FAQs
FAQs about Selling on Tradeshift.
What are the most common invoice errors?
This article details the most common error messages you can get when sending documents through the Create App, and how to fix them. Error message Explanation and troubleshooting "This document number has already been used" This error appears if you ...
What do the error messages "Matching with Order failed" or "The Invoice line does not reference Order line" mean?
If you are trying to create an invoice that referrences a Purchase order, and get the following error messages, please follow these steps to resolve the issue. To resolve this issue, please consult the Purchase Order you are trying to invoice against ...
Why am I getting the error "the user is not currently accepting invoices"?
If when trying to send an invoice to your customer you receive the message "the user is not currently accepting invoices," this indicates that you are not connected to the customer correctly. Please follow the steps below to amend this: 1. Check the ...
What does this error mean "Fiscal identifier not found"?
This error appears when trying to send or preview a document and the fiscal or tax identifiers are not completed on your company profile. These identifiers are mandatory, so it is necessary to fill in the tax and company identifiers on your profile b ...
My invoice was rejected, what should I do?
If your invoice was rejected by your customer, follow the steps below to find the reason of the rejection: Navigate to the Document Manager app. Find the rejected invoice. The invoice will display in status Rejected. Click on the Document Number to o ...
I can't find my Purchase Order in the Document Manager app, what should I do?
In order to find and process a purchase order, you need to access the Document Manager app. To access the Document Manager app, click on the app icon in the left sidebar. If the Document Manager app icon is not available in the sidebar, click on Al ...
The purchase order I received has the wrong amount. What do I do?
If the purchase order received from your buyer has the wrong amount, you will have to reach out to them directly so that they can update the PO. ...
My invoice is accepted but I have not received my payment, what should I do?
If your invoice is in status Accepted, this means that the recipient has read the document, and accepted it. Note that this is a different state than Paid. Accepted simply signifies a commitment from the recipient that they agree with the contents of ...
What rounding model does Tradeshift use?
When you create an invoice in the web user interface, Tradeshift uses the rounding model "round half to even". For example: €1159.125 becomes €1159.12 €231.837 becomes €231.84 For a truly random set of decimal numbers, this type of rounding will not ...
What should Item ID contain in the invoice line?
The Item ID relates to the ID the item has in the catalog. If you do not have a catalog and you are only providing a few services, you can number those services yourself. When you enter the item ID, it will automatically fill out the line with the te ...
Can I attach supporting documentation to a document?
Tradeshift allows for supporting documentation to be attached to a document. While working on a document, right below the message field you will find an Attachments section. Click Choose file to choose a file, and it will be uploaded and attached to ...
How many lines can I have in a document?
There are no limitations on the amount of lines that can be added to a document. ...
Can I create multi-currency documents?
Multi-currency documents are not supported by Tradeshift. However, details about different currencies and conversion rates can be included in the Message field, found on the bottom right corner of the document creation. ...
How do I add payment terms to my invoice?
Adding payment terms to your Tradeshift invoice is not mandatory, as this information would need to be agreed with your customer beforehand. Nevertheless, if you would like to add payment terms to your invoice, this can be done via two methods: 1. Pa ...
I am creating an invoice in Japanese yen, but the decimal point appears in the total amount. How can I prevent the decimal point from being displayed?
Please bear in mind that this article is for users based in Japan. If [Cash Payment] is selected in [Add Payment Method and Terms] on the bottom left of the invoice creation screen, a decimal point may appear in the total amount.［Please make sure tha ...
The item "amount adjusted by fractional processing" appears in the lower right corner of the invoice, and the total amount is calculated incorrectly and is not the intended amount. What should I do?
Please bear in mind that this article is for users based in Japan. If you create an invoice from a copy of a previously created invoice that contains "Fractional Adjustment", the total amount on the invoice will not be calculated correctly. When crea ...
Can I add discounts or charges to a document?
Discounts and charges can be added to a document by clicking on the Add header charge, discount or tax option located next to the New Line button. From this drop-down, you can then add a discount or fixed charge, as well as a fixed tax amount. ...
Can I have prices with 3 or 4 decimal places?
Prices with 3 or 4 decimal places are not permitted on Tradeshift. Tradeshift uses the international standard bank format with 2 decimals places for the price unit. Related Resources: What rounding model does Tradeshift use? ...
Can I save the numbers and descriptions of my products?
There are two different ways to speed up your invoicing when you have recurring products or services: By using an already sent invoice as a template by selecting Use as draft in Documents Manager. By using the recall function on invoice line level. W ...
How can I edit tax names and values?
Tradeshift is a fully configurable platform. All fields, including taxes, differ from country to country and change from time to time. Therefore, it is up to the user to create, edit and delete the tax names and values as they see fit. To edit the ta ...
How can I keep a local copy of a document?
You can print a copy of a document which has been sent, or you can save a PDF version of it. To do so, open up the document, and then follow instructions below: Click on "Other actions". This will open a drop down menu with some options. Click on " ...
How do I add optional fields (e.g. a person reference or a PO-number) to a document?
You are able to add optional fields to your document by clicking the drop-down menu under the document details. This adds a preferred field on the header level of your document. If you wish to add an optional field on the line level you should click ...
Can I have several documents with the same number, for example two invoices with the same invoice number?
Duplicate invoice numbers are not allowed and will cause an error message to pop up ("The invoice number is already in use"). If a company creates an invoice with a number that has already been used, they get an error, and to proceed they must change ...
Are negative amounts allowed on invoices, credit notes and purchase orders?
Yes. Tradeshift not only allows line items to have a negative total, but also the overall document. ...
How do I address a document to a specific Legal Entity?
When creating an invoice in the Create app, type the name of the customer you want to send the document to and select the name from the suggestions that appear. If the customer you are trying to invoice does not appear, make sure that you are connect ...
Can I download multiple documents in one click?
Unfortunately, we do not support this feature at this time, so for now you will have to go through them one by one and download them. ...
Can I bulk-select lines in Invoice Viewer?
Yes, you can easily select all invoice lines in one go, which makes it easier to perform various actions (such as coding and viewing line details) for many items at a time. To select all lines in one go, do as follows: Select any one of the invoice l ...
How can I verify that my document has been sent, received and accepted on Tradeshift?
After sending a document, it will be marked with a document state. A document state is a property that all documents have, which describes how far along the document is in the process. If a document state is "Sent", you can be assured that it has bee ...
How do I add a HSN/SAC number to my invoice and select the GST tax rate accordingly? (India Based Suppliers)
HSN (Harmonized System Nomenclature) is part of an international system nomenclature used for classifying goods. HSN is a six-digit code that classifies more than 5000 products, and is widely used for taxation purposes in order to identify the right ...
I have sent an invoice, but realized that I made a mistake. How do I correct this?
An already sent invoice cannot be directly modified due to the VAT certification. Nevertheless, if you made a mistake or wish to change something on an invoice, then you can do so by creating a credit note related to that invoice. Essentially, a cred ...