Send PDF e-invoices

Invoicing addresses – PDF e-invoices

Suppliers sending the invoices to KONE entities with vendor invoice automation (Medius) must send invoice to Medius Capture in pdf format to email address mf-kone@medius.cloud, no registration required. Currently available only in Austria, Germany, Switzerland and Norway. How to send invoice to Medius Capture:

Supplier sends the invoice to Medius capture email address* mf-kone@medius.cloud
*it is an automatic email ID with no reply
Medius Capture supports the following file formats when sending invoices via email:
- PDF
- Attachments:
  - Additionaly supplier can also add attachments of various formats, such as DOC, TXT, XML, or XLS.
  - Only invoice-related attachments are allowed
  - Medius does not allow multiple PDF files in a single email. Submit one complete invoice per email as a single PDF file and include any supporting documents in a different file format (e.g. Invoice.pdf with Attachment.doc or Attachment.7z), as multiple invoice files or multiple PDFs in one email will not be automatically processed.
Here are some important limitations to keep in mind when preparing invoice files to be sent:
- Only one invoice can be sent per email
- The maximum size of an invoice file is 50 MB.
- An invoice file can contain up to 2000 pages.
- The maximum number of line items that can be captured per invoice is 999 items.
- The recommended resolution of a scanned attachment is 300 dpi.
For detailed invoice content requirements, please refer to the webpage Invoice content requirements – KONE Supplier e-invoicing
- To enable the automation please also follow the requirements below:
  - Each order-based invoice includes only one PO (purchase order) number
  - Do not combine PO and Non-PO invoices
  - For non-PO invoices with multiple cost centers or networks, split the invoice into individual line items to capture all details accurately
In case the support is needed please contact AP Helpdesk Contact information – KONE Supplier e-invoicing

Supplier operating in other countries must register to Basware accordingly:

Basware portal I Content requirements for pdf invoices I Invoicing addresses for pdf invoices I Login to Basware portal

Prerequisites for using pdf e-invoice service:

Registration in Basware portal must be completed, and the sending email address must be validated by answering Basware’s confirmation email. The validation needs to be done also for noreply email addresses
Invoices must be in machine readable pdf format, it must be possible to search and copy words from the pdfs
All invoices must have the same layout. If the layout changes, the invoice will be rejected and you need to contact ContactAP for support
The sending email address cannot be shared with other companies, for example 3rd party generic email address will not work

Start sending pdf e-invoices to KONE by following these steps:

1. Create an account to Basware portal

Go to Basware portal
Register with your email address
Portal will send a confirmation message to your email address
Open the confirmation message and activate your account within maximum of 7 days

2. Activate your account

When you are filling in you company details, please pay special attention to

the business identifier – e.g. company’s VAT or TIN number
your company’s contact person, email address and phone number. Important notifications, such as invoice rejections, will be sent to this email.
add the email addresses from which you will be sending pdf e-invoices. You can only send invoices from the addresses defined here. You can add up to 200 email addresses.

3. Verify sending email addresses

You will receive a confirmation e-mail with an access link. Please use this link to confirm the e-mail addresses which you will be using for sending invoices. Invoices from an unconfirmed address will be rejected.
If you are sending your invoices from an unmonitored email address, please contact your IT support to help with confirming the e-mail addresses.

4. Send readable pdf invoices to KONE company specific @email.basware.com addresses

Invoices must be in a readable pdf format. A readable pdf file is a file saved in pdf format, not a scanned image. You can search and copy words form readable pdfs.
Attachments can be added to the end of the invoice file. Separate attachment files must be in pdf format, and the name must contain the word attachment, anhang, anlage, adjunto, annex, or liite. For example, attachment_112233.pdf

Basware validates the invoice fields from the first invoice. Basware will notify you by email when the first email has been delivered to KONE successfully. The first invoice can take a few business days to be mapped and delivered to KONE.
No further confirmation emails will be sent unless there are delivery problems with the invoices.
The confirmation notification and all the rejection notifications are sent to the email address, from which the invoice was sent and as well to the email address of company’s contact person that was given during the registration.
Most common rejection reasons are: the pdf invoice is not machine-readable, the email invoice was sent from an unregistered email address, a mandatory field does not have a content, or the name of the additional attachment file does not include one of the following words: attachment/anlage/adjunto/annex/liite.
KONE company specific pdf e-invoice receiving email addresses can be found here.

5. Basware portal

Use of the portal was needed for registration and activation of the service. It is also needed if you want to change or add sending email addresses. From the portal you can also check the invoice delivery status of your invoices in the Documents tab.
You can log in to the portal from portal.basware.com.

KONE Doors Business (KDB)

Suppliers sending invoices to KDB may submit PDF invoices to the relevant BSCS email address listed here. No registration is required.

Questions about sending invoices?

If you have questions about sending invoices to KONE, our contact information can be found here.