Efficient Invoice Processing at Swiss Re

e-Invoicing is a form of electronic billing where invoices are issued, transmitted, and received in a structured data format, allowing for automatic and electronic processing. 

e-Invoicing ensures high compliance, faster payment processes, transparency of invoice status and proof of payment. It minimizes incorrect information on the invoices. Suppliers can submit invoices directly to Swiss Re.

Swiss Re support Coupa Supplier Portal (CSP) and cXML transmission.

Electronic invoicing (e-Invoice) has been mandatory in business-to-business transaction in EU countries. Some countries already implemented e-Invoice (e. g. Italy, Germany), others are on plan. For details and specifics in process, contact us.

Coupa Supplier Portal (CSP) is free and user-friendly platform that allows you to submit your invoices directly to Swiss Re. It supports PO viewing, invoice creation and tracking payment status. It also allows transforming Purchase Order details into invoices using the PO-Flip method.

Based on your request, we will send you the system invitation from email Coupa Supplier Portal. By following the steps in the invitation, you will be able to link to Swiss Re profile.

Do I need to register again when I use CSP with a different client? 

No, one login lets you connect to multiple customers. Just request an invitation to add Swiss Re to your list. 

Check your spam/junk folder. If still missing, contact us to resend the invitation.

Yes. You can invite additional users / your colleagues to use CSP account. The access and roles can be managed within your CSP account, under Setup.

Refer to CSP guideline under tab "Documents & Links". Alternatively, use Coupa online chat available at  www.supplier.coupahost.com or reach out to us.

On CSP you can:

• View all your Swiss Re purchase orders
• Create legally compliant invoices
• Track invoices real-time
• Use multi-tax rate invoicing and credit notes
• Monitor payment status
• Update your business profile
• Receive notifications
• Manage multiple customers under one login

To enhance security, a one-time setup of Multi factor authentication (MFA) and Legal entity information is required.

Select Account Settings (under your name in upper right section), go to Security & Multi Factor Authentication and choose MFA based on your preferences. Once you correctly set up, you will receive the confirmation notification to your email address.

Choose Business Profile, go to Legal Entities and click on Create. Fill in all required information.

You can create invoices directly in CSP.  Under tab "Orders" you will find the list of approved Purchase Orders (PO) from Swiss Re. Select correct PO and yellow stack icon on right. A new window with few mandatory fields will open. Please do not forget to choose corresponding VAT rate before you calculate and submit the invoice.

Submitting invoices with multiple line items

Start with invoice creation as usual. Then scroll down to the invoice Lines level. Update price and respective tax rate on the 1st line. Continue with "Add Line", change Type to "Amt", add appropriate tax rate, choose correct PO, enter respective amount and click Calculate and Submit.

Submitting invoices with multiple tax rates

Start with invoice creation as usual. Then scroll down to the invoice Lines level. Update price and respective tax rate on the 1st line. Continue with "Add Line, change Type to "Amt", add appropriate tax rate, choose correct PO, enter respective amount and click Calculate and Submit.

Invoice status can be tracked in real-time on your account in CSP, under tab Invoices.

The disputed invoice has been Abandoned. You will receive a notification in the comment field explaining the reasons for the dispute and the required actions. In most cases, you will need to resubmit your invoice with the corrections specified in the comments.

Create credit note by clicking on red stack icon against PO. Fill out the fields including original invoice number and original invoice date. Submit credit note.

•    The invoice content should not contain any personal data other than Swiss Re contact person name.
•    Set up MFA & your Legal entity before submitting your first invoice
•    When you attach your pdf invoice, the invoice date and invoice number must be identical with the e-Invoice.
•    Adding bank details in Remit-To Address helps Swiss Re to process your invoice quickly.

Contact us for guidance and support.

The only accepted format is pdf.

You may use PDFs when you are required to submit traditional invoices due to certain regions and/or specific circumstances (e.g. governmental invoicing tools).

Ask your local payables team for proper scanning mailbox.

Once you are onboarded to e-Invoicing, submit your invoices electronically via Coupa Supplier Portal.

PDF invoicing is not fully automated; there the process is slower with higher risk of errors compared to e-Invoicing.