MS Invoice E-Invoice Solution Overview March 2016

Introduction Log in/Access to MS Invoice Initiating the Invoice Process Submitting a PO based Invoice Downloading invoices Reporting/Invoice look up How to validate e-signature Agenda

Course Objectives  At the end of this course you will be able to:  Initiate Invoice Process  Submit a PO based invoice  Review the status of Invoices  Validate E-Invoice using Audit Page

Skype session norms In order to run this session efficiently, let’s agree on some basic ground rules for this event. Please stay on mute unless you want to ask a question Will drive to our 60 minutes timeline Type questions into the chat box

 MS Invoice is a Web-based application that suppliers and independent contractors can use to submit an invoice. Users of MS Invoice can generate reports for Invoices, POs and Payments based on various search criteria.  MS Invoice link: einvoice.microsoft.comeinvoice.microsoft.com  Invoices submitted via MS Invoice comply with statutory requirements such as the European Union Council Directive on Electronic Invoicing (2001/115/EC) so that:  Vendors can customize which fields and data are included on an invoice  What is submitted is guaranteed as authentic and original through the application of a digital signature via a third party at the time of invoice submission  Vendor Original Invoices (from a tax compliance standpoint) are downloadable or ed back to the vendor so that the vendor has complete control of its own tax documents What is MS Invoice?

Key Benefits for our Suppliers Reduced cost Elimination of printing and postal costs Improved quality and less iteration Built-in system validation of invoices against PO Greater invoice accuracy Quicker submission Faster, real-time invoice submission Eliminated delivery time and the risk of lost invoices Improved visibility Real-time visibility of invoice status Automatic notifications of change Ability to look up the details of any invoice directly in the tool Paperless solution Elimination of paper-based documents from the process Access to more information Ability to access and check purchase order information

Access to MS Invoice  You received auto-notification from  Click on the link provided in the Please note the link is only valid for 14 days. If you do not activate the link within 14 days, you will need to request your AP team for another invitation.  Create new Windows Live ID or use existing one  Once the registration is completed, MS Invoice can be accessed

First time access  The first step of completing registration is to enter your vendor number.  Once you have entered your vendor number, you will need to enter valid Windows Live ID credentials.  You will be presented with a Terms and Conditions which you need to accept in order to access and use MS Invoice.

Initiating the Invoice Process  Select which vendor account you are invoicing from (if there are multiple available for you)  Select which Microsoft location you are invoicing  Select the country from which the invoice is to be issued (Invoice From)

Initiating the Invoice Process  Choose the required action listed on the screen  Creating a new invoice  Reporting (review POs, invoices, payment information)

Submitting a PO-based Invoice

 Select this option if you have an established PO with Microsoft that you will be invoicing against  This process will enable you to invoice against a specific PO, and will help you to ensure that the PO you have selected has enough funds available for invoicing. Select the POReview Invoice Information Enter Invoice Details Submit Invoice

Submitting a PO-based Invoice  Click on the “Create a PO Invoice” link  Enter the PO number in the “Purchase Order Number” field and click on the “Select” button.

Submitting a PO-based Invoice If you do not know the Purchase Order #  Click on the link to search for open purchase orders.  Locate the Purchase Order number using the search criteria  Once located, select the relevant PO and click on the Select button

Submitting a PO-based Invoice There are multiple sections of an invoice to complete:  Invoice Information  Invoice Details  Additional Charges  Tax Details  Statutory Information

Invoice Information  Obligatory fields:  Invoice Date  Vendor Address  Vendor Invoice Number  Final Approver  Additionally vendor can add:  Comments to Approver  Links to Supporting Documents and Add Document link  Please Note: Any documentation that you attach will only be visible to your Microsoft invoice approver and will not be accessible once the invoice has been approved.

Invoice Details  Click on the “checkbox(s)” to the left of the PO line(s) that are to be invoiced.  The “Credit/Debit” column defaults to Debit.  Verify the “Description”, “Quantity”, “Unit Price”, “Tax Type”.  The “GL Account” and the “SAP Cost Object” fields should be automatically populated.

Tax Details If your goods/services are taxable, you will see a summary of the taxes associated with the invoice broken down by tax rates.  If the tax has calculated incorrectly, you can modify the total tax amounts at this stage. However the tax rates can only be modified by a small variance from the calculated value. Please note it is your responsibility to provide correct details on the invoice, including all tax rates and tax amounts.  If needed you can add an additional currency for your TAX/VAT/GST summary under Tax details.

Statutory Information This section lets you input information onto an invoice that is required for statutory reasons (depending on location), and to add in whatever extra information you need to enter by adding a new field at the bottom of this screen. Please Note: The information entered in this section will not be captured on a per- field basis in Microsoft’s systems, but will show up on the original version of the invoice you download once it has been approved.

Review Invoice Summary Once you have selected Confirm, the screen will then refresh to show a summary of all invoice data entered during the process.  Review the details carefully to ensure accuracy.  If any data has to be amended use the “Previous” button at the bottom of the screen.  When satisfied with the accuracy of the invoice, click the “Submit” button to create the E-invoice. At this point, your invoice is submitted directly to Microsoft. Please Note: At this point in the process in some locations a digital signature will be applied to your invoice on your behalf. Once the invoice has been approved you will be notified that you can download the original invoice. We will send this notification to the address you provided on the previous screen.

Submit invoice After clicking “Submit”, a confirmation page will appear, confirming successful submission. You can print the invoice using the buttons at the top of the page. Please note that because you have submitted this invoice electronically, you should not send Microsoft a hard copy of this invoice, unless you are invoicing Microsoft Mexico. This is important for statutory reasons, as the invoice you submit electronically is the original invoice from a tax perspective.

Reviewing and Reporting

Reviewing and reporting The reporting tool provides Microsoft’s vendors with the ability to review account details online. You can view PO, invoice, and payment details. A notification is sent once an invoice is approved or rejected.. Type Vendor ID number OR name and select MS Company Code Review Status of the Invoice Select Invoice Enter the PO or MS Invoice number to look up on the status Review the Status of the invoice

How to use the reporting tool  Click on the “View Purchase Orders, Invoices, and Payments” link

How to use the reporting tool  You can search on Purchase Orders, Invoices, and/or Payments. Where information is required you will be directed to provide that information.

E-signature Validation

How to validate E-Invoice using Audit Page? Please Note: This does not apply to the US, Canada and Mexico

Validation completed

Additional Resources

Training deck User Guide Quick reference guides How to create a PO-based invoice Reviewing and reporting How to validate e-invoice signature MS Invoice in 4 steps How to register Accounts Payable Team Library of FAQs

Thank you!