Billing Settings - Selfbilling & EDI

As a seller through Alza Trade, you have two billing options to choose from. What are their advantages, and how do you set them up in the Marketplace portal?

What is Selfbilling?
How to set up Selfbilling?
What is EDI Dropshipment?
How to properly invoice?
EDI document flow

What is Selfbilling?

Selfbilling is a billing method between you and Alza.cz where Alza.cz issues documents on your behalf, and you don't have to worry about billing at all. Alza issues invoices and credit notes with your billing information and pays them according to the set due date.

The issued documents will then be sent to the email of your choice, and you can also find them in the Trade portal under the Documents tab.

You can choose from various frequencies of document issuance:

4x per month – on the 1st, 8th, 15th, and 22nd of each month, summarily (linked to individual orders).
2x per month– on the 1st and 15th of each month, summarily (linked to individual orders).
1x per month – on the 1st day of each month, summarily (linked to individual orders).

Selfbilling covers all the documents you will need while operating on Alza Trade. Alza.cz will issue invoices and credit notes for orders, credit notes for claims, and credit notes for returns on your behalf.

Selfbilling does not apply to deliveries to Alza.cz's warehouse; it only works for cooperation through Alza Trade. To deliver to Alza.cz's warehouse, you need to use EDI.

In case you need to reconcile issued documents, please contact the accounting department: [email protected]. For any discrepancies in documents, incorrect issuance, etc., please contact the Alza Trade team: [email protected]

How to set up Selfbilling?

You can set up Selfbilling yourself in the Alza Trade portal.

Log in to your Alza Trade account.
If you have not yet filled in your billing information, go to the Trade settings section in the Billing and contact information and fill in the billing details.
Go to the Goods section and select Invoice settings.
Under the "Accounting method between Alza.cz and you" heading, select the option Invoices issued by Alza.cz.
The account number for settling invoices will be the account number you filled in the billing details.
Enter the email address to which you want the invoices to be sent. You can use the main contact for accounting.
Select the frequency of document issuance (4x, 2x, or 1x per month).
Submit for approval.

Document template:

What is EDI Dropshipment?

EDI, which stands for Electronic Data Interchange, is a modern method of communication between suppliers involving the exchange of business, logistics, and other documents (such as orders, invoices, and credit notes).

Financial documents cannot be sent in PDF format via email; they must be sent through EDI until they are marked as received in the system.

If you choose to use your own invoicing system, you must integrate it with Grit, a system that allows you to send financial documents electronically. Grit EDI can be easily integrated with many enterprise systems, including Pohoda, Helios, ABRA, MS Dynamics, SAP, FlexiBee, and Money. Even if you have a different EDI provider, you must still register with EDI Grit.

For more information on EDI communication for cooperation with Alza Trade, please see HERE. You can register on the EDI Grit website HERE.

How to properly invoice?

Always use the Alza order number as a reference for invoices. The number must be indicated in each line, in the order field.
For credit notes – in case of return by the carrier (=not accepted by the customer), also specify the order number.
Summary documents can be issued, provided that the breakdown of orders in the lines is maintained.
In the case of claims/returns within 14 days, use the reference SET/VP, which will be provided to you by ALZA.
The GLN for delivery location within Alza Trade is always 8594177950111.
The GLN for billing is 8594177950005.

EDI document flow

ORDER with the prefix OBDR* – order or order confirmation for dropshipped goods; sent by Alza.cz when required by the supplier.

INVOIC 380 – invoice for goods prepared for shipment/shipped (according to the Supplier Card), with the order number provided as per the API (both in the header and in the document items; multiple orders can be combined on one document according to the agreed frequency of invoicing).

RETANN with the prefix OBDR* – notice for issuing a credit note in cases where the customer did not accept the goods; this message can be sent when we receive a Rejected notification via the API and includes the original order number; sent by Alza.cz when required by the supplier.

INVOIC 381 with the reference "order number" in the order field (both in the header and in the items) – credit note

for items that were previously invoiced (an invoice was sent to us), but were not shipped (via API notifications Canceled),
for items from an order that the customer did not accept (via API notifications Rejected).

RETANN with the prefix VP* (return receipt) – notice for issuing a credit note in cases where the customer returned the goods to Alza.cz branches, and Alza.cz does not want to keep these items in stock; it does not contain an order number, and references are VP*; we can also add your reference if known (the same process for RETANN and subsequent processing of credit notes with the VP reference for the regular return mode of goods delivery).

INVOIC 381 with the reference VP* – credit note for goods returned to the supplier.

INVOIC 381 with the reference SET* (service request) – credit note for claims recognised by the supplier in both the regular mode of goods delivery and Alza Trade.

INVOIC 83 – price credit note for cases where the guaranteed price is not adhered to, resulting in a price difference between the supplier's invoice and the order; it is always individually communicated to the buyers, and Alza.cz sends a COMDIS to the invoice requesting the issuance of a price credit note (the same process for the regular mode of goods delivery; the reference number of the credit notes for the period is required, and for summary credit notes, textual information about the type of compensation, such as stock protection or retroactive rebate, is required; this information is not necessary for credit notes related to a specific invoice).

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