41-04: Invoices Supply Chain Platform Training Presentation Updated April 2011

41-04: Invoices

Supply Chain Platform

Training Presentation

Updated April 2011

4104 - 2Copyright 2011 Exostar LLC and E2open, Inc. All Rights reserved. Proprietary and Confidential

Course Objectives

• After completing this course, you should be able to:

> Explain the Invoice process

> Create an Invoice

> Locate an Invoice

> Take action on an Invoice (update, send, delete)

> Locate and view an Invoice Response

> Locate and view an Invoice Status


Business Process

1. Suppliers can create, edit, send, and manage Invoices to Buyers.

2. Buyers can respond and provide status updates to the invoices, for Suppliers to view.

Invoice Create, Edit, Send and Manage

Invoice Response and Status

BuyerSupplier

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Invoice Creation - Overview

• When a Supplier ships material to a Buyer, an invoice can be created against purchase orders that exist in SCP.

• An invoice can have one or more lines.

• Each invoice line refers to one PO line item, and hence an invoice can refer to multiple lines of the same PO.

• Invoices cannot be created across multiple orders.

• Only PO line items in the New, Processing, Accepted, Acknowledged with Exceptions, or Completed state can be used to create invoices.

• Suppliers can mark an invoice line as either “Goods” or “Services”.

• Quantity associated with PO line items is editable by the Supplier, unless a Release Number is specified. Price is provided by the Buyer – to change it, a PO Change must be provided by the Buyer with the new price specified on it.

• VAT Registration Numbers must be specified and updated for all EU invoices.

• GAX Code must be specified for all invoices that refer to orders from DECS.

• Taxes can be applied to the applicable lines of an invoice.


Invoice Creation - States

• Every invoice is created in a Pending state.> Buyers will not receive invoices that are in a Pending state, but they can view the

pending invoices by logging into SCP.> While in the Pending state, a Supplier can update an invoice multiple times.

• While an invoice is in a Pending state, the Supplier can delete the entire invoice or delete one or more lines.

• While deleting lines of an invoice, the following rules are applicable:> There are separate action buttons to delete an invoice or to delete invoice lines. > While the Supplier can select one or more lines for deletion, the Supplier is not

allowed to delete ALL of the invoice lines.> The Supplier can delete the entire invoice.

• When an invoice is ready to be sent to a Buyer, the Supplier transitions the invoice to a Sent state.> Once an invoice has been sent, it cannot be updated.


Invoice Response

• Buyers may send Invoice Responses to notify Suppliers of acceptance or rejection of an invoice.

• If the invoice is not accepted, the Buyer provides an error code and error message for the line that has not been accepted.


Invoice Status

• Buyers may send an Invoice Status to Suppliers. The status contains information about paid and open invoices.

> This status document is typically sent once a week and summarizes payment amounts, dates and the status of invoices received by the Buyer.

> An invoice status summarizes information related to both open and closed invoices.

• Suppliers can add, edit and delete document-level ‘Notes’.

• Buyers and Suppliers can print the complete invoice, invoice response and invoice status using predefined templates.

Invoice

Line Item

Header

Line Item

Line Item


Process Workflow

New InvoiceNew Invoice

Buyer SupplierSCP

System Hub

Invoice Response

Invoice Status


Invoice States and Priority

States Corresponding Actions Priority

Pending Supplier Created 1

Sent Supplier Sent 2


Invoice Status

• Invoice Status for Open and Paid Invoices

• Invoice Response for Accepted or Rejected Invoices

States Corresponding Actions

New New Invoices

Viewed Viewed Invoices

States Corresponding Actions

New New Invoice Responses

Viewed Viewed Invoice Responses


Creating an Invoice• When a Supplier has shipped material to a Buyer, an invoice can be created

from the following pages of SCP:

1. Navigation Tree

2. Order List page

3. Order Details page

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Invoice User Interface per Role

• Buyers and Suppliers can view and search for invoices

• Only a Supplier can create an invoice.

Buyer Supplier


SCP Process: Invoice

Create anInvoice

Enter Dataon Invoice

(Optional)View Invoice

Status*Finish

Send Invoiceto Buyer

(Optional)View InvoiceResponse*

* This document is only available if it is being created and sent into the SCP system by the Buyer.


Creating an Invoice

Supplier Role Only


Creating an Invoice from the Navigation Tree

1. On the Navigation Tree, click [+] Order Management Invoices Create Invoice

2. Enter your search criteria (i.e. Order Number), and click Search.

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Creating an Invoice from the Navigation Tree

3. Use checkboxes to select the line items to be included on the Invoice (cannot invoice across multiple POs).

4. Click Next.

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Creating an Invoice

5. At the Invoice Creation page, enter Header data.

6. Enter Invoice Line Items data.

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5 Note: The red asterisk (*) denotes a required field.

Head

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Lin

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tem

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Adding Tax to a Single Line Item

1. To add taxes at the line item level, in the Taxes column click Details.

2. In the Add Tax dialog box, enter at least the required fields.

> If you use “Other” as your selection for any field, you must specify its value in the adjacent field.

3. Click Add.

4. Repeat steps 2 and 3 for any additional taxes.

5. Click Save to return to the Create Invoice page.

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Adding Tax for Multiple Line Items

In the middle of the Invoice Creation and Invoice Details page, there is a drop-down section where you can apply taxes to multiple line items at the same time (A).

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A

1. Select lines items to receive tax

2. Click ‘+’ to open tax section

3. Enter tax info

4. Click Add Tax


Adding Allowances/Charges in the Line Items

1. At the Line Item level, in the Allow And Charges column, click Details.

2. In the Charges/Allowances dialog box, click the checkboxes of the fields to edit.

3. Enter the data.

4. Click Save, to return to the Create Invoice page.

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Creating an Invoice – Final Step

7. Click Save Invoice.

• The system will redisplay the newly created Invoice, which can now be updated or sent.

• The Invoice will be in the ‘Pending’ state

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Head

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Lin

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Accessing an Invoice

All User Roles


Accessing an Invoice by Summary

1. On the Navigation Tree, click [+] Order Management Invoices Summary

2. Optional, enter search criteria and click Search to filter the Results list.

3. Click a number link in the Total column, to view a list of invoices by their status.

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Accessing an Invoice by Summary

4. From the Invoice List page, click the Invoice Number link to view details for an invoice.

5. Use the horizontal scroll bar to view additional details.

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Accessing an Invoice Status

All User Roles


Accessing an Invoice Status by Summary

1. On the Navigation Tree, click [+] Order Management Invoices Status Summary.

2. (Optional) Enter search criteria and click the Search button to filter the Results list.

3. Click a Total number link, to access a list of invoice status documents by their status of New or Viewed.

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Accessing an Invoice Status by Summary

4. From the List page, click the Details link for the invoice status that you want to access.


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Accessing an Invoice Response

All User Roles


Accessing an Invoice Response by Summary

1. On the Navigation Tree, click [+] Order Management Invoices Response Summary.

2. Optional, enter search criteria and click Search to filter the Results list.

3. Click the Total number link, to access a list of invoice response documents by their status of New or Viewed.

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Accessing an Invoice Response by Summary

4. From the List page, click the Details link for the invoice response that you want to access.


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Printing an Invoice

All User Roles


Printing an Invoice

1. Click the Print icon for the desired invoice.

2. Click Open, in the File Download pop-up window.

3. Click the Print icon in the Adobe file.

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Acting on an Invoice

Supplier Role Only


Acting on an Invoice to Change State

• When an invoice is created, it is in the Pending state (P).

A. Send – moves an invoice to the Sent state and sends data to the Buyer’s internal backend system

B. Delete – moves entire invoice and all line items to the Deleted state

C. Delete Line – moves selected line items to the Deleted state

P

A

C

B


Acting on an Invoice with No State Change

D. Update – incorporates your changes into the Invoice header or line items

E. Export – exports the Invoice data

F. Print – prints the Invoice

D

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Updating an Invoice

Supplier Role Only


Updating an Invoice1. At the Header level, enter your updates.

2. At the Line Item level, select the checkboxes for the items that you want to update.

3. Enter your changes.

4. Click Update.

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Sending an Invoice

Supplier Role Only


Sending an Invoice

1. At the Invoice Details page, click Send.

This will send the whole invoice with all of the line items.

Note: You cannot send individual line items of an invoice.

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Sending Multiple Invoices

1. At the Invoice List page, click the checkboxes for the items that you want to send.

2. Click Send.

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Deleting an Invoice or Invoice Line

Supplier Role Only


Deleting an Invoice Line

1. At the Invoice Details page, select the checkboxes for the line items to be deleted.

2. Click Delete Line. This moves the selected line items of the invoice to the Deleted state and removes them from the invoice.

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Deleting an Invoice

1. At the Invoice Details page, click Delete.

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Deleting Multiple Invoices

1. At the Invoice List page, select the checkboxes for the items that you want to delete.

2. Click Delete.

> The system will delete the entire invoice with all its line items.

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End - Invoices

Documents

41-04: Invoices Supply Chain Platform Training Presentation Updated April 2011