voxel (bavel) webbilling guide data entry_prov… · that the recently sent invoice is in the send...

Subject: Voxel (baVel) Webbilling Guide

Date: 30/09/2015 Version:2015-V1

Source: GFS-APWS Page: 1 of 29

Global Finance Services Europe Strictly Confidential

VOXEL (baVel)

WEBBILLING GUIDE


Date: 30/09/2015 Version:2015



CONTENTS

CONTENTS ................................................................................................................................................... 2

1. HOW TO REGISTER IN VOXEL? ............................................................................................................ 3

1.1 WHAT SHALL WE DO IF THE CIF ALREADY EXISTS IN BAVEL? .......................................................... 6

2. HOW TO CREATE AND SEND INVOICES? .............................................................................................. 9

2.1 SENDING THE INVOICES INDIVIDUALLY ................................................................................................10

2.2 HOW TO SEND INVOICES MASSIVELY? .................................................................................................13

2.2.1 Creation of CSV file .................................................................................................................14

2.2.1.1 Macro using the Supplier Finance Web (Recommended option) .......................14

2.2.1.2 E-billing Site Macro.............................................................................................................17

2.2.2 HOW TO IMPORT THE FILE IN THE E-BILLING PLATFORM .........................................................21

3. HOW TO CHECK INVOICES? ...............................................................................................................24

4. HOW TO ACCESS VOXEL ONCE THE ACCOUNT HAS BEEN ACTIVATED? .............................................26

ANNEX 1HOW IS THE MACRO CONFIGURATION CHANGED IN ORDER TO USE IT? ......................................27


Date: 30/09/2015 Version:2015



1. HOW TO REGISTER IN VOXEL?

In order to register in the Voxel baVel Group platform and start with the

electronic invoicing, the following steps must be followed:

a) Access the electronic invoicing

At the Supplier Finance Web (http://www.ecobill.net), click on the Electronic

Invoicing tab and then on the Access to E-billing icon which will direct us to the

registration page on the platform.

b) Company details

Once the button Access to e-billing has been clicked on, the following window

will be displayed asking for confirmation of our fiscal and commercial details. In

the event of there being any incorrect information, this can be directly modified.

http://www.ecobill.net/


Date: 30/09/2015 Version:2015



Once the details have been checked, accept the CIF number (tax number) being

displayed by clicking on the check for this purpose and then continue to the

following window

c) Contact details

Fill in the boxes with the required information.

The fields marked with a red star (*) are mandatory.

d) Confirmation of the registration

Click the box I accept the service conditions placed on the lower right part of

the window, and then click on the Next button.


Date: 30/09/2015 Version:2015



e) Welcome to baVel

Click on login activation and thus we can create a username and password to

access the platform.

The access passwords we wish to associate to our ebilling account must be

indicated.


Date: 30/09/2015 Version:2015



1.1 WHAT SHALL WE DO IF THE CIF ALREADY EXISTS IN BAVEL?

If after confirming our details the platform detects that the CIF number is already

in its database, the following window is displayed in order to prevent duplications

in the system.

Check the details displayed on the window and select from:

Yes, I belong to this company

By clicking on this button, the centres that baVel has in its database will be

displayed:


Date: 30/09/2015 Version:2015



There are two possibilities:

Yes, I am this property: This option must be selected if our details are the same as

those displayed on the window.

I belong to this company but I am none of these properties: Select in the event

our centre is not displayed.

a) Yes, I am this property

The option I have no user name/password is recommended.

Voxel will require a series of details in order to send an email with a link and the

steps to access the passwords.

In the event of having the access passwords, indicate the username and

password.

If on the other hand, we have a username but not a password, select the Remind

me of my username and password option.


Date: 30/09/2015 Version:2015



b) I belong to this company but I am none of these properties

Fill in our centre details:

Upon filling in the details and clicking on Next, the username and password

creation window is accessed in order to Access the platform (See section 1.e Welcome to baVel)

I do not belong to this company

If after checking the details provided by Voxel we verify that we do not belong to

any of those centres, select the option: I do not belong to this company


Date: 30/09/2015 Version:2015



This window will be then displayed:

Upon completing the details and clicking on Next, the username and password

creation window will be accessed in order to access the platform (See section 1.e Welcome to baVel)

2. HOW TO CREATE AND SEND INVOICES?

There are two options to send invoices:

Send them individually

Massively

Recommendation: It is best to issue one invoice per booking in order to

make the accounting, reconciliation and payment of the same easier.


Date: 30/09/2015 Version:2015



2.1 SENDING THE INVOICES INDIVIDUALLY

Upon accessing the site, select Creation of a manual invoice in the main menu

To create and send a manual invoice follow the three simple steps below:

1. Fill in the header details

2. Register the invoice details

3. Check and send the invoice

STEP 1: Fill in the header details


Date: 30/09/2015 Version:2015



Fill in the required details on this window:

- Issuer: Indicated by default

- Receiver: Indicated by default (I we worked with more than one company the

correct one must be selected)

- Invoice number: Identification number of the invoice

- Type of invoice:

o Commercial: Corresponds to an original invoice

o Rectification: Rectification or credit invoice

- Invoice date: Select the desired date from the pull-down menu

- Invoice Total amount: Total amount of the invoice

- Currency: Select the currency desired

- Detail lines with tax included: Mark if applicable that the fees include tax or

more than one type of % of tax.

- Indicate the tax % for all the lines: Mark in the event of not including tax

To continue with the registration of the invoice click on: Input details

To eliminate the details we have input click on: eliminate current invoice

STEP 2: Input the details of the invoice

In order to introduce the invoice services, select the icon: New line and the

following window is displayed to be filled in:


Date: 30/09/2015 Version:2015



- Internal reference: Reference or booking number of our system. This field is

not mandatory.

- Hotelbeds localiser: Booking with a specific structure:

Office-Booking-Control Digit or Office-Booking in some cases. (Examples: 1-

123456-58 or 1-123456). They are shown in the booking requests sent

- Customer name: name of the booking holder

- Start date: Date when the service started.

- End date: Date when the service finished.

- Comment: Input additional information. This field is not mandatory.

- Number of rooms or pax: Indicate the number of rooms or people in the

service

- Booking detail. Service description (example: Twin, triple, etc)

- Unit price: Price per person or room of the service provided.

- Discounts: Amount to be discounted in the event that this is applicable.

- Tax %: Indicate the percentage of the tax applied

- Tax: By clicking on the amount is automatically calculated.

- Type of tax: Select the type of tax using the pull-down menu

Once we have all the data input click on

What should be done if there is more than one booking, fee or tax %?

More lines should be input in the invoice, repeating the process by clicking on the

New Line button. There is no line limit.

STEP 3: Check and send the invoice

There are various options/actions to check it:

1) View the invoice before it is sent: Button

2) Modify any booking details

3) Eliminate all the input invoice details


Date: 30/09/2015 Version:2015



At the same time it is important to take into account that the Total declared at

the invoice head should be the same as the Total accumulated in the invoice

details.

If these two amounts are not the same the platform will not allow sending the

invoice.

In order to solve this the header details or invoice

details must be modified for the amounts to be the same.

Finally, once we have all the details revised click on button

Once our invoice has been sent the following message will be displayed, indicating

that the recently sent invoice is in the send queue and once it is processed it will be

found in the Digital Records section (See section 3. How to check invoices)

2.2 HOW TO SEND INVOICES MASSIVELY?

In order to send various invoices at the same time the following must be carried

out:

a) Create a CSV file with a specific structure

b) Import it to the electronic invoicing platform.


Date: 30/09/2015 Version:2015



2.2.1 Creation of CSV file

There are two options in order to create the file:

a) Use the Macro available in the Supplier Finance Web (Recommended

option)

b) Use the Macro available in the e-billing platform

What is a CSV file? This is a type of document created using Microsoft Excel.

It allows creating files with the specific structure and format required by the e-

billing platform.

2.2.1.1 Macro using the Supplier Finance Web (Recommended option)

Once in the Supplier Finance Web (www.ecobill.net), Access the Electronic

invoicing section and then click on Macro

This section includes a tool that will enable the creation of the CSV file without

any error

The top left corner shows the pre-configured options which will determine the CSV

file format.



Date: 30/09/2015 Version:2015



The Decimal point and the Date format change based on the regional

configuration of our computer. We should indicate the values predetermined in

our computer.

Activate the B2B booking in case this connectivity is used, that is to say,

that the bookings are automatically integrated in our system

Steps to fill in the macro

1. Click on the button located in the lower left corner of the window

to create a new line.

A second line will be displayed in grey and the first one will always be displayed in

pink.

The column header indicates the information required to create the invoices:

- Invoice Type: Go to the first box and select between FR (rectification invoice)

and F (Original Invoice)

- Invoice Number/ Rectification invoice number indicate the number of the

Original Invoice or that of the rectification invoice.

- Amended reference: This field should only be filled in if we are loading a

rectification invoice, where the number of the invoice that it is being rectified

should be indicated. If this is not the case it should be left blank.

- Invoice date: Take into account that the date of invoice has to be the same or

after the checkout.

- Booking number: Localiser number of the booking being invoiced.

- Description: Type of service invoiced.

- Pax leader: Name of the holder of the booking - Check-in date: Date when the service started. A calendar is displayed. - Number of rooms or pax: Indicate the number of rooms or people of the

service - Unit price: Indicate the service (TAX included and not indicated the currency


Date: 30/09/2015 Version:2015



- Currency: Select the corresponding currency

- Tax %: Indicate the percentage of the tax to be applied

- Type of tax: Select the service tax - Total: The total of the line will be displayed as it is automatically calculated.

2. Repeat the process as many times as there are bookings, fees or % by

clicking on the button

If once all these fields have been filled in and we wish to eliminate the

invoice the icon shown at the end of the line should be clicked on.

Also you can import massively any information on the macro directly from

an Excel sheet with 97-2003 format

We refill the information in an Excel with the same structure and saved it in an

Excel 97-2003

And you will be able to see the information ready to be imported in CSV file


Date: 30/09/2015 Version:2015



3. Save the file in your computer by clicking on the Save button: To

upload the file to the e-billing platform (See section2.2.2 How to import the file in the e-billing platform)

2.2.1.2 E-billing Site Macro

In order to use the macro, you must first download the latest version from the e-

billing site.

Route: WebBilling > Import invoice file-> Macro for the creation of a file

Once the macro has been saved on the PC it must be enabled. This is a step that

should only be carried out the first time it is used. (See how: Annex 1)

From this moment it can be used following the steps below:

- Open the document: Upon opening the document an example lines will be

displayed in a blue background.


Date: 30/09/2015 Version:2015



- Register our invoices: Fill in the below fields required:

If the invoices include connectivity bookings, first of all we have to click on the following check box

The column header indicates the information required to create the invoices:

- Invoice type: Go to the first box and select between FR (rectification

invoice) and F (Original Invoice)

- Invoice Number/Rectification invoice number Indicate the number of

the Original Invoice or that of the rectification invoice.

- Invoice reference: This field should only be filled in if we are loading a

rectification invoice, where the number of the invoice that it is being

rectified should be indicated. If this is not the case it should be left blank

- Invoice date: Take into account that the date of invoice has to be the same

or after the checkout.

- Booking Number: Localiser number of the booking being invoiced.

- Description: Type of service invoiced

- Customer name: Name of the holder of the booking - tart date: Date when the service started. A calendar is displayed. - Number of nights: Number of nights and duration of the service - Number of rooms or pax: Invoicing can be carried out by the number of

rooms or persons indicated in the service offered - Unit price: Price per unit - Currency: Select the currency to be used.

- Tax Rate : Indicate the percentage of the tax to be applied

- Tax type: Select the correct tax in the dropdown list

- Total: The total of the line will be displayed as it is automatically calculated.


Date: 30/09/2015 Version:2015



Data validation: Click on icon that will verify if the format of the data is correct.

In the event that there are format errors these will be displayed in red and

if the mouse is hovered on the cell an explanatory message is displayed.

- See some examples:

The errors can be modified directly on their cells, changing the specific data as we see on the examples:

Once the errors have been corrected, click on the icon so the content is checked for errors again.


Date: 30/09/2015 Version:2015



Take note that the first blue line it is just an exemple and we can not

eliminate it.

a) Save file: When there are no errors in the file, upon clicking on

a window to save the document using the appropriate format

(CSV coma delimited) will be displayed

The file will be saved with the CSV format

It is important to take into account that if the CSV file is opened once it has

been created, the date format may change, which will originate in an error

when importing it to e-billing.

If once created the document needs to be opened it should be done using the

Notepad as shown below:


Date: 30/09/2015 Version:2015



2.2.2 HOW TO IMPORT THE FILE IN THE E-BILLING PLATFORM

After saving the CSV, access the e-billing site, WebBilling section on the main menu

and click on the option: Import Invoice File

Once on this window, click on browse, select the CSV file and then the option:


Date: 30/09/2015 Version:2015



It will be displayed in Imports in process for a few seconds while all the

invoices are being uploaded:

Once the file has been correctly uploaded it can be found in the Imported files

tab

Partial import what is it? and what to do? This happens when we have

imported a file including invoices that have been uploaded and others that havent.

They are displayed under the option Partial imports

This is due to two reasons:

1) Booking number error: The booking number is invalid/incorrect. In this

case this is an error that can be solved.


Date: 30/09/2015 Version:2015



Upon clicking on Edit the following window is displayed:

By clicking on edit again, the booking number can be modified:

If there are various bookings in the same invoice by clicking on Modify all they

could be modified at the same time.

Once the modifications have been made, click on Save and the invoice will then go

to Documents sent in the Digital File section (see section 3. How to check invoices)

2) There is already an invoice in the manager: An invoice with the same

number has already been uploaded and duplications are not accepted.

This is an error that cannot be solved. If we click on edit at the end of the

line:


Date: 30/09/2015 Version:2015



The following window is displayed where the type of error is indicated which

cannot be solved or edited from the platform.

Therefore, we have to make sure that we are not duplicating the number and

change the invoice number in the file. (Open it with the Notebook)

These invoices will go to Retained Documents and can be eliminated there. (see section 3. How to check invoices)

3. HOW TO CHECK INVOICES?

All the invoices sent will be left in the section: Digital Archive -> Sent

Documents


Date: 30/09/2015 Version:2015



For the search of the correctly issued invoices, the platform provides a search

engine with different filters:

If we wish to see how many invoices we have sent in a period of dates the

should be used. The options allow searching by invoice

number.

The example below would be the result of a search:

The green symbol indicates that the invoice has been correctly sent. In the

event of wishing to view it click on the icon


Date: 30/09/2015 Version:2015



How to download invoices? Using the options Download all or

Download selected

What are the retained documents? They are the invoices that have been

unable to be sent.

If the invoice sent had any error it would be provisionally retained for it to be

edited and sent again. (See section 2.2.1.1 How to import the file in the e-billing platform)

4. HOW TO ACCESS VOXEL ONCE THE ACCOUNT HAS BEEN ACTIVATED?

Remember that in order to access the electronic invoicing platform for the first

time it is necessary to complete the previously explained registration process.

Once completed, use the site Supplier Finance Web (www.ecobill.net), option E-

billing >> Access to E-billing



Date: 30/09/2015 Version:2015



ANNEX 1HOW IS THE MACRO CONFIGURATION CHANGED IN ORDER TO USE IT?

Microsoft Excel 2003

Upon opening the file, an automatic security message is displayed, indicating that

the document is disabled until the security settings are configured.

To configure the security settings of the macro go to Tools, Macro and the

Security


Date: 30/09/2015 Version:2015



In this security window, select the level: Low + Accept

The macro will have been enabled and can now be used.

Excel 2007/2010

When opening the file a security warning bar is displayed.


Date: 30/09/2015 Version:2015



To configure the level of security of the macros select Excel Options

A window will be displayed, select Trusted security and then Configuration of

the trusted centre.

Here click on Macro configuration and then Enable all the macros + Accept

The macro has been enabled and can now be used.