WebEDI Manual
Contents
1. Save changes Presses Undo changes if you want undo changes If you want to delete an invoice line click the box Remove to the left of the article and then click the button OK VOLVO DLVO WebEDI ver 5 0 0 0 Partner 99999 TESTPARTNER LEVERANT R Production 14 08 2009 08 34 14 Home Page Purchase order Enter invoice freight Step 3 4 Ship from name Supplier name Ship to name Volvo AB Ship From ID sd Ship to ID Place of departure Wroclaw Place of destination Stockholm Shipment date Total gross weight 1000 kg apay Volvo tontra PL4518489 Gross volume kb Je Shipment reference 7134829 6 H Order Invoice et number Administration Loading meters 40 m Ship from reference no 6 Contact Chargeable distance 2000 km Transport document no _k Help Chargeable weight hooo kg License plate 6 Chargeable number fe Id of the means of of rail wagons transport Chargeable number gt of trailers Number of packages 10 Package type eo sid VAT 6 Mj VAT category Description Freight amount oo e VAT amount Description YAT YAT Special services Amount AT amount rate category Remove Place of departure Place of destination Reference Amount Wroclaw Gotheburg 6923655 12000 00 a Wroclaw Stockholm 7134829 3000 00 Sum 152. choose extra cost name In the field Amount you fill in the amount that is connected to the special service When the entire invoice line is ready press the button Save and add new invoice line If the kind of extra cost does not exist use Various In the field Description you can clarify Special services Amount ATrate YAT category YAT amount Additional loading place v 16 Vitis M Description 0 00 Figure 8 Fill in requested line special services information Special services Choose type of special services among the available code values Amount Specify the special service amount For negative amounts for instance credit invoice entry or negative fuel surcharge please give a minus in front of the amount VAT rate Setup VAT rate VAT category Setup VAT category VAT amount This field is calculated by system VOLVO DLVO WebEDI ver 5 0 0 0 Partner 99999 TESTPARTNER LEVERANT R Production 13 08 2009 16 37 50 Home Page urchase order Enter invoice freight Step 3 4 ogistics Ship From name Volvo supplier Ship to name Volvo plant Ship From ID 1001 Ship to ID 1705 Place of departure Wroclaw Place of destination Gotheburg Shipment date 2009 08 13 E
3. Create VOLVO DLVO WebEDI ver 5 0 0 0 Partner 99999 TESTPARTNER LEVERANTOR Production 13 08 2009 13 00 05 Home Page Purchase order Select type of invoice AP invoice 9 When Invoicing Automotive products NAP invoice when Invoicing Non Automotive products When Invoicing Freight Jespatch Invoice Order Invoice Administration Contact LaHelp Figure 3 Choose entrance to register on To create an invoice choose Create under Invoice and then will appear information about changes in invoice Press Continue to create invoice or first read help about changes Choose type of invoice to register Choose Freight Invoice eLA te WebEDI ver 5 0 0 0 Partner 99999 TESTPARTNER LEVERANT R Production 13 08 2009 13 00 05 Home Page Purchase order Select buyer Id Name 1705 VOLVO LOGISTICS CORP 4645 VOLVO LOGISTICS CORP Figure 4 Choose customer by clicking the Volvo unit Id Choose the customer you would now like to invoice by clicking on the Volvo unit Id see figure 4 above VOLVO Only the Volvo units that you have agreed upon with Volvo to invoice via WebEDI will be shown in this list of possible customers If you would like to invoice a Volvo unit not in the list please contact Volvo s EDI support Home page http www volvo com volvoit edi en gb Europe service request web form Phone 46 31 662200 VOLVO OLVO Partner 999
4. Enter invoice Acknowledgement Invoice number AS763826543 has been transmitted to Volvo espatch Invoice rder Invoice ministration Contact Figure 14 Confirmation of the transmission After you have sent the invoice to Volvo you will get a confirmation Invoice number XXXXXX has been transmitted to Volvo From here you can continue to enter a new invoice by clicking the link Create or choose to view the ones previously transmitted To view the transmitted invoices click on Sent in the menu to the left and select the requested invoice in the list Web INVOICE TRANSPORT Invoice date Buyer Supplier customer no Customer VOLVO LOGISTICS CORP VAT no Volvo ref Dept Phone Mail VAT summary Taxable amount VAT rate 15 400 00 Invoice summary Total invoice Payment amount excl tax currency 15 400 00 SEK 45763826543 2009 08 13 671705 1705 SES56197973201 BO 11230 34 5653488 bengt okson valvo com 6 005 VOLVO Original Invoice Reference Supplier Volvo supplier no TESTPARTNER LEVERANT R volvo IT 40503 goteborg Sweden Official address Bank Account holder name Account no VAT no Payment currency Pricing base currency Exchange rate Date of exchange rate Supplier ref Dept Phone Mail VAT category VAT amount 924 00 Total taxable Total tax Total exempt amount amount amount 15 400 00 924 00 0 00 Total non tax amount 999
5. to navigate between the different options in WebEDI the user can always reach it during a session a session starts when a user log in and ends when the user log out DLVO WebEDI ver 5 0 0 0 Partner 99999 TESTPARTNER LEVERANT R Production 13 08 2009 13 00 05 Home Page Purchase order Logistics t f Technical j Financa THE VOLVO GROUP Administration nformation 2009 Mar 16 jocuments created in WebEDI during weekend 21 22 of March will be transmitted to Volvo on londay 23 of March due to maintenance work Gls jodifications in WebEDI 2009 Jan 25 New order type Category TSE and order invoice functionality was added to handle Truck Shop urope flow How to use this functionality can be Found in Order manual TSE and Order invoice manual TSE Freight invoice update Volvo Logistic suppliers It is not possible now to send an invoice with invoice date older then two years from actual date jodifications in WebEDI ranan n a lt Figure 1 This is the WebEDI Home Page that is reached after the login e At the top of the menu is the link called Home Page it can be clicked to return to the first page see figure 1 above of WebEDI at any time e To contact WebEDI support by mail click the Contact link that is third from the bottom of the menu e To get a hold of the manuals in WebEDI click the link Help that is second from the bottom of the menu e NEVER use the navigation buttons
6. 000 00 Figure 11 Fill in additional invoice lines You can now continue to enter the next invoice line by adding information in the empty fields on this page The VAT rate and VAT category are copied from the previously entered articles to make it easier to add more lines You have to change the information if it differs from the previously entered line information VOLVO Partner 99999 TESTPARTNER LEVERANTOR Home Page Purchase order ogistics Technical espatch Invoice Order Invoice dministr ation ontact jelp Enter invoice freight WebED I ver 5 0 0 0 Production 14 08 2009 08 34 14 Ship from name Ship to name Ship From ID Ship to ID Place of departure Place of destination Shipment date 2009 08 13 fal pepe Specify Volvo contract Total gross weight kg number if available i Shipment reference Gross volume m Epaiak 6 Loading meters m Ship from reference no e Chargeable distance km Transport document no 6 Chargeable weight kg License plate fi Chargeable number Id of the means of of rail wagons transport Chargeable number of trailers Number of packages Package type VAT 6 Mw VAT category S M Description Freight amount VAT amount 180 00 Description Special services Amount VAT VAT AT amount rate category Remove Plac
7. 6 00 300 00 6 005 18 00 Ship to name Volvo AB Ship To ID Contract no Shipment reference no Ship from reference no Transport document no License plate Number of packages Package type Amount VAT rate 3 000 00 6 005 Place of destination Stockholm PL4518489 7134829 780 VAT category YAT amount 180 00 Figure 15 Invoices can be printed or saved as a file Here is the invoice you have entered It can be printed or saved as a file on your local computer The invoices will be available in the Sent folder for 90 days
8. 99 Wroclaw ul Mydlana 2 Unit Bank volvo Poland AN65432145345 PL434676873434 SEK EUR 0 09521 2009 08 13 Paul Smith 1420 46 5653297 paul smith supplier com Swedish VAT amount 0 00 Total invoice amount incl tax 0 00 16 324 00 Invoice line number 1 Ship from name Volvo supplier Ship From ID 1001 Total gross weight Gross volume Loading meters Chargeable distance Chargeable weight Chargeable number of rail wagons Chargeable number of trailers ID of means of transport Description Invoice line number 2 Ship from name Supplier name Ship From ID Total gross weight Gross volume Loading meters Chargeable distance Chargeable weight Chargeable number of rail wagons Chargeable number of trailers ID of means of transport Description Shipment date 2009 08 13 Place of departure Wroclaw 1500 kg 40 m3 120 km TR Freight Special services Fuel surcharge Currency surcharge Shipment date 2009 08 13 Place of departure Wroclaw 1000 kg 20 m3 40m 2000 km 1000 kg 5 2 Freight VOLVO Ship to name Volvo plant Ship To ID 1705 Contract no Shipment reference no Ship from reference no Transport document no License plate Number of packages Package type Place of destination Gotheburg PL45184489 6923655 780 Amount VAT rate VAT category VAT amount 12 000 00 6 005 720 00 100 00 6 005
9. 99 TESTPARTNER LEVERANTOR WebEDI ver 5 0 0 0 Production 13 08 2009 13 00 05 Home Page Purchase order Enter invoice freight Information about buyer and seller ogistics Technical Original invoice as7e3s26543 fefarance Only to be used when credit note 2009 08 13 Eel Invoice number Invoice date Buyer Seller Supplier customer no 671705 Volvo supplier no 99999 Customer 1705 VOLVO LOGISTICS CORP Name of supplier TESTPARTNER LEVERANTOR rder Invoice Official address roclaw ul Mydlana 2 iH Administration VAT no 5ES56197973201 VAT no PL434676873434 ontact i Help Payment currency SEK m Bank Unit Bank Pricing based currency EUR Account holder name Volvo Poland Currency exchange rate 0 09521 6 Bank account no AN65432145345 Date of exchange rate 2009 08 13 Ea VAT rate 6 Mj VAT Category S vi Description Swedish VAT Amount Volvo reference BO x Supplier reference Paul Smith Department 11230 Department eoo oo o Phone 34 5653488 Phone 46 5653297 Email bengt okson volvo Email paul smith supplier c Figure 5 Fill in requested invoice header information Invoice number Your invoice number only allowed to use the same number once per year Original invoice reference this field has to be filled
10. Official address VAT number VAT rate VAT category Bank Account holder name Bank account number and Supplier reference are MANDATORY fields The information given in the fields Supplier customer number Payment currency Volvo reference Supplier reference Departments Phones Emails Official address VAT number VAT rate VAT category VAT no supplier Bank Account holder name and Account number is saved automatically and will be displayed the next time you access this page It is always the most current changes that are saved If you came from In work you can t change invoice type CREDIT DEBIT VOLVO DLVO WebEDI ver 5 0 0 0 Partner 99999 TESTPARTNER LEVERANT R Production 13 08 2009 13 00 05 Home Page urchase order Enter invoice freight Step 2 4 Information about buyer and seller r A PV Original invoice Invoice number A5763826543 edah Only to be used when credit note Invoice date 2009 08 13 aa Buyer Seller Supplier customer no 671705 Volvo supplier no 99999 Customer 1705 VOLVO LOGIST Name of supplier TESTPARTNER LEVERANTOR Order Invoice i Official address roclaw ul Mydlana 2 ministration VAT no 5E556197973201 VAT no PL434676973434 Payment currency SEK v Bank Unit Bank Pricing based currency EUR e Account holder name Vol
11. VOLVO OLOGY lt WY m Yaw Jaa Yass WebEDI Manual Global Freight Invoice VOLVO Global Freight Invoice This is a user manual aimed at Volvo suppliers that are using the web based application WebEDI The purpose of the manual is to describe how to create invoices for Freight in WebEDI Index Global Freight Invoice sc cccccissiccdecaceatsneeconcecedevsnect conceceescsonenccectcacevnepdncca ECAA nan EENEN EE 2 INGE E E E E A E E ead iste E EEE 2 Siea AL si 5558s E T E E E 2 OSEO a E E puedes bay ob cbuneneeedassed oaestionecbts ep eangads eb eednavedendsneese 2 Navi ation x as3sccaees ivstvsnesacectsncacesasis tvaneecssassvisacessdeucednesnana cane cae srpyncoede dees ENESE EREN EEEE 3 How to create a Freight imvoice i isciieied Sieaies ein ceseaciied Mig aeere pede ans 4 General A log in procedure must be performed before invoices can be created in WebEDI User support For user support concerning the log in to WebEDI please contact cmsservices volvo com For user support concerning the WebEDI application please contact support edi volvo com VOLVO Navigation Once logged in to WebEDI a number of different operations can be performed in the collaboration with Volvo The first page consists of news for WebEDI users New postings should always be red since they may withhold information that is important for all Volvo suppliers using WebEDI To the left on the page is the menu that is used
12. e of departure Place of destination Reference Amount Wroclaw Gotheburg 6923655 12400 00 C Wroclaw Stockholm 7134829 3000 00 Sum 15400 00 Save and add new invoice line Figure 12 When all lines are added click Next When all lines are added and all amounts are correct you can proceed by clicking the Next button VOLVO DLVO WebEDI ver 5 0 0 0 Partner 99999 TESTPARTNER LEVERANT R Production 14 08 2009 08 34 14 Home Page B Purchase order Enter invoice freight Technical Totals for invoice AS763826543 Total excl VAT 15 400 00 SEK Financial Vat amount 924 00 SEK Total 16 324 00 SEK Swedish VAT 0 SEK Order Invoice Administration Contact Figure 13 Click Adjust to modify or click Send invoice to send the invoice to Volvo In this step you have the possibility to check the total amount of the invoice before it will be sent to Volvo Total excl VAT Total amount including additional expenses without VAT VAT amount Total VAT amount Total Total invoice amount Swedish VAT Swedish VAT If all amounts are correct send the invoice to Volvo by clicking the button Send invoice If you want to modify the created invoice click the button Adjust This button will take you back to the first step where you can correct the errors VOLVO Partner 99999 TESTPARTNER LEVERANTOR Production 14 08 2009 08 34 14 Home Page Purchase order Logistics
13. if it is a CREDIT invoice and should be empty if it is a DEBIT invoice Your invoice date The invoice date cannot be changed to a future date Original invoice reference Invoice date Buyer information Supplier customer no The supplier customer number you have allocated for the Volvo customer in question Example 123456 please make sure you use a number you have agreed to with Volvo Customer Payment currency Pricing based currency Currency exchange rate Date of exchange rate Name of the buying company legal unit within Volvo Click the name for detailed information Choose payment currency Choose pricing based currency only if applicable The exchange rate between payment currency and pricing currency if applicable Default value is current date possible to change Volvo reference Department Phone Email Supplier information Official address VAT no Bank Account holder name Bank account no VAT rate VAT category Swedish VAT amount Supplier reference Department Phone Email Free text VOLVO Invoice receiver within Volvo organization When Volvo Logistics Gothenburg is the customer use signature Example BO When Volvo Logistics Ghent is the customer use TCM For other Volvo companies use workflow reference Example 12345 Department of Volvo reference When Volvo Logistics Ghent is the customer use 11230 Phone number of Volv
14. in Internet Explorer to go back or forward during a WebEDI session VOLVO MA WebEDI ver 5 0 0 0 Partner 99999 TESTPARTNER LEVERANT R Production 13 08 2009 13 00 05 Home Page Purchase order Logistics ue rT WELCOME TO aa THE VOLVO GROUP Technical nancial Despatch Invoice information a Order Invoice 2009 Mar 16 jocuments created in WebEDI during weekend 21 22 of March will be transmitted to volvo on londay 23 of March due to maintenance work 4 Administr ation Contact i Help odifications in WebEDI 2009 Jan 25 New order type Category TSE and order invoice Functionality was added to handle Truck Shop urope flow How to use this Functionality can be found in Order manual TSE and Order invoice manual TSE Freight invoice update Volvo Logistic suppliers It is not possible now to send an invoice with invoice date older then two years from actual date jodifications in WebEDI Vv IAA Ann 641 Figure 2 Navigate to Invoice by using the menu to the left on the page How to create a Freight invoice The invoice part of WebEDI has following functionality e Create Start up the registration of a new invoice e In work To continue the registration of an invoice which is not completely finished e Sent To view earlier registrations of invoices To start creating an invoice click Financial in the menu Continue with selecting Invoice and finally click
15. ip to name Specify ship to id Specify place of destination city Specify Volvo contract number if available Specify shipment reference no Trailer no loading date Container no loading date Example ABC123YYMMDD for Trailer no loading date ACLU1234567Y YMMDD for Container no loading date Specify ship from reference number Order number Packaging order number TM no if available A ref Invoice Proposal number if agreed upon distribution vehicles consignor s reference air Example A12345 export SE General Cargo for Order number 123456 01 packaging material for packaging order number Specify transport document number AWB no Air freight CMR no freight note number domestic SE Shipment note id VIN no distribution vehicles Rush no if available VTD no Atlas Booking ref no Example VTD 12470704011 for VTD no B07001234567 for Atlas Booking ref no Specify license plate Specify id of the means of transport Setup VAT rate Setup VAT category This field is calculated by system Place of departure Shipment Date Place of destination Number of packages Freight amount VAT rate VAT category and one of these Shipment reference number Ship from reference number License plate or Transport document number are MANDATORY fields VOLVO If exist extra cost press the button New additional cost Fill fields and repeat until all extra cost will be specified In field Special services
16. o reference Email address of Volvo reference Location of the main office enter if applicable or if required by national legislation Your Value Added Tax number Name of the bank or financial institution you are using Name of the juridical person that holds the account Your bank account number Choose the VAT rate that is valid for the invoice If you have multiple VAT rates on the invoice this will be handled on the line level Default is S standard Choose another code value if the VAT rate is 0 Click the link Description to get a list of possible codes Swedish VAT amount Currency exchange and Pricing based currency rate must be filled in when invoicing takes place within Sweden in a foreign currency Only positive number if DEBIT invoice only negative number if CREDIT invoice Pricing based currency should be SEK Reference to contact within supplier organization Department of supplier reference Phone number of supplier reference Email address of supplier reference Click the button Free text if you need to enter any of the following information up to 768 characters can be given e Government information e Regulatory information e Tax declaration e Instructions to the paying and or accepting and or negotiating bank Do not forget to change the VAT rate for different customers VOLVO Note Invoice number Invoice Date Supplier customer number Payment currency Volvo reference
17. r Ship to name Volvo plant Financial Ship from ID 1001 Ship to ID 1705 Place of departure Wroclaw Place of destination Gotheburg Shipment date 2009 08 13 E wer Specify Volvo contract Total gross weight 1500 kg number if available PL45184489 Shipment reference P i 3 6923655 Gross volume 40 m ambar o Administration Loading meters m Ship from reference no i Contact Chargeable distance 120 km Transport document no 6 Help Chargeable weight kg License plate 6 Chargeable number 1 Id of the means of TR of rail wagons transport Chargeable number of trailers Number of packages 10 Package type 730 VAT 6 Mi VAT category S M Description Freight amount 12000 VAT amount 720 Description Special services Amount AT rate YAT category VAT amount Fuel surcharge s 100 6 iMij ls M Description 6 00 Currency surcharge s 300 16 vitis v Description 18 00 Remove Place of departure Place of destination Reference Amount Wroclaw Gotheburg 6923655 12400 00 Sum 12400 00 Undo changes Figure 10 Invoice lines can be modified or deleted if needed When having clicked the Save and add new invoice line button at the previous screen all information related to the invoice line will be put at the bottom of the page If you want to change any of the invoice lines click the Place of departure to get the data back into the fields above to be able to change a value Save the changes with the button
18. unt Special services Amount New additional cost Save and add new invoice line YAT YAT AT amount rate category Figure 7 Fill in requested line information On this page information about each invoice line will be entered Ship from name Ship from ID Place of departure Shipment date Total gross weight Gross volume Loading meters Chargeable distance Chargeable weight Chargeable number of rail wagons Chargeable number of trailers Number of packages Package type Freight amount Specify ship from name Specify ship from id Specify place of departure city Specify shipment date Specify the total gross weight Specify shipment volume Specify loading meters Specify chargeable distance Specify chargeable weight Specify number of rail wagons Specify number of trailers Specify number of packages Specify package type Specify freight amount the total line amount including special services must be positive for a debit invoice and negative for a credit invoice For a credit please give a minus in front of the amount Description Ship to name Ship to ID Place of destination Contract no Shipment reference no Ship from reference no Transport document no License plate Id of the means of transport VAT rate VAT category VAT amount Note VOLVO Specify description up to 2 x 256 characters can be entered Specify sh
19. vo Poland Currency exchange rate 0 09521 6 Bank account no AN65432145345 Date of exchange rate 2009 08 13 Ea VAT rate 6 VAT Category S M Description Swedish YAT Amount Volvo reference BO Supplier reference Paul Smith Department 11230 Department 1420 Phone 34 5653488 Phone 46 5653297 Email bengt okson volvow Email paul smith supplier c Figure 6 When all information is filled in click Next It will look like this when you have entered all the information Continue to the line level by clicking the Next button DLVO VOLVO Partner 99999 TESTPARTNER LEVERANT R Home Page Purchase order Enter invoice freight Ship From name Ship from ID Place of departure Shipment date Total gross weight tch Invoice ni Gross volume H Order Invoice dministration Loading meters ontact Chargeable distance elp Chargeable weight Chargeable number of rail wagons Chargeable number of trailers Number of packages Package type Freight amount Description WebEDI ver 5 0 0 0 Production 13 08 2009 13 00 05 Ship to name Ship to ID Place of destination lka Specify Volvo contract l J number if available l Shipment reference 6 number Ship from reference no a o 6 Transport document no License plate Id of the means of transport VAT YAT category VAT amo
20. work mr Specify Volvo contract Total gross weight 1500 kg number avaiable PL45184489 espatch Invoic i a i Despatch Invoice Gross volume 40 m oneni refereres 6923655 6 Order Invoice numon PETETA Loading meters m Ship from reference no 6 ontact Chargeable distance 120 km Transport document no i elp Chargeable weight kg License plate 6 Chargeable number 1 Id of the means of TR of rail wagons transport Chargeable number of trailers Number of packages 10 s Package type 730 VAT B VAT category S M Description Freight amount 12000 VAT amount 720 Description 5 Pi YAT Special services Amount AT rate YAT category amount Fuel surcharge 100 6 j s Description 6 00 Delete New additional cost C Save and add new invoice line Figure 9 When all line information is filled in click Save and add new invoice line When all the fields are filled in click the button e Save and add new invoice line to keep the information CIAA Partner 99999 TESTPARTNER LEVERANT R Home Page Purchase order Enter invoice freight VOLVO Production WebED I ver 5 0 0 0 13 08 2009 16 37 50 Logistics Technical Ship from name Volvo supplie
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