Documents & Connections

Look in this category for answers to questions regarding document contents, connections and validation rules.

How will I know if my invoice meets HSBC Group`s criteria?

You will receive real time notifications of any missing or mandatory invoice information prior to submission of your invoice. For a list of invoice validation rules, please see this article. ...

250 0 Created on 2017-01-13 14:12:00; Last updated on 2022-07-01 13:00:48

Can suppliers submit invoices to other customers via the same network/portal?

Yes, Tradeshift is an open business to business (B2B) network. You can search for other recipients (Customers) to whom you may provide goods/service in Tradeshift Network and if found, invite them to be part of your B2B network....

242 0 Created on 2017-01-13 14:12:27; Last updated on 2022-07-01 13:00:48

How do I track my invoice?

It is possible to see a history of  all documents sent via the platform...

242 0 Created on 2017-01-13 14:12:56; Last updated on 2022-07-01 13:00:48

Can I print a copy of the invoice?

Yes, a PDF copy can be downloaded from the Tradeshift. Simply navigate as follows 'Documents/Select required document/Other actions/Print'....

237 0 Created on 2017-01-13 14:13:24; Last updated on 2022-07-01 13:00:48

How do I know which legal entities I am connected to on Tradeshift?

The HSBC Group legal entities in your Tradeshift network can be found under the network menu option on the Tradeshift platform....

234 1 Created on 2017-01-13 14:14:00; Last updated on 2022-07-01 13:00:48

Is it possible to check our invoice status* on the network/portal?

Yes, invoice status updates are passed to Suppliers via the Tradeshift portal. Simply navigate as follows  'Log in / Click Documents / Select required document'. *Real-time status of an invoice is limited in Germany....

216 0 Created on 2017-01-20 09:43:30; Last updated on 2022-07-01 13:00:48

Will I receive attachments with HSBC Group Purchase Orders*?

Any attachments will be delivered (via email) directly with the Purchase Order sent from HSBC Group's Procurement system, but not currently via the Tradeshift platform. Please ensure you share the correct PO recipient email address with HSBC Group. *Purchase Order / "PO Flip" processing not c...

278 0 Created on 2017-01-20 14:52:23; Last updated on 2022-07-01 13:00:48

Are Duplicate invoice numbers accepted?

No, duplicate invoice numbers are not accepted, and if received will be rejected by Tradeshift as a result of validation checks....

205 0 Created on 2017-01-20 14:55:56; Last updated on 2022-07-01 13:00:48

Can I send attachments with my invoices?

Yes, maximum 4 attachments of 3Mb each are allowed.Accepted attachment types - Jpeg, Tiff, BMP, PNG, img, pdf (Excel accepted in Germany only)....

253 0 Created on 2017-01-20 14:56:34; Last updated on 2022-07-01 13:00:48

What happens to an invoice when it is successfully submitted through Tradeshift but rejected by HSBC Group?

If the invoice is invalid it will be sent directly back to the supplier. However if the issue is a price / quantity mismatch HSBC Group will first attempt to resolve the issue internally...

248 0 Created on 2017-01-20 14:59:18; Last updated on 2022-07-01 13:00:48

How do I submit invoices for HSBC Group entity abroad?

The current scope for Tradeshift is domestic invoices only. Foreign invoices must follow the current local procedure. It is our future intention to standardise invoicing internationally and we will further communicate when appropriate. ...

235 0 Created on 2018-06-25 10:20:38; Last updated on 2022-07-01 13:00:49

Can I submit PO and non PO invoices through Tradeshift?

HSBC Group is transitioning to a full PO compliance operating model and therefore all HSBC Group requisition requests should reference a PO number generated by Fusion (HSBC Group's purchasing system).  Some suppliers have approved exception status* whereby a PO is not mandatory (this must b...

300 2 Created on 2018-06-25 10:24:30; Last updated on 2022-07-01 13:00:49

Do I need to invoice against a specific HSBC Group entity?

Yes, the Purchase Order* and invoice entity must match, otherwise the invoice will be automatically rejected by the system as a result of validation checks.* Purchase Order / "PO Flip" matching not currently available in Germany...

242 0 Created on 2018-06-25 10:40:25; Last updated on 2022-07-01 13:00:49

Can a Purchase Order* be split into more than one invoice?

Yes, PO's can be raised for goods and services to cover multiple invoices across a certain period of time.After goods have been receipted, invoices will be paid until the approved limit of the purchase order has been reached. * Purchase Order / "PO Flip" processing not currently available in ...

216 0 Created on 2018-06-25 10:43:29; Last updated on 2022-07-01 13:00:49

Can the invoice value amount be adjusted by a supplier? And what does a supplier need to do when the invoice value amount on the PO* is incorrect?

Suppliers are not able to adjust the invoice amount (unless it is a partial Invoice).  If an adjustment of Quantity or Price is required, please contact the HSBC Group representative who raised a PO in Fusion (HSBC Group Purchasing system). Incorrectly submitted invoices can also be retract...

233 1 Created on 2018-06-25 10:44:52; Last updated on 2022-07-01 13:00:49

How do I prepare for a new HSBC Group business entity?

HSBC Group have added a new legal entity and therefore require you to accept the new connection. The following will guide you through the important steps you must take.Accepting the connection requestIf you have notifications turned on, you will receive an email similar to this:Simply accept the co...

261 3 Created on 2018-12-18 09:05:56; Last updated on 2022-07-01 13:00:50

HSBC Group Invoice Validation Rules

div.a { text-indent: 15px; } Validation rules ensure that the vendor provides information in all the required fields. HSBC Group can then process the invoice quickly and efficiently without any unnecessary exceptions or delay.  Header Level Validation Rules ...

3415 6 Created on 2019-04-12 12:37:22; Last updated on 2022-07-01 13:01:08

How do I view my Purchase Orders within the Tradeshift platform?

Purchase Orders / 'PO Flip' processing not currently available in Germany.  You can view your POs in the Task List or Document Manager App within the Tradeshift Platform. Task List: Document Manager:  Sort: In Document Manager view, you can sort by Document Type in Ascending or Descending ord...

2799 2 Created on 2019-09-25 15:18:13; Last updated on 2022-07-01 13:01:10

How do I flip a PO into an invoice?

Purchase Order / 'PO Flip' processing is not currently available in Germany.  To "flip" the Purchase Order into an Invoice, simply click the 'Create Invoice' button on the Purchase Order screen.  Auto-transfer of PO details to the invoice Do NOT change the recipient during PO flip as it wil...

6825 4 Created on 2019-09-26 11:14:43; Last updated on 2022-07-01 13:01:10

How do I create a non-PO invoice?

Navigate to 'Create Documents' app.  This option should be used to create Non PO invoices only. Click on Invoice.  Select the correct Legal Entity for the invoice (you might need to type in "HSBC"). If in doubt, please refer to your Contract or HSBC Group contact.  Complete the invoi...

6119 4 Created on 2019-09-26 13:39:29; Last updated on 2022-07-01 13:01:10

How do I create a Credit Note?

1. Locate the Invoice to be credited  Credit Notes must ALWAYS reference an invoice that exists on Tradeshift. Search for submitted Invoices in Document Manager for which you want to create a Credit Note.  Click document to view it.  2. Create Credit Note Click on Create Credit Note. 3....

4214 0 Created on 2019-09-26 14:13:20; Last updated on 2022-07-01 13:01:10