41-04: Invoices
Supply Chain Platform
Training Presentation
Updated April 2011
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
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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.
2
Invoice Response and Status
Buyer
Supplier
1
Invoice Create, Edit, Send and Manage
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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.
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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.
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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.
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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.
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Invoice
Header
Line Item
Line Item
Line Item
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Process Workflow
SCP
System Hub
Buyer
New Invoice
Supplier
New Invoice
Invoice Response
Invoice Status
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Invoice States and Priority
States
Corresponding Actions
Pending
Supplier Created
1
Sent
Supplier Sent
2
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Priority
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Invoice Status
•
•
Invoice Status for Open and Paid Invoices
States
Corresponding Actions
New
New Invoices
Viewed
Viewed Invoices
Invoice Response for Accepted or Rejected Invoices
States
Corresponding Actions
New
New Invoice Responses
Viewed
Viewed Invoice Responses
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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
2
1
3
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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
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Supplier
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SCP Process: Invoice
Create an
Invoice
Enter Data
on Invoice
Send Invoice
to Buyer
(Optional)
View Invoice
Response*
(Optional)
View Invoice
Status*
Finish
* This document is only available if it is being created and sent into the SCP system by the Buyer.
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Creating an Invoice
Supplier Role Only
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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.
1
2
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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.
3
4
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Creating an Invoice
5.
At the Invoice Creation page, enter Header data.
6.
Enter Invoice Line Items data.
Note: The red asterisk (*)
denotes a required field.
Line Items
Header
5
6
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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.
2
3
5
1
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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).
A
1
1. Select lines items
to receive tax
2. Click ‘+’ to open
tax section
4
3. Enter tax info
4. Click Add Tax
1
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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.
2
3
4
1
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Creating an Invoice – Final Step
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
Line Items
Header
7.
9
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Accessing an Invoice
All User Roles
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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.
2
1
3
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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.
4
5
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Accessing an Invoice Status
All User Roles
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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.
2
3
1
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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.
5.
Use the horizontal scroll bar to view additional details.
4
5
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Accessing an Invoice Response
All User Roles
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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.
2
3
1
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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.
5.
Use the horizontal scroll bar to view additional details.
4
5
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Printing an Invoice
All User Roles
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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.
1
3
2
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Acting on an Invoice
Supplier Role Only
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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
B
C
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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
E
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F
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Updating an Invoice
Supplier Role Only
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Updating an Invoice
1.
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.
1
4
3
2
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Sending an Invoice
Supplier Role Only
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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.
1
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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.
1
2
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Deleting an Invoice or Invoice Line
Supplier Role Only
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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.
1
2
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Deleting an Invoice
1.
At the Invoice Details page, click Delete.
1
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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.
1
2
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End - Invoices
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