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-Pay Project, also called E-Invoicing or Electronic Invoicing (#einvoice), aims to increase the number of Suppliers using an electronic way of invoice exchange. The E-Pay project automates the invoice exchange between Siemens Energy and its Suppliers using one of the Electronic Data Interchange (EDI) platforms such as SupplyOn, Web4Bis, etc. With E-Pay, Siemens and our Suppliers exchange invoices electronically, rather than via paper or email. 

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

Training Materials

Training materials for SupplyOn, PDF Mapping and Web4Bis can be found below.

eInvoicing via SupplyOn Webinar

TOPICS COVERED
  • Awareness on eInvoicing using SupplyOn (SON)
  • SupplyOn PDF Mapping
  • Direct EDI with SON

This Webinar will be held in German.

DATE

TIME

(Central Europe Time / CET)

August 9 (Mon)
1:00 - 2:00 PM (CET)
August 12 (Thurs)
4:30 - 5:30 PM (CET)
August 16 (Mon)
1:00 - 2:00 PM (CET)
August 18 (Wed)
9:00 - 10:00 AM (CET)
August 19 (Thurs)
4:30 - 5:30 PM (CET)
August 25 (Wed) 
9:00 - 10:00 AM (CET)
September 6 (Mon)
1:00 - 2:00 PM (CET)
September 9 (Thurs)
4:30 - 5:30 PM (CET)
September 13 (Mon)
1:00 - 2:00 PM (CET)
September 15 (Wed)
9:00 - 10:00 AM (CET)
September 16 (Thurs)
4:30 - 5:30 PM (CET)
September 23 (Thurs)
9:00 - 10:00 AM (CET)

eInvoicing using Web4Bis Webinar

TOPICS COVERED
  • Awareness on eInvoicing using Web4Bis

This Webinar will be held in German.

DATE

TIME

(Central Europe Time / CET)

August 11 (Wed)
11:00 AM - 12:00 PM (CET)
September 10 (Fri)
11:00 AM - 12:00 PM (CET)

If you are interested in any of the offered training sessions above, register by writing an email to einvoice.se@siemens.com.

Frequently Asked Questions

Get your questions answered

You should inform your customer of this personally and can then remove the product from the product master data. You will find the contact details for the responsible buyer in the purchase order.

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.

You will find the contact details for the responsible buyer in the purchase order.

  • 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.

You can incorporate the discount when preparing the invoice using a corresponding function. The amount is then deducted on the invoice.

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.

If your customer allows it, order confirmations with deviating delivery date, delivery quantity or partial deliveries are permitted.

You have the option to decline or ignore a purchase order.

The delivery quantity and delivery date can be changed – providing your customer permits this.

We recommend making direct contact with your customer in this case. You will find the contact details for the responsible buyer in the purchase order.

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.

Electronic invoices must contain precisely the same information as paper invoices. SupplyOn checks whether the mandatory input fields are completed during the invoicing process and informs you if any data is missing.

Please contact our Customer Support (customer-support@supplyon.com) providing the invoice number and the invoice date.

Once one of your customers has set up the electronic billing process, you can no longer send paper invoices. If you do not want to use the electronic billing process, please contact your customer.

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 (customer-support@supplyon.com).

The invoice sent via SupplyOn is the original invoice. As the invoicing party, you can download this original invoice.

 

If you upload a PDF file or send it by email, this document is the original invoice.

A print function is available. You can print multiple copies of the sent invoices.

You have the option of downloading the invoice either as a PDF or in CSV format. 

 

You can also download attachments again.

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.

Yes, you can create partial invoices in relation to a purchase order. The partial invoices can relate both to portions of the quantity and a subset of the items.

The same requirements apply in principle in the EU for both electronic invoices and paper-based invoices. However, additional country-specific requirements may also exist.

SupplyOn checks whether the mandatory input fields in an invoice have been filled. The legal requirements with respect to EDI and digital signatures are fulfilled.

Responsibility for the accuracy of the invoice lies with the invoicing party (supplier).

Issues of liability are regulated in the SupplyOn General Terms & Conditions (GTC).

With the electronic signature the content of an electronic document is fixed and made unchangeable. At the same time, the creator of the signature is authenticated. This ensures the integrity and authenticity of invoices.

SupplyOn uses the verification services of Trustweaver for digitally signing invoices. Trustweaver generates and verifies legally compliant signatures in accordance with the different country regulations and thus fulfills the corresponding legal requirements.

Within the EU, electronic invoices are treated in the same way as paper invoices. Outside of the EU, special country specific requirements may exist for electronic invoices, which you can request from your financial authorities.

Both invoice types have to ensure integrity (integrity of content) and authenticity (authenticity of origin). The difference between the two invoice types is the manner and means by which integrity and authenticity are ensured.

An electronic signature is not mandatory within the EU. Regulations are defined on a country specific basis outside of the EU. You can request these from your financial authorities.

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.

The storage of electronic invoices varies from country to country. For further information, please contact your local tax authority.

SupplyOn does not offer long-term archiving as standard. As the invoicing party, you are responsible for fulfilling the archiving obligations. SupplyOn stores invoices for six months. During this period, you have the opportunity to download the original invoice for archiving purposes.

Yes, that is no problem.

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.

Yes, it is possible to merge several purchase orders into a single invoice, providing your customer accepts this.

 

According to the Siemens regulations, an invoice may only refer to one order number.

On the homepage of the Info Portal, you will find a description of uploads and downloads in the “Training” section. The online help in the WebEDI application contains all the information you need.

  1. Siemens will write to you and ask you for a contact for implementing SupplyOn.
  2. SupplyOn will send an email to your contact asking them to register.
  3. Once you have registered, you need to print out the agreement and sign it. Registration on its own does NOT constitute an agreement yet!
  4. Following registration, you will have access to videos on SupplyOn functions and the hotline which is free of charge.
  5. Once you have sent the signed agreement to SupplyOn, your company will be set up with SupplyOn and your contact will be notified.
  6. Store your master data in the SupplyOn application (address, bank details, etc.)
  7. Siemens will send you an EDI agreement to sign, which provides written agreement to exchange electronic messages.
  8. With the Siemens purchaser, you will agree a date from which orders will be sent via SupplyOn.
  9. The first department will send orders via SupplyOn.
  10. Additional departments will notify you that their orders will also be handled via SupplyOn in future.

Web4BIS can continue to be used. If Web4BIS is not used for all messages or if expanded procurement models need to be used, Web4BIS may be replaced.

Jonas may be replaced by SupplyOn. Whether or not JONAS continues to be used depends on the ordering site (plant).

SupplyOn will be used throughout Siemens for web-based connections with its suppliers. A Siemens plant or an ordering department will begin the implementation with you, and further sites and departments will then handle your orders via SupplyOn.

Contact Information & Useful Resources

E-Invoicing Project Team Contact

  1. Phone no: +91 91410 98601 & +91 98338 56053
  2. Working Hours: 07:30 Hrs to 16:30 Hrs GMT
  3. Email Address: einvoice.se@siemens.com

 

SupplyOn Resources

  1. SupplyOn production system: https://platform.application.prd.supplyon.com/logon/logonServlet
  2. SupplyOn customer support: customer-support@supplyon.com, https://contact.supplyon.com

 

Web4Bis Resources

  1. Web4Bis production system: https://pro.integration.siemens-energy.com/web4bis
  2. Web4Bis tech support: web4bis.energy@siemens-energy.com