ECA Supplier Services Portal

Congratulations on being selected by Education Corporation of America (ECA) as part of their electronic invoicing initiative.  ECA has partnered with Ketera to provide you with the following supplier enablement services:

1. Catalog Enablement: To purchase from you, ECA must have your catalog enabled in their Ketera Procurement system.  Ketera will work with you to enable your catalog for ECA.  This service applies to all ECA suppliers introduced to Ketera.  Your company has already gone through this service and ECA users are seeing your catalog either through a hosted catalog or punchout option.
2. Purchase Order Delivery: ECA generates orders in the Ketera system.  These orders will be delivered to you through a determined method between ECA, Ketera, and the supplier.  These methods include email, fax, web-based application, EDI, or cXML.  Your company has already gone through this service and you’re receiving purchase orders from ECA via Ketera.
3. Invoice Integration: You will send invoices to Ketera, and we will post those invoices directly into ECA’s system for payment.  These invoices will be transmitted through a determined method between ECA, Ketera, and the supplier.  These methods include entry in a web-based application, EDI, or cXML. 

The following sections will walk you through the supplier enablement process for invoice integration.  Once you have determined which enablement services apply to you, go to the appropriate section(s) for detailed information on next steps.  If you are unsure, please contact Ketera Supplier Services at supplierservices@ketera.com or your Ketera Supplier Representative.

Table of Contents:

Section I: Ketera Invoicing Options

Option 1 – Ketera Network

Option 2 - CXML

Option 3 - EDI

Section II: Move to production & GO-LIVE as scheduled
Section III: Summary of Ketera documents referenced in all steps

Section I:  Ketera Invoicing Options

Ketera can accept invoices from you via three methods:

Option 1 – Ketera Network

• With this manual option, you will log on to the web-based Ketera Network application to create the invoices online.  If you select this option, we will send you your Ketera login information along with a reference guide on how to create and submit your invoices in Ketera. 

Option 2 – CXML

• With this integration option, you will create your cXML invoice map based on Ketera cXML invoice specifications, and post your cXML invoices via a secure HTTPS connection to Ketera. 

Option 3 – EDI

• With this integration option, you will create your EDI invoice map based on Ketera EDI 810 invoice specifications, and post your EDI invoices to Ketera’s van.

Once Ketera receives your invoice, Ketera will post them to ECA’s system for processing.  You will continue to receive your payments from ECA directly.

What are my actions from this section?

1. Once you have determined which option is desired by your company, let your Ketera Supplier Rep know and go to the appropriate section for detailed information on next steps.
2. If you choose Option 1 – Ketera Network, go to Option 1 – Ketera Network.
3. If you choose Option 2 – CXML, go to Option 2 – CXML.
4. If you choose Option 3 – EDI, go to Option 3 – EDI.

Option 1 – Ketera Network

We are glad you opted to use the web-based Ketera Network application because this option is available to you today!

What are my actions from this section?

1. Read the “Ketera_Invoicing_QRG_1_3_0 (PDF)” below.
2. Make sure you receive your Ketera login information within 2 days of notification.
3. Once you receive your Ketera login, make sure you’re able to log in; can go to the ‘Invoicing’ page; and that you’re able to access the orders already received from Ketera.
4. Determine when you want to start using Ketera Network to do your invoicing, and make sure that your “old” process stops.  This will prevent duplicate invoice issues.
5. Go to Section II and prepare to go live!

Option 2 – CXML

This option is a great fit if you’re already receiving orders from Ketera via cXML.  Ketera supports the baseline cXML functionality as referenced on www.cxml.org in the cXML 1.2.021 User's Guide.  Currently, Ketera supports the cXML version 1.2.011.dtd for validating the cXML invoices posted by suppliers.  Any prior versions of cXML are compatible.

What are my actions from this section?
A.	Review the cXML 1.2.021 User's Guide on www.cxml.org for the cXML standards.
B.	Review the “Ketera_Invoice_cXML_Specifications_v1 3.pdf” below.
C.	Review the “Sample cXML Invoice document” below.
D.	Prepare and work on your map.
E.	Once your map is ready, go ahead and post test invoices to Ketera at any time against any of the test orders you already received from your Ketera Supplier Rep.  Here are the necessary URLs and IDs that you will need in your configuration:                                   For Test Environment :                  For Production Environment : Posting URL https://stagingportal.ketera.com/trx-cxml/cXML https://kexthub.ketera.com/trx-cxml/cXML Ketera Network ID AN01000074540-T AN01000054707 ECA Network ID KS02000450437 KS02000450437 NOTES: <Sender> is the supplier’s ID as sender of cXML invoice <To> is the ECA ID as the receiver of cXML invoice Supplier ID & SharedSecret values are the same as in OrderRequest URL is case-sensitive when posting invoices
F.	Once you post the test invoices, email the invoice numbers to your Ketera Supplier Rep.  Your Ketera Supplier Rep will track them and make sure that every invoice reaches ECA successfully.  ECA will make sure that the invoices map properly in their system.
G.	Following the successful completion of all testing, proceed to Section II and prepare to go live!

 

Option 3 – EDI

This option is a great fit if you’re already receiving orders from Ketera via EDI.  Ketera supports the ANSI X12 004010 810 Invoice document through our Value Added Network (VAN), GXS.

What are my actions from this section?
A.	Provide your EDI trading relationship data to your Ketera Supplier Rep.  Ketera’s EDI data is as follows:                                      For Test Environment :             For Production Environment : EDI VAN Provider: GXS GXS ISA Interchange ID: 6509035600T 6509035600 Qualifier: 12 12 GS ID: AN01000074540-T AN01000074540
B.	Review the “Ketera_EDI_810_Invoice_Implementation_Guide_-_KETERA (PDF)” below.
C.	Review the “ECA sample EDI 810 (PDF)” below.
D.	Establish a buyer/supplier EDI trading relationship with your VAN.
E.	Prepare and work on your map.
F.	Once your map is ready, go ahead and post test invoices to Ketera at any time against any of the test orders you already received from your Ketera Supplier Rep.
G.	Once you post the test invoices, email the invoice numbers and the Interchange Control Number (ICN) to your Ketera Supplier Rep.  Your Ketera Supplier Rep will track them and make sure that every invoice reaches ECA successfully.  ECA will make sure that the invoices map properly in their system.
H.	Following the successful completion of all testing, proceed to Section II and prepare to go live!

Section II: Move to production & GO-LIVE as scheduled

Congratulations!  At this point, you have successfully completed all testing.  Your Ketera Supplier Rep will coordinate with ECA and you on when to actually go live and start invoicing through Ketera in production. 

What are my actions from this section? Monitor the first invoice submitted to Ketera.  Once the first invoice is sent to Ketera, email the invoice number to ECA and your Ketera Supplier Rep.  Your Ketera Supplier Rep will make sure that the invoice flows through the systems with no issue.  Please double check and make sure that invoices are no longer going out to ECA the “old” way.

 

Section III: Summary of Ketera documents referenced in all steps

• Ketera_Invoicing_QRG_1_3_0 (PDF)
• Ketera_Invoice_cXML_Specifications_v1 3 (PDF)
• Sample cXML Invoice document
• Ketera_EDI_810_Invoice_Implementation_Guide_-_KETERA (PDF)
• ECA sample EDI 810 (PDF)