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Conextrade Help Centre

Welcome to the Conextrade Help Centre!

On this page you will find all the relevant information for the use of our portal and portal-related services. If you have a specific problem for which you require the assistance of our Customer Care, you can go back to our portal and fill out our request form.

Conextrade services

The Conextrade portal is a platform for e-invoicing. You can send and/or receive orders, order responses, dispatch advices and invoices, all from our portal. 

 

If you wish to digitalise your invoice procedures with your trade partners, we suggest you to contact us for a full integration, which enable you to manage and keep an overview of all documents exchanged on the portal.

 

If you use the portal as a supplier of a company that has special requirements for the invoice format, you will probably have to send your invoices either per paper or email (PDF and Invoice Box). This depends on your buyer.

 

Overall, you can spare many costs by digitalising the sending of invoices as well as reducing your carbon footprint.

Transaction packages

You can send orders, order responses, dispatch advices and invoices through Conextrade. Each document you send or receive is counted as a transaction. To use the portal, your therefore need to buy transaction packages. These packages are valid for 12 months and have 4 different sizes:


Conextrade S


24 transactions

 


Conextrade M


100 transactions

 


Conextrade L


500 transactions

 


Conextrade XL


3000 transactions

So that you do not get blocked once you finished your package, you have the possibility to already choose what kind of package you want to buy next. The buy will be made automatically once you use your last transaction, so that you can go on with your daily business. If you do not wish to automatically buy the next one, you can disable the function under Billing on the portal.

 

All transaction packages enable you to:

 

  1. You have an unlimited number of users on your company account
  2. You have an unlimited number of trade partners
  3. Send and receive all types of documents to and from your trade partners
  4. Every transaction is debited, except for EDI and paper invoices
  5. You can use our interconnect services with Post Finance and SIX
  6. You can ask for support from our customer care through our support form or through our hotline. Cost: 200.-/hour for minimum 15 minutes
  7. Your documents are available for 90 days on the portal before being permanently destroyed.

Additional service

We offer one "Additional service": the archiving of your transactions. This service is valid per transaction package. If you want all your transactions to be archived, then you will need to buy the extra service for each transaction package you buy. 

 

Archive

 

If you do not wish to download your documents within the 90 days during which there are available on the portal and store them yourself, you can select our extra service "Archive". By doing so, all your documents are saved by us for the next 10 years. If needed, you can request us to send you the documents you might need. 

  1. All the transactions of your package will be stored according to the Swiss legal requirements for the obligatory 10 years.
  2. We also save the e-signatures with the documents.
  3. The storage of your data is done by our partner Trust Weaver.

 

The condition for having access to those documents for the next ten years, is that you keep your portal account. However, you will not need to pay extra fees - the costs of archiving are comprised in the one time payment.

Quick guide

Conextrade portal: content

Search trade partners

Under search trade partners you can find all companies that are directly connected to the Conextrade portal. It contains detailed information about the individual companies and provides direct access to their information such as addresses, contact persons, phone numbers, ect.

 

Via the trade partners search you can add companies as your buyers and/or suppliers. Just click on the + next to the company. Your enquiry and its current status can be viewed under Sent request.

 

You can only start sending documents with other companies once they've accepted you as a trade partner.

           

 

My trade partners

Listed here are all companies that are registered with you either as customers or suppliers, and with whom you can undertake electronic processes and exchange documents.

 

You can delete the connection anytime you want, but it is definitive.

Received requests

You have an overview of the requests for trade partner connections you received. There you can decide whether you want to accept a it or not.

Sent requests

You have an overview of the trade partner requests you sent that are still pending.

Received documents

This tab enables you to see all the documents you have received. You can filter and sort the documents according to your needs.

 

If you click on the three dots, you can either mark it as unread again or move the document to trash. We recommend you saving the documents on your computer before moving them to trash on the portal.

 

If you open the document, you can edit, cancel and/or download the invoice.

Sent documents

This tab enables you to see all the documents you have sent. You can filter and sort the documents according to your needs.

 

If you click on the three dots, you can move the document to trash. We recommend you saving the documents before moving them to trash.

 

If you open the document, you can edit, cancel and download the invoice.

Trash

You have an overview of the documents you deleted. Please be aware that the documents in this file will be definitively deleted every XXX. If you want to recover a document, you can move it back to sent or received documents.

Archive

Archive is an additional service you can choose with your transaction package. It guarantees the safekeeping of your transactions for the next 10 years so that you are legally conform by our partner Trust Weaver.

 

You can access your archive on the portal and filter the documents according to various criteria. You have an overview of you documents and you can download the invoice with their respective signature container if needed.

 

Please be aware that the archiving service is only valid per transaction package. Once you have finished on package, if you do not buy the additional service again, your new transactions will not be archived.

Document tracking

Document tracking allows you to track all documents sent and received. The documents can be filtered according to various criteria, such as trading partner, document ID, status or date. All documents listed that have a red error badge on them have had an error.

 

If a document has a red badge it means it cannot be delivered at all. In most cases, that occurs when documents are mistakenly addressed or the document format is not correct. If it is a signed invoice, it is often due to the fact that a VAT check was not made. In those cases, you will have to correct the errors and resend the documents.

 

All individual processing steps, including format conversions, are listed in the document's detail view. With each individual step you can download the data or view it online. The documents can be viewed online during a period of 90 days. After that, they will be moved to an archive.

Documents: create e-invoice

This service enables you to create an invoice directly on the portal instead of uploading it. If you will send many invoices with the same form, you have the possibility to save it as a template.

Documents: create a document based on another one

If you receive an order, you can create an order response based on it to answer your customer. You can also send a dispatch advice and an invoice based on the previous documents. Thanks to this option, you can have the most recent information directly filled in the form.

 

Please be aware that if you create an invoice based on an order you received and you exchanged documents inbetween, you will not have the most recent information in your invoice. 

Personal settings

Under personal settings you will find to tabs. Under personal information you can edit your own user profile. Under login credential you have the possibility to reset your password. 

Company settings: company information

The administrator can change the company's information as well as its logo.

Company settings: billing addresses

The administrator can edit, add or delete your various billing addresses.

Company settings: user management

The administrator can edit, add or delete users from the company.

Company settings: backend systems

You can see your different backend systems. You cannot modify this or only through our Customer Care.

Help

This page of the portal shows you the various options to get help:

  1. Help centre
  2. Support request form
  3. Paid hotline

 

Please be aware that support from our customer care (support request form and paid hotline) costs 200.- CHF/hour for a minimum of 15 minutes. 

Billing: transaction packages

Mit Digital Identification nehmen wir Ihnen die Arbeit der digitalen Identifizierung ab. Je nach individuellem Bedürfnis entscheiden Sie, ob die Online-, die Selfservice- oder die Videolösung mit Call-Center-Agenten am besten auf Sie zugeschnitten ist. Nach erfolgreicher digitaler Identifizierung können Endnutzer ihre Dokumente elektronisch signieren. Auf Wunsch können danach auch wiederholt digitale Signaturen zeitlich unabhängig von der Erstidentifizierung erfolgen. Der Managed Service lässt sich einfach und flexibel in Ihre bestehenden Systeme integrieren. 

Billing: payment method

Mit Digital Identification nehmen wir Ihnen die Arbeit der digitalen Identifizierung ab. Je nach individuellem Bedürfnis entscheiden Sie, ob die Online-, die Selfservice- oder die Videolösung mit Call-Center-Agenten am besten auf Sie zugeschnitten ist. Nach erfolgreicher digitaler Identifizierung können Endnutzer ihre Dokumente elektronisch signieren. Auf Wunsch können danach auch wiederholt digitale Signaturen zeitlich unabhängig von der Erstidentifizierung erfolgen. Der Managed Service lässt sich einfach und flexibel in Ihre bestehenden Systeme integrieren. 

FAQ

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Administrativi
 

How can I send an invoice to my client?

How can I check if my document was successfully sent?

Where can I download my invoices?

What is the difference between an administrator and a standard user?

Can I upload my PDFs instead of sending them per email?

How should I start using the portal?

What is a transaction?

How can I deactivate the email notifications?

What is the difference between an administrator and a standard user?

Where can I find help?

How can I check if my document was successfully sent?

Where can I add or delete a portal user?

Legal documents

You can download the legal documents you accepted for the portal use here. 

 

  1. Delegation Declaration E-Invoicing
  2. User Agreement
  3. Terms & Conditions

Format information

You can download the technical information regarding the data formats as ZIP files.

 

  1. Invoice in XML ETS 3.1 format
  2. Invoice xCBL 3.0 format
  3. Archive W3C DSig format