UPS – Tradeshift Supplier Training Invoicing Against A Contract Last Updated: 3/23/2017

Reference Guide Creating an Invoice 3 Required Fields on Invoice 4 Supplier Pricing Terms Spreadsheet 6 Supplier Offer Viewer App 7 Supplier Offer Viewer App - Selecting A Buyer (UPS) 8 Supplier Offer Viewer App - Viewing Products and Contract Details 9 How to Delete an Invoice Line 13 Miscellaneous and Tax Charges 14 Payment Method 17 Attaching Documents 18 Sending an Invoice 20 Business Firewall Errors 21 2-Way Match Validation 22 Managing Sent Invoices 25 Support Resources 30

Creating an Invoice When ready to invoice UPS, select the icon on the task bar, then select Invoice

Required Fields on Invoice Select UPS Oasis Supply Corporation as the invoice recipient The invoice number must be unique and cannot contain any spaces or lower case letters (ex. ABC1234) The issue date cannot be back-dated more than 7 days from the day of invoice submission

Required Fields on Invoice The contract number, which begins with a CW or P2P, is located in the contract details under Contract ID in the Supplier Offer Viewer app The Contract ID is also listed in the product pricing terms spreadsheet CW2473806

Supplier Pricing Terms Spreadsheet UPS will send suppliers an Excel spreadsheet with product pricing terms The spreadsheet can be used when entering line item information on the invoice The product pricing terms are also displayed in the Supplier Offer Viewer App

Supplier Offer Viewer App Access to Tradeshift apps will be made available within one business day of account activation Apps can be accessed via the apps icon on the task bar Supplier Offer Viewer app: This app will allow a company to view the details of its contract(s) with UPS

Supplier Offer Viewer App – Selecting A Buyer (UPS) Select the Supplier Offer Viewer app Select UPS OASIS SUPPLY CORPORATION Change Screenshot

Supplier Offer Viewer App – Viewing Products and Contract Details After selecting UPS, all products with accepted contracts will appear Select any product to view its details

Supplier Offer Viewer App – Viewing Products and Contract Details Contract ID, SKU, and Contracted Price are details needed to complete an invoice Remaining Quantity: This value will decrease each time an invoice is accepted by UPS

Required Fields on Invoice Add a field for either Personal Reference (email) OR Cost Center in order for the invoice to be routed to the appropriate approver The personal reference email must have a domain of @ups.com JohnDoe@ups.com

Required Fields on Invoice For each line item: Enter the Item ID located in the contract details under SKU in the Supplier Offer Viewer app or provided in the Excel spreadsheet Enter an item description and quantity; the quantity field can only contain up to two decimal places Enter the Price Per Unit located in the contract details under Contracted Price in the Supplier Offer Viewer app or listed in the Excel spreadsheet If the Tax % isn’t pre-populated with 0%, select US Non-Taxable 0%

How to Delete an Invoice Line To delete an invoice line, hover over the line and select the X

Miscellaneous and Tax Charges Miscellaneous and some tax charges, such as freight, can be added to the header level of an invoice as a header level charge Select Add discount or charge UPS’s Tradeshift account is configured to accept the following tax charges; any tax other than these will be rejected back to the supplier: EXCISE TAX FUEL TAX POLLUTANT TAX SMM TAX WASTE DISPOSAL TAX FREIGHT LUBRICATION OIL TAX PRIVILEGE TAX STATE NEW TIRE TAX WATER QUALITY TAX FREIGHT SURCHARGE MOTOR OIL TAX RECYCLING TAX SURCHARGE FUEL SURCHARGE OWNERSHIP TAX RENTAL TAX TRANSACTIONAL PRIVILEGE TAX Note: All charges must have correct spelling and be entered in ALL CAPS

Miscellaneous and Tax Charges Select the charge type Charge, then enter the charge description Enter the charge amount then select whether the charge is a percentage or a dollar amount The charge will appear under the invoice subtotal

Miscellaneous and Tax Charges Any charges on the line level will fail the business firewall and will be rejected 

Payment Methods The payment methods field is not used by UPS and should be ignored when filling out the invoice

Attaching Documents Suppliers can write messages to UPS about the invoice in the message box Request For Appropriation (RFA) and Work Authorization numbers are to be entered in the message box Select Choose File to upload supporting documentation If there are Miscellaneous line items, supporting documentation is required

Required Fields on Invoice Select Set delivery address and enter the Delivery Address information GLN is an optional field

Sending an Invoice An invoice is valid when it passes the business firewall validations and 2-way match validations Select Send to submit the invoice

Business Firewall Errors If the invoice does not pass the business firewall validations, one or more errors will appear Correct the invoice and resubmit

Contract Validation Criteria 2-Way Match Validation Once an invoice is submitted, it goes through a 2-way match - the invoice details are matched to the corresponding contract An invoice can only be received by UPS if it passes 2-way match validation Contract Validation Criteria Description Accepted Contract For an invoice to be successfully delivered, the items associated with the contract must agree with the information provided in the Supplier Offer Viewer App Line Price Invoice line price may not exceed the contract price Line Currency The currency code on the invoice line must match the contracted currency

2-Way Match Validation Error - Notification If an invoice fails 2-way match, an email notification will be sent and the invoice status will be updated to Failed Select the View Invoice bar to review and adjust the invoice

2-Way Match Validation Error – Review and Correct Review the invoice and ensure that it matches the accepted contract validation criteria

Managing Sent Invoices Sent invoices will be displayed and managed in the Documents tab An invoice that passes contract validation will be displayed as Sent status and dispatched to UPS for processing and payment Once UPS approves an invoice, the invoice will have an Accepted status An invoice that has failed contract validation will be displayed as Failed Delivery DO NOT submit an invoice multiple times or use the same invoice number more than one time

Managing Sent Invoices - Invoice Status Select an invoice on the Documents tab to review comments to see if the invoice has been accepted, paid, or rejected

Managing Sent Invoices - Rejected Invoices If UPS rejects an invoice back to the supplier, the supplier must recreate the invoice Select the rejected invoice and select Use as draft

Managing Sent Invoices - Rejected Invoices The new invoice will be automatically filled with some information from the rejected invoice Create a new invoice number, re-enter the contract number, and resolve the issues that prevented approval

Managing Sent Invoices – Invoice Changes To adjust an invoice that has already been submitted and is in accepted status, please reach out to UPS support at: support@ups.crmdesk.com Invoices cannot be deleted; archiving an invoice removes the invoice from the user’s documents list, but does not prevent the invoice from being dispatched to UPS

Additional UPS Training Materials: Support Resources Official UPS Supplier Welcome Page - Review training, submit support tickets, view announcements, access FAQs, and more: https://ups.support.tradeshift.com/ All requests to change payment method must be submitted directly to UPS at support@ups.crmdesk.com Tradeshift support for system related questions, please email: UPS.support@Tradeshift.com Additional support for UPS-specific questions, please email: supplieronboarding@ups.com Additional UPS Training Materials: Setting Up a Tradeshift Account Invoicing Against a Purchase Order (PO)