Trading Partners (old web)

This is a guide combining all the information about how to manage your recipients and the ways of sending documents to them. It describes actions you can take in the old Pagero Online interface.

Table of Contents

1. Managing your customer directory

2. Open and closed customer directory

3. Open and closed supplier directory

4. Checking recipient's e-address and service provider

5. Email distribution

 

1. Managing your customer directory

Managing your customer directory within Pagero Online is easy. Utilizing Customer Directory enables greater control over where your invoices are routed. Linking a customer number to a certain E-address that exists within Pagero Network removes the need of using E-addresses or other electronical identifiers in your invoices.

Adding new customers

 

 

1. Either click Customer directory – Search & add customers in the menu to the left, or click the shortcut Add customer on the start page.

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2. In the search field, you can look for the recipient by writing the company name, the corporate identification number, the VAT registration number and or the EAN code. We strongly suggest that you search for a recipient with the help of the id search bar, this to ensure the correct customer is added.

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3. If you are uncertain whether the company or organization in the search result is the recipient that you want to add, click the name in the list to get detailed information.

4. When you have found the recipient you are looking for, click Add to add the recipient to your customer directory.

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5. When adding the recipient to your directory, you can also add a customer number to the recipient if desired, this will be used for identifying your recipient. When you have filled the customer number, please press Next and then confirm it. You can also add the customer number later or not at all.

A separate article about maintaining you customer directory can be found here: https://support.pagero.com/hc/en-us/articles/11730704047378-Managing-your-customer-directory 


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6. If the customer needs to accept your request you will receive a message in Pagero Online when the recipient is ready to receive e-invoices. You can see the status of your added recipients at any time from Pagero Online, go to Customer directory -> View requests -> Sent requests. This is when the recipient is also using Pagero.see_request.png

 

 

Some e-invoice recipients with another service providers require a routing setup to be done at their end before you can start sending e-invoices to them. If this is the case you need to send a request for them and after receiving an answer, manually activate the routing.

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Usually, it is up to the receiving service provider whether your recipient needs a set up. If this is the case, please see how to activate routing Here. 

 

 

 

Editing and and deleting customers

1. Go to Customer Directory - My Customers

2. Search for the customer you wish to edit by typing a search word in the Search box. You can search by company name, organization number, VAT number, GLN number, OVT number, IBAN number, electronic id or service provider. If you're searching by company name, you can place a portion or the whole name between asterisks (*) to improve you results. The search box is case sensitive.

3. Once you have the results you wished for, you can reveal more information about your customer by clicking their name. The results also shows immediately which service provider they're currently set up within Pagero Network and the customer number you're using for them. If your customer has a red text next to their name stating "Non existing", the customer has been deactivated from the Network. In these cases you should contact your customer and inquire about their current E-address information.

4. To edit the customer, click the Settings. This will open a new window with following tabs: Basic settings and Advanced. To edit or add customer numbers, you can press the button Edit customer number or simply type the new number in to the box and press Save. You can also have more than one customer number for your customers. You can separate them simply with a comma (,). In case of multiple customer numbers, it's advised to edit these via the Edit customer number button.

 

In certain cases, a recipient within Pagero Network can have more than one service provider. If this applies to your customer, you can see an additional box in your recipient settings labeled Select service provider. Here you can change where your invoice will be routed to.

You can find more settings behind the Advanced tab. It's here where you can also delete, activate or deactivate the customer from your directory. Deactivating the customer unlike deleting the customer, keeps the customer if you would like to activate the customer in the future. Most likely, there won't be a reason to touch the advanced settings, but if you're unsure about these, you can contact Pagero's support. 

If you need to move existing customer number to another recipient, you must first remove the old customer from your directory. This will free the customer number so you can use it for another of your customers.

 

Problem Situations

Your invoice has been stopped with a following error, and you can find your recipient in Pagero's public directory: "Recipient of document X did not match any recipient in Pagero public customer registry or in your customer directory. Verify that the recipient is added to your customer directory"

If that happens, check if the customer number used on your invoice matches the customer number in your customer directory. After this you can resend your invoice.

 

2. Open and closed customer directory

In Pagero Online you can choose whether you want to have an open or closed customer directory. When your customer directory is closed, you will have to add every e-invoice recipient you want to send invoices to in to your customer directory.
If you don’t want to add every e-invoice recipient to your customer directory, you can choose to have an open customer directory and the system will look for the recipient directly in our public directory. Please keep in mind that the below changes can be made only by an account administrator. If you are not an account administrator, please ask an administrator to perform these changes for you.
You can switch between open or closed customer directory by changing the setting Use provided routing information.

Activate open/closed customer directory

1. Go to Settings - Settings - Company level settings and click on the Outbound tab:

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2. Scroll down to Routing and the section Use provided routing information.

3. When this section is Off, the customer directory is closed, when this section is On, the customer directory is open:

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If you have any questions you can always find contact information to our Support team in Pagero Online by sending a request through the menu above.

 

3. Open and closed supplier directory

In Pagero Online you can choose whether you want to have an open or closed supplier directory. If your supplier directory is closed, you will have to manually approve new suppliers by adding them to your supplier directory. You can choose to have an open supplier directory by changing the setting Authorize suppliers manually to Off. When this setting is off all suppliers that want to send you an e-invoice are able to do that without you having to accept them.
Please keep in mind that the above changes can be made only by an account administrator. If you are not an account administrator, please ask an administrator to perform those changes for you.
You can switch between open or closed supplier directory by changing the setting Authorize suppliers manually.

Activate open/closed supplier directory

1. Go to Settings - Settings - Company level settings and click on the tab General:

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2. Scroll down to Document issuer authorization and the section Authorize issuers manually:

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3. When this setting is On, your supplier directory is closed, when this setting is Off, your supplier directory is open.

If you have any questions you can always find contact information to our Support team in Pagero Online by sending a request through the menu above.

 

4. Checking recipient's e-address and service provider

If you're unsure about your customer's E-address and service provider, or whether they exists in the network Pagero offers, you can check them with these easy steps.

Checking recipient's information

1. Log in to Pagero Online

2. Go to Customer Directory - Search and Add customers

3. You can search all the possible recipients connected to Pagero's network with three methods. You can search with your customer's name, electronic identifier (eg. organization or VAT-number) or their service provider. Using an electronic identifier is the preferable method. If you wish to search your customer by name, you can place your search word between asterisks (*) to improve your chances of netting a result. This is because Company Name field is case sensitive.

4. Search-button will offer a list of all the companies that exist within Pagero's network based on your search-terms. By clicking the name of your customer, you can open a window with more information about them such as their Organization number, VAT-ID and e-invoice and their service provider.  Pagero uses all these fields in order to route your invoices to correct place. You can add your customer to your customer directory with the Add button. 

5. If you can't find the customer with your search, it's possible that they've yet to be added in the network. You can suggest new recipient here: Customer directory - Suggest new customers

 

5. Email distribution

E-mail distribution means sending your invoices via e-mail to your recipients. You have two options on how to send your invoices using E-mail distribution via Pagero:
1. Send to email address in document
2. Use Email distribution directory

If you would like to send invoices via E-mail distribution, please start by creating and sending your documents as usual in your ERP system or in Pagero Web Portal. At the end of this article you'll also find additional information that may be useful.

Send to email address in document

The first option is that you (the sender) provide the correct email address for the recipient embedded in your source file. Your invoice will then be sent to this email address that is found in your source file.
If you decide to use this technique for E-mail distribution, please make sure that your E-mail distribution settings in Pagero Online enables this:

In Pagero Online go to Settings - Settings - Company settings -  E-mail distribution. Then, turn the setting Send to email address in document to On.

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Use Email distribution directory

The second option is that you (the sender) provide a customer number on your source file and your invoice will be sent to an email address according to the provided customer number. Before you can start sending invoices via e-mail, you need a list of email addresses to those recipients you want to send PDF invoices to. You can choose to create a list directly in Pagero Online, or you can create a list in Excel.

If you decide to use this technique for E-mail distribution, please make sure that your E-mail distribution settings in Pagero Online enables this:

In Pagero Online go to Settings - Settings - Company settings - E-mail distribution.

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How to create a list in Pagero Online

Log on to Pagero Online. In the left menu select Customer directory and Email distribution

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Click on Add email address.

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Enter the customer number and e-mail address and click SaveYou can also add a CC E-mail address if you want the document to reach more than one email address. 

 

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You can now see that the customer number and e-mail address has been saved to your list. Now you're able to edit or delete the existing customer.

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How to create a list in Excel

Start Excel, create your list by using two columns. Each column must have to have a heading called: customer_number and email. You can then begin entering the customer numbers and e-mail addresses. You can also download ready-made templates with correct layout both in excel and csv-format from Customer Directory - Email Distribution - Import email addresses - Help.

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If you have multiple customer numbers for the same e-mail recipient, you should write the different customers numbers in the same row. When you are finished, save your file.

Note! To download your e-mail distribution list to Pagero Online, you must save the file in CSV format.

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Now you are ready to upload your list to Pagero Online. You can do this by logging in to Pagero Online. Then, in the left menu select Customer directory and Email distribution.

Click Import email addresses.

Click Choose File and select the file you want to upload. Next click Upload and Back. Note: You can also find quick help and ready-made templates in correct formats behind the Help-button.

You should now see your e-mail distribution list in Pagero Online and are ready to send PDF invoices to your receivers.

 

To quickly find a customer in your list, you can search for email addresses or customer numbers. Search by entering search parameters, then click search.

 

Additional information:

  • If you have both techniques in use and both settings in Pagero Online turned on, the setting E-mail distribution” will be prioritized.
  • Invoices will be sent as PDF-files as well as the attachments.

  • Here's a example of the E-mail that will be sent to the recipient:

 

The e-mail message that the recipient will recieve has the subject: “PDF invoice from [The name of the company that sends the invoice]” and the invoice includes the following text:

___

Dear customer,

Please find attached a PDF document containing a payment reminder from [The name of the exhibiting company] as per the following summary:

Invoice number:

Invoiced amount:

Due date:

If you have any questions related to this document, please send an email to [e-mail adress to exhibiting company].

Best regards,

[The name of exhibiting company]

[Department of exhibiting company]

___

If no language has been specified in the invoice that has been sent to Pagero Online, the e-mail will be sent in the language that the exhibiting company has set in Pagero Online.

 

How to change your e-mail distribution list

1. Log on to Pagero Online. In the left menu select Customer directory and Email distribution.

2. You can choose to change your current list here. For example, you can add new e-mail addresses by clicking Add email. You can also change an address by clicking Edit, or you can delete an address by clicking Delete.

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3. If your address list is long, it might be easier to work with it in Excel. In order to do that, you must first export the list to Excel. To do this, click <>Export to Excel and OK. </>

4. In Excel, you can add, modify or delete existing customer numbers and addresses. If you want to add new customer number or address, the easiest way would be be to add more rows in your list.

5. If you want to change an existing address or a customer number, you can click in the cell you want to modify and make your changes.

6. If you want to delete a customer number and an address entirely, select an entire row, right-click and select Remove. Here we have added new rows with corresponding customer numbers and emails.

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7. When you are finished, save your file. Note, that the format must be CSV.

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If Excel want you to confirm that you want to save in CSV format, click Yes.

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8. Now you can open your updated e-mail distribution list in Pagero Online, by clicking: Import email addresses. Click Choose File and select the file you want to upload to Pagero Online, click Open.

Click Upload and Back.

9. You should now see your new list in Pagero Online.

* If you need more information about E-mail distribution, please contact Pagero Support.

* If you do not have access to send invoices via e-mail, and you’d like to learn more about it, please turn to your sales representative at Pagero.

 

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