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- Get Started with Tradeshift
- How-to videos
- Get Sodexo assistance
- Spain Business Validation Rules
- Top Questions from Sodexo suppliers
1. Get started with Tradeshift
1. Receive your invitation from Sodexo |
2. Complete the online form |
3. Welcome to your account! |
|---|---|---|
| Activating your Tradeshift account is easy. It begins with an invitation, initiated by Sodexo, to activate your account.
A few days later you will receive an e-mail from Sodexo inviting you to join Tradeshift network. Have a look in your inbox. |
Complete the online form, entering necessary information about your company and about yourself as user of your Tradeshift account. Some information will be pre-filled, please check if it is correct and fill the missing parts. |
After completing the form, you will be able to activate your account with one click! From there, we recommend opening the Support app to consult Sodexo's customised Support page, as it contains even more useful information for working with Sodexo! |
2. How-to videos
E-invoicing without a PO
How to submit Cost Center invoices on Tradeshift
How to submit Maintenance Contract invoices on Tradeshift
How to submit Credit Notes on Tradeshift
How to submit Rappel Credit Notes on Tradeshift
E-invoicing with a PO
How to submit PO invoices on Tradeshift
How to submit an invoice with PO adding cost
How to submit an invoice with 7% tax rate for Canary Islands
3. Get Sodexo assistance
If you have a specific question or support request (Invoicing process at Sodexo, how to get a cost center, a purchase order number or issues with Tradeshift account creation…) please send an email to the support mailbox ES.Tradeshiftonboardingsupport@sodexo.com to reach out to Sodexo.
4. Spanish Business Validation Rules
E-invoicing Validation Rules
| Invoice | |
|---|---|
| PO | NO PO |
| A supplier legal or tax ID must be registered or known in the Sodexo master data before starting process | |
| Invoice issue date is mandatory | |
| Issue date cannot be older than 6 months | |
| No duplicated invoices are allowed for a single supplier to a buyer company (combination of supplier and document number) | |
| Invoice must not be future-dated | |
| Po must be in "Received" status within Tradeshift for the given supplier | - |
| - | Cost center is mandatory and must be valid (it has been communicated when you placed the order) |
| When adding allowances or charges please make sure you select one of the following options from the dropdown list: Freight cost for transport charges, Reason unknown for packaging charges and Taxes for carbon taxes. Typing in or selecting other allowances and charges is not allowed | |
| Either delivery date or delivery period is mandatory | |
| PO number is mandatory and must be the same at header and line level | - |
| The Invoice number cannot exceed 16 characters | |
| An invoice cannot equal 0 | |
| Freight costs should be included in the invoice line if they are on the PO. If not included, they should be in the header charges with the Reason code Freight Costs | - |
| Packaging Cost should be included in the header charges with the reason code Unknown | - |
| Carbon Tax should be included in the header charges with the reason code Tax | - |
| Suppliers can only create invoices to Sodexo. Quotes and purchase orders are blocked when selecting the bill-to, prepayment and proforma invoices are blocked when trying to send them. | |
| Either PO number or cost center is mandatory at header level | |
| The PDF invoice has to be attached in the electronic invoice to be valid | |
| Due date cannot be prior to the issue date | |
| When using VAT 0% add a comment with the correspondent article | |
| If you are supplying Canary Islands, you may need to use a 7% tax rate which does not exist by default in Tradeshift. You may add it manually to your user defined taxes by clicking on the tax field | |
| If you have a maintenance contract the reference should be mentioned on live level | |
Credit Note Validation Rules
| Credit Note | |
|---|---|
| PO | NO PO |
| A supplier legal or tax ID must be registered or known in the Sodexo master data before starting process | |
| Credit note issue date is mandatory | |
| No duplicated credit notes are allowed for a single supplier to a buyer company (combination of supplier and document number) | |
| Credit note must not be future-dated | |
| - | Cost center is mandatory and must be valid (it has been communicated when you placed the order) |
| When adding allowances or charges please make sure you select one of the following options from the dropdown list: Freight cost for transport charges, Reason unknown for packaging charges and Taxes for carbon taxes. Typing in or selecting other allowances and charges is not allowed | |
| Po number is mandatory and must be the same at header and line level | - |
| The credit note number cannot exceed 16 characters | |
| A Credit note cannot equal 0 | |
| - | If a Credit note has no invoice reference the cost center is still mandatory |
| - | If a Credit note has no invoice reference and is related to Rebates select reason code "Reason unknown" |
| Freight costs should be included in the credit note line if they are on the PO. If not included, they should be in the header charges with the Reason code Freight Costs | - |
| Packaging Cost should be included in the header charges with the reason code Unknown | - |
| Carbon Tax should be included in the header charges with the reason code Tax | - |
| Suppliers can only create credit notes to Sodexo. Quotes and purchase orders are blocked when selecting the bill-to, prepayment and proforma invoices are blocked when trying to send them. | |