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Welcome to IATA’s e-invoicing Webinar

Why Tradeshift?Ö Provides value to everyone participating in the B2B process.

Ö Tradeshift is cost-neutral. It allows our vendors to submit their invoice free of charge to IATA.

Ö This global platform consists of a community of businesses. As such our vendors may, through one account, invoice multiple branches of IATA.

Ö The solution is a flexible and open, cloud-based platform for facilitating document exchange and real-time collaboration with partners.

Ö Tradeshift’s e-invoicing solution allows for IATA to align themselves with the airlines industry goals of reducing our global environmental footprint.

Introduction to Tradeshift

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Agenda

1. Coveringthebasics2. Benefits3. TheTradeshiftbusinessmodel4. BasicarchitectureofTradeshift5. Interactionoptions6. Support+moreinfo7. Demosession8. Q&A

Benefits of e-invoicing via Tradeshift

Getyourinvoicespaidon-time(accordingtoyourpaymentterms)

Sendinvoicesandcreditnotesforfree

Reducelikelihoodoflostinvoices

Reducelikelihoodofrejectedorreturnedinvoicesduetomissingdata

Promoteapositivegreenagenda

Savemoneybyeliminatingcostduetopostage,envelopes,printingandpaperifyoucurrentlyusehard-copyinvoices

Tradeshift is the world’s fastest growing business network, designed to support the exchange of trade documents

Social network Professional network Business network

• Connecting family and friends

• Storytelling through status update, mail and photo sharing

• Connecting professionals

• Personal business opportunities, searching for competences

• Connecting businesses

• Transmission of trade documents: Purchase orders and and invoices

There are three main reasons that companies choose Tradeshift as its e-invoicing technology partner:

1 Free to send invoices

2 Simple and free integration options

3 A range of value added benefits and services

Tradeshift’s architecture

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The Basic architecture of Tradeshift

Sender account

Receiver account

Both parties must have accepted a mutual connection between the accounts2

Users then decide for themselves how they want to interact with Tradeshift3

Both the sender and receiver must have an account on Tradeshift1

SUPPLIER BUYER

There are five basic options for interaction with Tradeshift

Connectors for large ERP and online accounting systems3

Web interface (manual invoice creation / document uploader)1

File transfer via FTP, SFTP, FTPS4

SUPPLIER BUYER

Sender account

Receiver account

WEB WEB

Connector Connector

File transfer File transfer

API API

Large suppliers tend to use the file transfer or API

CloudScan CloudScan

Integrate with our API5

2 CloudScan (OCR scanning technology based on machine learning)

Supported formats for integrated suppliers

• Tradeshiftsupportsmorethan25+documentformatssuchasUBL,EDIFACT,BASDAXML,cXML,andIDOC

• PO’sacceptedinUBLandcXML• Toseethefulllistofsupportedformatsgoto:

http://integrate.tradeshift.com

IATA has implemented validation rules to make sure your invoice contains the correct information for processing

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Document data quality and processing

Business level data quality

100%

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Validation rules

passNOT pass

IATA has implemented validation rules on Tradeshift

Thevalidationrulesimplementedbyyourcustomerarelistedbelow.Notethattheserulesarebasedona500USDamountlimit(netoftax).IfyourinvoiceorcreditnotecurrencyisnotUSD,theTradeshift systemwillcalculatethenettotalamountvalueinUSDbasedonIATA´scurrencyexchangeratestodotheamountcomparison.

Purchaseordernumber: AllinvoicesandcreditnotessentviaTradeshift mustcontainan8or10digitpurchaseordernumber(POnumber)ifthenettotalamountoftheinvoiceexceedsUSD500.AnIATArepresentativeshouldissuethisnumbertoyouatthetimeoforderplacement.Thisnumbershouldbeprovidedonceattheinvoiceheaderlevel,additionalnumbersmaybeincludedperinvoicelineaswell.

Personreference: Invoicesandcreditnotesforlessthan500USDsentviaTradeshift mustincludetheIATAcontact’svalidIATAemailaddressinthepersonreferencefield.

PleasenotethatifyouhavebeenissuedaPOnumberyoushouldalwaysincludeitonyourinvoicestoIATA,eventhoughtheamountislessthan500USD.IfyouincludethePOnumberyoucanomitthepersonreference.

Invoicenumberforcreditnotes:Pleaseincludetheoriginalinvoicenumberonyourcreditnotes.

Paymentdetails:Invoiceswillalwaysbepaid,basedontheBankingdetailsthatyourcustomerhasregisteredwithinitsfinancialsystem.Ifyouneedthesechanged,thenyoushouldcontactyourcustomerdirectly.

Support contact

For technical assistance on the use of Tradeshift, email

[email protected]

Support Forum and FAQs

https://support.tradeshift.com/home?ent=iata

Supplier Landing page

https://iata.support.tradeshift.com/

Product Demo

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Product demonstration

Sign up§ Accept or redirect the invitation§ Change account email address§ Add team members§ Complete account profile

Send invoices§ Send invoices on Tradeshift§ Send credit notes on Tradeshift§ Send invoices via Tradeshift CloudScan§ Send invoices via Document Uploader

Receive notifications§ Redirect notifications to different email addresses


Sign up § Accept or redirect the invitation§ Change account email address§ Add team members§ Complete account profile



Open the invitation email

Click the green button to sign up on Tradeshift

Make sure you open the link in one of the supported internet browsers:• Internet Explorer version

11 or newer• Firefox/Chrome/Safari

If you want to redirect the invitation to a different email address, please still click on the green button, and you can redirect the invitation in the next two steps

Verify company information

Change the email if needed

You may change the email address here. An account activation email will be sent to the new email address. Owner of that email will take over the account.

If you changed your email, you will receive a confirmation email to that address.

• If you changed the email address in the previous step, the activation email will be sent to that new email address

• Due to signup traffic, it may take some time for the account activation email to arrive. It was reported that sometimes it may take 1-2 hours

• We are actively working on improving email processing speed. Your patience is much appreciated

When you have received the activation email, click the green button to activate your account

Make sure you open the link in one of the supported internet browsers:• Internet Explorer version

10 or newer• Firefox/Chrome/Safari

Now you are in Tradeshift. If the left side menu becomes a narrow strip, click the Tradeshift logo to expand the menu

Click the Network menu to confirm you are connected to the appropriate IATA entity you do business with

If you are using Tradeshift to invoice multiple customers, all customers will be shown here. Verify the entity you are connected to is the correct IATA entity.

Complete your company’s profile by filling out the form that appears when you visit the Profile Page

Click in the “Location” field to enter your company’s address …

… enter contact information and then click “Save”

Click “Invite Team Member” to add colleagues to this account …

Fill out the user information for your colleague in the “Add User” section.

After clicking “Add user”, John will receive an email to join this account

Your profile looks like this after it is completed (upper half)

Your profile looks like this after it is completed (lower half)

To create an invoice, click the “Create Documents” app, then “Invoice”

Click the dropdown menu, and then select the appropriate IATA entity to address your invoice

Provide all the key information for the invoice based on your purchase agreement.

If you have any questions regarding your purchase agreement or details (e.g. Purchase Order number), please contact your IATA representative.

If you need to include discounts or charges such as freight, please enter them as header level discounts and/or charges instead of line items

Click the “Add discount or charge” link to add header level charges or discounts

Click the green “Send” button after confirming details of the invoice

You will receive an error message if the invoice is missing any key information

Tradeshift helps you to meet customer specific invoicing requirements, so that the invoice can be processed and paid faster

A PO Number is required when the total amount net of tax is 500 USD or more. The PO number must be entered. When a PO is required you must also include an IATA reference email (includes @iata.org)

If there are mistakes in a sent invoice or you want to send a Credit Note, first locate that invoice under the “Documents” menu, and then click on it to open it

Use credit notes to reverse the existing invoice. Do NOT delete the invoice and send another one with the same invoice number. It will delay the processing of your invoice and the payment.

Click “Other actions”, and then “Create Credit Note” to correct or cancel the invoice

IATASwitzerland

Complete the credit note and scroll down to click “Send”

Tradeshift CloudScan can help you turn PDF invoices to electronic data; you can find your CloudScan email address from the Network page

1. Select “Network” icon2. Select the “…” on the desired

customer’s entity for more details

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Next, click through the following menus to find your personalized CloudScan email address

1. Select “View company details”2. Retrieve your link under

“CLOUDSCAN RECIPIENT EMAIL ADDRESS”

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To use CloudScan, send a PDF invoice as an email attachment to your CloudScan email

1. This email address is only illustrative. Each buyer-supplier pair has a different CloudScanemail address. The previous slide explains how to retrieve your CloudScan email address

2. You do not need to have a subject or any content in the email

3. Attach your PDF invoice to the email.

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You will receive an email notification to validate your invoice; click the green button to validate it

Tradeshift CloudScan uses intelligent optical character recognition technology to convert the PDF image to electronic data; however, the conversion is not 100% accurate. That is why the converted invoice needs to be validated

Depending on complexity of the invoices, it may take up to 24 hours for the validation email to come

IATA- S

IATA

Validate and complete the converted invoice

A few notes about CloudScan

• CloudScan supports invoice images in PDF, TIFF and JPEG formats (PDF is the preferred format).

• One CloudScan email can have multiple invoice images attached, however, each image file must contain precisely one invoice.

• CloudScan can accept invoice image files sent from multiple email addresses, however, the validation request email always goes to account owner.

• CloudScan works the same way for invoices and credit notes.

You may also use Document Uploader to send invoices in various formats; first activate the app under the “Apps” menu

Click “Choose File”, then “Import document” to upload an invoice in one of the supported formats

Click here to learn more about how to import invoices

For example, you may import an invoice as a comma separated file (csv)

Go to the following website to learn about all the supported file formathttp://integrate.tradeshift.com/

For additional questions such as how to find the recipient identifier, contact Tradeshift Support [email protected]

After you have imported the file, click the file name to see the draft invoice

Review the draft invoice and then scroll down to click “Send”

Click on your Company name in the lower left menu to navigate to your “Settings” page and then click “Notifications” to change the setting; then click “Add new email” to redirect notifications to another user

Enter a email address that you want to receive notifications, and check the type of notifications to be redirected

After adding a new email, notifications will be split among the provided email addresses

Thank you for attending!

For technical assistance on the use of Tradeshift, email

[email protected]

Support Forum and FAQs

https://iata.support.tradeshift.com/knowledgebase

Supplier Landing page

https://iata.support.tradeshift.com/

If you have any further questions please contact us through our landing page https://iata.support.tradeshift.com/