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Easily create and send electronic invoices to Repsol through Adquira Marketplace, optimizing your purchasing-sales processes. Create invoices, upload via Excel, attach files, and manage errors efficiently.
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ELECTRONIC INVOICING FOR REPSOL (ADQUIRA MARKETPLACE)
CONTENTS • WHAT IS ADQUIRA MARKETPLACE? • ELECTRONIC INVOICING • Create invoices through the MKP platform • Creation of a Single Invoice • Uploading of invoices through an Excel File • Mass Annexing of Files to Invoices • Copy of Invoices • Send electronic invoices through a PDF • Individual creation • Multiple creation of invoices from a PDF • Send electronic invoices in e-invoice format • MANAGEMENT OF ERRORS
Adquira Marketplace is a virtual market where purchasing companies and suppliers can easily do business, by optimizing purchasing-sales processes. • Adquira Marketplace offers you the possibility ofsending electronic invoices to REPSOL, both in e-invoice format and in image format through a PDF file, or generating your electronic invoices through the Adquira MKP platform.You can only send a single invoice per file (XML or PDF) both for e-invoice format and for PDF format. • WHAT IS MARKETPLACE?
ELECTRONIC INVOICING • Create invoices through the MKP platform • Creation of a Single Invoice To do this, select the Create invoice option and a drop-down menu will be displayed. Select create invoice and then the invoice without order option.
Start by selecting the business group and then the purchasing company to which you want to issue the invoice.Then press select and start to fill in the header data of your invoice.
Once all the data of the document have been included, you can also be informed if the data corresponds to the order. The following two fields are available to do this: • Order number: Indicate the order number provided by Repsol • Project ID : here you can include the data of the project (not compulsory) • Type of supplier: Indicate if you belong to any of these groups: • R. Petroleum. Industrial Complexes • Engineering Centre • “Management Area”: if you select the Type of supplier, it will be compulsory to mark one of these options: • Without associated cost centre • Cartagena (HCAR) • Coruña (HCOR) • Puertollano (HPLL) • Tarragona (HTAR) • Engineering Centre
Then by selecting in Store changes, will take you to a reminder that your invoice does not have any lines. You should therefore add them by selecting the add button at the line level. The compulsory fields should be completed for each line, marked with * If applicable, fill in the Other purchase documents field, in which you should register the order/certificate/maximum contract or order from Engineering Centre. This field has a length of between 11 and 30 alphanumeric characters.
Once all data of the invoice have been included, Store the invoice. You can attach files to be filled in (if necessary). To do this, go to the ATTACHMENTS tab and select ADD. Once the corresponding file/s have been included, Store the invoice. At the header level of the invoice, you will see the option to send to Repsol. (without having to sign the document). Finally, press Send to send the invoice to Repsol.
Uploading of invoices through an Excel File Several invoices can be created at the same time, based on an Excel template. Select the Create invoice option and the upload file option. A screen will appear, through which you can access to download the template, which should have been completed, bearing in mind the specific fields for REPSOL.
Mass Annexing of Files to Invoices For invoices issued to Repsol, files can be attached to several invoices at the same time. To do this, select create invoice and upload the file in the drop-down menu. Then select in type of action, the mass uploading of attachments to invoices. You can also select the draft invoices and select in upload attachments. This button will take you to a screen, where you can select the Excel file to be uploaded:
With the button Select file, you can select the Excel file with the list of invoices and files to be annexed. You can also download a template to see the required format of the file. The data required to be included in the file are: • Invoice Number • File name The file will have the following format: On selecting the Excel to be uploaded, the name of the selected file will appear in the table, along with its size, enabling the Upload File button.
Once the Excel file has been uploaded and as long as no problems are encountered in processing, confirmation will be requested to continue the uploading process. By pressing Yes, will take you to the screen to upload each attachment of the invoices, where you should press the Select Files button. You can then select the documents to be attached to invoices from your computer.
Once the attachments have been selected, a list will be displayed with the selected files. On selecting upload files, a confirmation of the uploading result will be given.
Once the files have been uploaded, they are located in the corresponding invoice in the Attachments section.
Copying invoices The feature is available of Copy invoice once the invoice is signed by accessing it. This option is available for invoices created from the, without reference to order mode and which are in any status except In Draft.
When this option is pressed, the invoice will be copied., meaning that the form with the same content as the initial invoice will be copied, but in draft status and with the invoice number field empty. In this way, a new invoice can be created.
Sending invoices through a PDF • Individual creation Through Marketplace, you can send invoices created from a PDF document to the Repsol system. To do this, in the invoice creation wizard, you should select the upload file option. In Type of action, select Creation of invoices based on legal documents. Then select the PDF file to be sent to Repsol.
Once selected, press upload file. A screen will then appear where you should include the data required to manage the document: Purchaser, invoice number, tax base, Date of invoice, etc. Once these data have been filled in, press store to create the invoice document.
The invoice document will be created in Signed status (without having to sign it again). The PDF, attached initially, will be sent to Repsol as a legal invoice document. Therefore, once you have pressed the send option, the PDF document will be sent to the Repsol PDF reception system, where it will be validated and managed.
Before sending the invoice, you can attach files to it. On accessing the invoice, you will be sending the invoice. You can also download the invoice, delete it (if it has not been sent), etc.
Multiple creation of invoices from a PDF In Marketplace, you can also create several invoices from PDF simultaneously. To do this, select the Multiple reception of invoices in PDF format in the invoicing Wizard. You should prepare an Excel file based on the template found in Marketplace, where you can provide the invoice number, date of invoice, Tax number of the purchaser, name of the PDF, currency and amounts.
By selecting the icon on the right-hand side, you can select the file to be uploaded. Once you have selected the file with data from the invoices to be uploaded, press the Upload File button, to start creating invoices.
Once the file has been processed, you will be asked for confirmation to start uploading PDF files corresponding to each invoice. Then select accept and go on to select the PDF files that you indicated beforehand in the previous Excel file.
After uploading, Marketplace will display the invoices issued. Search the uploaded invoices, and if you have selected the correct data, the pdf will be correctly attached to the invoice, otherwise an error will be shown. In any event, Marketplace will process the invoices. You can access the result of the upload by selecting uploaded invoices / files and then on the file you have uploaded.
The invoices will be in signed status. Any invoices of which PDF files were not found, either because they were not selected, or because the PDF name was incorrect, will be identified with an exclamation mark, showing the message “Invoices pending attachment of the legal document.” You can access invoices that are identified as having an error, in order to attach the correct PDF document or delete them, as the send option will not be available until a valid PDF is included. Remember that the PDF created by Marketplace is empty. Similarly, for all invoices created in this way, you can include documents to complement the invoice, as appropriate, through the Attachments section.
Access the corresponding invoice and replace the PDF. To do this, select the existing PDF (Empty), press delete and then include the correct PDF with the Attach Legal document button.
Once the PDF has been attached correctly, the option to send the invoice will be shown.
Sending electronic invoices in e-Invoice format. Through Marketplace, you can send invoices without reference to an order, uploaded from a signed or unsigned e-Invoice, from which the information is extracted. In this case, a signed or unsigned XML file is uploaded. This document is stored as the legal document of the invoice, hence it will not require the digital signature of the invoice. For all invoices created in this way, the final status will be Sent. To create a single invoice, upload the XML from the Creation of invoices based on legal documents option, which is found in the Invoice Creation Wizard.
Once the XML is uploaded, the invoice is created in signed status, and then sent so that it is registered in the Repsol systems. You can also upload invoices with XML documents by using a compressed file (ZIP), in which you can include either an XML document or several. To do this, use the Creation of invoices based on legal documents option.
With the select button, you can attach the zip containing the documents to be uploaded. It is important to remember that one invoice per uploaded XML document will be created. Once selected, press Upload file. Then access the Reports menu in the uploaded file invoices link and select the uploaded ZIP file. PressSee Details and Marketplace will display the result of uploading XML documents included in the ZIP file.
In the details, you will see the result of the upload and the invoices uploaded correctly. From this same screen, you can manage invoices, to send them to Repsol, or access each of them if you wish to attach an additional document.
MANAGEMENT OF ERRORS All errors, whichmayhaveoccurred in receivinginvoices, willthen be detailed.
