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 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 327-1

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 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

States for Invoices 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 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create Invoices SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate the Order to Invoice SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

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. SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Order Details Page – Check for Invoices SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create Invoice from ‘Order Details’ Tab SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Create Invoice’ Form SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoice – Header Section SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoice – Header Section SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoice – Line Items (Check ‘Qty Invoiced’) SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Add Taxes to an Invoice SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Select Lines & ‘Add Tax’ SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 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.

Set Up Tax Default Values SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 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. 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

Create the Invoice Record in SCP SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoice Confirmation SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Draft Invoices SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create a Draft Invoice SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create a Draft Invoice SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Search for Draft Invoices SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Finalize/Send Draft Invoices SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 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.

Locate an Invoice SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoices by Status on My Workspace SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Invoice Search SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

View Invoice Info on POs SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Invoice Info’ Tab on PO SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Invoiced Qty’ on PO SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Payment Status SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Payment Status from My Workspace SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Payment Status on Invoice List Page SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Payment Status on Invoice Details Page SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Section Summary We have learned… How to create an invoice or draft invoice in SCP How to locate an invoice How to view invoices that are linked to a PO How to review the payment status on an invoice SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential