Invoices - MyExostar

Report
Invoices
Training Presentation for
Supply Chain Platform: BAE Systems
July 2012
Course Objectives
•
After completing this course, you should be able to:
> Describe the invoice process in SCP
> Create an invoice in SCP
> Create a draft version of an invoice
> Locate an invoice in SCP
> View invoice details on a PO
> Review payment status on an invoice
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Invoice Business Process
•
Invoices are created in SCP by suppliers.
•
A lot of invoice data carries over from the Discrete Order – minimizing data entry and
errors.
•
For easy reference, invoices are linked back to orders in SCP.
•
Invoices are sent from SCP to the buyer’s backend system. The invoices are checked
by BAE Systems for accuracy.
•
If the invoice is correct, it is passed on to Accounts Payable for payment.
•
If the invoice contains errors or inaccurate data, you may be asked by the buyer to
create a new invoice.
•
Note: Suppliers cannot update or cancel an invoice – however, a new credit invoice
can be issued.
•
BAE Systems may send a payment status, as an update to the invoice in SCP.
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States for Invoices
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Open – supplier creates an invoice line with reference to an order in SCP.
•
Open Unreferenced – supplier creates an invoice line (via upload or integrated
connection) that does not reference an order in SCP.
•
In Process - buyer indicates an invoice line is being processed for payment
•
Approved – buyer indicates an invoice line has been approved for payment
•
Paid – buyer indicates an invoice line has been paid
•
Rejected – buyer rejects an invoice line (this state has the highest priority, so that if any
lines in an invoice are rejected then the header state of the invoice is ‘Rejected’)
•
Archived - An invoice that is not modified for 120 days will move to an ‘Archived’ state
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Create Invoices
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Locate the Order to Invoice
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Go to Order Details Page
•
You can ‘Create Invoice’ from this Order List page. But it is recommended to open the
PO and confirm that is was not invoiced already (see next slide).
•
Only discrete order schedule lines with the eInvoice flag set to ‘Yes’ can be included
on an invoice in SCP.
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Order Details Page – Check for Invoices
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Create Invoice from ‘Order Details’ Tab
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‘Create Invoice’ Form
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Invoice – Header Section
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Invoice – Header Section
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Invoice – Line Items (Check ‘Qty Invoiced’)
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Add Taxes to an Invoice
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Select Lines & ‘Add Tax’
Note: ‘Total VAT in Pound Sterling’ becomes a required field if you are using ‘Value Added
Tax’ as the Tax Type and the invoice is not in GBP.
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Set Up Tax Default Values
Note: A user with a supplier admin role (SAdmin) can set up default values for several of
the tax data fields. This prepopulates in the invoice, but can be overridden by a user.
•
•
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Go to Master Data  Supplier Attributes on the navigation tree
Select the check box for second row and enter values in the second row by scrolling to
the right
When finished, click Submit
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Create the Invoice Record in SCP
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Invoice Confirmation
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Draft Invoices
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Create a Draft Invoice
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Create a Draft Invoice
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Search for Draft Invoices
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Finalize/Send Draft Invoices
•
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You can edit the draft version and then send the invoice from the list page or details page.
Once an invoice is sent, it cannot be edited.
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Locate an Invoice
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Invoices by Status on My Workspace
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Invoice Search
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View Invoice Info on POs
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‘Invoice Info’ Tab on PO
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‘Invoiced Qty’ on PO
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Payment Status
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Payment Status from My Workspace
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Payment Status on Invoice List Page
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Payment Status on Invoice Details Page
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Section Summary
We have learned…
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How to create an invoice or draft invoice in SCP
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How to locate an invoice
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How to view invoices that are linked to a PO
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How to review the payment status on an invoice
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