Hilcorp B2B Invoice Submission Process

2026 — Vendor Onboarding & Reference Guide

Contents

• Hilcorp B2B Invoice Submission Process
• The Vendor Portal
• Registration
• Logging In
• Multiple Users per Vendor
• Choosing How to Submit Invoices
• SFTP Site Setup
• Requesting Your SFTP Site
• Viewing Your SFTP Credentials
• Test SFTP Site and Credentials
• Select a Standard or Customized Format
• Standard Format
• Customized Format
• File Names
• Mapping Profiles
• Generated PDFs
• Testing
• Setup of Ingest Process
• Send Test Files
• Check the Portal
• Approval Sign-Off & Selection of Go-Live Date
• Production
• Hypercare
• Tracking Your Invoices
• Reporting an Issue
• Appendix
• Serrala FS2 AEI XML Format
• Serrala FS2 AEI XML Tag Description
• Progress Checklist
• Vendor REST API Quick Reference
• Version Tracking

Hilcorp B2B Invoice Submission Process

The B2B invoice submission process at Hilcorp integrates your invoicing system with Hilcorp's financial system (SAP) so invoices flow through automatically. Since the original release of this process, Hilcorp has introduced a self-service B2B Vendor Portal that you use to register, configure how your invoices are translated, submit invoices, and track their status in SAP.

You can submit invoices through any of three channels — the web portal, an automated SFTP folder, or a REST API — and all three run through the same validation and transformation pipeline. This guide walks through onboarding end-to-end and serves as an ongoing reference.

Portal address:

• Production: https://b2bportal.hilcorp.com
• Test / QA: https://b2bportal-qa.hilcorp.com

Support contact: sapsupport@hilcorp.com

The Vendor Portal

Registration

Your Hilcorp Business Partner Number is assigned by Hilcorp and emailed to you before you register.

1. Go to the portal and select Register Now (available from the login/help pages without signing in).
2. Submit the registration form: Business Partner Number, Company Name, Contact Name, Email Address, and Phone Number.
3. Your Business Partner Number is validated against SAP in real time. If it is not recognized, you will be told immediately so you can correct it.
4. On submission your status is set to Pending, you receive a "Registration Received" email, and a status page explains the next steps.
5. A Hilcorp administrator reviews and approves your registration. On approval you receive an email with a secure link to set your password (the link is valid for 24 hours).
6. Once your password is set, you can log in.

Hilcorp administrators can also submit the registration on your behalf if needed.

Logging In

The portal home page is the login page. Approved vendors sign in with three fields:

• Business Partner Number
• Email Address
• Password

Your Business Partner Number is re-validated against SAP on every login. Sessions last 8 hours. If you forget your password, use Forgot Password (Business Partner Number + email) to receive a reset link.

Multiple Users per Vendor

Each Business Partner can have up to 50 individual user accounts, each with its own email and password and one of three roles:

A Full Admin manages your company's users from Manage Users in the navigation bar — add users, assign roles, deactivate, or remove them. New users receive an email invitation to set their password.

Choosing How to Submit Invoices

All three channels run the same pipeline: well-formedness check → duplicate detection → profile resolution → XML transformation to the Serrala FS2 AEI format → required-field validation → SAP duplicate check → secure storage → delivery to SAP. Submissions from all channels appear together in your Upload History with a colored source badge (Web, API, or SFTP).

SFTP Site Setup

Establishing a secure file transfer (SFTP) connection is the first step if you plan to deliver files automatically from your system.

Requesting Your SFTP Site

To request an SFTP site, email sapsupport@hilcorp.com with the subject line B2B SFTP Site request. This is handled by the Hilcorp SAP Technical Team. Expect a reply with your TEST SFTP site and credentials within 2 business days.

Viewing Your SFTP Credentials

Once Hilcorp configures SFTP for your account, your connection details appear on your portal home page (My Portal) under the SFTP Access section:

• Hostname, User ID, Password (with a show/hide toggle), and Folder Path
• A ready-to-use connection string: sftp://{userId}@{hostname}/{folder}
• Copy-to-clipboard buttons on each field

Authentication can be password-based or private-key-based (.ppk, .pem, or .key). If you prefer key-based authentication, provide your public key to Hilcorp support.

Test SFTP Site and Credentials

Connect to the test SFTP site with any SFTP client (WinSCP, FileZilla, command-line sftp, etc.) to confirm your credentials and folder access before sending files. Hilcorp can run a Test Connection from the admin side at any time to help diagnose connectivity.

Select a Standard or Customized Format

Hilcorp accepts two paths for your invoice XML: a standard format you adopt directly, or a customized translation Hilcorp builds for your existing format.

Standard Format

A standard format is pre-understood by Hilcorp's system and is the fastest route to go-live. Hilcorp currently supports two standard formats:

• Serrala FS2 AEI (Hilcorp's native target format — see the Appendix)
• PIDX

Customized Format

If you cannot produce Serrala FS2 AEI or PIDX, the portal can translate your own XML format into the required FS2 AEI document. You configure this yourself in the portal using Mapping Profiles (below) — no code or XSLT file from Hilcorp is required for most formats. For complex layouts you may upload your own XSLT stylesheet instead. Send at least one example file to Hilcorp support if you'd like help setting up the translation.

File Names

File names should start with the Vendor Number and then the Invoice Number, for example:

00400999_123456.xml
00400999_123456.pdf

The XML and PDF of the same invoice must share the same base name with different extensions so the portal pairs them. (If exactly one XML and one PDF are present, they are paired automatically regardless of name.)

If your source filenames use a different identifier (e.g., a DUNS number), or the vendor/invoice number lives *inside* the XML rather than in the filename, Hilcorp can configure a file-prefix substitution or XPath-based naming rule for your account — just ask support.

Mapping Profiles

A Mapping Profile tells the portal how to turn your invoice XML into the Serrala FS2 AEI format. You create and manage profiles under Mapping Profiles in the portal.

• Create one profile per document type you send — e.g. PO Invoice, Non-PO Invoice, Credit Memo.
• For each profile, upload a sample XML file; the portal lists every field in your sample so you can map each FS2 field to your field.
• Auto-Map suggests mappings automatically by matching field names; review and adjust before saving.
• Advanced options per field: substring extraction, XPath expressions (including IF … THEN … ELSE … conditional logic), static values, and dynamic tokens such as {TODAY} / {NOW}.
• XSLT mode: instead of field mappings, upload your own XSLT stylesheet (XSLT 1.0/2.0/3.0 supported).
• Auto-Select rules: when you send more than one document type, rules pick the right profile per file automatically (e.g., if CREDIT has a value → Credit Memo profile).
• Export / Import: download a profile as JSON to back it up or move it between the test and production environments.

Hilcorp administrators set certain values globally so you don't have to (for example SOURCE, AUTO_POSTING, and COCODE), and some fields may be hidden from your mapping screen because Hilcorp controls them.

Generated PDFs

If your system cannot produce a PDF image of the invoice, the portal can generate one for you from your XML. Hilcorp configures a PDF template on your mapping profile (either a visual layout or a custom stylesheet). When you submit an XML without a paired PDF and a template exists, the portal generates the PDF automatically. A PDF you supply yourself always takes precedence.

Testing

Thorough testing ensures every part of the submission process works before going live.

Setup of Ingest Process

Hilcorp configures how your invoices are ingested on the Hilcorp side, and you configure your Mapping Profile(s) in the portal (test environment). At least one fully configured profile is required before uploading is enabled.

Send Test Files

Send a batch of test invoices through your chosen channel (web, SFTP, or API). Each file is validated for correct formatting and required data. The portal reports a clear per-file result, including the reason for any failure.

Check the Portal

Log in to the portal and open Upload History. Confirm each test invoice was received and transformed. Open an invoice's Details page to see the full value pipeline — your source XML value, the generated FS2 value, and the live SAP value — side by side for every key field.

Approval Sign-Off & Selection of Go-Live Date

After successful testing, both parties sign off and agree on a Go-Live date, marking the transition to production.

Production

The production phase is where live invoice submissions take place.

1. Production SFTP site and credentials (if using SFTP) are provided after successful testing.
2. Ingest setup is replicated from the tested configuration — now handling real invoices. If you built your mapping profiles in the test environment, Export them there and Import them into production to carry your configuration over.
3. Send one real invoice through production to confirm everything behaves as it did in testing.
4. Check the portal (Upload History → Details) to confirm receipt and SAP status.
5. Go-Live: once the first production invoice validates, you begin submitting live.

The production portal is at https://b2bportal.hilcorp.com.

Hypercare

Hypercare is a post-go-live support period. Hilcorp and the vendor monitor submissions closely for a set period, and any bugs, errors, or inconsistencies are identified and resolved quickly to avoid disruption. Use the portal's Report Incident feature (below) to log anything that needs attention during this period.

Tracking Your Invoices

The portal's Upload History is your single view of every submission across all channels:

• Filter by invoice date, invoice number, PO number, company code, or status.
• Each row shows the submission date, invoice date, vendor number, invoice number (a link to Details), PO number, company code, source channel, and live SAP status.
• Status badges tell you where an invoice is:

• Duplicate protection: the portal blocks the same invoice from being submitted twice, both within the portal (content hash) and against SAP (by invoice number + vendor).
• The Details page shows the complete SAP record and an Activity Log tracing the invoice through the pipeline.

Reporting an Issue

Any logged-in user can submit a support ticket via the Incidents link in the portal:

• Provide a title, description, and priority. Hilcorp triages, sets a status (Open / In Progress / Deferred / Resolved), and can comment back and forth with you on the ticket.
• You can paste screenshots directly into the description and comments.
• Portal-wide notices (e.g., a known outage) appear as a banner at the top of every page.

Appendix

Serrala FS2 AEI XML Format

This is Hilcorp's native target format. If you adopt it as a standard format, produce XML in this shape (one invoice per document):

<BATCH>
  <NAME>Name of Invoice</NAME>
  <DESCRIPTION>Free form text description of invoice</DESCRIPTION>
  <BATCHCLASSNAME/>
  <INVOICES>
    <INVOICE>
      <HEADER>
        <DATE>10/16/2024</DATE>
        <TIME>11:20:53</TIME>
        <ORIGFILE>Invoice_File.PDF</ORIGFILE>
        <PONUM>999999999</PONUM>
        <INVNUM>999999999</INVNUM>
        <INVDATE>09/24/2024</INVDATE>
        <TOTAL>100.00</TOTAL>
        <CUR>USD</CUR>
        <CREDIT></CREDIT>
        <VENDNUM>40020100</VENDNUM>
        <COCODE>1100</COCODE>
        <TAX_AMOUNT>8.65</TAX_AMOUNT>
        <TAX_CODE>I1</TAX_CODE>
        <AUTO_POSTING>X</AUTO_POSTING>
        <DEL_COST></DEL_COST>
        <SOURCE>EI</SOURCE>
        <VVALU2/>
        <LINES>
          <LINE>
            <POLINE>10</POLINE>
            <MATERIAL/>
            <QTY>5</QTY>
            <UOM>EA</UOM>
            <PRICE>100</PRICE>
            <UNITPRICE>20</UNITPRICE>
            <TAX_CODE_ITEM>I1</TAX_CODE_ITEM>
            <ITEMDESCRIPTION>Free form text description of line item</ITEMDESCRIPTION>
            <KOSTL>Hilcorp provided Cost Center</KOSTL>
            <GLACC>Hilcorp provided GL Account Number</GLACC>
            <ITEMID/>
            <PROJK>Hilcorp provided WBS Element</PROJK>
          </LINE>
        </LINES>
      </HEADER>
    </INVOICE>
  </INVOICES>
</BATCH>

Serrala FS2 AEI XML Tag Description

Required line fields vary by document type: PO Invoice → POLINE, QTY, UOM, PRICE · Non-PO Invoice → KOSTL, GLACC, ITEMDESCRIPTION · Credit Memo → GLACC, PRICE, ITEMDESCRIPTION.

Progress Checklist

Vendor REST API Quick Reference

Base URL (Production): https://b2bportal.hilcorp.com/api/vendor — all requests require your X-API-Key header. Request an API key from your Hilcorp administrator.

Upload example (cURL):

curl -X POST https://b2bportal.hilcorp.com/api/vendor/invoices \
  -H "X-API-Key: b2b_your_api_key_here" \
  -F "xml=@invoice.xml" \
  -F "pdf=@invoice.pdf" \
  -F "profileId=0"

profileId=0 (or omitted) uses auto-detect. Full documentation, PowerShell examples, and error codes are on the portal's Help → Vendor API page.

Version Tracking