Tradeshift Document FAQs for Supplier

Are there status updates for submitted invoices?

Yes, there are status updates for submitted invoices. Tradeshift allows the supplier 24-hour access to view status updates of all invoices from the time invoice has been accepted to payment details.

How are invoices submitted to Tradeshift?

The recommended and most efficient way to submit an invoice is by using the PO Flip feature. Levi Strauss & Co. would like all suppliers to use the PO Flip feature when submitting an invoice. If suppliers are unable to comply, please contact Levi Strauss & Co. at mbxTradeShiftInfo@levi.com.

Can multiple currencies be used in one invoice?

No, multiple currencies cannot be used on one invoice. If you have multiple currencies, an invoice must be submitted for each currency.

When creating invoices, are there line-item limitations in Tradeshift?

No, there are no line-item limitations when creating invoices in Tradeshift.

When will my invoice be paid?

Invoices are paid in accordance with negotiated and approved standard terms of Levi Strauss & Co.

How is an invoice submitted if the supplier is not setup in Tradeshift?

All Levi Strauss & Co. suppliers are required to sign up for Tradeshift. It is very easy to do, and suppliers are only required do it once. For legacy suppliers who are not in Tradeshift, invoices can be sent to the scanning email which will route invoices into Tradeshift.

I’ve noticed the invoice I submitted was incorrect; can I delete or edit the invoice after submitting it?

No, unfortunately an invoice cannot be deleted or edited after it is submitted. If edits to an invoice are needed after it has been submitted, the supplier can easily turn the invoice into a credit note, and then use the incorrect invoice as a draft to reissue a corrected invoice.

Are suppliers required to use invoices created in Tradeshift?

For easy and efficient PO and invoice processing, Tradeshift invoicing is highly recommended. Tradeshift offers PO Flips, e-invoicing, and the option of submitting supplier invoices.

What are validation rules?

• Validation or Firewall Rules are put in place by Tradeshift and your customer to ensure all documents can be processed in a timely fashion once they are received by Levi Strauss & Co.
• Should your invoice be non-compliant with the validation rules you will receive information as to what needs to be changed for it to be accepted.
• By ensuring we only accept compliant invoices, we make the payment process as smooth as possible for us and for you.

What information is required on the supplier invoice to meet the firewall / validation requirements?

Levi Strauss & Co. firewall requirements are as follows:

• Supplier name and address
• Remittance information
• Levi Strauss & Co. legal name and billing address, shipping address if different
• Unique invoice number
• Invoice date
• PO number if applicable
• Description of goods/services with associated costs
• Tax associated with goods/services
• Amount to be paid

Document Types in Tradeshift

Goods Receipt (GR)

• When goods or services is ordered by Levi Strauss & Co. it will be dispatched to the supplier.
• A Goods Receipt (GR) will be created to acknowledge when Levi Strauss & Co. receives the goods or services.
• A typical flow of documents where Goods Receipts are involved would be:
  • PO is created for desired goods or services either by creating a new PO for a Shop or Written Request items.
  • The Supplier receives the PO, processes it, and ships the order to Levi Strauss & Co.
  • Once the goods or services is received, the PO can be flipped into a GR.
    NOTE: If any goods or services Levi Strauss & Co. expected to receive were missing, delayed, or otherwise not up to expectations, it can be indicated in the GR document.
  • The Supplier can view the GR document in Tradeshift.

Pre-payment Invoice

• A pre-payment invoice is used for requesting a pre-payment from Levi Strauss & Co.
  NOTE: Pre-payment will only be available as an option if the contract/agreement includes a down payment.
• It serves as a deposit or partial payment, on the Tradeshift platform.
• You can create pre-payment invoices from the "Create" launcher found on the left side panel.
  

Blanket Purchase Order (BPO)

• A Blanket Purchase Order is used for service procurement, and for larger and longer running agreements, such as consultancy.
• It allows for reserving budget for a particular supplier, and general purposes.

Remittance advice

• A remittance advice is a document sent by Levi Strauss & Co. to a Supplier to inform the Supplier that their invoice(s) have been paid, thus stating the relationship between an invoice or credit note and the payment(s).
• A remittance advice makes it easier for the Supplier’s account receivable department to match these invoices with payments.
• The remittance advices should be created by the buyer in their ERP system and dispatched to Tradeshift and the Supplier. Once that is complete, the document will be visible in the Document Manager app for all parties.
• One remittance advice is usually associated with multiple invoices or credit notes, although other combinations are possible, and each line from the remittance advice displayed in the Document Manager represents a document.

NOTE: A remittance advice can only be submitted via integration. The remittance advice integration requires specific UBL mapping which is normally done by the Tradeshift implementation team.

PO Flip or Portal Submitted Invoice Submission Method

1. Click on the Document ID to view the document.

2. Review the details of the Purchase Order once it displays.

3. After the Purchase Order has been reviewed, you can either Reject or Accept the Purchase Order.

• To Reject the PO:
  • Click Other Actions.
  • Click Reject.
• To Accept the PO:
  • Click Accept.
    NOTE: The PO status will change after you click Accept.

4. Click Create Invoice.

5. The invoice will populate with PO details.

6. Enter the Invoice number.

7. The Issue date field will default to today’s date. This date cannot be changed.

8. Select Legal Entity, if required.

9. Click Add option fields to add additional fields can be added from drop-down list.

10. Review line items for what you need to invoice.

• Update quantity and/or price if what you are invoicing is different from the PO.
• If there are multiple lines on the PO and you are not invoicing for all lines, delete the lines you do not want to invoice.

11. Enter the tax for on each line item in the tax field.
NOTE: You must update this even if you are not charging tax

12. Click Choose File to attach your PDF invoice copy.
NOTE: Attaching the PDF invoice copy is required.

13. Click Preview to review the invoice.

14. Click Send.

Once an invoice has been submitted to Tradeshift, is there an internal verification process that ensures the invoice is correct?

• An invoice goes through an internal verification process to ensure the invoice is correct after it is submitted.
• Invoices must pass through a firewall where a check is done to validate all necessary data on the invoice.
• If data is missing, the invoice is rejected and returned to the supplier; without Levi Strauss & Co. ever seeing the invoice.
• Invoices must match the Purchase Order (PO) to be processed for payment.
• If the invoice is a non-PO purchase, then an email address must be provided for the Levi Strauss & Co. requester who is responsible for ensuring the invoice is accurate and according to what was purchased.