Welcome to electronic invoicing for Hewlett Packard Enterprise

HPE 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

    Who is Tungsten Network?

    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.

    How does it work?

    Tungsten Network’s ‘any-to-any’ solution handles all the data mapping requirements and ensures that all supplier invoices are delivered in the format that a customer’s accounts payable system requires.

    What are the benefits from using Tungsten Network?

    • 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

    Why doesn't HPE pay any fees?

    HPE and suppliers pay a fee to use Tungsten Network as we will both benefit from the service. Moving to electronic invoicing will create savings for suppliers by streamlining your processes and significantly reducing the time we pay your invoices.

    We believe that these fees equate closely to the cost of mailing and can be further absorbed by reducing your effort in chasing for invoice payment or resolving difficulties with invoices.

    Is invoicing via Tungsten Network a requirement for doing business with HPE?

    HPE is actively phasing out the processing of paper invoices to take advantage of the benefits that electronic invoicing provides to our business and our suppliers.

    The ability to submit electronic invoices will represent one of the assessment criteria during the tendering and supplier selection process.

    Will electronic invoicing be a requirement for new tenders and new suppliers?

    The ability to submit electronic invoices will represent one of the assessment criteria during the tendering and supplier selection process.

    What are HPE requirements per country?

    Please click here to access our guide.

    What happens if I continue to send paper invoices?

    HPE would like to take advantage of the benefits that electronic invoicing provides to our business and to our suppliers and therefore this is the preferred invoicing method.

    Once you start sending invoices through Tungsten Network you will need to discontinue sending paper copies.

    Will I need to use this service if my account is paid on time?

    Your use of Tungsten Network will ensure that we continue to pay you on time. In addition, you will take advantage from a number of other benefits ranging from more secure invoice delivery to increased visibility over the invoice life cycle.

    What if I don't have a system capable of creating electronic invoices?

    Tungsten Network can handle many types of data input, therefore please contact them in order to get assistance in finding the best solution for your business also considering the capabilities of your system.

    If you raise invoices manually (Word, Excel etc.) you can access Tungsten’s e-invoicing platform via the secure web site and create invoices online using the Web Form. No software installation is required; all you need is an internet connection and standard browser.

    Will HPE make payments using Tungsten Network?

    Tungsten Network is not a payment platform. HPE will continue to pay suppliers using the current payment method.

    Who can I contact within HPE?

    The implementation of e-invoicing will be managed on behalf of HPE by Tungsten Network who will also represent the first point of contact for queries.

    Tungsten Network can be reached at the Tungsten Network Help Desk

    For any invoice/payment status related queries, please ensure that you check the status of your invoices on AP Online. Please allow several days after submission for the invoice verification and booking before checking the status.

    Who do I contact if I have registered with Tungsten Network and I face production issues such as invoice submission issues?

    Once you have registered with Tungsten Network, please raise a ticket with the Tungsten Network Support Team via www.tungsten-network.com/support and your ticket will be responded in 2 business days.

    Who do I contact for any invoice status/payment status related queries?

    For any invoice/payment status related queries, please ensure that you check the status of your invoices on AP Online. Please allow several days after submission for the invoice verification and booking before checking the status.

    If your invoice is still not available in AP Online or if you have further questions about your invoice, please contact the Service Central. Please provide 15 digits AAA… Tungsten Network Transaction Number to the HPE CRC Team for a further investigation. The number is a proof you have submitted an invoice correctly. This number is visible in the email confirmation your company receives from Tungsten for each successfully submitted invoice. In case invoice has been submitted incorrectly an email confirmation will contain failure reason instead of the 15 digits AAA… transaction number. In that case please correct an invoice accordingly and resubmit.

Registration Questions

    How to register?

    Please click here to access our step by step guide.

    Does this electronic invoicing requirement apply across all of HPE?

    Electronic invoicing through Tungsten Network has been rolled out to most of the European countries, North America and other countries throughout the world.

    Do I have to pay any fees to use Tungsten Network?

    Tungsten Network provides all new suppliers 52 free transactions when registering with the Tungsten Network Web Form. At the end of your first anniversary, if you have not used all of your free transactions, we will replenish your account back to 52 invoices for you to use during the next 12 months. If you use all 52 free invoices and need more during this 12-month period, you will be required to purchase your first batch of transactions (minimum 25 invoices).

    This means, for suppliers sending 52 or less invoices per year, the service is completely free.

    There is a small cost associated to each transactions if you need to send more than 52 invoices via the Tungsten Web Form per annum. Also, for suppliers looking to automate e-invoicing using the Integrated Solution, there is an annual membership fee and a fee per transaction, however, Integrated Suppliers will also receive 520 free transactions per annum.

    Pricing is set by Tungsten Network and all fees are billed by and paid to Tungsten Network. More details about Tungsten Network’s fees are published here.

    HPE expects from vendors to bear the e-invoicing costs per standard business practice.

    What costs are associated with enrolling on Tungsten Network?

    Tungsten Network offers two types of invoice delivery; an integrated solution and a web form solution.

    The Integrated Solution enables suppliers to send their invoice data in any format directly to our accounting system. This integrates your current billing system into Tungsten’s e-invoicing network so that data is transferred without manual intervention; this solution has an annual membership fee plus a transaction fee if you exceed the number of free invoices which this solution offers.

    The Web Form solution allows you to manually enter data into Tungsten Network’s secure online form. If you choose to use the web form solution you are not required to pay a set-up or joining fee to start using this service. You will receive a number of free transactions; if your invoicing requirement exceeds the free transactions, you will be able to purchase more.

    What does the membership fee for the Integrated Solution cover?

    The membership fee covers the cost to Tungsten Network for setting you up on their network and the general costs of maintaining the network. The membership fee is an annual cost regardless of the number of customers that you invoice via the network and it includes a number of free transactions.

    Do I need to enter into sign an agreement with Tungsten Network?

    Yes, regardless of the solution you choose, you will be required to accept Tungsten Network’s terms and conditions.

    Do I need to install additional hardware or software?

    Tungsten Network is web-based, therefore all you require to access the e-invoicing platform is a browser and internet access.

    How is the switch from paper to e-invoicing managed?

    Once you are set-up and ready to transact via the network, Tungsten Network will send you an alert to notify you that you are ready to submit invoices to our accounts payable department.

    My organisation is planning to change its invoicing software soon; should I wait before subscribing?

    Tungsten Network accepts any incoming data format therefore you should join the network as soon as possible. You can simply advise Tungsten of the changes when you are ready to use your new software. They will make the necessary changes without interruption of invoice delivery.

Using Tungsten

    Can I send electronic invoices using Tungsten Network to all of my customers?

    Tungsten Network allows you to send electronic invoices to any other customers that are using the network once you have enrolled.

    Can I send transactions for more than one customer in one file?

    For the Integrated Solution, Tungsten Network can accept data files in any format covering as many customers as you require. Tungsten Network will agree with you how each customer is identified in your data file and will then deliver each transaction to the correct customer.

    What data must be included on the invoices when submitted via Tungsten Network?

    Refer to the document Best Practices for submitting invoices Different HPE Entities to understand the data requirements on your invoice. Please select your invoicing region (HP “Bill To” address where you are sending your invoices) to know the essentials to be provided while submitting invoices to HPE.

    For Web Form suppliers, please also refer to Tungsten Network Web Form Invoice Submission Guide for details.

    How do I know if my Invoice/Invoice File was successfully delivered by Tungsten Network to HPE?

    • Tungsten Network sends an e-mail confirmation to you informing whether the invoice/invoice file has been accepted by Tungsten Network for transmission to HPE.
    • Tungsten Network assigns a transaction number for every successful submission to Tungsten Network. This 15 digit transaction ID is unique for every invoice submitted through Tungsten Network and begins with AAA or BAA, example: AAA000005236987.

    You can find this number by accessing your account at www.tungsten-network.com.

    1. Log into www.tungsten-network.com using your Tungsten Network log-in and password.
    2. Under the heading “Reporting”, select “Invoice Submitted”
    3. You can either specify your criteria or leave all the filters as they are and run the report.
    4. A report showing all invoice numbers and Transaction Ids will display.

    Alternatively, you can check the status of your invoice by accessing the “Invoice Status” option under the Invoicing menu. This will provide the status of the invoice with the transaction number.

    Refer to the document How to check Tungsten Network invoice status for detailed instructions on the reporting activity mentioned above.

    Invoice Receipt date

    Once your invoice is successfully submitted via Tungsten Network and it has status as DELIVERED, it may take up to 24 hours for the invoice to be received by HPE.
    HPE policy is to pay based on invoice receipt date.

    How to check Tungsten Network Invoice Status and Invoice Reporting?

    Please click here to access our step by step guide.

    What is a PO validation and how to ensure invoices passed PO validation?

    PO range validation is the HPE initiative to ensure that all Tungsten Network invoices submitted by suppliers contain PO numbers in the correct ranges. For non PO invoices, it includes validations to ensure invoices contain the HPE contact name and email address.

    How do I place PO properly on the invoice to pass PO validation?

    Please click here to review the documentation which helps a supplier to input correct PO number while submitting invoices through Tungsten Network.

    Only the PO number should be quoted in the PO field. No extra information or suffixes should be entered.

    PO validation guide will also help the supplier to input the PO number at the right place and for more information please click here.

    Suppliers using the Web Form should provide the required information as detailed in the attached guide. Suppliers using the Integrated Solution should contact Tungsten Network Support to ensure that supplier profile is mapped to provide the required information.

    For invoices which failed PO validation supplier would receive an email notification. To check the status of your invoices please refer to this document. If you do not receive Tungsten Network email alert, please click here to raise a support ticket.

    PO Validation FAQ

Best practices

Helpful links

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