Siemens Energy Electronic Invoicing
Siemens Energy is executing on its Vision. A major focus of this Vision is the strategy of digitalization across all parts of our business.
Digitalization is fundamentally transforming the value chain and offers major opportunities for all parties. It helps us automate order processing, achieve speed, end-to-end visibility, remove manual errors and improve quality and efficiency. Digitalization is not just a project, for us it has become a part of our strategy. The Automate Purchase to Pay Program consists of several digitalization initiatives aiming to bring automation of work processes, more transparency, work efficiency and removal of many manual task.
What is E-Invoicing
The E-Invoicing project aims at the electronic invoice exchange between Siemens Energy and it’s supplier community & suppliers.
It thereby completes the automated Purchase-to-Pay process by automating the invoice receipt, processing and booking via one of the proven Electronic Data Interchange (EDI) platforms such as SupplyOn.
Using such platform allows upfront check of invoices, minimizing the risk of invoice rejection and maximizing the timely processing and finally payment of invoices addressed to Siemens Energy.
What are the benefits of E-Invoicing
- Transparent processes
- Reduced manual effort
- Higher efficiency
- On-time payments for our Suppliers
- Increased data entry quality
- Compliance and process security
Frequently Asked QuestionsGet your questions answered
As a registered supplier you can be informed about new orders by e-mail. For this purpose, please specify in the corresponding Plant (Control Point) how often you would like to be notified. Alternatively, you can check the "Status" column on the overview page of the "Orders" process and see whether you have received a new order.
If you are connected via SO-EDI, the order will be transmitted to your system in the agreed electronic format. In addition, you can make a setting in the corresponding Network Link/Plant (Control Point) so that you are also notified by e-mail.
- Open the details page of the corresponding purchase order in the SupplyOn WebEDI.
- Scroll to the "Items" tab for the item for which you want to notify changes.
- Select the "With Changes" radio button. Now make the relevant changes in the "Schedule Lines" area, for example split the delivery, make changes to the date and/or quantity. Note: This can be influenced by configurations on the part of the customer.
- Enter a supplier reference. Click the "Save&Send" button in order to send your changes to the customer. (As a supplier who is connected via SO-EDI, send the changes to SupplyOn in the agreed electronic format.)
You can generate an invoice directly from each purchase order. To do this, choose the function "Create invoice" with the selection "from previous document". Alternatively, you can also call up the "List of billable items" and select the desired item there and generate the invoice by clicking the "Create invoice" button.
If you wish to collaborate with other customers via SupplyOn, please contact them directly. Should your customer be interested in a connection through SupplyOn, please have them contact us at: Sales@SupplyOn.com.
Please check the details of the purchase order as well as:
- whether and by when the customer has requested confirmation of the purchase order
- whether the delivery quantity and date can be met in full by you or whether changes are needed.
New purchase orders have the status "New". The status is set to "Read" by opening, printing or downloading the purchase order. Confirm the purchase order with changes or as requested by the customer. An "Obsolete" message is displayed in the overview when purchase orders are updated.
SupplyOn supports invoicing by:
- Transferring data automatically from previous purchase orders to invoices (PO flip).
- Checking the invoice data before the invoice is sent to the customer.
The invoicing process can be outlined as follows: Most of the invoice data is taken automatically from a purchase order and the available delivery schedules from the system. Only a small subset of data, for example tax information, has to be added manually.
Alternatively, the invoice data can also be exported and uploaded from your own system.
The invoice data is validated and checked for correctness. Errors are reported in order to ensure that only valid invoices are transferred to the customer. Additional process steps, such as inclusion of a digital signature, are performed if necessary.
Sending electronic invoices is much more secure than using the conventional method. SupplyOn offers a secure system, which uses the most modern methods of user authentication, encryption and, if necessary, digital signature. The documents are sent in encrypted form, to ensure that the data cannot be read by any third parties. Only authorized users can access the documents.
To create the invoices and send them to the customer, there are the following options:
- Automatic acceptance of order data and manual supplement of the data on SupplyOn. The invoice is then sent to the customer via SupplyOn.
- Creation of the invoice in the own ERP system and transfer of the data to the SupplyOn platform via CSV Upload.
- Transfer of the invoice data from the own ERP system by sending a structured message (EDIFACT) to the SupplyOn platform.
- Upload PDF files by email or via the web interface (depending on customer requirements).
If none of these options are possible for you, please contact our Customer Support (firstname.lastname@example.org).
Yes, the invoice can be generated in the internal system and sent to the customer via SupplyOn. The invoice data can either be uploaded in CSV format. In case of direct integration via EDI, the data can also be exchanged in EDIFACT format.
Under special cases, you also have the option of sending PDF invoices to SupplyOn by e-mail. Please contact your customer for this.
The archiving regulations for electronic invoices vary from country to country. In Germany, electronic invoices must be archived in accordance with the "Principles of the Orderly Management and Archiving of Books, Recordings and Documents in Electronic Form and of Data Access (GoBD)." Your financial authority can provide you with more information.
There are two ways to create an original invoice:
- Directly on the SupplyOn platform: The invoice is created on the basis of preceding documents and stored by SupplyOn after shipping. These can be downloaded for archiving purposes.
- At the supplier: The original invoice is situated at the supplier and will be forwarded to the customer unchanged via the SupplyOn platform.
The following buyer countries are currently released for electronic invoicing:
Austria, Canada, China (only for non-domestic transactions), Czech Republic, Denmark, Finland, France, Germany, Great Britain, Hong Kong, Hungary, India, Luxembourg, Monaco, Netherlands, Portugal, Romania, Serbia, Singapore, Spain, Sweden, Switzerland, USA.
- Siemens will write to you and ask you for a contact for implementing SupplyOn.
- SupplyOn will send an email to your contact asking them to register.
- Once you have registered, you need to print out the agreement and sign it. Registration on its own does NOT constitute an agreement yet!
- Following registration, you will have access to videos on SupplyOn functions and the hotline which is free of charge.
- Once you have sent the signed agreement to SupplyOn, your company will be set up with SupplyOn and your contact will be notified.
- Store your master data in the SupplyOn application (address, bank details, etc.)
- Siemens will send you an EDI agreement to sign, which provides written agreement to exchange electronic messages.
- With the Siemens purchaser, you will agree a date from which orders will be sent via SupplyOn.
- The first department will send orders via SupplyOn.
- Additional departments will notify you that their orders will also be handled via SupplyOn in future.
Contact Information & Useful Resources
E-Invoicing Project Team Contact
- Phone no: +91 91410 98601 & +91 98338 56053
- Working Hours: 07:30 Hrs to 16:30 Hrs GMT
- Email Address: email@example.com
- SupplyOn production system: https://platform.application.prd.supplyon.com/logon/logonServlet
- SupplyOn customer support: firstname.lastname@example.org, https://contact.supplyon.com
- Web4Bis production system: https://pro.integration.siemens-energy.com/web4bis
- Web4Bis tech support: email@example.com