What’s New – Invoices Comparison of GSCP and the New Supply Chain Platform for Ministry of Defence (SCP-MOD) January 2014

Invoices – What’s the Same Process steps to create an invoice Searching for invoices Access from My Workspace General layout of the documents – header and line level sections Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 1

Before you begin…Set up Default Values 2 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Set Up Default Values 3 There are some data values that will be used all of the time on invoices – such as your VAT registration number. These data values are set up in the ‘Supplier Attributes’ section so they prepopulate when an invoice is created. You must have an administrator role to set up the preferences. If you are an admin, your role on the top of the screen will say ‘SAdmin’. The default values apply to all users’ invoices for that organization. However, any user that creates an invoice has the option to edit the default values. Data fields that can be set up with default values: >Supplier DUNS, GAX Code, Tax Category Code, Tax Type Code, Tax Payment Method, Tax Percent, Supplier VAT No. and Supplier Phone Refer to the Help file in SCP-MOD for instructions. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Set Up Default Values 4 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create an Invoice 5 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoices – Business Rules To create an invoice, order lines cannot be in an ‘Archived’ or ‘Rejected’ state Each invoice line represents one order line – multiple lines must be from a single order Invoice States: >Open – status when invoice is created and sent by the supplier >Rejected – optional state change and notification by MOD >Archived – transitions to this state after 180 days as ‘Open’, or 90 days as ‘Rejected’ >(Purge) – is removed from the system after 180 days as ‘Archived’ 6 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate an Order 7 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Create Invoice’ Workflow 8 You can ‘Create Invoice’ from the list page, or click on the Order No. to go to the details page for the order. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Order Details – Check for Invoices 9 By clicking on the Invoice Info tab, you can see if the order was already invoiced. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create Invoice from ‘Order Details’ Tab 10 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoice Header Section 11 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoice Header – Data Fields 12 The required fields are: >Invoice Number – system-generated, can be edited, up to 35 characters (IMPORTANT: Do not use any special characters. This may delay or prevent payment!) >Invoice Type – defaults to ‘Debit’, can change to ‘Credit’ >Previous Invoice Number – becomes a required field when you create a credit note >Supplier VAT No. – can be set up with a default value >Supplier Country – populates from order, can be edited on invoice >GAX Code – this must be exactly 7 characters, can be set up with a default value >Tax Point Date – this field defaults to today’s date but can be edited. For draft invoices, the date the invoice was originally created stays the tax point date (unless modified by the user). >Total VAT in Pound Sterling – becomes a required field if the currency is NOT ‘GBP’ Review and update the optional fields where applicable Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Select Lines & ‘Add Tax’ 13 The taxes work the same as before – open the middle section, select rows and ‘Add Tax’. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Value Added Tax ID’ Flag 14 Scroll all the way to the right to see the ‘Value Added Tax ID’ flag When set to ‘Yes’, you need to assign VAT for that line Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Line Data Fields & ‘Send Invoice’ 15 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create a Draft Invoice 16 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create a Draft Invoice 17 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Search for Draft Invoices 18 Drafts are stored in a separate ‘Draft Invoice’ workflow, until the invoice is sent. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Finalize/Send Draft Invoices 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. 19 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Invoice Info’ Tab on PO 20 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Invoiced Qty’ on PO 21 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Credit Notes 22 For credit notes, the creation process is the same Select ‘Credit’ as the Invoice Type Enter the previous (debit) invoice number in the Previous Invoice Number field Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Rejected Invoices If the MOD rejects your invoice, you will receive an notification from Exostar Locate ‘Rejected’ invoices from the link on My Workspace 23 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Rejected Invoices Scroll down in the header section of the invoice to see the ‘Buyer Message’ for more details. 24 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Print an Invoice 25 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Print an Invoice 26 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

End Session 1: Orders & Invoices 27 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential