BSCP Quick Reference Guide Invoices

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1 BSCP Quick Reference Guide Invoices An invoice is sent by the supplier to the buyer and will reference an order within BSCP. Each invoice line represents one order schedule line. Invoices cannot include schedule lines from multiple orders. Note: Only order line items that are marked e-invoice = Yes (on the order in BSCP) can be included on an invoice. An invoice cannot cover multiple orders. Create an Invoice An invoice is sent by the supplier to Boeing and will reference an order within BSCP. Each invoice line represents one order schedule line. Note: Only order line items that are marked einvoice = Yes (on the order in BSCP) can be included on an invoice. An invoice can only reference one order. Step 1: Locate an Order That Is Ready to Invoice Navigation Tree: [+] Order Management Discrete Orders Search Enter search criteria (i.e. Order Number) Click Search On the Order List page, click the Order Number link to go to the order Then on the Order Details page, go to the Invoice Info tab You should see a message No Invoice Line Item(s) found. Go back to the Order Details tab Option for Step 1: You can also start from the navigation tree. Go to Order Management Invoice Create Invoice Enter the Order Number Click Search Note: Use the Create Invoice workflow if you need to select order lines across multiple pages. Step 2: Create the Invoice (see next page) Select checkboxes for order schedule lines to be invoiced Click Create Invoice (or Next) the Create Invoice form appears Information from the order is pulled across to the invoice to save double-keying of data Enter invoice details (red asterisk = required fields): Copyright 2014 Exostar LLC All Rights Reserved QRG - 1

2 Required data fields: Invoice Number defaults to blank, must be alphanumeric value up to 64 characters Boeing systems only accept a max of 22 (no special characters allowed) Invoice Type defaults to Debit but can be set to Credit Quantity this defaults to the quantity left to be invoiced, the system will allow invoicing for more than the amount left to be invoiced, but it provides a warning when that is the case. Supplier Invoice Date this is REQUIRED by Boeing, use a YYYY-MM-DD format Optional data fields: Buyer Contact pre-populates from the purchase order but can be edited Supplier Contact pre-populates from the purchase order but can be edited Supplier Message optional, the message can be up to 255 characters. For supplier internal use only Boeing systems cannot accept messages for invoices. Taxes see separate Taxes section of this document Add Taxes to an Invoice To add taxes to your invoice, expand the middle section of the invoice page at the line called Tax applied to all checked line items (click the [+] icon). Select the invoice lines in the bottom section that will be assigned taxes Then in the tax section, enter the relevant details, including Tax Percent or Tax Amount When complete, click Add Tax The taxes will apply to the selected lines multiple taxes can be applied to a single line. Click Recalculate before you send the invoice In the Line Items (bottom) section, check that the information is correct and update as necessary. If you change the invoice quantity, click Recalculate to show the amended value of the invoice. When you have finished, click Send Invoice. The invoice is now a record in BSCP and the data will be sent automatically to Boeing for processing of payment. Copyright 2014 Exostar LLC All Rights Reserved QRG - 2

3 Create a Draft Invoice If you need to hold onto an invoice as a draft until you are ready to send it to Boeing, click the Save Draft button when you are creating the invoice (instead of the Send Invoice button). Note: You cannot print the invoice from the draft version. You must send the invoice to print it. To complete and send the invoice: Go to the Draft Search workflow (left navigation tree) Enter search criteria and click Search Open the invoice for editing by clicking the Invoice Number link on the list page Fill in data and then click Send Invoice SCP will send the invoice to the buyer Copyright 2014 Exostar LLC All Rights Reserved QRG - 3

4 Set Default Values for Invoice Data Fields Note: A user with a supplier admin role (SAdmin) can set up the default values for several of the invoice data fields. This prepopulates in the invoice, but can be overridden by a user. Go to Administration Supplier Preferences on the navigation tree On the search screen, click the Search button to list your account on the next screen Select the check box and enter values in the second row by scrolling to the right When finished, click Submit Locate and Print an Invoice To locate an existing invoice in BSCP: On the navigation tree, go to Order Management Invoices Search Enter your search criteria (i.e. Invoice Number or Order Number) o Be sure to use asterisks for searching (*123*) o Using a comma with no spaces between multiple entries is an or statement. For example, Invoice Number = *3*,*5* will show all invoices with a 3 or a 5 in the invoice number. Click Search On the Invoice List page, click the Invoice Number The Invoice Details page will appear To Print the Invoice: On the Invoice Details page, click the Print Invoice button Copyright 2014 Exostar LLC All Rights Reserved QRG - 4

5 View Invoice Details from an Order On the order details page, the Order Details tab shows the Invoiced Qty for each schedule line. The quantity will increase with each invoice that is created for that schedule line. If a credit invoice is created, it is deducted from the quantity. If an invoice line is purged out of BSCP, Invoiced Qty is not affected. The Invoice Info tab shows the invoices that have been created against that order. By scrolling to the right, you can see some high level information from the invoice. Clicking on the Invoice Number link will open the selected invoice in a separate window. Copyright 2014 Exostar LLC All Rights Reserved QRG - 5