1. Invoices Training Presentation for Supply Chain Platform: BAE Systems July 2012

2. 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

3. 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. 327-2 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

4. 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 327-3 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

5. Create Invoices 327-4 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

6. Locate the Order to Invoice 327-5 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

7. Go to Order Details Page 327-6 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

8. Order Details Page – Check for Invoices 327-7 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

9. Create Invoice from ‘Order Details’ Tab 327-8 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

10. ‘Create Invoice’ Form 327-9 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

11. Invoice – Header Section 327-10 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

12. Invoice – Header Section 327-11 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

13. Invoice – Line Items (Check ‘Qty Invoiced’) 327-12 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

14. Add Taxes to an Invoice 327-13 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

15. Select Lines & ‘Add Tax’ 327-14 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.

16. Set Up Tax Default Values 327-15 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

17. Create the Invoice Record in SCP 327-16 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

18. Invoice Confirmation 327-17 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

19. Draft Invoices 327-18 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

20. Create a Draft Invoice 327-19 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

21. Create a Draft Invoice 327-20 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

22. Search for Draft Invoices 327-21 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

23. Finalize/Send Draft Invoices 327-22 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.

24. Locate an Invoice 327-23 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

25. Invoices by Status on My Workspace 327-24 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

26. Invoice Search 327-25 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

27. View Invoice Info on POs 327-26 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

28. ‘Invoice Info’ Tab on PO 327-27 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

29. ‘Invoiced Qty’ on PO 327-28 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

30. Payment Status 327-29 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

31. Payment Status from My Workspace 327-30 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

32. Payment Status on Invoice List Page 327-31 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

33. Payment Status on Invoice Details Page 327-32 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

34. 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 327-33 SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential