Welcome to the GSK / Tungsten Network PO Services help page.

This page is here to help GSK suppliers understand the implications, features and benefits of PO (Purchase Order) Services, which is scheduled to launch in September 2015.

GSK is implementing PO Services with two clear objectives:

To make e-invoicing quicker and easier for our suppliers
To eliminate common errors that cause delays in invoice approval and payment

Important notice: only certain GSK entities and POs are in scope for PO services.

Please click here to find out whether your GSK customer will be sending purchase order information to Tungsten Network

GSK PO services

Welcome to the GSK / Tungsten Network PO Services help page.

This page is here to help GSK suppliers understand the implications, features and benefits of PO (Purchase Order) Services, which is scheduled to launch in September 2015.

GSK is implementing PO Services with two clear objectives:

To make e-invoicing quicker and easier for our suppliers
To eliminate common errors that cause delays in invoice approval and payment

Important notice: only certain GSK entities and POs are in scope for PO services.

Please click here to find out whether your GSK customer will be sending purchase order information to Tungsten Network

Click here if you are using the Tungsten Web Portal to invoice GSK

Click here if you are using the Tungsten Integrated Solution to invoice GSK

Web Form suppliers

For PO’s sent to Tungsten (click here to view exceptions and in scope customers) you will now be able to log into Tungsten, view your purchase order and convert it into an e-invoice in just a few simple clicks.

View the short video tutorial to see how easy Tungsten PO Convert is to use!

Help & support for Web Form suppliers

Using Tungsten PO Convert is quick and easy, especially if you familiarise yourself with the video and PDF tutorials above.

From 28^th September 2015, you can quickly convert a PO into an invoice. All of the PO data will be extracted automatically so that you don’t need to enter or edit the data manually. Therefore, if your PO is showing on the Tungsten portal, we strongly encourage you to use the Tungsten PO Convert feature.

Please note that not all GSK company entities or POs are in scope. Visit this page to find out more.

Frequently Asked Questions

How do I use PO Convert?

Please see the short video tutorial above, or read the PDF help guide. These will guide you through the process in a few simple steps.

Will using the PO Convert service mean that I no longer receive a PDF copy of the PO emailed to me?

No, GSK will continue to send purchase orders to suppliers in the usual way.

I have a PDF PO from GSK but I cannot see this PO on the Tungsten Portal. What should I do?

Firstly, check this page to ensure your PO or GSK customer is in scope with this project. Assuming your PO is in scope, please check the portal again in a few hours. If you still cannot see your PO, please contact Tungsten Support.

I have just registered for Tungsten Network, will PO convert work straight way?

POs will start to appear on the portal between 2-5 working days. Please continue to check the ‘My POs’ section of the portal. If after 5 days you still cannot see any purchase orders on the portal, please contact Tungsten Support.

How will I know when a PO is available for PO Convert on the Tungsten portal?

As shown in the help video and PDF guide, you can check the ‘My POs’ section of your Tungsten portal account. Additionally, if you would like to receive email notifications when a new PO is showing on your account, please contact Tungsten Support who can help set this up.

How does this benefit me and my company?

As part of GSK’s ongoing commitment to improve efficiency and supplier experience, the implementation of PO Convert will mean:

Suppliers can now raise an invoice in just a few clicks!
No more manual data entry, your invoice line data is pre-populated for you!
- This reduces keying errors which could lead to mismatches at GSK resulting in exceptions and payment delays.
You can raise e-invoices quicker and easier than ever before
You can expect fewer delays or queries thanks to Tungsten’s improved validations

What if I don’t have a PO from GSK?

GSK’s policy is to issue a PDF PO to suppliers when goods or services are required. From 28^th September onwards, these POs will also be available on the Tungsten portal for PO Convert. (Unless your GSK customer is out of scope; please click here for more info)

If you have a PDF PO, you should be able to see it in the portal.
If GSK has ordered goods/services from you, and do not have a PDF PO, please contact your GSK customer.

never receive POs from GSK. Can I use PO Convert?

No, you can only use PO convert if an eligible GSK PO has been raised. Please encourage your GSK customer to raise POs in the future so that you can take full advantage of PO Convert. In the meantime, please raise an invoice via the Tungsten Web Form in the usual way. Click ‘Create Invoice’.

I have received a PO from GSK, but it’s not showing on the Tungsten Portal, What do I do?

Not all GSK POs will be available on the Tungsten portal. Click here to see if your GSK customer is in scope.

If your customer is in scope and you have received a PDF PO from GSK but it is missing from the portal, please recheck in 24 hours. If after 24 hours the PO is still missing, please contact Tungsten Support.
If your GSK customer is not in scope, please continue to send invoices in the normal way. Click here to see a video.

I have received a failure message through Tungsten that I don’t understand

The error message displayed on the email alert and/or Tungsten portal should explain the issue and what you need to do to rectify the situation (if necessary). If you require additional assistance, please contact Tungsten Support.

Do I need to change the PO details?

No. PO Convert is specifically designed so that key information from the PO is pre-populated on the invoice so you don’t have to spend time keying it in! (These fields include PO number, description, quantity, unit of measure).

Will I need to add any extra information?

Yes, you will need to add required fields such as invoice number, invoice date, tax rates, etc.

Can I add an attachment to my invoice when using PO Convert?

Yes you can. GSK is happy to accept PDF attachments that do not exceed 5MB. If you need help, please contact Tungsten Support.

What if I make a partial delivery to GSK?

Tungsten PO Convert allows you to adjust the invoice quantities to match your partial delivery to GSK.

In the event of partial shipments suppliers can use PO Convert multiple times for a single PO.

The Tungsten portal provides simple tracking of any previous invoices generated via PO Convert – this means you can be sure about remaining quantities to invoice.

I need help – who can I contact?

Please ensure you have followed the tutorials, watched the videos and read the Frequently Asked Questions. Also, please don’t forget the ‘Which POs are in scope?’ section.

Still need help? Contact the dedicated Tungsten Support team!

Please raise a support ticket or call the Tungsten helpdesk

Integrated Solution suppliers

GSK continues to enhance its services through Tungsten. From 28^th September 2015 GSK will be introducing enhanced purchase order (PO) validations. This is designed to improve the invoice matching process within GSK and help to pay suppliers on time.

Please note that GSK will continue to email purchase orders to you.

Tungsten will check the PO to ensure:

The company on the PO matches the company you are invoicing
The PO number quoted is correct
That line item numbers match the PO
That only one PO number is quoted per invoice

Frequently Asked Questions

I have just registered for Tungsten Network; can I send e-invoices right away?

In order to ensure your invoices pass our validation checks, we recommend that you wait 2-5 working days (from point of registration) before you send your first e-Invoice through Tungsten Network. If you face issues or need help, please contact Tungsten Support.

How does this benefit me and my company?

As part of GSK’s ongoing commitment to improve efficiency and supplier experience, the implementation of PO Services will mean that suppliers can expect fewer delays or queries thanks to Tungsten’s improved validations.

Does my invoice data need to match the PO?

GSK encourages all suppliers to invoice using exact details (product description/code, unit of measure, unit price) as stated on the GSK PO. If any of these fields differ on the invoice, there is a risk of delay or rejection.

I have received a failure message through Tungsten that I don’t understand

The error message displayed on the email alert and/or Tungsten portal should explain the issue and what you need to do to rectify the situation (if necessary). Please ensure you invoice the same GSK company entity that you receive your PO from. If you require additional assistance, please contact Tungsten Support.

Can I send invoices to any GSK company entity on the Tungsten Network?

You can send e-invoices to any legal entity that you do business with and receive orders from. Please click here for a full list of GSK company entities on Tungsten Network.

Please note: invoices sent to the wrong entity will be rejected by Tungsten’s validations.

I need help – who can I contact?

Please ensure you have followed the tutorials, watched the videos and read the Frequently Asked Questions. Also, please don’t forget the ‘Which POs are in scope?’ section.