Important information

Secure email delivery

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Changeover instructions

In order to simplify both your processes and our processes, we will be changing the delivery of the documents listed below to secure email delivery. As some contractual documents contain personal data, due to the data protection regulations, we will only be able to offer the delivery of these documents by email in encrypted form in the future.

 

In the first step, the changeover relates to the “collective invoice” and the “attachment to the collective invoice”.

To explain the changeover process to you as accurately as possible, we have compiled all of the key information that you require below.

Are you a new customer?

Important Information

Changeover made easy

Depending on the requirement, you are required to do the following things

Sending the order form alone is not sufficient

If you agree to the changeover to email delivery for the collective invoice and the attachment to the collective invoice, please start by completing the corresponding order form in full and sending it to securemail-jobrad@mercator-leasing.de

Which procedure - which steps:

  • Your company has a certificate. After submitting the order, please send a signed email to securemail-jobrad@mercator-leasing.de. In this case, you can find more information here.
  • Your company does not yet have a corresponding certificate. You are able to apply for a valid and public S/MIME certificate. Your IT department will receive further information about this from a recognised certification body. Only send the order to us if you have fulfilled all the technical requirements for the certificate exchange.
  • Your company does not have a certificate subsequent to the changeover, you would expressly like the documents to be delivered to a SecureMail portal, and have read all the instructions on the retrieval.
  • Your company would like to continue with the delivery by post. In this case, no action is required on your part.

 

Order for the

data transfer

Please use the corresponding document (order) for the transfer of the data, complete it in full, and send it to securemail-jobrad@mercator-leasing.de. It is not possible to transfer the requested data to us by telephone.

Please note that we will write to all the authorised representatives in your company in order to include all the relevant persons in the communication at an early stage. In this respect, it is helpful if the data to be transferred is only sent to us by one person from your company.

This does not apply to new customers.

Important instructions on how to fill out the order are provided here.

 

Download

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What is required on your part to be able to receive encrypted emails?

Depending on whether you have a certificate or not, important information is summarised under the two menu items, each of which has a helpful illustration. Here, you can find out what is required after the order has been submitted and where you can obtain the documents and in which file format.

If you have a valid S/MIME certificate, you must first send a one-off, signed email to securemail-jobrad@mercator-leasing.de so that the necessary certificate exchange can take place automatically. Submitting the order form alone is not sufficient in this case.

For this purpose, it is absolutely necessary for this one-off email to be sent from the email address which is also specified for the collective invoice including the attachment to the collective invoice. However, we require a one-off, signed email from each email address to which an encrypted email is to be sent by us to you. Please state your GP no. or customer no. in the subject line of this email. You will find this on the attachment to the collective invoice from Mercator-Leasing.

 

 

 

You are able to apply for a valid and public S/MIME certificate. Your IT department will receive further information about this from a recognised certification body.

If you do not wish to obtain a certificate, then we can offer you an alternative for being able to receive encrypted emails from us.

For this purpose, please follow the steps below

As soon as we have converted your company to email delivery, you will receive the collective invoice and the attachment to the collective invoice (1 file) as well as the attachment to the collective invoice in encrypted form. Due to the lack of an S/MIME certificate, you will receive a one-off email from securemail@mercator-leasing.de with an activation link to the Z1 SecureMail portal. Z1 SecureMail Gateway ensures email encryption for businesses which complies with the EU GDPR.  

Please activate this link and complete the set-up procedure. After successfully setting up your account, you can log in. In your Z1 SecureMail portal, you will find the collective invoice as well as the attachment to the collective invoice from debitor@mercator-leasing.de. With the delivery of all other collective invoices as well as attachments to the collective invoice, you receive an email from securemail@mercator-leasing.de with the note that an email is available in the portal You need to log in to the portal to retrieve the emails and download your files.

 

Important information about your SecureMail portal

  • Please download the collective invoice and the attachment to the collective invoice to an appropriate folder on your computer immediately after receipt.
  • Incoming emails are only available in your portal inbox for 60 days, after which they are deleted. You will receive an automatic notification 30 days before the deletion with a corresponding notice.
  • You cannot forward emails or create new emails from the SecureMail portal. The SecureMail portal is not an email inbox in the traditional sense.
  • Please remember your access details. You need these each time you log in to the SecureMail portal.

Logging of your changeover order

Time sequence?

We aim to switch your company to email delivery by the next invoice date after we receive your order once we have fully logged the data that you have provided. Please kindly note, this process may take some time.

After entering your order, you will receive a corresponding confirmation from us that your changeover will take place on the next date of invoice. However, we will only send this confirmation to the email address specified for the collective invoice, even if you have specified a different email address for the attachment to the collective invoice. Please forward all relevant information to the responsible departments in your organisation.

We therefore kindly ask you to refrain from enquiring about the processing status.

Important Information

  • The e-mail address(es) must always be a collective mailbox, i.e. an e-mail address that is independent of an individual person, i.e. not under any circumstances first-name.surname@name-of-company.de.
    This facilitates processing on both sides, especially taking possible changes in responsibilities on your side into consideration. In particular, this must be taken into account to avoid a delay in payment on your part. An email is also considered to have been delivered if there is a change in the responsibilities of the recipient on your side or if they have left. This can only be ensured with the use of a collective mailbox.
  • In the case of affiliated companies, please note that we require a separate order for each company (business partner number) from the authorised representative referred to in annex 1 to the framework agreement. You will find the customer no. (business partner no./GP no.) on the attachment to the collective invoice from Mercator Leasing.
  • After the changeover, you will receive the collective invoice and the attachment to the collective invoice in one file; you will also receive the attachment to the collective invoice in a separate file. This is a standardised process that cannot be changed.
  • The merging of the two documents (collective invoice and attachment to the collective invoice) into one file results in a relatively high file size. We can only allow the delivery of emails with a file size of up to 20 MB. Please also make sure that you can receive files of this size on your side. Your IT team will be able to help you to do this.
  • If the file size of 20 MB is exceeded, we will automatically switch the encrypted shipping to the cloud method. If this is the case, you will receive an appropriate email from us with a link and further information. The switch to the cloud method is not an active service offering which is optional as regards the encrypted delivery. It is only used in exceptional cases.
  • After the changeover has been completed, you will no longer receive these documents (“collective invoice” and “attachment to the collective invoice”) by post or by any other delivery method which was previously agreed.

Do you not agree with the changeover to email delivery?

If you do not agree with the changeover to email delivery, you do not have to take any action.

You will receice - expected by the end of the 3rd quarter of 2022 - all invoicing documents (collective invoice and the attachment to the collective invoice) - by post. A separate delivery of the attachment to the collective invoice is no longer possible due to data security reasons.

It is also not possible to specify different delivery methods for the above files.

You maintain the overview

 

 

 

 

 

 

 

 

At a glance

Where will the emails come from, and in which file format, in the future?

Encrypted

Collective invoice including attachment to the collective invoice

In the future, the collective invoice and the attachment to the collective invoice (1 file) with the file name “Collective Invoice GP-no. (SR-GP-no.-YYYYMMDD-01)” will be sent in PDF format.


Without certificate: You will receive an email from securemail@mercator-leasing.de with a link to Z1 Secure Mail, the encrypted email service. There you can open the email with the sender debitor@mercator-leasing.de in your inbox.

With certificate: You will receive an encrypted email from debitor@mercator-leasing.de and can open it immediately.

Encrypted

Attachment to the collective invoice

In the future, the attachment to the collective invoice with the file name “Attachment to collective invoice GP no. (SR-GP-no.-YYYYMMDD-01)” will be sent in CSV format. A CSV file can be opened like an XLSX format and can also be saved locally by you in this format.

Without certificate: You will receive an email from securemail@mercator-leasing.de with a link to Z1 Secure Mail, the encrypted email service. There you can open the email with the sender debitor@mercator-leasing.de in your inbox.

With certificate: You will receive an encrypted email from debitor@mercator-leasing.de and can open it immediately.

 

 

Information for new customers

What is required on your part?

Learn more

Questions

If you have any questions, please do not hesitate to contact our team

Email: securemail-jobrad@mercator-leasing.de

Phone: 09721 4747-470

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