Welcome to electronic invoicing for GE

GE has partnered with Tungsten Network to provide a simpler way for suppliers to submit invoices

Supporting you every step of the way

Using over a decade’s worth of experience, we have drawn together an extensive set of frequently asked questions (FAQ) and documents to help you every step of the way

General Questions

  • Tungsten Network provides electronic invoicing, analytics, and workflow solutions to companies around the globe. For more information about our products and services please visit our website.

    • Secure and guaranteed invoice delivery, no more invoices getting lost in the post
    • It will take less time to process your invoices
    • No more delays due to missing information, landing on the wrong desk or manual intervention
    • ANY-TO-ANY DATA FORMATTING Technology – there is no need for additional software or hardware
    • Higher processing transparency and better cash flow management due to 24/7 access and reporting
    • VAT compliant, regardless of where invoices are sent or received from
    • Easy and cost efficient to send invoices – at any time
  • Yes. As of 2016 use of Tungsten e-invoicing became a formal vendor selection criteria employed by GE. Although this will not necessarily lead to an immediate disqualification of non-compliant vendors, our expectation is that such suppliers will, over time, inevitably find themselves at a disadvantage.

  • Tungsten Network provides two levels of electronic invoicing capability. Each of the solutions include a free number of transactions each month.

    For suppliers of GE Healthcare, Renewable Energy, GE Corporate (SSS), GE Capital (SSS) and BHGE – formerly known as GE Oil & Gas – all transactions through Web From solution is free of charge!

    For the other GE Operating Units, 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).

  • The business between you and your customer will continue in the same language. You should continue to send invoices in them same language you normally use.

    If you require support, please raise a ticket with Tungsten Network or call their Support team.

Registration Questions

  • Both the buyer and seller must be members of the Tungsten Network in order to send and receive electronic invoices through Tungsten.

    If you have received an email from Tungsten Network inviting you to join the network on behalf of GE, simply click on the activation link in the email and follow the registration steps. (It is a custom link that contains pre-loaded data that will help to expedite the registration process.)

    If you have not, please contact [email protected] to request your registration link.

    Many of your customers may already be members of the network. Within 24 hours of joining the Tungsten Network, you can be sending those customers e-invoices.

  • Depending on the solution selected, you will either sign a specific agreement with Tungsten Network or be required to accept the standard terms and conditions presented.

  • No. Additional software or hardware is NOT required. You only need a connection to the internet to send e-invoices via the Tungsten Network.

  • The minimum operating system requirements are: Microsoft Windows 98 Second Edition, Linux or Mac OS 9.2*.

    Minimum browser requirements are: Version 9 of Internet Explorer and the latest versions of Firefox, Chrome, Safari and Opera.

  • Once you are subscribed to the network, Tungsten enables you to send electronic invoices to any other buyer customers that are members of the network without any additional charge. Click on Customer Connect in your supplier portal to easily locate other buyers.

  • No, the expectation from GE is that once you receive this notification you should start submitting all invoices through Tungsten and no further paper invoices should be sent (rejected if still received). This is to prevent any possible duplication.

  • When a supplier or Buyer registers to the Tungsten portal they have to nominate an administrator, the details of the administrator can be located by clicking on “My Account” and then by clicking on “My Profile” the details will appear at the bottom of the screen.

    It is the administrator that can add new users and amend access rights.

Compliance

  • Yes, the Tungsten Network is global 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 in more detail.

  • Yes, e-invoicing from the 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 the 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 in more detail.

  • 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.

  • 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 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.

  • 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.

  • 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.

  • Access to the Tungsten service, including the Web Form, requires three credential authorizations. In addition, each session is protected by industry standard 128 bit SSL encryption using Class 3 Server Certificates from Verisign. Once your invoice is created it is stored in the secure archive where it is protected by the latest security measures which are tested daily.

    This means only authorized users can connect to the site and that once connected, all communications are private and data is completely secure.

Submitting your invoices through Tungsten Network

    • I received an invitation letter from Tungsten Network on behalf of GE
    1. If your letter contains a link, please click on the link and fill in the required fields
    2. If your letter does not contain a link, please contact your GE Onboarding Specialists

    The registration is only fully complete when you selected and connected with your GE customers.

    • I did not receive an invitation letter, but I would like to join– ad-hoc registration
    1. Go to tungsten-network.com/register
    2. Search for their company
    3. Enter company details
    4. Enter user details
    5. Accept Tungsten Network terms & conditions
    6. Registration complete
    7. The registration is only fully complete when you selected and connected with your GE customers.

    For more detailed instruction please see our PDF, enriched with screenshots

     

     

  • After your login to Tungsten Network, please click on the Customers tab and select the Connect with a customer option.

    You can find the complete list of currently available GE buyer entities here: https://www.tungsten-network.com/customer-campaigns/ge/uk/entities/

    For more detailed instruction please see our PDF, enriched with screenshots.

     

  • You will receive an email with RTT in subject, this is the Ready to Transact notification. In this RTT, GE provides you with instructions and contact information of your GE Onboarding Specialists. If you have any questions or outstanding balance that you prefer to clear before starting your Tungsten journey, please turn to those GE Onboarding Specialists. If there is no question, GE will start the enablement within 3 days. The completion of the enablement can take up to 5 working days, so within 8 days maximum from receiving RTT, you will see your Open purchase orders on the portal.

    If you don’t see your Purchase Orders, please turn to your GE Onboarding Specialists.

  • When submitting an invoice for GE, please always use the Purchase Orders tab, to convert PO rather than creating an invoice from scratch.

    1. Log on to the Tungsten Network Portal at www.tungsten-network.com/login
    2. Once you have logged in click on Purchase Orders on the left side of the screen. Select your customer and set a date range- recommended is 12 months. Then click on run.
    3. Please click on the blue button with a plus sign on it, right before the PO.
    4. Click on the Accept PO button, at the bottom of the page (you will have the option to reject or archive as well)
    5. Click on Covert PO button
    6. Please enter the invoice number, then select the line by ticking the white box. Please enter your preferred amount and add the tax rate.
    7. Please confirm the data that is entered so far, if correct.
    8. At the last page, you will be able to give your contact information, add freight charge or additional charges if there’s any (with the green’ADD’ button, see picture attached), and attach additional supporting document if you’d like. Here you will need to enter the tax point date on the right and the delivery date. If you don’t know them, you can proceed with the date of submission.
    9. Please click on the ‘submit invoice’ button and the submission is done.

    For more detailed instruction please see our PDF, enriched with screenshots.

  • If you are a supplier of GE Renewable Energy or BHGE, you are not allowed to add additional charges. Please reach out to your GE buyer/GE contact for further information.

    If you are a supplier of GE Healthcare, please find the instructions here:

    When creating your invoice, you will have the option to add freight and additional charges to your invoice. At the last page of the PO conversion, after your and GE’s contact information, within “invoice items” there is an “add” button with green. If you click on that, you can add the charges.

    For more detailed instruction please see our PDF, enriched with screenshots.

     

  • There can be multiple reasons behind this, let’s see the most frequent ones:

    • Please make sure to use the right criteria when searching for the Purchase Orders using the “Purchase Orders” tab. Try to leave all criteria on the default value except for the customer and PO date range which is mandatory to select and GE recommends to select “last 12 months” or to use a custom date range. All Purchase Orders created or modified within 1 or 2 years depending on the GE business unit are uploaded to Tungsten.
    • You received a registration letter with a link included, but the registration was done via the Portal and not via the hyperlink. You might have multiple Tungsten accounts and the Purchase Orders are allocated to the wrong account, in this case your accounts should be merged, please send an email to [email protected]
    • You received an e-mail alert saying that your account is Ready to Transact, but the Purchase Orders are not available. The e-mail contains that you have 3 days to raise question, concerns to GE before the activation of your account happens on GE side. If you provided no feedback, the activation will happen within 7 working days, no further action is required from your side. If after 5 working days your Purchase Orders are still not available, please reach out to GE team: [email protected]
    • If your Purchase Order (PO) is older than 2 years or fully billed, the PO will not be displayed on the portal. In this case, please reach out to your GE buyer to renew or provide a new PO.
    • There is a tick box in each PO line, this must be ticked to select the PO line for conversion. If the line is selected, but the fields remain grey it means that the Purchase Order is not goods receipted. Your GE Buyer or PO administrator must create the Goods Receipt note, please get in touch with her/him.
      Once the GR is created the PO in Tungsten will be updated within a few hours, latest by the next day.
    • If the Quantity Available is 0, because you have already sent an invoice for that line, respective fields will be grey. If you would like to send further invoices to that line, please contact your GE Buyer.
  • Please turn to your GE Requestor to update GE’s database with your current prices. The modified data will automatically feed to Tungsten within a few hours.

  • Please turn to your GE Requestor to update GE’s database with the required quantity. The modified data will automatically feed to Tungsten within a few hours.

    • My company is registered in the US and I can’t find tax rates to apply on Web Form

    You can enter the tax amount at the last step of the PO conversion in the “Total tax” field, before clicking on the “Submit” button.

    For more detailed instruction please see our PDF, enriched with screenshots.

    • My company is registered in Canada and I can’t add tax to my invoice on Web Form

    Please set-up the tax codes and rates applicable for your company, before you start billing for GE. For more information, please check https://www.tungsten-network.com/uk/support/tutorials/canada-how-to-add-applicable-tax-rates/

    For more detailed instruction please see our PDF, enriched with screenshots.

    • VAT/GST countries

    Foreign Tax invoices cannot be produced in Tungsten Network. In case your company operates in a different country please contact your GE Onboarding Specialists.

    For more detailed instruction please see our PDF, enriched with screenshots.

     

     

  • The invoice date on your Tungsten invoice will always reflect the day when you successfully submitted the invoice. We highly recommend to complete Tungsten invoice submission as soon as you can, preferably on the same day when your AR journal entry is created in your own billing system.

  • Yes, it is possible until the PO quantity covers the amount of your invoices. If the PO consists of multiple lines you can bill any of the lines first and bill the rest of the lines later. If the PO consists of a single line the quantity to be billed can be modified in the quantity field, otherwise the system automatically uses the total Quantity Available as a default. Same applies for POs of multiple line, when only one line was selected.

  • If your invoice shows as failed, the Invoice failed the validations Tungsten Network performs on behalf of GE and has not been sent to GE.

    A failed Invoice can be re-submitted; however, before submitting it again please make sure to check the failure reason and do the required corrections. Should you need help with the interpretation of failure reasons, please raise a ticket via Tungsten Portal or contact [email protected].

  • GE has rejected your invoice. If you require further information, please contact [email protected]

  • Most probably there is a technical issue with the interface between Tungsten and GE systems. Please raise a ticket via Tungsten Portal or contact [email protected]

  • Switching to electronic invoicing does not impact your payment contract/agreement with GE. Tungsten does not calculate the payment due date; it displays the data received from GE’s own system.

    You can check the expected payment date by entering the Invoice number/PO number/transaction number in the search field in your Tungsten account or by checking under the “Invoices”- “Invoice Status” tab.

    The payment due date will be available once the Invoice reaches “approved’ status.

    For more detailed instruction please see our PDF, enriched with screenshots.

  • No, the Invoice created in Tungsten is the Legal Invoice which you can use for your own accounting purposes.

  • You must be the Admin of your account in order to add additional users

     

    1. Please login in at tungsten-network.com/login
    2. Once you have logged in click on Your account on the top right-hand side of the page
    3. Click on View Your users and their rights
    4. You can now view current users. You can transfer Admin rights to another user by clicking admin.
    5. You can amend a current user’s profile or access rights by clicking on the edit button
    6. Click ‘Add’ to add a new User Enter their details and click save. The user will now receive an email to set their login credentials
    7. After saving you can click on the ‘Access Rights’ tab to determine their access level. Click save when completed

    For more detailed instruction please see our PDF, enriched with screenshots.

    1. Please login in at tungsten-network.com/login
    2. Once you have logged in click on Your account on the top right-hand side of the page
    3. Click on ‘Update company details’

    For more detailed instruction please see our PDF, enriched with screenshots.

     

    1. Log on to the Tungsten Network Portal at tungsten-network.com/login
    2. Once you have logged in click on Help and Support on the top right-hand side of the page and then click on Create Ticket
    3. Please enter your query, including as many details as possible. Click Submit. You will now be given a ticket reference number that you can follow up.

    For more detailed instruction please see our PDF, enriched with screenshots.

  • Please reach out level 1 support: [email protected] and provide the Tungsten ticket number.

  • When you register to Tungsten Network, you are also provided with dedicated support teams to assist you on your way of transitioning to your new invoicing platform. You can turn to the following support teams:

     

Submit a request or issue to our support team and we’ll get back to you as soon as we can.

Please describe your issue or question in detail.

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