Capturing Instructions

In order to streamline the capturing process the following rules for uploading invoices have to be applied.

If a compliance or integrity check fails then the related invoice or credit note has to be returned by Exela with a request to provide an amended one.

Rejected invoices can be selected in the archive of SIMS by searching by the status “rejected”. The return letter to the supplier with the reason for the rejection is visible at the Attachments tab.

Integrity, Legal, and Tax Compliance Checks

Amount Differences

A difference of NOK 1.00 between the sum of the line items and the sub total of an invoice will be accepted.

Invoice Number

Each invoice must provide an invoice number. Invoices without an invoice number will be rejected. Foreign invoices without invoice number can be accepted.

Invoice Date

An invoice date has always to be stated. If none is provided the invoice has to be rejected.

Supplier Address

A complete supplier address has to be stated on the invoice. For the allocation in SIMS, the tax number and bank account are needed in addition to identify the supplier. When the supplier name matches an existing supplier, but the tax number and / or bank account are different, the invoices will be uploaded as “Missing Creditor”.

Customer Address

The hotel address or the one of the legal entity has to be provided on the invoice. This includes the client ID to differentiate between different hotels / admin units with the same legal entity.

The primary criterion for the selection of the client is the client ID. E-mailed invoices with no client ID will be uploaded for the hotel to whose invoice e-mail address they have been sent. If the invoice address and the delivery address are different, the invoice will be captured according to the invoice address. In case of mismatched invoices, the hotel has to inform the supplier to amend the sending information.

Value Added Tax

Invoices which are containing VAT must provide a VAT registration number. In addition, the VAT percentage and value must be indicated separately for each percentage. Where VAT is not applicable, a reference to the article of law governing the exemption must be provided.

Invoices without this information have to be returned.

General Capturing Instructions

Payments on Invoices

Advance payments on invoices are not captured. The majority of these cases refer to hotel invoices.

Balance Brought Forward

Balance brought forward amounts are not captured. Only the content of the shown invoices will be recorded.

Invoice Address Deviates from Delivery Address

An invoice can only be allocated by Exela to the hotel that the invoice is addressed to. If the invoice should not have been addressed to this hotel, then that hotel should put the invoice on hold in SIMS and then contact the supplier asking for a credit note to be raised.

Due Date

When a due date is mentioned on the invoice, it is captured in SIMS. When no due date is available, the invoice date is used.

VAT Capturing

All invoices are captured with VAT, including foreign invoices. In cases, where the VAT is not applicable, such as often with foreign invoices, these are to be posted with the posting case "Gross". When posted in the "Standard" posting case with a foreign VAT percentage, SIMS will typically show the error message "Tax Key Not Available".

Document Upload

During the upload process of documents a number of additional integrity checks are taking place. Depending on the type of the document and the result of the check it will be released to the flow or routed in one of the query inboxes.

Standard Procedure

The standard routing of a document if it isn’t flagged by one of the checks described in Documents – "to check" is the following:

Caption:
A – Query to Accounting
B – Query to BancTec
P –  Post Office

For the upload of an Invoice/Credit Note the hierarchical rule is applied as follows:

1. First approval instance – supplier master data
   
   If a first approval instance is stored at the supplier master data record the invoice is routed into the “Approval Inbox” of the mentioned department.

2. No routing information available
   
   If none of the above mentioned information is available the document will be routed to the “Invoice Allocation” inbox. The dispatching of the documents from this inbox has to be done by the Controlling or Accounts Assistants.

Documents – "to check"

If one or multiple checks are failed during the upload of a document this is automatically routed to one of the query inboxes. Then the document gets the status “to check”, a QA comment and reason will be added.

Duplicate Check

General Checks

Caption:
A – Query to Accounting
B – Query to BancTec

Provisions of Invoices Provided by Exela

Paper Invoices

Paper invoices should be sent directly by the supplier to the PO Box. Therefore, these instructions have to be added on the template of the order form sent to the supplier. Invoices received on property have to be sent by the hotel to the BPO scanning centre of Kollektor. Scanned paper invoices provided by email from the hotels are not accepted due to quality and processing issues.

E-Mail

Suppliers can provide invoices directly to the Exela BPO Centre as an attachment. The permitted format for all documents is PDF only. Other formats can cause problems at the upload and capturing process due to missing references, macros, malware, etc. Therefore the following provisions shall be taken into account which should be added on the template of the order form:

• All invoices must be sent by the invoice issuer directly to the respective property invoice e-mail address:
  invoice.SITA@vismabpo.no
  SITA is to be replaced by the 5-character SITA code of the property.

• Documents may in no case be sent to the hotel additionally, i.e., no carbon copies.
• Only documents in PDF format may be transmitted.
• PDF documents must not be transmitted with any type of (password) protection.
• Only one document per e-mail may be transmitted.
• No correspondence, advertising, etc. may be sent to the dedicated address.
• Documents from suppliers that participate in eInvoicing may in no case be transmitted by e-mail.
• No additional documentation may be attached to the invoice (e.g., reservation or reconciliation lists). These attachments must be added to the document during the approval process.
• E-mails with a download link to the invoice cannot be processed. Invoices must be downloaded by the hotel and sent to the central e-mail address. The remaining requirements shall also be adhered to for downloaded invoices
• Emails forwarded by the hotel should be sent to the same address

EDI – e-invoice

E-invoices are invoices in a structured electronic format to be uploaded directly into the system without any manual capturing. These invoices will be transmitted by the supplier using the E2B format, providing a generic PDF file from Gress, or the EHF file, with a PDF from the supplier as the case may be.

Invoice copies for those suppliers providing e-invoices should not be sent to the Postoffice for uploading. These copies will be strictly ignored by the Postoffice to avoid duplicates. For a list of e-invoice suppliers, please refer to the Organisational Manual.

If you miss invoices from one of the e-invoicing suppliers please address this to the support team (support@nor.rezdms.com) because this has typically technical issues we have to get notice in order to address this at the EDI Team of the supplier. It is their obligation to provide all invoices electronically.