1. Invoices and Service Invoices Training Presentation for Raytheon Supply Chain Platform (RSCP) April 2016

2. Invoices After completing this section, you should be able to: >Describe the invoice process in RSCP >Create an invoice in RSCP >Create a ‘draft’ invoice >Create a service invoice >Locate an invoice in RSCP >Download a list of invoices to Excel >View invoice details on a PO 1 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

3. Invoice Business Process Invoices are created in RSCP by suppliers A lot of invoice data carries over from the Purchase Order – minimizing data entry and errors For easy reference, invoices are linked back to purchase orders in RSCP Invoices are created in an ‘Open’ state in RSCP Suppliers cannot update or cancel an invoice – however, a new credit invoice can be issued An invoice that is not modified for 120 days will move to an ‘Archived’ state Invoices are sent from RSCP to Raytheon’s purchasing system. The invoices are checked by Raytheon 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 will be contacted by Raytheon and asked to create a new invoice. 2 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

4. How to Create Invoices 3 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

5. ‘Invoice Allowed’ Flag on Purchase Orders 4 A purchase order line can only be invoiced if the ‘Invoice Allowed’ flag is set to ‘Yes’ on the purchase order line (scroll right to see the data field). RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

6. Locate the Purchase Order to Invoice 5 1.On the navigation tree, go to Order Management – Invoice – Create Invoice (Or you can select a schedule line from the PO Details or PO List page and click ‘Create Invoice’.) 1.Enter the Order Number 2.Click Search 1 1 2 2 3 3 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

7. Select PO Lines to Invoice 6 4.Scroll to the right to make sure the part numbers, quantities and prices are correct Note: If something is incorrect (such as price) you might need Raytheon to issue a purchase order change with the correct information. You cannot edit pricing on the invoice – only quantities. 5.Select the PO lines that you want to include in the invoice 6.Click Next 5 5 4 4 6 6 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

8. ‘Create Invoice’ Form 7 The ‘Create Invoice’ form has three sections – the header, invoice lines and tax section. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

9. Invoice – Header Section 8 Most of the invoice data comes from the PO. Invoice Number – this is system-generated but you can change it Invoice Type – defaults to ‘Debit’, can select ‘Credit’ Total Amount – calculated by RSCP, quantity X price per PO line, plus taxes, allowances and charges RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

10. Invoice – Line Items Section 9 Scroll across the line items section and check that the information is correct for your invoice. If you change a quantity (‘Qty Invoiced’ field), click the Recalculate button. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

11. Add Taxes to an Invoice 10 Scroll to the right in the line items section to see the ‘Net Taxes’ per line 1.Click on the ‘Tax applied to all checked line items’ section to be able to apply taxes to lines 1 1 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

12. Select Lines & ‘Add Tax’ 11 2.Enter tax information in the tax section 3.Select the lines that will get the tax 4.Click the Add Tax button 2 2 3 3 4 4 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

13. ‘Net Taxes’ Are Added 12 You can see that the ‘Net Taxes’ have been applied to the lines that were selected. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

14. Create the Invoice Record in RSCP 13 Once your data is filled in, you must send the invoice to Raytheon by clicking the Send Invoice button. You can save the invoice as a draft (see next section). Note: Once the invoice is sent, you cannot delete or change it! RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

15. Invoice Confirmation 14 You will see a confirmation message at the top of the page. The invoice number is a link that will take you to the Invoice Details page. Once the invoice has been sent: The invoice becomes a record in the system and can be located using ‘Search’ The state of ‘Sent’ is applied to the invoice The print button appears so that you can get a copy of the invoice RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

16. Credit Invoices To create a credit invoice, follow the same process as for a debit invoice. 1.Change the Invoice Type to ‘Credit’ You can change the Invoice Number to match the debit invoice and then add ‘CR’ at the end The ‘Qty Invoiced’ will need to be added if you already invoiced for the PO lines The quantity should be positive numbers – using an invoice type of ‘Credit’ means it is a deduction. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved. 1 1

17. If you would use the same tax on many POs, you can set up default values for the tax fields. You must have an admin role to create the default values. 1.On the navigation tree, go to Master Data – Supplier Attributes 2.You do not need to enter search criteria, just click the Search button Option: Set Up Default Values for Tax Fields 16 1 1 2 2 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

18. The default values: Apply to all invoices on your account Populate on all invoices created from that point forward Can be updated at any time Can be overridden by typing or selecting a different value as a user creates an invoice. 3.Enter data in the tax fields (make sure you are populating the bottom row!) 4.When finished, click the Submit button Option: Set Up Default Values for Tax Fields 17 3 3 4 4 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

19. How to Create Draft Invoices RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

20. Save a ‘Draft Invoice’ Version To hold an invoice as a draft version (and delay sending), click on Save Draft (instead of ‘Send Invoice’) when you are creating the invoice. 19 Note: You cannot print a draft invoice. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

21. 1.Go to Order Management  Invoice  Draft Search 2.Enter search criteria to locate the draft, then click Search Locate and Publish Draft Invoices 20 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved. 2 2 1 1

22. Locate and Publish Draft Invoices 21 3.From the Invoice Draft List page, click on the Invoice Number link to edit the invoice data From this list page, you can also send the invoice or delete the draft by selecting a row and clicking one of the blue action buttons. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved. 3 3

23. Locate and Publish Draft Invoices 4.Once the invoice is ready to send to Raytheon, click Send Invoice You can also delete or update the draft version of the invoice Note: Draft versions of 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 invoice is moved out of draft status. 22 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved. 4 4

24. How to Create Service Invoices 23 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

25. Service Invoices Creating a service invoice in RSCP requires a purchase order that is designated as a Service Type PO. Service Invoice Creation Process: 1.Select the PO schedules lines to be invoiced 2.Click on ‘Create Service Invoice’ 3.On the initial ‘Service Invoice Creation’ page Fill in the ‘Invoice Start Date’ and ‘Invoice End Date’ Duplicate/remove any of the lines that were created for the invoice (Optional) Download the service invoice for editing 4.Update data fields and save the invoice 5.Send the invoice to Raytheon 24 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

26. Create Service Invoice If an order should use service invoices, it will show the Create Service Invoice button on the Order Details Page. 25 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

27. Create Service Invoice – Workflow 26 1.Go to Order Management – Service Invoice – Create Service Invoice 2.Enter the Order Number 3.Click Search 1 1 2 2 3 3 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

28. Select Rows for Service Invoice 27 4.Select the rows to be included in the service invoice. 5.Then click the Next button 4 4 5 5 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

29. ‘Create Service Invoice’ Form - Header 28 Similar to a regular invoice, the majority of the data comes from the PO. You will need to enter a ‘Start Date’ and ‘End Date’ at the header. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

30. ‘Create Service Invoice’ Form – Line Items 29 At the line level, fill in the ‘Qty Invoiced’ and the ‘Rate/Unit Price’. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

31. ‘Create Service Invoice’ Form – Line Items 30 As you scroll to the right, ‘Source Doc Reference’ and ‘Activity Code’ are required fields for each service invoice line. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

32. Recalculate to Update Data 31 After you enter your information, click the Recalculate button. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

33. Modify Lines 32 If you need to add or remove a line from the Service Invoice, click on the grey icon for that row in the first column. In the small pop-up window, select to duplicate or remove that line. Note: If you added a row, be sure to click Recalculate again. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

34. Save the Invoice 33 When you are finished creating the Service Invoice, click the Save Invoice button. This does NOT send it directly to Raytheon – there are additional steps. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

35. You will receive a confirmation that the service invoice was created and is now a record in the system. Note: You cannot add or remove lines once you have saved the initial version – you can only update existing lines on the service invoice. You can continue to update the service invoice until you send it out (see next slides). Confirmation 34 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

36. Locate the Service Invoice 35 To update the service invoice at a later time, you first need to locate it in RSCP. Go to Order Management – Service Invoice – Search Enter search criteria and click Search RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

37. Locate the Service Invoice 36 Click on the Service Invoice Number link RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

38. Modify the Service Invoice 37 Update the service invoice as required, then click the Update Service Invoice button. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

39. Send the Service Invoice to the Buyer 38 When you are ready to send the service invoice to Raytheon, click the Send Service Invoice button in the middle of the screen. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

40. After Service Invoice Is Sent 39 After the service invoice is sent, you cannot update or send it again. At this point, you can only print or download a copy of it. You can also view the history of the invoice lines. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

41. Download Service Invoice (to Edit) 40 BEFORE you send the service invoice, you can use the ‘download’ feature to edit the service invoice in Excel and then upload it back into RSCP. For an active (unsent) service invoice, click the Download Service Invoice button. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

42. Modify Excel File 41 The first tab of the Excel file includes detailed instructions, including how to add or remove rows and how to add or modify the data. For Excel spreadsheets downloaded from the Internet, you must click Enable Editing to modify the file. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

43. Modify Excel File 42 Click on the second tab of the Excel file to update the service invoice line items. Only columns G-M (the yellow boxes) are editable. Do not move columns or change titles. For Excel spreadsheets downloaded from the Internet, you must click Enable Editing to modify the file. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

44. Upload Service Invoice – Workflow 43 Follow these steps to upload the Excel file back into RSCP: 1.Go to Order Management – Service Invoice – Upload Service Invoice only 2.Click the Browse button and locate the file 3.(Optional) Enter a comment that will help you identify what was in the upload file 4.Click the Next button 4 4 3 3 2 2 1 1 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

45. 5.The Status will be ‘Queued’ or ‘Completed’ 6.You can click the Refresh icon until the status changes to ‘Completed’ 7.Note: If the status has a caution icon next to it, there was an issue with the upload – click on the ‘Completed with Errors’ link to see the details Upload Service Invoice - Process 44 5 5 6 6 7 7 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

46. Locate an Invoice 45 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

47. Invoices by Status on My Workspace 46 From the My Workspace page, you can navigate to Invoices or Service Invoices by clicking on the count for a ‘State’. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

48. Invoice Search 47 If you want to locate one or a set of specific Invoices or Service Invoices, go to the ‘Search’ page for that category under ‘Order Management’ on the navigation tree. Enter your search criteria and click Search. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

49. How to Download a List of Invoices to Excel 48 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

50. Create List of Invoices 49 In RSCP, there is a simple and quick way to download a summary of key data for a set of Invoices or Service Invoices. For example, all invoices created last month. From ‘My Workspace’ or a ‘Search’ page, locate a set of invoices. In the top right corner, click on the Download icon. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

51. To download the data as it is shown on the screen (list page), just click the Next button. Then select to ‘Open’ or ‘Save’ the file. Note: If you would like to change the order of the columns, or add/remove columns, you can change it on the screen in RSCP and then download. Click on the Configurator icon (see training called ‘Customize View of Data’ for more details). Download List of Invoices 50 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

52. Download List of Invoices – Create a Template 51 If you want to be able to download information over and over in a specific format, you can create a saved template or ‘Favorite’. After you click the Download icon, use the drop-down to select ‘Create my setting…’ Use the arrows to list the data fields that you want to download and in what order. The ‘Sort Order’ indicates the order for the rows. Enter a name for the template (top left) and click Save As. When finished, click Close. You can then select this template by its title from the drop-down list. The template can be updated at any time. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

53. View Invoice Info on POs 52 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

54. ‘Invoice Info’ Tab on Purchase Order 53 From the ‘Purchase Order Details’ page, you can click on the Invoice Info link in the middle of the screen to see all of the invoice lines associated with this purchase order. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

55. ‘Invoiced Qty’ on Purchase Order 54 Also, on the main (Order Details) tab, you can scroll to the right to see the Sched Invoiced Qty for each order schedule line and the Line Invoiced Qty for each order line. Note: An order line (line item) can include multiple schedule lines (dates & quantities) for that item. RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.

56. Section Summary We have learned… How to create an invoice in RSCP How to create a ‘draft’ version of an invoice How to create a service invoice How to locate an invoice How to download a list of invoices to Excel How to view invoices that are linked to a PO 55 RSCP: Copyright 2016 Exostar LLC. All Rights Reserved.