- Get Started with Tradeshift
- How-to videos
- Get Sodexo assistance
- Belgium 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 an invoice without PO
How to submit a multi-tax invoice without PO
How to submit an invoice with additional cost without PO
E-invoicing with a PO
How to submit an invoice with PO
How to submit a partial invoice, with reference to a PO
How to submit an invoice with PO additional cost
3. Get Sodexo assistance
If you have a specific question or require support (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 BE.Tradeshiftonboardingsupport@sodexo.com to reach out to Sodexo.
4. Belgium 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 | |
| Supplier must inform Sodexo (local.accounting.BE@sodexo.com) about changes in their master data (e.g. Legal entity, VAT number, address, bank details) in order to replicate changes in Sodexo ERP | |
| Invoices with the same reference number cannot be submitted in Tradeshift | |
| Invoice issue date is mandatory and must not be future-dated | |
| Po will be in "Received" status in Tradeshift for the given supplier | |
| Cost center BEXXXXXX is mandatory and must be mentioned in the invoice (it can be communicated before or when you placed the order) | |
| When adding allowances or charges please make sure you select the following option from the dropdown list: Freight cost for transport charges, Reason unknown for Empties charges. 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 | |
| PO line ID is mandatory and must be at the line level | |
| The invoice number cannot exceed 16 characters | |
| An invoice cannot equal to 0 | |
| Packaging Cost should be included in the header charges with the reason code Unknown | |
| Empties Cost should be included in the header charges with the reason code Unknown | |
| Suppliers can only create invoices in Tradeshift. All other documents won't be accepted | |
| Either PO number or cost center BEXXXXXX is mandatory at header level | |
| The PDF invoice has to be attached in the electronic invoice to be valid | |
| Due date is optional. It won't be considered as payment date and cannot be prior to issue date | |
| When using VAT 0%, add the "Optional field" and select "Tax exemption reason". After add a comment with the correspondent article | |
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 | |
| Supplier must inform Sodexo (local.accounting.BE@sodexo.com) about changes in their master data (e.g. Legal entity, VAT number, address, bank details) in order to replicate changes in Sodexo ERP | |
| Credit note issue date is mandatory | |
| Credit notes with the same reference cannot be submitted in Tradeshift | |
| Credit note must not be future-dated | |
| Cost center BEXXXXXX is mandatory and must be valid (it has been communicated when you placed the order) | |
| PO line ID is mandatory on the line level | |
| When adding allowances or charges please make sure you select the following option from the dropdown list: Freight cost for transport charges, Reason unknown for Empties charges. 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 to 0 | |
| If a Credit note has no invoice reference the cost center is still mandatory | |
| 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 | |
| Empties Cost should be included in the header charges with the reason code Unknown | |
| Suppliers can only create credit notes. All other documents won't be accepted | |
5. Top Questions from Sodexo Suppliers
- What are the benefits of using Tradeshift?
- Is there a cost for the supplier using Tradeshift?
- Is using Tradeshift mandatory?
- Where can I find Sodexo support?
- As a supplier, do I need a purchase order or a cost center to submit my electronic invoice on Tradeshift portal?
- How can I get a purchase order number or a cost center to submit my electronic invoice on Tradeshift portal ?