Create e Invoices Training Presentation for Supply Chain

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Create e. Invoices Training Presentation for Supply Chain Platform: Rolls-Royce February 2014

Create e. Invoices Training Presentation for Supply Chain Platform: Rolls-Royce February 2014

e. Invoice Business Process • • • e. Invoices are created in SCP-RR by

e. Invoice Business Process • • • e. Invoices are created in SCP-RR by suppliers. A lot of the e. Invoice data is carried over from the Purchase Order – which minimizes data entry and errors. For easy reference, e. Invoices are linked back to the orders in SCP-RR. • • • e. Invoices are created in an ‘Open’ state in SCP-RR. Suppliers cannot update or cancel an e. Invoice – however, a credit invoice can be issued. An e. Invoice that is not modified for 120 days will move to an ‘Archived’ state. • e. Invoices are sent from SCP-RR to Rolls-Royce’s backend system. The e. Invoices are checked by Rolls-Royce for accuracy. If the e. Invoice is correct, it is passed on to Accounts Payable for payment. If the e. Invoice contains errors or inaccurate data, you will be contacted by Rolls-Royce and asked to create a new e. Invoice. • • Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 1

Create e. Invoices Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 2

Create e. Invoices Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 2

Locate the Order to Invoice • • Go to Order Management Purchase Order Search

Locate the Order to Invoice • • Go to Order Management Purchase Order Search Enter the ‘Order Number’ – can use asterisks as a wildcard on both sides of the number Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 3

Create e. Invoice from Order List Page • • Select the purchase order lines

Create e. Invoice from Order List Page • • Select the purchase order lines to be invoiced Then click Create e. Invoice Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 4

(Optional) Check If Order Was Invoiced • • • To check if you have

(Optional) Check If Order Was Invoiced • • • To check if you have already invoiced for this order, click on the ‘Order Number’ link from the list page. This takes you to the Order Details page. Go to the Invoice Info tab. If it says “No Invoice Line Item(s) found. ” then you have not invoiced for the order yet. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 5

Create e. Invoice from Order Details Page • • Also from the Order Details

Create e. Invoice from Order Details Page • • Also from the Order Details page (the Order Details tab), you can select lines to invoice. Then click the Create e. Invoice button. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 6

‘Create e. Invoice’ Form – 3 Sections Copyright 2014 Exostar LLC. All Rights Reserved.

‘Create e. Invoice’ Form – 3 Sections Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 7

e. Invoice – Header Section • • Most of the information on the e.

e. Invoice – Header Section • • Most of the information on the e. Invoice is carried over from the purchase order in SCP-RR. Required fields are marked with red asterisks. Many fields have default values, but can be edited. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 8

e. Invoice – ‘Bank Account Number’ • • • Scroll down in the header

e. Invoice – ‘Bank Account Number’ • • • Scroll down in the header section to locate ‘Bank Account Number’. This field is required. If you do not have a bank account number, enter ‘N/A’. The number (or N/A reference) can be set up as a default value - see next slide. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 9

Set Up Default Values for e. Invoices A user with an Administrator role can

Set Up Default Values for e. Invoices A user with an Administrator role can enter default values for some e. Invoice data fields. The default values apply to ALL users in that account and ALL new e. Invoices. 1. On the navigation tree, go to Master Data Supplier Attributes 2. Click Search (you do not need to enter ‘Supplier MPID’ or ‘Supplier Name’ information) 3. Enter data to be applied as defaults (users can override the default values when they create e. Invoices) Note: Use the 2 nd row to enter your data - scroll all the way right to enter ‘Bank Account Number’. 4. When finished, click Submit 1 2 3 3 4 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 10

Add Tax to a Single Line Item 1. To add taxes at the line

Add Tax to a Single Line Item 1. To add taxes at the line item level, in the Taxes column click the ‘Details’ link. 2. In the Add Tax dialog box, enter at least the required fields. > If you select ‘Other’ 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, when finished click Save. 2 3 4 1 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 11

Add Tax for Multiple Line Items In the middle of the e. Invoice Creation

Add Tax for Multiple Line Items In the middle of the e. Invoice Creation page, there is a drop-down section where you can apply taxes to multiple line items at the same time (A). 1. Select lines items to receive tax A 2. Click ‘+’ to open tax section 3. Enter tax info 4. Click Add Tax 2 3 4 1 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 12

e. Invoice Lines – Confirm ‘Qty Invoiced’ • • The ‘Qty Invoiced’ in the

e. Invoice Lines – Confirm ‘Qty Invoiced’ • • The ‘Qty Invoiced’ in the line items section will be the amount left to invoice for that item. If you choose to increase the quantity, you will see a warning message but it is permitted. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 13

Create e. Invoice – Final Step • • When the data is all filled

Create e. Invoice – Final Step • • When the data is all filled in, click Send e. Invoice. The system will redisplay the newly created e. Invoice and automatically send the information to Rolls-Royce’s system. Once sent, it cannot be modified! Note: See next section for details on ‘Draft e. Invoices’. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 14

Create Draft e. Invoices Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create Draft e. Invoices Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 15

Save a ‘Draft e. Invoice’ Version • To hold an e. Invoice as a

Save a ‘Draft e. Invoice’ Version • To hold an e. Invoice as a draft version (and delay sending), use Save Draft. Note: You cannot print a draft e. Invoice. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 16

Locate and Publish Draft e. Invoices 1. Go to Order Management e. Invoice Draft

Locate and Publish Draft e. Invoices 1. Go to Order Management e. Invoice Draft Search 2. Enter search criteria to locate the draft, then click Search 1 2 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 17

Locate and Publish Draft e. Invoices 3. From the e. Invoice Draft List page,

Locate and Publish Draft e. Invoices 3. From the e. Invoice Draft List page, click on the Invoice Number link to see more details. • (Optional) It is also possible to select one or more drafts from this list page and then click the ‘Send e. Invoice’ or ‘Delete Draft’ button. 3 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 18

Locate and Publish Draft e. Invoices 4. Once the e. Invoice is ready to

Locate and Publish Draft e. Invoices 4. Once the e. Invoice is ready to send to the buyer, click Send e. Invoice • You can also delete or update the draft version of the e. Invoice (‘Save Draft’). Note: Draft versions of e. Invoices are not visible by users with other roles. If a draft is created by a user with an administrator role (SAdmin), it will not be visible to someone using a regular user role (SUser) until the e. Invoice is moved out of draft status. 4 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 19

Create a Credit e. Invoice Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and

Create a Credit e. Invoice Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 20

Create a Credit e. Invoice The credit e. Invoice process in SCP-RR includes issuing

Create a Credit e. Invoice The credit e. Invoice process in SCP-RR includes issuing a credit invoice that matches up to the e. Invoice that is incorrect/incomplete, and then creating another debit e. Invoice if required. • From the navigation tree, go to Order Management e. Invoice Create e. Invoice • Enter the Order Number and click Search. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 21

Create a Credit e. Invoice • On the list page, select order lines and

Create a Credit e. Invoice • On the list page, select order lines and click Next. Note: All of the lines selected must be from the same order. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 22

Create a Credit e. Invoice • • On the Create e. Invoice page, be

Create a Credit e. Invoice • • On the Create e. Invoice page, be sure to select ‘Credit’ as the Invoice Type If applicable, include the original invoice number in the new one. For example, if the original number was ‘SYSINV 1025’, then use ‘SYSINV 1025 -cr’ for the credit e. Invoice. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 23

Create a Credit e. Invoice • The quantities on a credit e. Invoice should

Create a Credit e. Invoice • The quantities on a credit e. Invoice should be positive numbers, as the Invoice Type of ‘Credit’ will represent that this is a deduction from the order’s requested quantity. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 24

Locate and Print e. Invoices in SCP-RR and View Status Copyright 2014 Exostar LLC.

Locate and Print e. Invoices in SCP-RR and View Status Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 25

Locate an e. Invoice 1. On the navigation tree, click Order Management e. Invoice

Locate an e. Invoice 1. On the navigation tree, click Order Management e. Invoice Search 2. Enter search criteria – note that you can also search by Order Number or Item/Part No. 3. Click Search 2 1 3 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 26

Locate an e. Invoice 4. From the e. Invoice List page, click an Invoice

Locate an e. Invoice 4. From the e. Invoice List page, click an Invoice Number link 5. On the Details page, use the scroll bars to view additional details 4 5 5 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 27

Print an e. Invoice 6. On the e. Invoice Details page, click the Print

Print an e. Invoice 6. On the e. Invoice Details page, click the Print e. Invoice button 6 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 28

Print an e. Invoice - Example • e. Invoices are available in ‘pdf’ format.

Print an e. Invoice - Example • e. Invoices are available in ‘pdf’ format. • Choose to Open or Save in the SCP-RR pop-up window, then click the Print, Email, or Save icons in Adobe Reader. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 29

e. Invoice Status on My Workspace If Rolls-Royce is providing you with e. Invoice

e. Invoice Status on My Workspace If Rolls-Royce is providing you with e. Invoice Status, the information is shown on My Workspace based on it’s status (i. e. Rejected, Paid or Query). ‘Query’ provides an error message. 1. On the navigation tree, click My Workspace. 2. Scroll down to the e. Invoice Summary section, the number of lines per state are listed. 3. Click on the ‘Total’ number link to see the actual invoice lines. 1 2 3 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 30

e. Invoice Status on Order By scrolling to the left at the line level,

e. Invoice Status on Order By scrolling to the left at the line level, the Order Details tab shows the aggregated ‘Net Invoice Amt’ and ‘Invoiced Qty’ for each order schedule line. It also shows the ‘Payment Status’ and ‘Qty Remaining to Invoice’. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 31

e. Invoice Status on Order The Invoice Info tab shows a summary of the

e. Invoice Status on Order The Invoice Info tab shows a summary of the e. Invoice lines against this order. It also indicates the ‘Order Line ID’ for each row. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 32

End: Create e. Invoices Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

End: Create e. Invoices Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 33