected items No Part code Description Qty UoM Unit price Gross amount Qty Unit price Tax rate a a z i Copyright 2014 Tungsten Tungsten is a trademark of Tungsten Corporation Plc and protected by law Tungsten logo Insert your invoice number Select your Tax code if applicable Tick the box between Gross Amount and Qty the values will populate into the fields Select the Tax Rate if applicable E a Once the above steps have been carried out please click the Create invoice button as shown below e My Account Help amp S LogOut J Imperial PO Test y Accoun elp amp Support og Ou Welcome back Doru Home Invoicing My POs Customers Reporting PO Convert 2878850 Sonia Create invoice Enter invoice number 1234564 Select PO line items to use Apply tax code to selected items VAT Exempt l Tax rate explanation Rebearch a 2 Apply to selected items No Partcode Description Qty UoM Unit price Gross amount Qty Unit price Tax rate 2 ab133516 Anti DN 1 000 Each 190 00000 190 000 4 000 190 00000 VAT Exempt Bl T Tax rate explanation E o Research ik La O ED Imperial PU Test Welcome back Doru Home Invoicing
11. The maximum file upload size is 12 MB Withholding tax 0 00 Payment terms Early payment discount No discount for early payment Apply a discount for early payment Late payment conditions Summary Invoice GBP Total net 490 00 Total tax 0 00 bo Abst elas 190 00 wk 3 lt 2 Total gross Copyright 2014 Tungsten Tungsten is a trademark of Tungsten Corporation Plc and protected by law Tungsten logo 10 1 Ensure your invoice number is identical to the invoice number generated in your own accounting software This can be amended if you click on the box with a pencil on the right hand side of the invoice number 2 Insert your invoice date Please be aware that the system will automatically default to the current date The invoice date dictates payment terms 30 days from invoice date Insert the Tax Date to be the same date as your invoice date Under Invoice Items if you need to make any changes to the invoice line s such as price or quantity you can amend by clicking on the box with a pencil located on the right hand side Ignore the Add button because if you add additional lines the invoice will fail You can add any attachments provided they are in pdf format Please ignore this option as Payment Terms are assigned by Imperial College Scroll to the bottom of the page and check that the gross amount is correct Click on the Send button P 9
12. against a Services Type Purchase Order Goods Type Purchase Orders These orders are usually raised for tangible goods received which state the quantity and price for each product ordered by the buyer In order to navigate to Tungsten Network s Portal enter the web address www tungsten network com into your internet browser to bring up the Tungsten website and then click on the Login option at the top of the screen on the top right hand side BX B Tungan nemora ton TE Tungsten Network TUNGSTEN BUILT ON 0B10 Olen fhanann tungsten network com uk United Kingdom English Change location Register now Expertise Services Knowledge base News amp events About us 0B10 is now Tungsten Network Trade with confidence SECU E SMART FAST Welcome to Tungsten Network Tungsten Network built on 0B10 e Invoicing accelerates global trade by enabling touchless invoice processing strengthened cash flow and better buying decisions What our clients think OB10 made it incredibly easy for us to move from receiving paper invoices to electronic invoicing Since joining the network we ve seen our relationship with suppliers improve Aviva Read our case studies gt Fortune 500 companies and the world s largest BPO providers work with us to achieve straight through processing perform detailed spend analytics and offer early payment financing The Login page will be displaye
13. count Help amp Support Log Out q Imperial PO Test Welcome back Doru Ed Home Invoicing My POs Customers Reporting Purchase orders POs Review your purchase orders POs Help with this page My PO summary Customer New ALL x Pending 4 Accepted 55 PO number 2743451 Rejected 2 i Archived 0 Status Please select x PO status definitions Select PO date range All x GRA Active purchase orders Select ee PO date Customer Status Version First line description Lines Invoices Net value 2743451 14 06 2013 Imperial College Test Accepted 0 Trains to Nottingham 1 2 l Preview F Scroll to the bottom of the page and click on Accept PO as shown on the next page All new POs will need to be Accepted before they can be converted into an invoice When a purchase order is raised by the buyer the purchase order will be emailed directly to the supplier in pdf format This process will not change If there are any discrepancies i e incorrect prices or a delivery charge has not been stated on the PO please contact the Buyer directly to amend the PO before goods have been delivered and prior to submitting the invoice via the portal It is the emailed purchase order from Imperial College that constitutes the legal request from Imperial College for goods services The email alert from Tungsten is no more than a notification confirming that there is a PO in your portal ready to be invoiced against This process has no impact on Pro
14. curement or purchase order processing Imperial PO Test Welcome back Doru Home Invoicing My POs Customers Reporting PO Convert 2878850 PO FROM PO TO Imperial College Test Sherfield Building South Kensington Campus London SW7 2AZ Cunnea Dr Paula p cunnea imperial ac uk ADDITIONAL INFORMATION Supplier Tax Registration Num Supplier Company Registration Number Buyer Tax Registration Num PO HEADER TEXT Invoice details PO Line Details Line Part code Description 2 ab133516 Dummy Supplier 33 Linton Square London SW7 3PP My Account Help amp Support Log Out Help with this page PO NUMBER 2878850 Buyer OB10 number AAA PO Date 21 November 2012 Currency Pound Sterling Reference numbers Delivery Date Ship Date Anti DNA PK phospho 2056 antibody EPR5670 ab124918 Anti DNA PKcs antibody EPR392 ab133516 promotion code for free RabMAbs antibody RABMAB XBSMF Reference categories Delivery Date Ship Date General text Buyer Invoice Ref GOODS Cn 3 Number of lines Net total Gross amount 1 000 Each 190 00000 190 00 Qty UoM Unit price Gross amount 1 GBP 190 00 www tungsten network com Copyright 2014 Tungsten Tungsten is a trademark of Tungsten Corporation Plc and protected by law Tungsten logo Once the PO has been Accepted the PO will appear again Scroll to the bottom of the page again and click on Convert PO as shown
15. d for you to enter your Email Address and Password and then click on the Login Button TUNGSTEN NETWORK OB10 has changed its name Welcome to Tungsten Network Email m Password Forgot your details Forgot your password The smarter way to get paid Improve your cash flow with Tungsten Network e Invoicing Create Deliver Track Get paid Create and submit Rely on guaranteed View the status of your Se Enjoy predictable invoices quickly and compliance and delivery invoices on demand s payment 1 easily 2 3 4 Not part of the Tungsten Network Discover how our range of e Invoicing services can help you Ss www tungsten network com Copyright 2014 Tungsten a X Finally at the next screen enter the letters from your memorable word as requested and continue TUNGSTEN NETWORKS Enter memorable word Please confirm the following characters of your memorable word Letter 1 of your memorable word E of your memorable word If you have forgotten your memorable word click here Copyright 2014 Tungsten Tungsten is a trademark of Tungsten Corporation Plc and protected by law Tungsten logo Your home page will then be displayed To view any Purchase Orders that have been received from Imperial College please click on My POs on the menu bar running along the top of the page Imperial PO Test Configure Home Page Welcome back Doru Home Invoicing My POs Customers Reporting Welco
16. er OB10 No Supplier Name File Name File Date AAA069032902 Imperial PO Test AAA069032902_15967518 xml_01 07 2014_15 22 35 862_A 01 07 2014 Processed Accepted Failed 1 0 1 Ignored Invoices 0 Failed Invoices Invoice Invoice CustomerOB10 Customer Name Invoice Gross PO Failure Failure Reason No Date No Type Amount Number Code 12345AB 01 07 2014 AAA747904704 Imperial College Invoice 325 20 2900737 592 ies Test Accepted Invoices Invoice No Invoice Date Customer OB10 No Customer Name Invoice Type Gross Amount Currency Transaction Number Failed Invoices any failed invoices listed have not been successfully processed and therefore have not been delivered by OB10 to your Client Buyer Please correct the error indicated by the failure reason code and then resubmit your invoices to OB10 If you continue to have problems please contact OB10 Support at http www 0B10 com support The above invoice failed as an additional line was added to the invoice which does not exist on the PO To correct this error please contact the buyer who will amend the PO 12 2 Failure reason Failed unit price match Supplier OB10 No Supplier Name File Name File Date AAA069032902 Imperial PO Test AAA069032902_15967574 xml_01 07 2014_15 24 55 633_A 01 07 2014 Processed Accepted Failed 1 0 1 Ignored Invoices 0 Failed Invoices Invoice No Invoice Date Customer OB10 No Customer Name Invoice Type Gross Amount PO Number Failure Code a 123456AB 01
17. me to the Tungsten Network Portal x Our goal is to make invoicing quick and easy You can tailor the portal to meet your needs by configuring the widgets on your home page creating your own reports and viewing recent invoices at a glance If you have any questions or feedback please get in touch via the Help amp Support page Invoice history Qa POs received Qa Data from last 12 months Date range Last month 0 06 Click and drag in the plot area to zoom in GB Archived 75 New 04 0 0 134 5 No purchase orders at this time 0 02 2 5 i ah A x jul 13 Oct 13 Jan l4 Apr 14 Last refresh 0 min ago Last refresh 0 min ago Tungsten Network transactions A Invoices in error A Last refresh 0 min ago You have 107 invoices remaining Here is some further information about your remaining transaction count and instructions on how to purchase more Saved reports A Default Invoices Sent 7 Days Default Invoices Sent This Month B Last refresh 0 min ago gt My Account Help amp Support Log Out F z Create invoice Invoice status e My reports a g My messages Support requests Find invoice When will get paid Need help Please visit our Help amp Support section Imperial PO Test MyAccount Hebb amp Suppot Log Out Home invoicing MyPOs Customers Reporting Purchase orders POs Naia se orders P Help with this page Custome
18. on the next page Imperial PO Test My Account Help amp Support Log Out Welcome back Doru Home Invoicing My POs Customers Reporting PO Convert 2878850 Help with this page PO has been accepted PO NUMBER 2878850 Buyer OB10 number AAA747904704 PO Date 21 November 2012 Currency Pound Sterling PO FROM PO TO Reference numbers Imperial College Test 7 Delivery Date Sherfield Building Dummy Supplier Ship Date South Kensington Campus 33 Linton Square London London ene ee SW7 3PP Cunnea Dr Paula p cunnea imperial ac uk ADDITIONAL INFORMATION Supplier Tax Registration Num Supplier Company Registration Number Buyer Tax Registration Num N A PO HEADER TEXT Invoice details Anti DNA PK phospho 2056 antibody EPR5670 ab124918 PO Line Details Line Part code Description Qty UoM Unit price 2 ab133516 Mt DNA PKcs antibody EPR392 ab133516 promotion code for free RabMAbs antibody RABMAB XBSMF Reference categories Gross amount 1 000 Each 190 00000 190 00 Delivery Date Ship Date General text Buyer Invoice Ref GOODS Gross amount Number of lines 1 Net total GBP 190 00 TUNGSTEN www tungsten network com Convert PO p Preview Back Copyright 2014 Tungsten Tungsten is a trademark of Tungsten Corporation Plc and protected by law Tungsten logo gt _ Imperial PO Test My Account Help amp Support Log Out Welcome back Doru Home Invoicing My P
19. processed and therefore have not been delivered by OB10 to your Client Buyer Please correct the error indicated by the failure reason code and then resubmit your invoices to OB10 If you continue to have problems please contact OB10 Support at http www 0B10 com support The above invoice failed as the quantity of units has been changed to more than the quantity ordered on the PO To correct this error please contact buyer to amend the quantity of units ordered on the PO In all of these cases once the PO has been amended by the buyer you will receive another email notification from Tungsten stating that the PO has been modified In order to open the failed invoice please go to the Invoicing Tab at the top of the page and in the drop down menu select Create invoice Scroll to the bottom of the page and under Saved invoices locate your invoice On the right hand side you can either edit or delete When editing you will be navigated to the last page where you can make the amendments 13 Frequently Asked Questions have forgotten my log in details Please contact Tungsten Live Support team on 0870 165 7430 who will email you a password re set link lam unable to view my purchase orders as I receive the following error message Sorry this service is not available because your buyer have not indicated that they will be sending you purchase orders through OB10 If you would like to receive order please contact the buyer
20. r New 308 ALL X Pending 4 Accepted 54 PO number 0 l m 0 Rejected Archived Status New 7 PO status definfions Select PO date range Active purchase orders Select bs PO date Customer Status Version First line description Lines Invoices Net value number Prev 6 Prey i 6 Previ O Prev 6 Prey 6 Prey 6 Prev 6 Prey 6 Pres wi4 1l23456789 10 bH Pagesize 10 7 All Open Active purchase orders transmitted from Imperial College London will be displayed at the bottom half of the page under Active Purchase Orders To locate and accept a particular PO please follow the following steps 1 2 3 Go to MY POs in the menu bar Insert PO number without alpha prefix into the PO box field and click Run In My PO Summary you will find the status of your POs as follows e Pending You have received and viewed a PO which will be in pending until you accept reject or archive it e Accepted New or updated POs that you have reviewed and are ready to be converted into an invoice e Archived You have used a PO and do not wish to use it again PLEASE DO NOT USE THE ARCHIVE BUTTON AND ADVISE IMPERIAL COLLEGE IF A PO IS NOT REQUIRED e Rejected You have rejected a PO because it may be incorrect PLEASE DO NOT USE THE REJECT BUTTON AS THIS DOES NOT NOTIFY THE IMPERIAL COLLEGE BUYER 4 Scroll to the bottom of the page and tick the blue circle with white cross and the PO will appear My Ac
21. rchase additional transactions as have used my free 52 transactions On your home page in the portal go to Tungsten Network transaction and you will be able to purchase further transactions in batches of 25 at a flat rate of 1 50 each require a copy of my invoice which have submitted via the portal Please go to the Reporting Tab at the top of the page In this section go to Invoices Submitted in the drop down menu and click run This will show all invoices which you have submitted to Imperial College in Report results If you require a copy for your own records select image and you can print a pdf copy Contacts Tungsten Live Support 0870 165 7430 raise ticket in your portal Imperial College poconvert imperial ac uk 020 7594 8996 0207 594 5695 Invoice status poandap imperial ac uk Purchase order issues poandap imperial ac uk 15
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