Define a Legal Profile

You can define one or more Legal Entity profiles (sender or receiver) for a Business Unit. A Legal Entity is the record of the unique Buyer (receiver) or Supplier (sender) party, typically from a tax registration perspective, that exchanges compliant invoices through AIC. This is a company or a business unit or division within a company.

 

To define your legal profile(s)

1	Login into the GXS Trading Grid Online.

2	Click Account Manager tab > Service Configuration.

3	Click Legal Profile. The Legal Profile List page opens.

Note: Depending on if you are a sender or receiver, and who you are creating a Profile for, you might not see all of the following options or steps.

4	On the Legal Profile list page, to modify a legal profile, in the Legal Profile Name column, click the profile, then go to the next step.

To create a new legal profile, click one of the following, which depends upon the subscription chosen by your Business Unit.

Create Option	Subscription	Description
Sender (Subscriber) Legal Profile	AIC Sender	Click if your Company is a Supplier Hub, that is, a corporate sell-side organization (Hub), which is proactively planning to push compliant electronic invoices out to its customer community, and your Company is focused on the Accounts Receivable benefits of electronic invoice compliance.
Receiver (Subscriber) Legal Profile	AIC Receiver	Click if your Company is a Buyer Hub, that is, a large corporate buy-side organization (Hub), which is proactively mandating electronic invoice compliance to its Supplier community, and your Company is focused on the Accounts Payable benefits of electronic invoice compliance.
Create Receiver (Non-Subscriber) Legal Profile		Click if your company is a Supplier to a buying company that has requested compliant e-invoices, but the buying company is not using GXS AIC.
Create Sender (Non-Subscriber) Legal Profile		Click if Your company is a buying company that has requested compliant e-invoices. The Supplier company is not using GXS AIC. You are using the Non-Sign EDI invoice process type with this Supplier.
Non-GXS Receiver Legal Profile	AIC Sender	Click if you have a trading relationship with Buyer who is not a GXS customer, but uses the AIC service.
Non-GXS Sender Legal Profile	AIC Receiver	Click if you have a trading relationship with Supplier who is not a GXS customer, but uses the AIC service.

The buttons to create legal profile are based on the subscription chosen by the respective Business Unit (BU) / company, as follows.

Create Sender (Subscriber) Legal Profile and Create Non-GXS Receiver Legal Profile apply to an AIC Sender subscription.

Create Receiver (Subscriber) Legal Profile and Create Non-GXS Sender Legal Profile apply to an AIC Receiver subscription.

Create Receiver (Subscriber) Legal Profile, Create Sender (Subscriber) Legal Profile, Create Non-GXS Receiver Legal Profiles, and Create Non-GXS Sender Legal Profile are seen

For creating legal profile for Receivers, click Create Receiver (Subscriber) Legal Profile.

5	On the Legal Profile as . . . page, enter or modify the data to modify or define the profile. In the Legal Entity Information section, enter the required information about the location of the division, plant, or other entity for the profile.

For Legal Entity Unique ID, enter a unique combination of letters and/or numbers. A Legal Entity is the record of the unique Buyer or Supplier party, typically from a tax registration perspective, that exchanges compliant invoices through AIC. This is a company or a business unit or division within a company.

For example, if Company ABC operates in three European countries and is registered as a unique tax entity all three, it would have three legal entities in AIC.

6	Be sure to select the Country. The Country drop-down menu has 2 sections.

First the COMPLIANT countries are listed. These countries have a set of standards for doing business, as defined by its legal entity.

Then, the NON-COMPLIANT countries are listed. These countries have no specific defined standards.

7	In the Contact Information section, enter at least one contact.

8	To enter one or more of your previously defined Service Contacts:

a	Click Select Existing Service Contacts.

b	Select the applicable contact(s), then click Select.

9	To define a new contact:

a	Enter the data for the first contact. All fields are required. Locale refers to the preferred language of the contact, not a country.

b	Click Add. This is required to save the contact.

10	Repeat the previous two steps to add additional contacts.

Note: The system assigns a Contact ID to each contact; this is an internal ID for system use only.

Important: If you have only one contact and want to replace it, add the new contact, make it the default contact, then remove the old contact.

11	Click Submit to save changes. Options display.

Important: GXS strongly recommends that you consult with your GXS Account Manager before selecting the remaining options.

12	In the Signing Information section, specify the Process Type, that is, the output format in which to deliver signed invoices. Based on the Country selected, and the type of the Legal Profile, you will not see all of the following options. Select an option.

Process Type Option	Description
Active Invoice Archive	Archives all signed and non-signed invoice documents and related artifacts without any validation checking, duplicate invoice number checking, or invoices sent to a recipient. In the Legal Entity Information section, if you selected a NON-COMPLIANT country, you must select this option.
Active Invoice Archive	Archives all signed and non-signed invoice documents and related artifacts without any validation checking, duplicate invoice number checking, or invoices sent to a recipient.
Active Invoice for Latin America with and without Duplicate Check	Applies to signed invoices in the countries of Mexico, Brazil, and Turkey for invoice processing requiring approval from Tax authorities. This process applies digital signatures to the invoice documents (PDF or any other format). AIC then sends a PDF version of the signed invoice. This process is available with or without the duplicate invoice number check feature for invoice documents; select the applicable option.
Active Invoice Non Sign With Human Readable Image and Signed PDF container	Same as Active Invoice Non-sign with Human Readable Image with a PDF “container” created to sign the invoices and then to send or archive these invoices with their related “artifacts,” or data, via PDF file(s).
Active Invoice Non Sign With Human Readable Image and Unsigned PDF container	Same as Active Invoice Non-sign with Human Readable Image with a PDF “container” created to send or archive unsigned invoices with their related “artifacts,” or data, via PDF file(s).
Active Invoice Non-sign with Human Readable Image	Same as Active Invoice Non-signed EDI except that a PDF document (human readable image) of the invoice is generated and sent to the recipient.
Active Invoice Non-sign with Human Readable Image without Duplicate Check	Same as Active Invoice Non-sign with Human Readable Image except that a duplicate invoice number check is not performed on invoice documents.
Active Invoice Non-signed EDI	AIC receives only EDI invoice documents that are not digitally signed. AIC forwards the EDI documents to the recipient after content validation.The duplicate invoice number check feature is also performed on the invoice documents. Duplicate checking ensures that a Sender cannot send multiple invoices with same invoice number within the Sender’s fiscal year. AIC also generates: Summary List — list of all transactions performed by the customer in a day Trading Partner List — list of trading partners with whom the customer has performed transactions. Note: For non-signed invoices, there is an additional requirement to maintain the Trading Partner List and Summary List. An active relationship between two legal entities (Receiver and Sender) is mandatory for them to exchange invoices; otherwise the invoices are rejected.
Active Invoice Non-signed without Duplicate Check	Same as Active Invoice Non-signed EDI except that the invoice number duplicate check is not performed on invoice documents.
Active Invoice Sign	AIC digitally signs the invoices on behalf of a Sender, provided the Sender is also selected this Process Type. Digital signatures are applied to the invoice (PDF or any other format). AIC then sends a PDF version of the signed invoice.
Active Invoice Sign with Duplicate Check	Same as Active Invoice Sign with an added duplicate invoice number check feature performed on the invoice documents. Duplicate checking ensures that a Sender cannot send multiple invoices with the same invoice number within the Sender’s fiscal year.
Active Invoice Sign with Duplicate Check and TP Report List	Same as Active Invoice Sign with TP Report List with an added duplicate invoice number check feature performed on the invoice documents. Duplicate checking ensures that a Sender cannot send multiple invoices with same invoice number within the Sender’s fiscal year.
Active Invoice Sign with Signed PDF container	Same as Active Invoice Sign with a PDF “container” created to sign the invoices and then to send or archive these invoices with their related “artifacts,” or data, via PDF file(s).
Active Invoice Sign with TP Report List	Same as Active Invoice Sign with an added Legal Entity Relationship check that generates a list of trading partners associated with the Sender.
Active Invoice Sign with Unsigned PDF container	Same as Active Invoice Sign with a PDF “container” created to send or archive unsigned invoices with their related “artifacts,” or data, via PDF file(s).
Active Invoice Validate	Same as Active Invoice Sign with an added feature that received signed invoice documents are validated for digital signatures.
Active Invoice Validate with Duplicate Check	Same as Active Invoice Validate with an added duplicate invoice number check feature performed on the invoice documents. Duplicate checking ensures that a Sender cannot send multiple invoices with same invoice number within the Sender’s fiscal year.

If you selected Active Invoice Sign, the page redisplays.

a	In the Digital Signature Information section, click Select/Update Digital Signature Information to enable the Digital Signature Information page for selecting the Document Format / Sign Format / Job Type for Domestic invoices (sender and receiver are in the same country) or Cross Border invoices.

Note: The Default combination (PDF / PDF / CADEASA) is marked with a check mark, but it must be selected to populate the Legal Profile.

Scroll down to the next section to select the combination for Cross-Border invoices (sender and receiver are in different countries).

Scroll to the bottom and click Select to add your selections.

b	In the Signing Information - Exceptions section, specify Suppliers that should not receive invoices for a specific Process Type. The Legal Entity Unique ID displays the first Supplier that you do not want to receive invoices in the selected Process Type.

For example, if a Sender (trading partner) selected the Active Invoice Sign process type and the Receiver selected the Active Invoice Non Signed process type, the Receiver can create an exception for the Sender by specifying the Sender Legal Entity Unique ID (VAT / TAX Id) and then selecting the preferred process type.

In the Process Type Documents Information Archive section, from the a list of documents relevant for the selected exceptions Process Type), select document types from the list. Press the Ctrl key to make multiple selections.

Click Add. You might need to scroll to the right to see the button.

Repeat for each Supplier to make an exception for.

Note: The document selections apply to all Suppliers named in the Process Type. To select other documents, use a different Process Type.

c	Use the Process Type Documents Information Delivery section in the same way as the previous step.

d	The Archive Information section displays the Default Archive Period for the country in which this entity is located. .

To disable invoice reports archiving, select Disable Archiving?

Important: This option prevents viewing invoices.

If you do not disable archiving, do one of the following.

Select GXS Archive as your archive. The Default Archive Period, is based on the country of this profile. You can use the Extend to option to extend this period for each invoice by a number of months. Enter your Cloud Profile Id, which is your Cloud Archive Service (TG-CAS) identification. If you want a URL link to access the archived files, select the Archive Link option, and then select a Delivery Mode of Email or GXS Supported Communication Methods in Step 14.

Select Customer Archive and enter your Cloud Profile Id.

13	In the Notification Type section, select the alerts and documents to deliver to the Contacts defined in this profile.

Select as needed:

Invoice Copy to deliver a copy of the unsigned invoice.

Success Alerts (Suppliers only) to deliver a "success" email after the invoice is successfully sent.

Error Alerts (Suppliers only) to deliver an "error" email if an error occurred and the system could not deliver the invoice.

14	In the document Delivery Mode section, for delivery of AIC-generated documents (not yet archived) to the service contact (default contact in case of a signed/validated document).

Note: The Delivery Mode is applicable only if your company subscribed to the Deliver compliance package.

Select one:

Email to deliver the documents via email attachments. The maximum number of document attachments delivered is 10 per email.

GXS Supported Communication Methods to use GXS-supported communication methods in which the compliant invoice package is delivered to the TGMS mailbox from where GXS can forward it to the customer using any GXS-supported communication method, e.g., AS2, FTP, etc.

Secure Email Delivery to deliver the documents via a secure link in an email. For more information, see “Secure Email Delivery” on page 373.

Web Services to deliver the documents to Spain or to the Italian Government. This applies to Non-GXS Receivers only.

For signed invoices, documents delivered are:

Signed/validated PDF documents.

Invoice copies, if selected in the Notification Type section (previous step).

For Non-signed EDI invoices, the Summary List is delivered.

15	For the document delivery Type, select either:

Real Time Delivery to archive and deliver invoice-related documents when they are generated.

Delayed Delivery to archive and deliver invoice-related documents after all artifacts (for example, audit trail, summary, etc.) are generated.

Then, you can select:

Suppress invoice data delivery . . .? to suppress delivery of the original file (submitted by the Supplier) to the Buyer mailbox.

Deliver Compliance Package to deliver all of your documents related to an invoice. The default for this option is Delayed Delivery, which submits the compliance packages once per day.

Submit compliance package as zip to deliver the artifacts as one package in zip format.

16	(Suppliers only). In the Human Readable Format section, you can specify that a logo or additional information display on invoices sent or received.

a	In the Locale dropdown, select the language of the logo or user-defined field.

b	To specify a logo, enter the name of the logo file or click Browse to find and select it. It cannot be larger than 10 megabytes.

c	Click Upload. The page redisplays showing the logo. You might need to scroll down to see it.

17	(Suppliers only). To specify additional fields to appear on invoices, in the User Defined Fields section,

a	Enter the Field Label and Description. Both are required.

b	Click Add to save the information. The page redisplays showing the field you entered. You might need to scroll down to see it.

c	Repeat to add additional user fields.

18	Click Submit. Your profile displays on the Legal Profile list page.

See also “Maintain Legal Entity Relationships”

16.2 release. Updated October 23, 2016 Trading Grid Online User Guide PDF

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