Taulia

Welcome to the
Toyota Business Exchange

At Toyota, we are proud of the strong, collaborative relationships we have built with our suppliers and we are continuously looking for solutions that provide us with better ways to communicate and partner with you.

We are pleased to introduce you to our technology partner, Taulia, a leading global provider of cloud-based supplier management software-as-a-service (SaaS). The new Toyota Business Exchange (TBX), powered by Taulia, will provide you with 24/7 visibility into invoice and payment status, e-invoicing capabilities, comprehensive supplier self-services and the ability to accept early payment offers, all at no cost to you.

All Toyota suppliers will be receiving an invitation during our phased roll-out, which begins in early 2016. (TEMA transitioned in 2014.) If you have a question about enrollment, send an email to toyota.business.exchange@toyota.com.

Transitioning to the
Toyota Business Exchange Portal

Toyota is requiring all suppliers to adopt the Toyota Business Exchange and to make use of Taulia’s e-invoicing options: eFile, eForm, eFlip, or eUpload. For more information on the e-Invoicing options, go to supplier.taulia.com/einvoicing.

Payment to suppliers will continue to be via ACH, and it’s expected that all suppliers will migrate to ACH, if they haven’t already done so.

If you’re a new supplier to the Toyota Business Exchange, we are fully committed to making your on-boarding experience as seamless as possible, requiring minimal effort from your organization. This web page provides a number of resources, including FAQs and links to how-to instructions. We hope this information will be helpful to you before and after you have enrolled on the TBX portal.

We thank you for your partnership with Toyota and look forward to working with you through this user-friendly tool.

Contact Us With Questions

If you have questions about the Taulia Supplier Portal, here’s how to reach us:

Toyota Motor Manufacturing Alabama
Toyota Motor Manufacturing California
Toyota Motor Manufacturing Indiana
Toyota Motor Manufacturing Kentucky
Toyota Motor Manufacturing Mississippi
Toyota Motor Manufacturing Texas
Toyota Motor Manufacturing West Virginia
Bodine Missouri
Bodine Tennessee
Toyota Technical Center 		AP.tema@toyota.com
Toyota Motor Sales, USA, Inc.
Toyota Financial Services
Toyota Logistics Services
Toyota Motor America, Inc.
Toyota Motor North America, Inc. (Plano)
Lexus
Scion 		toyota.business.exchange@toyota.com
Technical, Portal, and Website Related Issues support.taulia.com

Frequently Asked Questions

General

1:
What is the Toyota Business Exchange?
The Toyota Business Exchange (TBX) is a supplier-facing, online self-service portal for Toyota suppliers provided by Taulia, Inc., Toyota’s portal technology provider. TBX will enable and streamline how Toyota and suppliers transact business through the electronic processing of invoices, remittance statements, and receivables management.
2:
Why is Toyota launching the Toyota Business Exchange?
The TBX portal serves a number of purposes for both the supplier and for Toyota including:
  • Supplier will have increased control over their Toyota receivables
  • Increases productivity for both Toyota and the supplier through electronic invoicing
  • Supports One Toyota – Toyota’s commitment to common processes, common systems, and common payment terms and discounting policies
3:
What benefits are there for my company to enroll in the Toyota Business Exchange?
The Toyota Business Exchange portal allows for a host of functionality that will strengthen your relationship with Toyota through visibility into the status of invoices, automated remittance advice, and the option to initiate payment when you want upon invoice approval. The Toyota Business Exchange provides you with the following benefits:
  • Ease of use: all in one place, time-saving and efficient
  • Transparency and visibility: access to information any time, you can track status
  • Automation of invoicing: all electronic, no more paper
  • More control over cash flow from Toyota receivables
4:
Are there any start up charges or ongoing fees for submitting invoices via the Toyota Business Exchange?
There are no start up charges or transaction fees for doing business with Toyota using the TBX portal.
5:
Do I have to participate in the Toyota Business Exchange?
Participation in the TBX portal is required for suppliers submitting invoices to Toyota, even in cases of low invoice volume, unless other arrangements are made with Toyota. The Toyota Business Exchange represents an exciting step forward for Toyota by providing an easy-to-use and efficient electronic invoicing that will save time and resources. Enrolling in TBX is a simple process that will only take a few minutes of your time. In addition to being easy to submit invoices electronically, you can also view your past transactions. Many suppliers find that other companies they do business with are also participating with Taulia. Registering is the best way to be prepared for future transactions with Toyota.
6:
Who is Taulia?
Toyota’s Business Exchange portal will be hosted by Taulia, a global provider of cloud-based supplier network software-as-a-service (SaaS). To learn more, visit their website at Taulia.com.
7:
How will the Toyota Business Exchange secure data?
The Toyota Business Exchange portal is protected by security measures implemented and maintained by Taulia. For more information, contact info@taulia.com or visit taulia.com/en/about/technology-platform.
8:
We do business with multiple Toyota companies. Can we use the Toyota Business Exchange portal for all our invoicing
Yes you can. The initial Toyota companies participating in this implementation are listed below:
  • Toyota Financial Savings Bank (TFSB)
  • Toyota Logistics Services, Inc. (TLS)
  • Toyota Motor Credit Corporation (TMCC)
  • Toyota Motor Insurance Services, Inc. (TMIS)
  • Toyota Motor North America, Inc. (TMNA)
  • Toyota Motor Sales, U.S.A., Inc. (TMS)
Additional Toyota companies are expected to implement the Toyota Business Exchange in the future. Toyota Motor Engineering & Manufacturing, North America, Inc. (TEMA) is already using the Taulia portal with its suppliers.
9:
What if I’m already using a portal powered by Taulia?
If you’re already using Taulia to invoice other companies, you’ll receive either an invitation email or a confirmation email stating that your existing Taulia account has been updated to include the option Toyota – TMNA/TMS/TFS.
If you do receive an enrollment invitation, follow the enrollment instructions in FAQ #2 in the Enrollment section of these FAQs. Your accounts can be merged into one at a later date.
If you receive a notification email instead of an invitation, you won’t need to enroll again and can use the same login credentials you’ve been using for your other Taulia account(s). Toyota – TMNA/TMS/TFS will appear as a choice in a user-friendly drop-down menu. Regardless of which way you log into your new Toyota TBX account, the steps are simple and easy to follow.
10:
I have an existing Taulia account and I just enrolled in my new TBX account. How can I merge the accounts into one so that I’ll have just one login?
Easy-to-follow instructions can be found in the Taulia Knowledge Base by following this link.
11:
Why isn’t Toyota using the Coupa Supplier Network for all suppliers instead of engaging a new company?
Coupa is not used by all Toyota companies. As Toyota comes together under the One Toyota initiative, Toyota is standardizing systems across multiple North American Toyota companies, starting with TSFB/TLS/TMCC/TMIS/TMNA/TMS.
12:
How much history is shown in the Toyota Business Exchange portal?
The system is designed to make all open P.O.s available for invoicing, and show the history for all previously submitted invoices with respect to such open P.O.s.

Enrollment

1:
When will enrollment begin?
Enrollment for TSFB, TLS, TMCC, TMIS, TMNA, and TMS suppliers will happen in waves, starting in Spring of 2016. (Toyota Motor Engineering & Manufacturing, North America, Inc. (TEMA) suppliers transitioned in 2014.) As additional Toyota companies implement the Toyota Business Exchange in the future, suppliers to those additional Toyota companies will be contacted about enrollment in due course once Toyota has established their enrollment schedule. If you have been contacted by Toyota to enroll in the Toyota Business Exchange, you will receive a "pre-enrollment" email that will tell you what your specific go-live date will be. Your pre-invitation letter will arrive approximately two weeks prior to your go-live date.
2:
How do I enroll?
n order to enroll, you must first receive an invitation. Toyota will send invitations in waves starting in spring of 2016. The email invitation will come from sender address toyota.busines.exchange@toyota.com and will be sent to whoever your company indicated to us was your primary accounts receivable contact. The email will contain each supplier’s unique link and enrollment code. After you click on the link, the steps are simple:
  • Step One: You’ll land on a welcome page where your enrollment code will be prepopulated for you. Click the “Continue” button.
  • Step Two: At the next screen:
    • Verify your name, email address, and company information (If you need to change the name and email address for your primary administrator, you will have that option here)
    • Create a password
    • “Accept” the Taulia Terms & Conditions
3:
How do I login to the TBX portal?
In order to log in to the TBX you must first receive an invitation and enroll in the portal. Invitations will be going out in waves starting in Spring 2016 and continuing throughout the year. Toyota will send communications out in Spring 2016 letting you know what wave you will be in. After you have enrolled, you can use the URL portal.taulia.com, which will take you to the login page for the TBX. Enter your login I.D. and password. Your login I.D. is the email address the enrollment invitation came to. You will already have set your password during the enrollment process.
4:
How do I give TBX access to other users in my company?
When logged into the portal, go to Settings>Add Users to invite other people in your organization. If you need instructions for how to do this, go to the Add User FAQ in the Taulia Knowledge Base.
5:
Are we required to enroll in the portal?
Participation in the TBX portal is required for suppliers submitting paper and emailed invoices to Toyota, even in cases of low invoice volume, unless other arrangements are made with Toyota. The Toyota Business Exchange represents an exciting step forward for Toyota by providing an easy-to-learn and efficient invoicing system that will save time and resources. Enrolling in TBX is a simple process that will only take a few minutes of your time. In addition to being easily able to submit future invoices electronically, you can also view your past transactions. Many suppliers find that other companies they do business with are also participating with Taulia. Registering is the best way to be prepared for future transactions with Toyota.
6:
What technology is required to use the Toyota Business Exchange? Any special software?
No special software is required to use the Toyota Business Exchange portal. The two most current versions of most standard internet browsers are supported, including:
  • Chrome
  • Firefox
  • Internet Explorer
7:
My company is currently using the Coupa Supplier Network (CSN). Do I still need to enroll in the Toyota Business Exchange?
Yes, you will need to enroll in the Toyota Business Exchange. TBX will replace the Coupa Supplier Network (CSN). Purchase orders will continue to be emailed from do_not_reply@toyota.coupahost.com.

Invoicing

1:
Does this change how I submit my invoices?
Yes, it is expected that suppliers will submit electronic invoices through the Toyota Business Exchange. This portal provides a range of convenient e-invoicing options depending on your invoice volume. For more information, refer to supplier.taulia.com/einvoicing.
2:
In what formats are invoices accepted?
A complete explanation of invoicing options can be found at supplier.taulia.com/einvoicing.
The simplest way to submit an invoice is to “flip” a Purchase Order, called eFlip. When you log on to the TBX portal, click on the “Create an Invoice” button. Your P.O.s will already be loaded, allowing you to easily do an eFlip if that’s your preferred method. eSend allows you to send machine-readable PDF invoices through Taulia. There is also an option called eFile using an electronic interface, which is very useful for large volume invoicers. If you’re interested in either the eSend (PDF) or the eFile (electronic interface) option, please contact Taulia at support.taulia.com to work with you to set up your company for these services.
More detailed Instructions for how to submit invoices can be found at the Taulia Knowledge Base. You can also refer to the Taulia Portal User Guide for how-to instructions on various portal features.
3:
Our company uses the EDI process to submit our invoices. How will the Toyota Business Exchange impact us?
Suppliers currently submitting EDI invoices to Toyota are not included in the TBX project at this time. However, any paper or emailed invoices must be submitted using the Toyota Business Exchange portal.

Purchase Orders

1:
Will I be able to see the total amount remaining that can be invoiced on a P.O.?
Yes, you’ll be able to see the amount invoiced to date and the total amount remaining that can be invoiced.
2:
How will I receive my purchase orders in the future?
The official P.O. will continue to be emailed from do_not_reply@toyota.coupahost.com. P.O. data will also be available in the TBX portal to enable electronic invoicing.

Payments

1:
Will this change how I get paid?
Remittance to Toyota’s current suppliers will continue to be via ACH or check. Toyota is phasing out paper checks and encourages all suppliers to sign up for ACH payments. Toyota’s goals are to pay you faster, reduce the risk of lost checks, improve the efficiency of Toyota’s processes, and reduce waste as part of Toyota’s green initiative. Therefore, it’s expected that all suppliers will migrate to ACH if they haven’t already done so. To take advantage of ACH payments please email Toyota at toyota.business.exchange@toyota.com and Toyota will send you the required forms.
2:
Will there be any delays in getting paid during the transition to the Toyota Business Exchange?
Toyota does not expect any delays in payments during the transition to the Toyota Business Exchange.
3:
Will this change my invoicing and payment terms with Toyota?
Yes, the transition to the Toyota Business Exchange will change the invoicing process and payment terms. Suppliers will be required to invoice Toyota electronically through the Toyota Business Exchange. In addition, Toyota is introducing new standard payment term options for suppliers to select. Selection of a new payment term will modify the payment provisions in your agreement(s) with Toyota. You will be asked to agree to updated payment terms as part of your transition to the Toyota Business Exchange. For more information, refer to the New Payment Terms and Conditions Frequently Asked Questions available in the next section of these FAQs.

Support (and How to Use)

1:
Is there a user guide for the portal?
Yes, the Taulia Portal User Guide is available in the Taulia Knowledge Base website. Click here to access. There is also a TBX User Guide available. Just click here.
2:
Are there tutorials available?
Yes, there are a number of tutorials for specific actions and functionality available in the Taulia Knowledge Base on the Taulia website. There is also a set of supplier training videos available at this link.
3:
What will I do if I have questions about P.O., invoice, or payment status?
The Toyota Business Exchange provides visibility to purchase orders, invoices, payment details and status, so most questions can be answered by logging into the portal. If after viewing your account information on the portal you still have questions, please contact the following groups:

Toyota’s New Payment Terms

1:
Why are you changing terms?
Earlier this year, at a White House conference for the Small Business Administration, Toyota made a commitment to develop strategies that would provide early access to receivables as a way to make cash more available to businesses. The way we can do this is by offering early pay discounts to our suppliers.
We also realized that different parts of Toyota offered different terms than others, and some were out of alignment with industry standards. So, we’re establishing the same terms across all of Toyota and bringing the company closer in alignment with industry practice.
2:
What are the new terms?
Toyota’s new terms are intended to be more aligned with industry practice:
  • 3% Discount, 3 Days, Net 30, ASAP
  • 2% Discount, 5 Days, Net 30, ASAP
  • 1% Discount, 10 Days, Net 30, ASAP
  • .5% Discount, 14 Days Net 30, ASAP
  • Net 45 Days (with early pay options)
3:
When will I have the opportunity to select a term?
Prior to your enrollment wave in 2016, you’ll receive a communication from Toyota giving you the opportunity to select a payment term.
4:
What does 1.0% discount, 10 days, NET 30 ASAP mean?
It means that if an invoice is approved and ready to pay within ten days of the invoice date, Toyota will pay it in 10 days in exchange for a 1% discount. Traditional early payment terms encourage a company to pay on or before the discount due date. If the company is not able to approve the invoice in time it generally does not pay until the net due date. With ASAP, if for any reason the discount term date cannot be met, Toyota will pay you as quickly as possible.
For example, if the invoice is not approved by day ten, Toyota will pay you pay as soon as the invoice is approved in exchange for a discount amount pro-rated from day ten to the net due date of 30 days.
See an Example
5:
What are the early pay options with the Net 45 term?
When you select the net 45 term, your invoices become eligible for other early-pay discounting options through the Toyota Business Exchange portal. You can accelerate payment on an invoice-by-invoice basis, with the discount calculated based on which day you choose to initiate payment. Or you can use the CashFlow™ feature to automatically accept accelerated payments on all invoices as soon as they are approved. The CashPlanner™ tool assists you with determining the best way to get paid early in order to meet your unique cash flow objectives.
For example if you have a number of invoices approved and ready to pay and need a specific amount of cash early, you can use CashPlanner™ to bundle these together and select the date to initiate payment to receive the necessary amount of cash. The invoices will be paid and the money deposited into your bank account (ACH Supplier Only). A discounted payment amount will be calculated based on your requested payment initiation date. You have control over the amount of cash requested and the invoices to be used to reach your requested early pay amount. Additionally, you will know exactly how much the discount amount will be before requesting the early payment. This gives you the ability for flexibility and control of your receivables.
6:
I was already getting paid within 30 days at no charge. How is this better for me?
Our research indicates that our new terms are competitive. Also, we’re now offering the benefit of on-demand early payments with a great deal of flexibility and control. This is the first time we’ll be offering this advantage to suppliers.
7:
How do I choose a new term?
Prior to your enrollment wave in 2016, you’ll receive a communication from Toyota giving you the opportunity to select a payment term.
8:
If I don’t choose a discount term at the beginning and I select net 45, will I get an opportunity to choose a term later on?
Yes. You simply contact us to make the request. Send an email to toyota.business.exchange@toyota.com.
9:
What if I don’t want to be locked into a term now, but I still would like the option to get paid early on a case-by-case basis?
When you select the net 45 term, your invoices become eligible for early-pay discounting options through the Toyota Business Exchange portal. You can accelerate payment on an invoice-by-invoice basis, with the discount calculated based on which day you choose to initiate payment. Or you can use the CashFlow™ feature to automatically accept accelerated payments on all invoices as soon as they are approved. The CashPlanner™ tool assists you with determining the best way to get paid early in order to meet your unique cash flow objectives.
For example, if you have a number of invoices approved and ready to pay and need a specific amount of cash early, you can use CashPlanner™ to bundle these together and select the date to initiate payment for receiving the necessary amount of cash. The invoices will be paid and the money deposited into your bank account (ACH Supplier Only). A discounted payment amount will be calculated based on your requested payment initiation date. You choose the amount of cash and the invoices to be used to reach your desired early pay amount. And, you’ll know exactly how much the discount amount will be before confirming the request. This gives you more flexibility and control over your receivables.
10:
What is dynamic discounting?
Dynamic discounting is synonymous with the ASAP early payment terms.
See an Example
11:
What is CashPlanner™?
The CashPlanner™ tool assists you with determining the best way to get paid early in order to meet specific cash flow objectives. With a few simple clicks of a mouse, CashPlanner™ automatically suggests which invoices should be accelerated in order to meet your cash requirement needs. The end result is that you get faster, easier access to your Toyota receivables.
For example if you have a number of invoices approved and ready to pay and need a specific amount of cash early, you can use CashPlanner™ to bundle these together and select the date to initiate payment to receive the necessary amount of cash. The invoices will be paid and the money deposited into your bank account (ACH Supplier Only). A discounted payment amount will be calculated based on your requested payment initiation date. You have control over the amount of cash requested and the invoices to be used to reach your requested early pay amount. Additionally, you will know exactly how much the discount amount will be before requesting the early payment. This gives you the ability for flexibility and control of your receivables.
12:
What is CashFlow™?
The CashFlow™ feature allows you to automatically accept accelerated payments on all invoices as soon as they are approved. By auto-accepting early payment offers, you can optimize your cash flow by continually receiving early payments without having to log into the portal to confirm. CashFlow™ gives suppliers complete control and flexibility, allowing you to activate the feature for all invoices or turn it off completely as your needs change.
13:
When do the new terms take effect?
The deadline for sending the terms selection form back to us is two weeks after you receive your payment terms selection agreement via email. The new terms will take effect upon our receipt of the returned DocuSign form for all new purchase orders. Existing purchase orders will be honored until expiration of the P.O. If you do not choose one of the five terms, by the deadline date you may be assigned to the net 45 term.

Dynamic Discounting/ASAP: How It Works

ASAP terms incentivize Toyota to pay you sooner than we might than with traditional payment terms by prorating the discount rate you choose down to zero between the discount due date and the net due date.

Traditional early payment terms encourage a company to pay on or before the discount due date. If the company is not able to approve the invoice in time it generally does not pay until the net due date. With ASAP, if for any reason the discount term cannot be met, Toyota is still incentivized to pay you as quickly as possible. This is accomplished by prorating the discount that you have chosen down to zero from the discount due date to the net due date.

For example, an invoice with 1% discount, 10 days, Net 30 ASAP payment terms. When the invoice is approved, Toyota will attempt to pay within 10 days in exchange for a 1% discount. If the invoice is not approved by day 10, the ASAP term will encourage Toyota to pay as soon as the invoice is approved. If the invoice is approved by day 20 (half way between the discount due date and the 30 day term), the ASAP discount term should prorate a .5% discount and pay on day 20. See the example of a $10,000 invoice listed below. This example lists several days within the term and the related discount.

Example

$10,000 invoice submitted on Jan 1st
Payment term of 1% discount, 10 days, Net 30 ASAP

If Paid On Discount Percentage Discount Amount Amount Paid
January 10 1.0% $100 $9,900
January 15 0.75% $75 $9,925
January 20 0.5% $50 $9,950
January 25 0.25% $25 $9,975
January 30 0.0% $0 $10,000

Example Graph

Example Graph

ASAP enables you to receive payment as soon as invoices are approved by Toyota. The discount is calculated based on the agreed payment discount percentage, e.g., 1% discount, 10 days, Net 30, prorated for the number of days early the payment is credited. In the example above if the invoice was approved on day 20 this would equate to a 0.5% discount. You receive your payment 10 days early and don’t have to wait until 30th day.

Resources

For more information, please explore these resources:

Supplier Training Videos
Support.Taulia.com
How to Use the Supplier Portal
Supplier.Taulia.com