FAQs

Tungsten Network is a service provider not just a technology company. Our service encompasses:

A global solution: Tungsten Network enables organizations around the world to exchange invoices electronically. Organizations benefit from a cross-border invoicing, international supplier enrolment and customer support.

Expert implementation: Tungsten provides an ‘out-of-the-box’ solution, meaning that no extra hardware or software needs to be installed. Our solution leverages the existing process and technologies, using existing data formats.

The Tungsten Network implementation and mapping team will manage the integration with you and your customers’ or suppliers’ accounting systems. Tungsten Network works with several thousand different formats, including all the major ERP and accounting systems.

Best-practice supplier enrolment: A successful e-invoicing campaign requires a high level of supplier participation. Tungsten Network works with buyers to manage their supplier enrolment campaigns, with a dedicated team that uses best-practice expertise to actively enrol your suppliers. The team is multinational, so customers can be supported in their local language and business culture.

“Supplier adoption was always going to be a critical issue for us. Clearly, without a critical mass of our suppliers on the network the initiative would be hard to justify. But we’ve enjoyed high levels of suppliers sign up, exceeding our expectations.” Computacenter.

Consultative program and account management: Tungsten Network’s dedicated Campaign Management team will manage the set-up of the program, using best practice expertise to ensure a successful launch. Our Account Management team works with you to ensure new targets are reached and new services offered optimise efficiency and cost savings.

Environmentally beneficial solution: Remove paper from your processes and you reduce your carbon footprint. Digital solutions are more financially stable and environmentally friendly solutions.

Tungsten Network’s electronic invoicing network was founded in 2000. Tungsten Network accelerates global trade for customers through:

• Tungsten Network: Electronic invoicing for connected supply chains
• Tungsten Network Analytics: Real-time information for better buying decisions
• Tungsten Network Early Payment: Supply chain finance for business growth
• Tungsten Network Workflow: Automatic PO matching, invoice status service and more

Yes. Navigate to ‘My Account’ > ‘Users’ > ‘View your users and their rights’. From here you can add new users, define their account capabilities and transfer administrator rights if necessary.

Yes, your Tungsten Network membership covers multiple connections.

Yes, but it is not recommended as it will also delete the Buyer’s payload and create confusion. It is best practice to raise a credit note (via the ‘Create invoice’ page) that mirrors the errant invoice, effectively canceling that invoice.

No. In this case you should raise a separate credit note (via the ‘Create invoice’ page) that mirrors the errant invoice, effectively cancelling that invoice. You will then need to raise a new invoice with the revised invoice data.

Yes. Whether you are purchasing Tungsten Network transactions or settling your account balance, Tungsten accepts American Express. When paying, simply choose ‘Amex’ as your ‘Card type’ and proceed as normal.

Integrated Suppliers are able to settle their accounts via BACS. Simply navigate to My Company > Company information > Your Tungsten Account and click PAY. You will then be able to follow the options to receive the necessary details to pay via BACS.

Web Form Suppliers seeking to purchase Tungsten Network transactions are not able to pay via BACS and will need a debit or credit card.

You can create and download reports for your invoices by using options listed under ‘Reporting’ on the header menu. Suppliers and Buyers will find different reporting options for invoices, submitted and received. There you can create custom reports.

Web Form Suppliers can purchase new transactions via the Tungsten Network portal. You can find the ‘Purchase Tungsten Network transactions’ page on the ‘Invoicing’ menu (the same menu that lists the ‘Create invoice’ page).

You are only able to reactivate invoices that have the status ‘Failed’. You can do this by navigating to the ‘Invoice status’ page under the ‘Invoicing’ menu (the same menu that lists the ‘Create invoice’ page). Choose a failed invoice or credit note from the list and select the ‘View details’ icon. Select ‘REACTIVATE INVOICE’.

To create an invoice from a PO you need to accept your POs by following the steps below:

1. Log in to your account.
2. Select “My POs” in “My PO summary” section click on “New“
3. Search/Select the PO from the customer you wish to invoice click on the green tick sign ☑.
4. Check your PO before you click on “Accept PO”
5. Once your PO is accepted you will be able to create your invoice from this PO#. You will need to fill the rest of the details for your invoice.

To add new Buyer alias, please follow the steps below:

1. Log in to your account
2. Go to “Customers” and click on “Customer relationships”
3. Choose your customer and click on edit icon next to your customer to add and save your Buyer alias

Please note that our system is case sensitive and will read any identifiers/Buyer alias from your file, when uploaded, exactly as it they have been entered into your account.

In order to add a new user to your Tungsten Network portal account, please follow the steps below:
1. Log in to your account
2. Click on your Company Name (top left corner)
3. On the left-hand side under “My company” > “Users” click on “View your users and their rights”

To change your password, please follow the steps below:

1. Log in to your account as the Administrator
2. Go to My Account
3. Click My profile
4. Click Change password

From here you can change your password. Please note: you will need complete multi-factor authentication in order to change your password.

To change the Administrator of your account, please follow these steps:

1. Log in to your account (using the Administrator’s email and password as only the Administrator can transfer rights)
2. Click on your Company Name (top left corner)
3. On the left-hand side under “My company” > “Users” click on “View your users and their rights”
On this page you will be able to edit/delete users or “transfer” Administrator rights.

The Invoice Status page in the portal shows you where your invoice is and what happens next. We receive status information from some Buyers but not others, so your invoice may not display all the statuses shown below. The workflow chart on an invoice’s status page tells you if more information will become available.

The possible statuses are:

Sent: This status only applies to invoices submitted via the ‘Create invoice’ page. Once sent, the invoice is registered and will display this status until it is processed
Accepted: The invoice has been processed successfully and is awaiting delivery to the Buyer
Failed: The invoice has failed validation. This most commonly caused by a processing error or missing data that is required by the system, country or Buyer
Rejected: Your Buyer has rejected the invoice. If your Buyer has provided more information, it will be in the invoice status area when you review this invoice
Exception: Your Buyer has indicated that there may be a problem with the invoice, which it is investigating. If it has provided more information, you will find it in the invoice status area when you review this invoice
Delivered: The invoice has been successfully delivered to the Buyer. If the Buyer does not have the invoice status service, you will not receive any further updates on this invoice

Connections can be made from within the Tungsten Network portal. To the right of the home screen there is a search field where you can ‘Find your customers…’ Simply type the name of your customer in this field, search and select your customer from the list. Alternatively, you can navigate to the Customer Connect page using the menu tabs (Customers> Connect with a Customer) or simply login to the portal and then put this link in the address bar: https://portal.tungsten-network.com/Forms/Registration/AddCustomer

In order to add a new customer to your customer list, we need your customer’s Tungsten Network account number. It is similar to your account number (starts with AAA as well).

To find your customer’s account number, please follow these steps:
1. Log into your account
2. Click on the “Customers” tab and click “Connect with a customer”
3. Inside the field, start typing your customer’s name and choose the correct one when they appear in the dropdown menu.
4. Once done, please click Connect. This will automatically notify Tungsten and we will proceed with setting up the relationship. After the connection has been set-up, you will receive an email, and you can start sending your e-invoices to your customer.

To create an invoice, you’ll need to follow these simple steps:

1. Head to the menu and select ‘Invoices > Create invoice.’
2. Select your customer, choose the type of document you want to create (invoice, credit note, or Invoice from PO).
3. Input your invoice number and click on the ‘Create’ button.
4. You will then be taken to a new page where you can submit your invoice line items. In addition, you’ll be able to create an invoice by converting a purchase order if your customer has enabled the PO convert feature. If your customer does not have PO convert enabled, you’ll have to follow the above steps
5. You may use the interactive guide (an “I” icon) provided on the bottom left corner of the home page to guide you on the invoice/credit note creation.

This will be sent to your billings contacts one month before your account is due for payment. You can also find it in the Tungsten Network portal, simply navigate to My Company > Company information > Your Tungsten Account.

You can find this information on the ‘Invoice status’ page under the ‘Invoicing’ menu (the same menu that lists the ‘Create invoice’ page).

Invoices with Tungsten Network:

• Sent – your invoice is waiting to be processed
• Accepted – Tungsten Network has processed your invoice and it has passed validation
• Delivered – the invoice is available for collection

Invoices with your Buyer:

• Received – the Buyer has collected the invoice and entered it into their system
• Approved – the Buyer has approved payment of the invoice
• Paid – the Buyer has paid the invoice

Exceptional invoice statuses:

• Failed – Tungsten Network attempted to process the invoice but it failed to pass our validation checks
• On hold – the invoice is on hold pending the completion of a standard approval process task. No action by the supplier is required at this time
• Rejected – the Buyer has rejected the invoice
• Exception – the Buyer has indicated there may be a problem with the invoice

To manage your contacts please follow the steps below:
1. Log in to your account
2. Click on your Company Name (top left corner)
3. On the left-hand side under “My company” > “Contacts” click on “View and manage your contacts”

Please follow the steps below in order to gain access to all options of your account:

1. Log in to your account as the Administrator
2. Go to My Account
3. Click My Company
4. Click Users
5. Click View your users and their rights
6. Find the relevant name on the list of users
7. Click the edit icon next to your name
8. Update any details and check the box “Allow Tungsten Network login”
9. Save the updates
10. Scroll up and click on the Access rights tab
Here you can select all the options you want to be available.

In order to raise a support ticket please follow the steps below:
1. Log in to your portal
2. Go to Help & Support section
3. Click on “Open a support ticket”

The only way to correct a “Failed” invoice is to resubmit a corrected version of the invoice with the same invoice number. This will overwrite the previous document.

If you do not want the failed invoice to appear in your reporting, you can open the invoice and click on the “Untrack” button. This will not change the status of the invoice, but it will prevent it from coming up in your statistics.

Please note that only the Administrator (as well as Tungsten) can transfer rights and not users.

To change the Administrator rights of an account please follow the steps listed below:

1. Log in to your account (using Administrator’s e-mail and password
2. Click on your Company Name (top left corner)
3. On the left-hand side under “My company” > “Users” click on “View your users and their rights”

On this page, you will be able to edit/delete users or “Transfer” Administrator rights

To update your remittance account details on your account, please follow the steps listed below:

1. Log in to your account
2. Click on your Company Name in the top left corner
3. On the left-hand side under “My company” > “Invoice information” click on “Remit details”

On this page you will be able to update your remittance details.

Hover over the ‘Help & Support’ tab in the top right corner to cascade the menu – select ‘View Tickets’. Your active requests will appear in a list. Use the ‘View’ icon to look at the requests and respond to them.

You can update or edit information pertaining to your Tungsten account, such as company name, address, your own user details, banking details, or even add and remove users. This can be done from the portal menu – just head to your account, the menu is located on the top right corner of the home page.

Please note: not all customers accept attachments. If you cannot follow the below steps, please confirm with your customer that they accept attachments via Tungsten Network. Each customer has different configuration, timeframe and format requirements that may affect these steps. If you have trouble, you can always raise a ticket with Tungsten Network support.

If you wish to add an attachment to your file, please follow the steps below:

1. Upload the file to which you want to add the attachment.
2. Wait for the system to process the file and for its status to become “Accepted”.
3. In your Tungsten Network portal account, click the Invoicing tab
4. Click Invoices pending attachments
5. Select the relevant file from the list

From here you can add the attachments and release it to your customer.

After clicking “Create invoice”, you will see a dropdown menu containing one of your account names. Simply click on the menu to select the correct account.

After you select the account (AAA#), click on the “customer” section to select your customer (In case that you don’t find your customer in the list and you see the customers from the other account, close the list and click once again on the “customer” section). You should be able to see a bigger list and your additional customers will be there. At the bottom of the list click “next” for the next page of the customer list.

Please note that not all Buyers allow invoice deletion. Some require you to issue a credit notes instead. You may need to consult with your Buyer to ensure they allow you to delete invoices from our system.

If you would like an invoice to be deleted, we need your customer’s written confirmation containing the particular invoices that need to be deleted.

Please raise a support ticket as soon as you receive the confirmation in order to for us to proceed with the deletion. Please attach the confirmation to the ticket.

When you reactivate your invoice or credit note, a green notification box will appear informing you that your invoice has been reactivated – it will include a link via which you can navigate to the new location of the invoice.

Also, you can find and edit the invoice in the ‘Saved invoices’ list on the ‘Create invoice’ page.

With e-invoicing from Tungsten Network there is no requirement to print or store paper copies of your invoices. Tungsten Network not only sends the invoice data to the buyer’s accounting system, but will also send a digitally signed PDF that can be used for workflow and tax audit purposes. This is the tax compliant invoice.

Tungsten Network stores every invoice that is submitted across the e-invoicing network in the invoice archive. All members of the network are able to access this archive 24/7 via the Tungsten Network portal.

To avoid sending duplicate invoices, the standard procedure in these cases is to obtain a written confirmation from your customer for any invoices that have to be resubmitted. Then we can easily reprocess the invoices on your behalf.

Please check the status of any invoices in question. If the status is “Delivered” and your customer is not able to find/see them, raise a support ticket.

Once you obtain the confirmation from your customer, please raise a new support ticket and attach the email (including the invoice information of the invoices not received by your customer) so that we can proceed with the re-submission.

The payment date is set by the buyer and Tungsten is not aware when the payment will be posted. The supplier should refer this query to their buyer.
In terms of how you’ll be paid, typically, the buyer sends the payment via the bank information the supplier is posting on their invoices.

The supplier can also update the bank details following the instructions below:

1. In the portal, click on “Your account” located on the right upper corner
2. In the section “invoice information” click on “Remit Details”
3. Click on the tab “Remit to: bank information”
4. Add/edit bank account.

When you purchase Tungsten Network transactions for a Web Form account, a confirmation email is sent to the email address used to login to that account when the transactions were purchased. They will receive a confirmation message containing a transaction reference code.

You can also review your transactions history by navigating to ‘Purchase Tungsten Network transactions’ page on the ‘Invoicing’ menu (the same menu that lists the ‘Create invoice’ page). Your transactions purchase history is available in a box on the right side of the page.

Click on your Company name in the top left hand corner of the Tungsten Network portal and you will find your AAA number listed at the bottom of the Company details page. Alternatively, you can click on ‘Help & Support’ in the top right hand corner, and your AAA number will be listed in the ‘Useful information’ box located on the left side of the page.

When logged into the Tungsten Network portal, select ‘My POs’ from the header menu.

E-invoicing through the Tungsten Network streamlines the complex invoice process. This enables suppliers to send invoice data quickly and easily, using their existing systems and data formats. The buyer receives the data directly into their accounting system, removing the need for manual input. In addition, as Tungsten Network can set business rules, such as mandate a purchase order number, time is not wasted on chasing missing information.

Suppliers will benefit from the fact that invoices can be processed more quickly, which can lead to earlier payments. This not only improves business relationships and enables companies to manage cash flow, but also enables early payment negotiations too. Purchase orders can be converted into invoices at the click of a button, which can result in big time savings. There is also the potential to get full visibility over the invoice process with the Invoice Status Service, which tells you the real-time status of your invoices.

Invoice images are automatically stored in the Tungsten Network archive, where they are accessible to any customers with archiving enabled.

Buyers who have followed our best practice advice have achieved: 50% supplier enrollment of the targeted supplier base within six months; ROI within six months, typically would be achieved within one year; reduced costs typically by 60%.

Contact us to find out how we can streamline your processes.

The Accounts Payable team benefits from the removal of paper invoices. Data is sent electronically, directly into the accounting system, removing the need for manual input:

• Invoice data is verified against the business rules. No need to chase missing PO numbers
• Digitally signed invoice images are received that can be used for workflow and audit purposes
• Guaranteed delivery and invoice status available via the Tungsten Network portal – no requirement to manage calls from suppliers chasing their invoice
• Enables the team to concentrate on more value-added tasks
• Reduces invoice processing costs, typically by 60%

As e-invoicing with Tungsten Network replaces paper, the environmental benefits are instant.

In addition to the reduction in paper, energy is no longer wasted from the distribution, storage and disposal of paper invoices. Based on the number of invoices exchanged in Europe alone, it’s estimated that 762,383 tonnes of paper (almost 13 million trees) would be saved if they were sent electronically. Also saved would be enough fuel to run 381,000 homes for one year and over 1.8 million cubic metres of landfill space.

Campaign analytics give Buyers geographically-plotted information about the uptake of e-invoicing across a supplier-onboarding campaign, which can be invaluable for targeting resources.

Portal analytics provide a breakdown of the user activity of your suppliers on the Tungsten Network portal.

Spend analytics analyses procurement trends and searches for instances of price variance, identifying opportunities for savings.

Spend analytics is offered at three levels:

Free – this service offers access to top level trends, providing an overview of your spending over time, including a breakdown of the currencies in which, and the suppliers with whom, you are spending the most.

Paid – a more detailed breakdown of spending patterns, which can be used to identify where products are in fact identical but price differently.

Premium – the complete analysis, from identifying price variances to spotting potentially incorrect tax allocations on invoices to make it easier to reclaim VAT, the premium version is the full picture of your procurement spending. Our research suggests the average Buyer can save between 1-4% of their annual procurement spend using this tool.

Electronic invoicing provides many benefits:

• Completely removes paper processing (there is no paper to process)
• Dramatically increases data quality (there is no manual data entry / OCR)
• No lost invoices (all invoices delivered directly into the Accounts Payable or workflow system)
• Better reporting and visibility
• Greater opportunity to take Tungsten Early Payment discounts
• Better supplier relationships

In addition, members of the Tungsten Network benefit from our best practice advice and expertise:

• Only truly global network vendor
• Best practice supplier enrollment – we proactively enroll suppliers on to the network
• Best-in-class Program and Account Management – ensuring success from implementation through the life of the program
• Bespoke implementation and mapping to ensure that both buyers’ and suppliers’ existing systems integrate with Tungsten Network
• No need to install any additional hardware or software, Tungsten Network provides a fully managed service

Following best practice advice, customers have achieved:

• 50% supplier enrollment of the targeted supplier base within 6 months
• ROI within 6 months, typically would be achieved within one year
• Reduced costs typically by 60%

Contact us to find out more about the business benefits of e-invoicing with Tungsten Network.

The primary asset of Tungsten Network Workflow is that it’s an out-of-the-box solution that can be configured according to a client’s requirements, as opposed to a solution that must be custom made from scratch. This will shave weeks off the time it takes to implement the solution, and also means it can be easily integrated with external software such as SAP in real-time. Automatic PO matching and enhanced exception handling capabilities serve to improve the accuracy of the data, which can often lead to better Buyer-Supplier relationships.

E-invoicing through the Tungsten Network streamlines the complex invoice process. This enables suppliers to send invoice data quickly and easily, using their existing systems and data formats. The buyer receives the data directly into their accounting system, removing the need for manual input. In addition, as Tungsten Network can set business rules, such as mandate a purchase order number, time is not wasted on chasing missing information.

Suppliers will benefit from the fact that invoices can be processed more quickly, which can lead to earlier payments. This not only improves business relationships and enables companies to manage cash flow, but also enables early payment negotiations too. Purchase orders can be converted into invoices at the click of a button, which can result in big time savings. There is also the potential to get full visibility over the invoice process with the Invoice Status Service, which tells you the real-time status of your invoices.

Invoice images are automatically stored in the Tungsten Network archive, where they are accessible to any customers with archiving enabled.

Buyers who have followed our best practice advice have achieved: 50% supplier enrollment of the targeted supplier base within six months; ROI within six months, typically would be achieved within one year; reduced costs typically by 60%.

Contact us to find out how we can streamline your processes.

The Accounts Receivable team benefit from fast and guaranteed invoice delivery;

• Enables your customers to process invoices for payment more quickly
• No time wasted on chasing ‘lost’ invoices
• Can track the invoice status via the Tungsten Network portal. Invoice validation ensures that all the invoice data required is submitted first time
• Use of the invoice archive to access invoices submitted for reporting and audit purposes

“At the simplest level, sending an invoice electronically costs us less than sending invoices by post – but other benefits are more compelling. Our invoices get guaranteed and speedy delivery, and queries are registered more swiftly, which has the knock-on effect that we get paid without delay.” Financial Controller, Poulten & Graf

As e-invoicing with Tungsten Network replaces paper, the environmental benefits are instant.

In addition to the reduction in paper, energy is no longer wasted from the distribution, storage and disposal of paper invoices. Based on the number of invoices exchanged in Europe alone, it’s estimated that 762,383 tonnes of paper (almost 13 million trees) would be saved if they were sent electronically. Also saved would be enough fuel to run 381,000 homes for one year and over 1.8 million cubic metres of landfill space.

Electronic invoicing provides many benefits:

• Completely removes paper processing, printing, envelopes and mail
• Invoices are delivered directly into the buyers’ systems
• Faster invoice processing and approvals offer opportunities for faster payments
• No lost invoices
• Better reporting and visibility
• Better customer relationships 

In addition, members of the Tungsten Network benefit from our best practice advice and expertise:

• Only truly global network vendor
• Best in class Account Management – ensuring success from implementation through the life of the program
• Bespoke implementation and mapping to ensure that both buyers’ and suppliers’ existing systems integrate with the Tungsten Network
• No need to install any additional hardware or software, Tungsten Network provides a fully managed service

Contact us to find out more on the business benefits of e-invoicing with Tungsten Network.

Where Early Payment is available, Suppliers no longer have to wait on their clients to make payments for goods and/or services already rendered. You are able to access money that you are already owed, but have the freedom to do it at a time of your choosing, which results in greater control of your cash flow. The business-applications of a well-timed cash injection are numerous, from being able to fill an especially large order or make your own impending payments.

Global Payments mean that Suppliers can avoid the foreign exchange charges that can weigh heavily on your bottom line, saving up to 90% on bank transfers. Payoneer is also a highly secure method of receiving payment in itself, being used by global giants like Amazon and Airbnb.

Yes, e-invoicing from Tungsten Network is compliant with local VAT and tax regulations. We work with PwC to ensure that local fiscal and e-invoicing regulations are met.

Buyers and suppliers on the Tungsten Network receive a digitally signed PDF image of the invoice. This is the tax compliant invoice image. The buyer can use this for workflow and audit purposes.

Members of Tungsten Network are able to store the digitally signed PDF on their own electronic archive or can access it 24/7 from the Tungsten Network archive.

Contact us to discuss our global compliance offering in more detail.

Yes, Tungsten Network is a global network and enables members to exchange invoices across the world. Tungsten Network complies with local tax regulations easing your compliance burdens. Working with PwC, we ensure that we meet fiscal and invoice regulations across Europe, North America and Asia Pacific.

Contact us to discuss our global compliance offering in more detail.

No. Not if you use the Tungsten Network as there’s no need to invest in additional software or hardware. Also the implementation and mapping teams manage the integration for you. They work with you and your suppliers’ or customers’ existing accounting systems and data files to ensure a smooth transition.

With e-invoicing from Tungsten Network small suppliers can also send electronic invoices. Suppliers who do not have a billing system or do not send enough invoices to justify an integrated solution, can use the Web Form. Accessible 24/7 via the Tungsten Network portal, suppliers simply log onto their account and create their e-invoice online. The data is submitted to their customers via the Tungsten Network, undergoing the same checks as with the Integrated Solution.

Customers that use the Web Form, still benefit from reporting, support, and access to the invoice archive via the secure online portal.

“As a small business, it is crucial for us to be paid promptly, something that Tungsten Network facilitates, letting us know that our invoices have been successfully delivered and are being processed by our customer. Submitting invoices online using Tungsten Network is simple and secure and crucially it offers the added bonus of helping us keep one of our valued clients happy.” Founder Glenammer, Engineering L

In essence, the digital signature proves to a Buyer that an invoice was genuinely sent by the Supplier named on the invoice. Digital signatures are used to demonstrate the authenticity of the origin of an invoice, as well as the integrity of the data of the original document. Tungsten Network signatures are issued by TrustWeaver and contain a timestamp.

It is necessary to verify all invoice signatures before further processing in order to close the audit trail, but this can be done by Tungsten Network with the explicit written consent of the client, if required.

EBPP stands for ‘Electronic Bill Presentment and Payment’. It is simply the integrated transmission of bills (invoices), for presentment and to fulfil the payment process.

Other terms used to define EBPP can be electronic billing or e-Billing. These terms usually relate to the ‘supplier’ being the main initiator of the service. Sending their invoices to many of their customers (buyers) using the same process.

EBPP solutions enable suppliers and buyers to exchange invoice data electronically, in order for them to be presented and processed for payment. The benefits of using an EBPP system such as the Tungsten Network for Accounts Receivable and Accounts Payable include removal of manual processing, improved cash flow visibility, ability to pay on time and access to a secure archive.

EIPP stands for Electronic Invoice Presentment and Payment. It is simply the process where buyers and suppliers exchange and manage invoices using solutions such as the Tungsten Network.

Other terms used to define EIPP can be electronic invoicing or e-invoicing. These terms usually relate to the buyer being the main initiator of the service, receiving their invoices from many of their suppliers, via the same process.

EIPP solutions allow buyers and suppliers to exchange financial documents electronically (not only invoices, but purchase orders, remittance advice, etc.) and manage the processing of these documents quickly and securely online. The benefits of using an EIPP system such as the Tungsten Network for Accounts Receivable and Accounts Payable include removal of manual processing, improved cash flow visibility, ability to pay on time, and access to a secure archive.

P2P is the abbreviation for Purchase-to-Pay (or Procure-to-Pay). This follows the complete process from the purchase of goods by a buyer to the payment received by the supplier.

Many solutions assist in streamlining this process including online purchasing tools, purchase order delivery, electronic invoicing, workflow solutions, and electronic payments.

Tungsten Network partners with many leading organisations to offer the best in class solutions to meet all clients’ needs.

Tungsten Network stores every invoice that is submitted across the e-invoicing network in the invoice archive. All members of the network are able to access this archive 24/7 via the Tungsten Network portal. Invoices are stored sequentially and are always searchable. As long as invoices are stored within the e-Archive, Tungsten Network guarantees their legibility and that they are secured against unauthorised access.

PricewaterhouseCoopers gives Tungsten Network tax advice. Tungsten Network retains the services of local PwC organisations to liaise with the respective local Tax Authorities to ensure we have the most up-to-date tax information to build into our product

TrustWeaver digitally sign our invoices. TrustWeaver provides tools that facilitate compliance and auditability of business documents and processes through innovative electronic signature-based solutions.

In this case, Tungsten Network will not be able to provide a legally valid electronic tax invoice digitally-signed by TrustWeaver. Instead, Tungsten will provide a workflow image of the invoice, which will contain all the relevant information but does not count as a legal document for the purposes of audit or VAT reclaim.

You can access via the Tungsten Network archive.

It is common for companies to have more than one intermediary, but it is critical that each invoice is only submitted once. To avoid creating duplicate invoices, please ensure that any invoices sent via Tungsten Network are not also sent to another intermediary, and vice versa.

To enquire about sending all of your invoices via a single service provider, please contact [email protected]

It is not a legal requirement to send cross-border invoices to the SdI. Therefore, we will not send these invoices to the SdI by default, however Tungsten Network’s holistic accounts receivable solution is able to support this.

To enquire about sending all of your invoices via a single service provider, please contact [email protected]

Yes. Please continue to send cross-border invoices via Tungsten Network in the usual way. We will ensure that your customers continue to receive these as normal.

The special archive complies with specific regulations in Italy, so Tungsten Network considers it advisable to opt in but it is your choice. For suppliers who opt out the invoice images will be stored only in the standard Tungsten Network archive.

No, Tungsten Network is a registered intermediary of the SdI and sends all domestic invoices in Italy to the SdI on your behalf. To avoid creating duplicate invoices, you should only submit invoices to your customer via Tungsten Network.

Tungsten Network has already shared an updated Terms and Conditions document with your company. If you would like a copy of the jurisdictional update, please send an email to [email protected] and we will share this with you in Italian or English.

Yes. Unless your customer has explicitly stated otherwise, please continue to send your invoices via Tungsten Network. Tungsten Network offers features and efficiencies that are not available to your customer if you use a separate process.

Tungsten Network supports sequential invoice numbers, but we do not provide them. The supplier provides the invoice number, however Tungsten Network will not allow duplicate numbers.

You can review the status of your invoices on the Invoice status page in the usual way.

Tungsten Network is more than an intermediary for the SdI, we offer a holistic electronic invoicing service including features and efficiencies not available to you or your customer if you use a separate process.

Please consult the table below for an overview of the benefits of sending your invoices via Tungsten Network instead of sending directly to the SdI.

Yes. Please continue to send invoices in the usual way. If you experience any problems, please contact support.

As long as there are no duplicates, there is no risk. To avoid creating duplicate invoices, please ensure that any invoices sent via Tungsten Network are not also sent to another intermediary, and vice versa.

To enquire about sending all of your invoices via a single service provider, please contact [email protected]

Yes, Tungsten Network is registered as a legal intermediary of the SdI.

As described above, unless explicitly stated otherwise, your customer expects you to continue sending invoices via Tungsten Network. Tungsten Network offers features and efficiencies that are not available to your customer if you use a separate process.

PDF images of your invoice will be stored in the standard Tungsten Network archive. You will also need to archive these in compliance with Italian fiscal regulations.

From 1 January 2019, all domestic invoices in Italy must be submitted to the SdI for validation. Tungsten Network is a registered intermediary of the SdI and is compelled by law to submit your invoices to the SdI for validation.

Unless explicitly instructed otherwise, your customer expects you to continue to submit invoices via Tungsten Network in the usual way. To avoid creating duplicate invoices, you should only submit invoices to your customer via Tungsten Network.

There are no applicable technical changes in the way you submit invoices via Tungsten Network. Tungsten Network will send your invoices to the SdI for validation, but no technical changes are required from you.

If you experience any problems, please contact support.

The special archive stores a digitally signed pdf invoice image in the TrustWeaver archive in order to comply with specific regulations in Italy, which came into effect on 11 April 2017.

Invoices are collected in the first weekend of every month, at which point the user will be able to see them listed in the special archive. The special archive is charged at standard archiving rates.

Tungsten Network is compelled by law to create a tax-compliant e-invoice for every domestic transaction it processes. This is part of the Terms and Conditions you signed when registering your Tungsten Network account.

Since 1 January 2019, domestic invoices in Italy must be created as a fatturaXML and sent to the SdI for validation, therefore Tungsten Network follows that precise process.

Tungsten Network has already shared an updated Terms and Conditions document with your company. If you would like a copy of the jurisdictional update, please send an email to [email protected] and we will share this with you in Italian or English.

Where the Supplier is in a compliant state, or sending a Services invoice, Tungsten Network will create a legal invoice.

Suppliers send their invoice data to Tungsten Network, and we create the legal invoice on their behalf. Tungsten then sends the invoice and wider data file to the Buyer, dependant on the Buyer’s particular requirements. A PDF version of the legal invoice, digitally-signed by TrustWeaver, is then stored securely in the Tungsten Network eArchive for audit purposes.

Where there is a discrepancy between the “invoice from state” and “shipped from state” values, the state from which the goods were shipped takes precedence because tax validations depend upon the “shipped from state” field. Therefore, if you ship goods from a compliant state, Tungsten Network will always be able to create a digitally-signed legal invoice. If the goods are not shipped from a compliant state, Tungsten will only be able to provide a workflow image of the invoice.

As with tax validations, state-specific mandatory fields and rules are governed by the “ship from state” rather than the “invoice from state” where the two are different.

When GST is implemented in India, Tungsten Network’s service will be updated to allow for the new taxation system. GST will mean that Tungsten can create digitally-signed legal invoices for Indian Suppliers in all 29 states, instead of just eight.

Each state in India has its own VAT legislation and therefore state driven rules and regulations on VAT invoices. However Services taxation is collected centrally, so Tungsten Network was able to achieve compliance for Services invoices nationwide. Therefore Tungsten is compliant in all 29 states for customers sending Services and Manufacturing invoices.

For customers sending Goods invoices, Tungsten is compliant in 8 states:

• Chandigarh
• Delhi
• Himachal Pradesh
• Karnataka
• Maharashtra
• Punjab
• Rajasthan
• West Bengal

VAT/ CST takes precedence over Services tax legislation. Therefore Tungsten Network cannot create a digitally-signed legal invoice if the invoice is issued from a non-compliant state, or if the goods relating to the invoice were shipped from a non-compliant state. In these instances Tungsten Network will issue a workflow image only.

Where the mixed invoice is issued from a compliant state and the goods were shipped from a compliant state, Tungsten is able to create a legal invoice.

In this case, instead of creating a digitally-signed legal invoice, Tungsten Network will create a workflow image only.

There are four types of indirect taxation in India:

• VAT:   Inter-state goods taxation – Goods invoices
• CST:   Intra-state goods taxation – Goods invoices
• CENVAT: Centralised manufacturing taxation – Manufacturing invoices
• Service:   Centralised service taxation – Service invoices

The PAC provider creates the legal CFDi document, in accordance with the requirements of the Mexican Tax Authority. Network does not create the CFDi, we simply verify the individual elements of the legal document.

• Web Form Suppliers upload their CFDi XML to the Tungsten Network portal on the ‘Create invoice’ page. These Suppliers then need to manually fill out Buyer-specific fields. (The Addenda)
• Integrated Suppliers transmit their CFDi data directly to Tungsten Network from their accounting systems. These Suppliers then need to provide Addenda data  – this is a non-fiscal section of the CFDi which contains Buyer-specific requirements.

Web Form:

Once a CFDI has been submitted they will follow the usual Tungsten Network process, where the Supplier will receive both an email acknowledgement and portal update, and if the invoice data passes validation a transaction number will be created.

In parallel, a file consisting of all country-specific information (vendor codes, company names, addresses, payment information, etc) will be generated for Buzón e.

Finally, Tungsten Network creates and delivers the payload (workflow image and data file) to the Buyer, and Buzón e generates the legal invoice, which is stored in the Tungsten Network eArchive, available 24/7 where the customer opts in for the archive service.

Integrated:

Buzón e will validate CFDIs in the first instance, ensuring that the document meets the requirements of the Mexican Tax Authority.

After this is complete, Tungsten Network will then perform additional validation checks corresponding to the invoicing requirements of the relevant Buyer.

When both sets of validation checks have been passed, Tungsten Network creates and delivers the payload (workflow image and data file) to the Buyer, and Buzón e generates the legal invoice, which is stored in the Tungsten Network eArchive, available 24/7 where the customer opts in for the archive service

All invoices from Suppliers based in Mexico on Tungsten Network must be created in a specific electronic format: CFDi. CFDi's are created by authorized third-party service providers, known as PACs.

Under tax requirements in Mexico, Buyers receiving CFDis from such Suppliers are obligated to confirm that they are in a valid CFDi format, generated by an authorised PAC, on behalf of a non-blacklisted-Supplier. In case of an audit, they must also provide copies of the CFDi with a cross-reference to every transaction booked in their Accounting (AP) System.

An electronic invoice file created by a PAC which meets the current requirements of the Mexican Tax Authorities. All invoices sent by Suppliers based in Mexico must be created in CFDI format. It contains two integral, unique pieces of data:

A third-party service provider registered with the Mexican Tax Authority, authorized to validate CFDis on behalf of Suppliers by providing a UUID and a legal stamp. Buzóne is the PAC provider that verifies CFDis on Tungsten Network.

A unique reference given to a transaction, added by the PAC and registered with the Mexican Tax Authority.

You can change your preferred authentication method at any time, simply by clicking on the ‘Authenticate via X’ link onscreen.

You are required to set up MFA using a valid mobile phone number or landline number. After the initial setup, you will only be required to authenticate yourself when your IP address changes or if you need to change your password. 

Our MFA provider offers 4 authentication methods: SMS, Push Notifications, Email and Landline call back. If your phone can receive text messages you can use this method, if not choose an alternative.

It will not cost you any money to authenticate via your mobile phone or landline.

When setting up MFA, you can request up to 15 SMS verifications per day. 

Once your mobile number is set up, you can request up to 20 SMS codes a day when trying to log in. If you exceed the limit, you will be locked out of your account for 24 hours, at which point you can request a new code. Please note: each successful login attempt resets your daily limit. 

If you have not received an email, click the resend link on screen and wait a short period of time for the code to be sent to your mobile phone.

If you have not received a code, click the resend link on screen and wait a short period of time for the Push Notification to be sent to your Authy app.

If you have not received a code, click the resend link on screen and wait a short period of time for the code to be sent to your mobile phone.

To change your mobile or landline number, you will need to contact our support team, who will send you the reset link to change your details.

If you use a shared account, e.g. [email protected], then you will need to use a single mobile number to set up MFA. However, please note that if you do not have access to that mobile number and your account requires authentication, i.e. if you are attempting to log in from a different IP address or want to change your password, you will not be able to do so. 

The best alternative would be to ask your Admin user to create you as an individual user on your account and use individual mobile numbers to log into the portal.

You can authenticate while abroad if you have an active connection to receive SMS messages, access to you email or have the Authy app installed to receive Push Notifications.

If you have already set MFA using your mobile device and don’t have it with you when you log in from an alternative IP address, you will have to choose an alternative authentication method i.e. Email or Phone.  

MFA has 4 methods of authentication. If you can’t use your email, receive a push notification or an SMS text message you can request an authentication code via a call back to a landline number.

Best practice for protecting your account. MFA requires users to link their email addresses to a mobile phone number or a landline number, adding an extra layer of verification when users log into their portal accounts. This mitigates the risk of unknown users logging into your account using your details.

If you have any questions or concerns about MFA, you can contact our support team who will be able to assist you.

This is a security feature to protect your account and your invoice data. This is mandatory for all portal users and has replaced the existing ‘Memorable Word’ and ‘Security Question’ features.

If you’re looking to add some more customers onto your Tungsten Network portal, you’ll need to take the following steps.

Your portal account works for all Tungsten customers receiving invoices over the Tungsten Network, and you can get them connected in 5 simple steps, all within the portal.

1. Go to the menu and select ‘Customers > Connect with a customer.’
2. Search for the customer you want to create by either their company name or company tax registration number.
3. Add your vendor code or any supportive document (copy of a purchase order, for example) if applicable.
4. Click on ‘connect.’
5. Tungsten Network’s teams will review your connection request and confirm with the Buyer customer – once that’s done, you’re all set to start invoicing them via your portal.

You can contact our support team by raising a support ticket in your portal account home page.

Just go to the help and support menu located on the top right corner of the page, and a drop-down menu will be displayed.

Once there, click on ‘create ticket’ and fill in all the necessary information on the ticket for us to assist you better.

You can update or edit information pertaining to your Tungsten account, such as company name, address, your own user details, banking details, or even add and remove users. This can be done from the portal menu – just head to your account, the menu is located on the top right corner of the home page.

No problem. It’s good to remember that your username is the email address that you have used for the registration of your account. If you have forgotten your password, please click on ‘Forgot password’ on the portal login page, where you will need to enter your registered email address for the password reset email to send to.

Tungsten Network uses multi-factor authentication (MFA). You will be prompted to choose between receiving the MFA method of a token via an application, SMS, or email. If you need to reset your MFA, you will need to contact our support team.

Every Tungsten Network Webform account has 52 transactions free of charge available yearly, as standard. When these transactions are exhausted, you will need to purchase additional transactions. To do so, you’ll need to do the following:

1. Go to the Menu in your account located at the top right corner of the home page.
2. Go to Purchase Tungsten Network transactions under the section of Your Company.
3. Select the payment method and the number of transactions that you would like to purchase.
4. Proceed with the rest of the required information.
5. You can keep track of your remaining transactions on the ‘Invoicing’> ‘Create invoice’ page.

The payment date is set by the buyer and Tungsten is not aware when the payment will be posted. The supplier should refer this query to their buyer.
In terms of how you’ll be paid, typically, the buyer sends the payment via the bank information the supplier is posting on their invoices.

The supplier can also update the bank details following the instructions below:

1. In the portal, click on “Your account” located on the right upper corner
2. In the section “invoice information” click on “Remit Details”
3. Click on the tab “Remit to: bank information”
4. Add/edit bank account.

The payment date is set by the buyer and Tungsten is not aware when the payment will be posted. The supplier should refer this query to their buyer.
In terms of how you’ll be paid, typically, the buyer sends the payment via the bank information the supplier is posting on their invoices.

The supplier can also update the bank details following the instructions below:

1. In the portal, click on “Your account” located on the right upper corner
2. In the section “invoice information” click on “Remit Details”
3. Click on the tab “Remit to: bank information”
4. Add/edit bank account.

If you want to locate an invoice after submission, you’ll need to go to the menu and select Invoices > Invoice status.

From there, you can locate your invoice by entering the unique, invoice number.

Once located, you’ll be able to check the status, the standard Tungsten Network processing statuses are Sent, Accepted, Delivered, and Failed.
If you need assistance with the invoice in these statuses, simply contact our support team by raising a ticket.

Also please note that statuses beyond the Tungsten standard processing statuses are available when your customer supports Invoice Status Service.

Additional statuses can include: Received, Approved, Rejected, Paid, On Hold, and Exception. Please contact your customer if you need assistance with the invoice in these statuses
It’s important to keep in mind that not all Buyer customers send invoice status updates through Tungsten Network.

Unfortunately, you can’t edit the invoice after it has been submitted. You will have a few options, depending on your customer, so please check with them as to their preferred method.

Your options include:

1. Raising a separate credit note (via the ‘Create invoice’ page) that mirrors the errant invoice, effectively canceling that invoice. You will then need to raise a new invoice with the revised invoice data, including a new invoice number. The system will not allow a duplicate invoice.
2. Contacting your customer directly and ask for the incorrect invoice to be rejected. You will then need to raise a new invoice with the revised invoice data, including a new invoice number, as the system does not allow duplicate invoices.
3. Contacting your customer directly and ask for the incorrect invoice to be rejected. Raise a support ticket to us and attach the rejection notice from your customer to request for the deletion of the invoice so that you may resubmit it (with the same invoice number) with the revised invoice data.

To view purchase orders, simply follow these steps:

1. Go to the menu ‘Purchase Orders.’
2. Apply the correct filters in the criteria section to search for your purchase order.
3. Click on Get My POs
4. You may view the details of the purchase order by click onto the plus icon next to the purchase order number

Helpful tip: You may now accept the purchase order and convert it into an invoice instead of keying in the full details of an invoice from scratch. If you do not see the purchase order that you need (and your customer uses PO Convert), kindly contact your PO requester and ask that they upload to Tungsten Network.

Please be advised that not all customers upload purchase orders to Tungsten Network. Kindly contact your customer if you would like to find out if they subscribe to our purchase order service.

To run a report for submitted invoices, you’ll need to do the following:

1. Go to the menu ‘Reports > Invoices submitted.’
2. Apply the appropriate filters in the criteria section.
3. Click on ‘run.’

You may down the report in an excel or CSV format. You may also download the pdf images for the invoices in the report.