Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

Transcription

1 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide June 2014 Document Version G1 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide i

2 Version G1 of the Materials Supplier Guide corresponds to the Cortex Desktop TM update released on July 1, 2014.

3 Contents Preface... 1 About Cortex Business Solutions Inc About Cortex Desktop... 1 Cortex Desktop Features and Benefits... 2 About This Guide... 3 Chapter 1 Getting Started with Purchase Orders... 2 Receiving Purchase Orders (POs) in Cortex Inbox... 3 Opening and Printing Husky Original Purchase Orders... 4 Opening and Printing Electronic Purchase Order Details... 6 Identifying Purchase Order Types... 7 How to Proceed... 8 Mixed Purchase Orders... 8 Chapter 2 Understanding the Materials Workflow in Cortex Desktop... 9 Materials Workflow Stages Materials Workflow Diagram Chapter 3 Acknowledging Materials Purchase Orders About Purchase Order Acknowledgements Acknowledging Purchase Orders Understanding Purchase Order Acknowledgement Forms Purchase Order Acknowledgement Header Purchase Order Acknowledgement Line Items Making Changes on Purchase Order Acknowledgements Changing Price Changing Quantity Changing Delivery Schedule Rejecting Line Items on Purchase Order Acknowledgements Adding Comments to Purchase Order Acknowledgements Chapter 4 Reviewing Materials Purchase Orders Understanding Electronic Purchase Orders Purchase Order Header Purchase Order Tabs General Tab Item Details Tab Cost Objects Tab PO Details Tab PO Terms & Conditions Tab Evaluated Receipt Settlement (ERS) Ensuring Accuracy in Materials Purchase Orders Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide i

4 Understanding Material Purchase Order Statuses Marking Materials Purchase Orders as Actioned Chapter 5 Receiving Goods Receipt Acknowledgements About Goods Receipts and Goods Receipts Acknowledgements Accepted Goods Receipt Acknowledgements Accepted ERS Goods Receipt Acknowledgements Accepted Changed Goods Receipt Acknowledgements Cancelled Goods Receipt Acknowledgements Sample Scenarios Example 1: All Items Accepted Example 2: Fixing Mistakes on Goods Receipt Acknowledgement Example 3: Exchanging Materials Example 4: Multiple Changes with Materials Exchange Chapter 6 Invoicing Materials About Materials Invoicing Creating Invoices for Materials Invoice Drafts Saving Invoice Drafts Viewing Invoice Drafts Deleting Invoice Drafts Receiving Invoice Acknowledgements Accepted Invoice Acknowledgements Rejected Invoice Acknowledgements Correcting Rejected Invoices Fixing and Resubmitting Rejected Invoices Releasing Invoiced Acknowledgements Chapter 7 Receiving Material Return and Exchange Notifications About Material Returns Understanding Changed Purchase Orders for Material Return Material Return Goods Receipt Acknowledgements Material Return Changed Goods Receipt Acknowledgements About Materials Exchange Exchanging Materials through Reordering Exchanging Non-Invoiced Materials Chapter 8 Creating Credit Invoices for Materials About Credit Invoices for Materials Purchase Orders Creating Credit Invoices for a Single Material Return Creating Credit Invoices for Multiple Material Returns Receiving Credit Invoice Acknowledgements ii Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

5 Chapter 9 Managing Consignment Purchase Orders Receiving Consignment Purchase Orders in Cortex Desktops Marking Consignment Purchase Orders as Viewed Chapter 10 Working with Attachments When and What to Attach Attachment Requirements Attaching Files to Your Documents Removing and Replacing Attachments Chapter 11 Getting Help Whom to Contact Cortex Customer Support Call Help Desk Send Submit Your Inquiry Online Appendix A: Detailed Materials Workflow Appendix B: Documents, Statuses and Actions Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide iii

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7 Error! Reference source not found. Preface About Cortex Business Solutions Inc. Cortex Business Solutions Inc. is an industry-leading service company that improves efficiencies, reduces costs and streamlines procurement and supply chain processes for its customers. Accessing the Cortex Trading Partner Network enhances the exchange of business critical documents, such as purchase orders, receipts and invoices resulting in improved cash flow management and business controls, while reducing the day s outstanding and administrative costs. Cortex is a low cost, low risk solution that can be implemented quickly by leveraging its customers existing business environment - evolving business. Cortex products and services are non-intrusive and allow our customers the freedom to leverage and optimize their existing processes and information technology assets when it makes the best business sense for them. This approach improves the productivity, cash flow and profitability of our customers, while avoiding the risk and delays associated with large information technology or business processes re-engineering initiatives. For more information please visit our website at About Cortex Desktop Cortex Desktop provides businesses with the ability to electronically manage all document exchange involved in the procurement process. By replacing manual paper manipulations with electronic documents and introducing automation to many standard procedures, Cortex Desktop facilitates transactions between Trading Partners, thus substituting the current setup of multiple systems. In electronic transactions with Husky Energy Inc., Cortex Desktop provides a single environment for the electronic processing of several Purchase Order (PO) types. These include: Consignment POs for replenishing consignment stock Materials POs for equipment or goods that involves the shipment of the ordered items to Husky s warehouse or other location Services POs requesting to render specific services The processing of each PO type involves a series of steps, referred to as a workflow. Depending on the PO type, different workflows are taken in Cortex Desktop. Each workflow supports electronic communication of all the information and issues typical to a certain PO type. For example, the Materials workflow includes a mechanism for handling material exchanges, while the Services workflow implies creating Service Receipts. As a materials supplier, you will be working with Materials and Consignment Purchase Orders. 1

8 About Cortex Desktop Cortex Desktop Features and Benefits Cortex Desktop improves efficiencies, reduces costs, and improves cash flow management by: Allowing you to submit documents to other Cortex system connected trading partners. Offering guidance on all of your different trading partner s document requirements. Communicating updates on your document s status in the system and helps your trading partner pay you on contract terms. Submitting your documents instantly to your trading partners(s). Offering full support with any Cortex issues you may have. Please refer to Error! Reference ource not found. on page 87 for full support details. What Cortex Desktop Does Transmits your documents to your trading partner(s). Reduces paper and shipping related charges by transmitting paperless documents. Allows you to load price sheets into the Cortex system. Lets you create templates to save time entering standard documents. Allows you to use the Cortex Inbox as a log for all of your documents. Reduces cycle time on rejected documents. Standardizes your documentation processes. What Your Trading Partner Does Provides purchasing details, coding information or pricing details. Approves or rejects your documents. Processes and issues payment of your Invoices. Establishes pricing in collaboration with your company. Requests materials or completion of services. 2 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

9 What s New What s New Husky Energy is upgrading its enterprise business system. As part of this upgrade, Husky Energy is using a new number system for cost objects such as: item descriptions, G/L codes, cost centers, vendor numbers, etc. Your Husky representative requesting goods and/or services will begin using the new numbers after June 22. Additionally, Advanced Shipment Notification (ASN) is no longer supported. Cortex Desktop has been updated to reflect and accommodate these changes. New Network and Network Activity fields have been added to the Cost Objects area of the Invoice form. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 3

10 About This Guide About This Guide The Materials Supplier Guide explains how to use Cortex Desktop to handle electronic Purchase Orders for materials for Husky Energy Inc. and describes the Materials and Consignment workflows in Cortex Desktop. The Guide is intended for your company s personnel responsible for the transactions of Purchase Orders, Invoices and associated documents with Husky Energy Inc. and includes the following chapters: NOTE Chapter 1 Getting Started with Purchase Orders, page 2, explains your first steps after receiving a Purchase Order and how to select the correct workflow. Chapter 1 Understanding the Materials Workflow in Cortex Desktop, page 9, outlines how to process Purchase Orders and Invoices in Cortex Desktop for materials from Husky Energy Inc. Chapter 1 Acknowledging Materials, page 13, describes PO Acknowledgements and explains when and how to submit them. Chapter 4 Reviewing Materials Purchase Orders, page 23, explains how to view and understand Purchase Orders in Cortex Desktop. The chapter focuses on details that are specific to POs for materials. Chapter 5 Receiving Goods Receipt Acknowledgements, page 33, describes the Goods Receipt Acknowledgements that may be sent to you when the shipped materials are received at Husky s premises. Chapter 6 Invoicing Materials, page 43, explains how to invoice POs for materials in Cortex Desktop. Chapter 7 Receiving Material Return and Exchange Notifications, page 57, describes how material returns and exchange requests are communicated to you. Chapter 8 Creating Credit Invoices for Materials, page 67, explains how to create Credit Invoices in response to material returns. Chapter 9 Managing Consignment Purchase Orders, page 75, explains the processing of Consignment POs in Cortex Desktop. Chapter 10 Working with Attachments, page 81, describes how to submit an attachment with your documents in Cortex Desktop and provides the attachment requirements. Chapter 11 Getting Help, page 85, explains which support teams can best assist you with your questions and provides their contact information. Appendix A: Detailed Materials Workflow, page 89, contains a detailed diagram of the Materials workflow. Appendix B: Documents, Statuses and Actions, page 91, lists the statuses of available document types and outlines the steps you should take for each of the statuses. This Supplier Guide focuses on only those Cortex Desktop operations that are specific to processing Purchase Orders for materials for Husky Energy Inc. Refer also to: Husky Energy Inc. Services Supplier Guide for information on Purchase Orders for services Cortex Desktop Feature Guide for a detailed description of the Cortex Desktop generic features All documents and training materials can be accessed from the Cortex Training and Support web site ( 4 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

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12 Chapter 1 Getting Started with Purchase Orders Your work in Cortex Desktop starts with receiving a Purchase Order (PO) from Husky Energy Inc. Your first step upon receiving a PO is to identify its type. The PO type determines which workflow you should follow in Cortex Desktop for that Purchase Order. This chapter explains in detail some basic procedures that apply to all Purchase Orders (regardless of their type) and explains how to determine the PO type. This chapter includes the following sections: Receiving Purchase Orders (POs) in Cortex Inbox, page 3, describes new Purchase Orders in your Inbox. Opening and Printing Husky Original Purchase Orders, page 4, explains how to view and print Husky original version of a Purchase Order. Opening and Printing Electronic Purchase Order Details, page 6, explains how to view and print electronic Purchase Orders. Identifying Purchase Order Types, page 7, explains how to differentiate Materials and Consignment Purchase Orders. 2

13 Chapter 1 Getting Started with Purchase Orders Receiving Purchase Orders (POs) in Cortex Inbox Purchase Orders are legally binding commercial documents that are issued by Husky Energy Inc. following the negotiation of services/materials and pricing. All Purchase Orders issued by Husky Energy Inc. arrive in your Cortex Inbox. You can easily distinguish new POs among other documents in the Inbox by their look they appear in bold font and can be either black or blue, depending on their initial status. Other indications of a new PO in your Inbox are: The document type, displayed in the Doc Type column, is PO, followed by a letter indicating the PO type. For example, Materials POs appear as PO M. For more details on PO types, refer to Identifying Purchase Order Types on page 7. The document status, displayed in the Status column to the right, is New (black) or Ack Required (blue). Single-click a Purchase Order in your Inbox to preview it in the Preview pane. TIP Remember that to view the latest documents in your Inbox, you need to click the Refresh button. The following is an example of a new Materials Purchase Order in your Inbox: In Cortex Desktop, a Purchase Order appears in its electronic version and contains the Husky original version as an attachment. Both versions include essential information such as the PO identification number, description of materials ordered, prices, charging instructions, and more. Upon receiving a new Purchase Order in Cortex Desktop, you can review its details in its electronic version or in the attached Husky original copy. Use the Husky original PO as a major reference for all legal information on the PO, such as payment terms and pricing. It is recommended to print the Husky original Purchase Order so that you can refer to it at any time. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 3

14 Chapter 1 Getting Started with Purchase Orders Opening and Printing Husky Original Purchase Orders Husky original Purchase Orders are your main reference for all legal information on the PO. It is recommended to review it attentively and to print it for reference. To open and print the Husky original Purchase Order: 1 To display the Husky original PO, do any of the following: If you are viewing the PO in a Preview pane, click the View Attachment link under the Purchase Order header. The Husky original PO appears in the Preview pane. If you displayed the PO in a full-sized window, click the View Attachment button at the bottom of the window. The Husky original Purchase Order is displayed in a new window on top of the Cortex Desktop window. TIP To learn about the full-sized view of the PO, refer to Opening and Printing Electronic Purchase Order Details on page 6. The following is an example of the Husky original PO viewed in the Preview pane: 4 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

15 Chapter 1 Getting Started with Purchase Orders 2 When the Husky original PO is displayed, you can change the magnification settings to your preferred size using the zoom buttons,, at the top of the Preview pane. 3 To print the Husky original PO: a Click the Print icon,, in the top left corner of the Preview pane. A standard Page Setup window is displayed. b Change any print settings, if required, and then click OK to print the Purchase Order. 4 If you wish, you can also save the printed version of the PO in PDF format. To save the PO, click the Save button,, in the top left corner of the Preview pane. 5 Close the Husky original Purchase Order as follows: If you are viewing the PO in the Preview pane, select any other document in the Inbox. If you are viewing the PO in a full-sized window, click the Close button,, in the top right corner of that window. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 5

16 Chapter 1 Getting Started with Purchase Orders Opening and Printing Electronic Purchase Order Details The easiest way to view all details of an electronic Purchase Order is to open it in a full-sized window. To open and print electronic Purchase Order details: 1 In your Inbox, double-click the Purchase Order row. The Purchase Order is displayed in a full-sized window. For a detailed description of the Purchase Order, refer to Understanding Electronic Purchase Orders on page 24. You can click the View Attachment button to display the Husky original Purchase Order. For more details, see Opening and Printing Husky Original Purchase Orders on page 4. 2 If you wish to print the electronic PO, click the Print button, then in the window that opens click the File menu and select Print. 3 To return to your Inbox, click the Close button. TIP Print an electronic PO and use it as a title page for the Husky original PO. 6 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

17 Chapter 1 Getting Started with Purchase Orders Identifying Purchase Order Types You can process several PO types in Cortex Desktop: Consignment POs: for replenishing consignment stock. Materials POs: for equipment or goods that involves the shipment of the ordered items to Husky s warehouse or other location. Services POs: for requesting specific services to be rendered. Depending on the PO type, different workflows are taken in Cortex Desktop; therefore identifying the PO type is a very important step. The easiest way to identify the PO type is to look at the Doc Type column in the Inbox. This column shows a letter, indicating the PO type: C for Consignment M for Materials S for Services For example, a Materials PO will be shown in the Cortex Inbox as PO M. You can view a brief explanation on PO types in the tooltip over the Doc Type column header. To view the tooltip, hover your mouse over the column s header. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 7

18 Chapter 1 Getting Started with Purchase Orders You can also determine the PO type from the Item Category that the items on the PO fall into. 1 In your Inbox, double-click on the row of the desired Purchase Order. The Purchase Order is displayed in a full-sized window. 2 Look at the Item Category column in the General tab. All Line Items on the PO are marked with the same letter: C for Consignment, M for Materials, or S for Services. How to Proceed Upon determining the PO type, follow the appropriate workflow: For Consignment POs, proceed to Managing Consignment Purchase Orders on page 75. Mixed Purchase Orders For Materials POs, proceed to Understanding the Materials Workflow in Cortex Desktop on page 9. For Services POs, refer to Husky Energy Inc. Services Supplier Guide, which can be accessed from the Cortex Training and Support web site ( In rare cases, you may receive mixed Purchase Orders that include Line Items from multiple categories, for example, both Services and Materials. In this case, the PO type will hold a combination of the relevant letters, for example, PO-SM. Contact the PO issuer to confirm that was the intent. If so, process each of the PO Line Items according to its specific workflow. 8 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

19 Chapter 2 Understanding the Materials Workflow in Cortex Desktop The Materials workflow in Cortex Desktop allows you to process Materials Purchase Orders. The workflow conveys information specific to the materials delivery process such as full and partial shipments, materials exchange, and returns. The automated invoicing feature allows you to submit accurate charges for the materials and quantities delivered, according to the agreed prices, and to easily issue Credit Invoices for returned materials. This chapter outlines the workflow that you should follow upon receiving a Materials Purchase Order. The workflow includes a brief description of each of its stages and provides links to detailed descriptions and instructions. IMPORTANT Your Go Live date has been provided to you by the Cortex training and on-boarding team. All Materials POs issued on or after the Go Live date must be processed using Cortex Desktop. All Materials POs issued prior to Go Live will be handled the old way. 9

20 Chapter 2 Understanding the Materials Workflow in Cortex Desktop Materials Workflow Stages The Materials workflow starts when you receive a Materials PO. NOTE To find out the PO type, refer to Identifying Purchase Order Types on page 7. The main stages of the workflow are: 1 Receive PO in your Cortex Inbox. If the PO has an Ack Required status, you will need to acknowledge the PO. For more details, refer to Acknowledging Materials Purchase Orders on page Reviewing the Materials PO. Prior to shipping materials, review the Purchase Order attentively. Make sure all details are clear and correct. For a detailed explanation of Purchase Orders for materials, refer to Reviewing Materials Purchase Orders on page Ship the ordered goods. 4 Receiving an Accepted Goods Receipt Acknowledgement. Once Husky Energy Inc. receives the shipped materials, a Goods Receipt Acknowledgement with the Accepted status is sent to your Cortex Inbox. An Accepted Goods Receipt Acknowledgement shows the quantities that were approved by Husky Energy Inc. and can be invoiced. For more details, refer to Receiving Goods Receipt Acknowledgements on page Invoicing Accepted Goods Receipt Acknowledgement. You can invoice all Accepted or Accepted Changed Goods Receipt Acknowledgements. Upon sending an Invoice, wait to receive an Accepted Invoice Acknowledgement. That acknowledgement means Husky Energy Inc. has committed to pay the Invoice. At this stage, your workflow for that shipment may be complete. If your Invoice is rejected, fix it according to the rejection reason. For more details, refer to Invoicing Materials on page Receiving Material Return notification. This stage is optional and occurs only if Husky Energy Inc. requests to return materials. In Cortex Desktop, you are notified of this request by a changed PO and by a Goods Receipt Acknowledgement with the Material Return status. For more details on these documents, refer to Receiving Material Return and Exchange Notifications on page Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

21 Chapter 2 Understanding the Materials Workflow in Cortex Desktop 7 Creating a Credit Invoice. After you receive a material return request, issue a Credit Invoice for the returned quantity. For more details, refer to Creating Credit Invoices for Materials on page 67. Materials Workflow Diagram The following diagram shows the main steps of the Materials workflow: NOTE See also a detailed Materials workflow in Appendix A: Detailed Materials Workflow on page 89. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 11

22 Chapter 2 Understanding the Materials Workflow in Cortex Desktop NOTES The execution of Materials Purchase Orders involves close interaction with your Husky counterpart. Contact your Husky counterpart whenever you have questions about incoming documents. Expect to be contacted when a materials exchange or return is needed, or if any issues arise. Cortex Desktop allows you to exchange your documents. It does not function as an inventory system. To obtain full information on shipped and open quantities for a Materials PO, refer to your own system. 12 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

23 Chapter 3 Acknowledging Materials Purchase Orders This chapter includes the following sections: About Purchase Order Acknowledgements, page 14, gives a general explanation on PO Acknowledgements. Acknowledging Purchase Orders, page 14, explains when and how to create PO Acknowledgements. Understanding Purchase Order Acknowledgement Forms, page 17, explains appearance of PO Acknowledgements and their main fields. Making Changes on Purchase Order Acknowledgements, page 19, explains which details can be changed on PO Acknowledgements and provides instructions on those changes. 13

24 Chapter 3 Acknowledging Materials Purchase Orders About Purchase Order Acknowledgements A Purchase Order Acknowledgement functions as a one-step negotiation, in which you can confirm your ability to ship the ordered goods and/or make some changes to the PO. Through PO Acknowledgements, you can also communicate any important information to Husky, for example, explaining your changes or requesting any other corrections on the PO. Acknowledging Purchase Orders If Husky wants you to confirm that you are able to fill a PO or some Line Items on it, you receive a PO with the Acknowledgement Required (Ack Required) status. TIP All POs with the Ack Required status appear in bold blue font. A PO is assigned the Ack Required status if at least one of its Line Items requires acknowledgement. IMPORTANT Goods should not be shipped based on an Ack Required PO. You need to acknowledge the PO first and receive another PO from Husky with same number and the New status. 14 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

25 Chapter 3 Acknowledging Materials Purchase Orders To submit a Purchase Order Acknowledgement: 1 In the Cortex Inbox, double-click the Purchase Order with the Ack Required status that you want to acknowledge. The Purchase Order Acknowledgement form opens. 2 Review details on the PO Acknowledgement. For more information, refer to Understanding Purchase Order Acknowledgement Forms on page In the Comments field, enter the order number as listed in your system, along with any changes. For more information on changing PO Acknowledgements, refer to Making Changes on Purchase Order Acknowledgements on page Click the Submit button. The status of the PO changes to Acknowledged. 5 Once your PO Acknowledgement reaches Husky, it is reviewed and a decision is made: If you made no changes on the PO Acknowledgement, or Husky approves all your changes, they will send you a PO with the same number and with the New status. If Husky does not accept all of your changes, you may receive another PO with the Ack Required status. In that case, you need to respond with another PO Acknowledgement, as described in steps 1 to 4 of this procedure. You may receive multiple Ack Required Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 15

26 Chapter 3 Acknowledging Materials Purchase Orders POs and submit a PO Acknowledgement for each of them before the PO is finalized. Note that all these documents will have the same number. Purchase Orders with the Acknowledged status are not actionable. They remain in your Inbox so you can easily understand the PO history whether and when it was acknowledged, and what changes were made. Once you receive a New PO, which does not require acknowledgement, you can manually archive POs with the Acknowledged status. NOTE TIP For more information on archiving, refer to the Cortex Desktop Feature Guide, which can be accessed from the Cortex Training and Support web site ( Acknowledged POs in your Inbox store the PO original details. If you want to see the changes you made on the PO Acknowledgement, open the Sent folder and view your PO Acknowledgement there. Sent PO Acknowledgements have the Sent to trading partner or Queued for sending status. 16 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

27 Chapter 3 Acknowledging Materials Purchase Orders Understanding Purchase Order Acknowledgement Forms The information on a Purchase Order Acknowledgement is organized into a Header, appearing at the top, and Line Items that are displayed in the lower area of the PO, as shown below. Purchase Order Acknowledgement Header The PO Acknowledgement header contains information pertaining to the entire PO. This information is organized into the following areas: PO Details PO Issuer Billing Address Vendor Info. Review these details on the header and make sure that they are correct. Contact your PO issuer if you have any questions. NOTE The PO Acknowledgement header contains the same details as the PO header, but they are laid out differently. For more details on each of the fields, refer to Purchase Order Header on page 24. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 17

28 Chapter 3 Acknowledging Materials Purchase Orders Comments Enter the order number as listed in your system, along with any changes. For example, if Incoterms on the PO details are wrong, you can point that out in the comment that you enter. Purchase Order Acknowledgement Line Items A Purchase Order Acknowledgement can include Line Items that require acknowledgment as well as those that do not. If a Line Item requires acknowledgement, the Ack Required column displays Yes. Some of the fields on the line are editable and appear against a blue or white background. If an editable field contains a link, click that link to view and edit additional information on that field. For details on PO Acknowledgement changes, refer to Making Changes on Purchase Order Acknowledgements on page 19. For Line Items that do not require acknowledgement, the Ack Required column displays No, and the entire line is disabled for editing. You can click links in the fields to view additional information but you will not be able to change them. The following is an example of Line Items on a PO Acknowledgement: 18 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

29 Chapter 3 Acknowledging Materials Purchase Orders Making Changes on Purchase Order Acknowledgements While acknowledging a PO, you can make changes on the Line Items that require acknowledgement. This includes Changing price Changing quantity Changing delivery schedule Rejecting entire Line Items Adding comments Changing Price Price negotiation is the primary purpose of PO acknowledgements. Review the suggested price and change it if needed. To change the price: 1 On the PO Acknowledgement, locate the Line Item for which you want to change the price. 2 In the Price column, enter the new price. When you click outside of that field, the Sub Total, Tax Amount and Net Amount on the PO are automatically updated. 3 If you wish, you can provide the change reason in comments. For more details, see Adding Comments to Purchase Order Acknowledgements on page 21. Changing Quantity Changing quantity is one of the ways in which you can negotiate your PO through a PO Acknowledgement. You may need to change the quantity (for example, to match minimum or maximum quantities you supply or when you do not have sufficient amount in stock). Note that changing the quantity also involves changing the delivery schedule for that item. To change quantity on a PO Acknowledgement: 1 On the PO Acknowledgement, locate the Line Item for which you want to change the quantity. 2 In the Quantity column, enter the new quantity. When you click outside of that field, the Sub Total, Tax Amount and Net Amount on the PO are automatically updated. 3 Click the Delivery Schedule link on that Line Item and update the delivery schedule to match the new quantity. If you do not, you will not be able to submit the PO Acknowledgement, and a message about mismatching quantities will be displayed. For more details, refer to Changing Delivery Schedule on page If you wish, you can provide the change reason in comments. For more details, see Adding Comments to Purchase Order Acknowledgements on page 21. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 19

30 Chapter 3 Acknowledging Materials Purchase Orders 5 Make any other necessary changes on the PO Acknowledgement, and click Submit. If you are changing the quantity while editing the delivery schedule, the quantity, as well as the sub total, tax amount and net amount, on the PO Acknowledgement update automatically. For more details, refer to Changing Delivery Schedule on page 20. Changing Delivery Schedule You may need to change the delivery schedule, i.e. when you cannot provide the goods by the date requested, or if you changed the total quantity on a Line Item. To change the delivery schedule: 1 On the PO Acknowledgement, locate the Line Item on which you must change the delivery schedule. 2 Click the Delivery Schedule link to open Delivery Schedule Editor. A list of requested shipments for that Line Item is displayed. 3 Change the Delivery Schedule in any of the following ways: To change quantity, click in the Quantity field and type in the new amount. To change the delivery date, click in the Delivery Date field and then select the date from the drop-down calendar. To add a new shipment, in the lower area of the Delivery Schedule Editor enter the quantity, then select the delivery date, and click the Add button. The shipment is added to the list in the Delivery Schedule Editor. To remove a shipment from the schedule, click the delete button,, on the left. 20 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

31 Chapter 3 Acknowledging Materials Purchase Orders Example: The original delivery schedule is one shipment for 100 items, but you need to break it into two shipments with a minimum quantity of 60 per shipment. In this case, you can change the delivery schedule as follows: a b Change the quantity on the sub-line 1 from 100 to 60, and update the delivery date by selecting it from the Delivery Date drop-down in that line. In the lower area of the Delivery Schedule Editor, enter 60 in the Quantity field, choose to the relevant delivery date, and then click Add. 4 Review the updated schedule to make sure it is correct. 5 Click Close. The Delivery Schedule Editor closes, and the updated Delivery Schedule is saved as part of your PO Acknowledgement. The Sub Total, Tax Amount and Net Amount on the PO update automatically. NOTE If the total quantity was changed as part of the delivery schedule, the Quantity column, as well as Sub Total, Tax Amount and Net Amount, on the PO Acknowledgement form are automatically updated. 6 If you wish, you can provide the change reason in comments. For more details, see Adding Comments to Purchase Order Acknowledgements on page Make any other necessary changes on the PO Acknowledgement, and click Submit. Rejecting Line Items on Purchase Order Acknowledgements While acknowledging a PO, you can reject entire Line Items. For example, you can use this option when you no longer supply specific goods, or if some details, i.e. the tax package, are wrong but you cannot change them on the PO Acknowledgement. To reject a Line Item: 1 On the PO Acknowledgement, locate the Line Item you want to reject. 2 Select the check box in the Reject column of that Line Item. 3 In the Comments column, enter your rejection reason. For more details, see Adding Comments to Purchase Order Acknowledgements on page Make any other necessary changes on the PO Acknowledgement, and click Submit. NOTE If you rejected a Line Item, the line numbering in the final PO may not be sequential. For example, if you rejected Line Item 20 on the PO Acknowledgement, it will not appear on the final PO, and the line numbering on the PO will go from 10 to 30, skipping line 20. Adding Comments to Purchase Order Acknowledgements You can use comments to communicate any information to Husky. There are two levels of comments on the PO Acknowledgements: Comments area in the header communicates any information pertaining to the entire Purchase Order, including the order number as listed in your system. Comment field on a Line Item that requires acknowledgement this field is more convenient for comments on that Line Item. For example, you can explain the reason for any changes you made. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 21

32 Chapter 3 Acknowledging Materials Purchase Orders To add comments: 1 On the PO Acknowledgement, enter your comments in the appropriate Comments field. 2 Make any other necessary changes on the PO Acknowledgement, and click Submit. 22 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

33 Chapter 4 Reviewing Materials Purchase Orders Your work in Cortex Desktop starts with receiving a Purchase Order from Husky Energy Inc. This chapter includes the following sections: Understanding Electronic Purchase Orders, page 24, explains the main elements of an electronic PO. The section also points to the key details that you need to check on a Materials PO to ensure its accuracy. Understanding Material Purchase Order Statuses, page 30, describes the life cycle of a Purchase Order by explaining its possible statuses. Marking Materials Purchase Orders as Actioned, page 31, explains how to change the status of your PO from New or Changed to Actioned. 23

34 Chapter 4 Reviewing Materials Purchase Orders Understanding Electronic Purchase Orders It is very important that you understand the Purchase Order details before you start shipping ordered materials. If any changes to the PO are required, communicate them to Husky Energy Inc. and expect to receive a changed Purchase Order. Remember that shipping materials automatically implies that you agree to the PO terms. The information on a Purchase Order is organized into a header, appearing at the top, and tabs that are displayed in the lower area of the PO, as shown below. TIP To better view the PO details, double-click to display it in a full-sized window. In this section, learn about: Purchase Order Header, page 24 Purchase Order Tabs, page 25 Evaluated Receipt Settlement (ERS), page 29 Ensuring Accuracy in Materials Purchase Orders, page 29 Purchase Order Header A PO header displays details that pertain to the entire Purchase Order. These details include: Purchase Order number the identification number of the PO. 24 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

35 Chapter 4 Reviewing Materials Purchase Orders PO Date the date the PO was issued. Currency the indicated currency applies to all Line Items on the PO. Validity Start Date and Validity End Date these dates are not applicable to Materials Purchase Orders. Contact these are details of the Purchase Order issuer, who is your contact for questions about the PO. Delivery location This field shows the address to which the ordered materials should be shipped. TIP If the goods have to be delivered to multiple locations, this field reads See Line Items. In that case, view locations for each Line Item in the Item Details tab of the PO. For more details, refer to Item Details Tab on page 28. You can also check the Husky original Purchase Order for the locations for shipping materials. Refer to Opening and Printing Husky Original Purchase Orders on page 4 for details. ASN Enabled this field is no longer used by Husky. Incoterms and Incoterms Description Payment Terms the terms of payment according to your agreement with Husky. Vendor Info. your company s details. Billing Address not applicable as Invoices must be submitted electronically using Cortex Desktop. The following is an example of a Purchase Order header: Purchase Order Tabs General Tab Purchase Order tabs provide details specific to ordered items. By default, the General tab is displayed when a Purchase Order is opened. Click other tabs to review all the information available for this Purchase Order. The General tab of the Purchase Order itemizes the materials ordered with their quantity, price, and other details. Each ordered item appears on a separate line and is referred to as a PO Line Item. A PO can include one or multiple Line Items. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 25

36 Chapter 4 Reviewing Materials Purchase Orders The following is an example of the General tab on a Purchase Order: The following information is provided for each Line Item: Field Name Item Category Delivery Complete PO Line # Description Quantity Description Categorizes items ordered: C for Consignments M for Materials S for Services In Cortex Desktop, you need to follow different workflows for each of these item categories. Typically, all Line Items on the PO are of the same category, and they determine the PO type. This Guide describes how to handle Purchase Orders for materials, which can be represented with Materials or Consignment Purchase Orders. For details on handling Services POs, refer to Husky Energy Inc. Services Supplier Guide. The Guide can be accessed from the Cortex Training and Support web site ( Always displays No on new Purchase Orders. This value can be changed to Yes if Husky Energy Inc. sends you a Changed PO after the ordered items have been delivered. For more details, refer to Understanding Material Purchase Order Statuses on page 30. The PO Line Item number. The PO Lines Items are automatically numbered in the increments of 10. NOTE: PO line numbering may not be sequential. This happens if the PO is based on the PO Acknowledgement and you rejected some Line Items on it. For example, if you rejected Line Item 20, it is omitted from the PO and numbering goes from 10 to 30, skipping line 20. For more details, refer to Rejecting Line Items on Purchase Order Acknowledgements on page 21. The description of the items ordered. The quantity ordered. If you do not have the entire ordered quantity in stock, contact Husky Energy Inc. to find out the best way to handle this PO. You may be able to ship the available quantity first and complete the order later. Alternatively, Husky may revise the order and send you an updated PO for the quantity you are ready to ship. 26 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

37 Chapter 4 Reviewing Materials Purchase Orders Field Name UOM Unit Price Per UOM Net Amount Tax Type Description The unit of measure. Your Unit of Measure should match the Unit of Measure indicated on the Purchase Order. If there is a mismatch between Husky s and your unit of measure (i.e. you are selling a certain type of goods in bundles while Husky s PO is for single items), the mismatch should be resolved by following Husky s unit of measure on the Purchase Order. You are responsible to ensure that the correct quantity is shipped. The unit price. Always check that the price is correct. If a price change is required, work together with your Husky contact person to ensure the price is amended to the new correct price before proceeding further with the PO. After the price change has been agreed upon, you will receive a cancellation of the current PO, upon which a Changed PO with the amended price will be sent to you. The unit of measure to which the price applies. The net amount to be paid for the ordered item. This field displays the applied tax type and allows you to view complete tax package information. Click the link to view the tax package in the Tax Information pop up window. ERS Indicator Material Return Indicator Husky Material ID Vendor Material ID If marked with an X, the Line Item includes the ERS indicator. Line Items with the ERS (Evaluated Receipt Settlement) are automatically invoiced once Husky Energy Inc. accepts the materials. You only receive an Invoice Acknowledgement, without actually creating and submitting the Invoice. For more details, refer to Evaluated Receipt Settlement (ERS) on page 29. All Line Items of the same PO are identical with regard to the ERS indicator. A Material Return Indicator marks the Line Items to be returned. This indicator can only be provided on a Changed PO caused by material return. For more information, refer to Understanding Changed Purchase Orders for Material Return on page 59. The ID by which this material is identified at Husky Energy Inc. The vendor s part number for the ordered item. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 27

38 Chapter 4 Reviewing Materials Purchase Orders Field Name Delivery Schedule Description Click the Delivery Schedule link to view the requested quantities and delivery dates for that Line Item. NOTE Use the horizontal scroll bar at the bottom to view all the fields of the PO. Item Details Tab The Item Details tab displays additional details for any selected Line Item. For example, if the PO header indicates that the PO has multiple delivery locations (Delivery Location fields read See Line Items ), then you can check the Item Details tab for the exact delivery address of each single Line Item on the PO. To view additional details of any Line Item: 1 Select the Line Item in the General tab. The selected Line Item number is displayed in the top right corner, above the tabs. 2 Click the Item Details tab. Cost Objects Tab PO Details Tab The Cost Objects tab appears on all Purchase Orders but is applicable to the Services POs only. For more details, refer to Husky Energy Inc. Services Supplier Guide. If Husky Energy Inc. provides any additional details as part of their Purchase Order, these details are displayed in the PO Details tab. This information is not mandatory and therefore may not always appear on a Purchase Order. 28 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

39 Chapter 4 Reviewing Materials Purchase Orders PO Terms & Conditions Tab If Husky Energy Inc. includes terms and conditions with their Purchase Order, these details are displayed in the PO Terms & Conditions tab. This information is not mandatory and therefore may not always appear on a PO. Evaluated Receipt Settlement (ERS) An Evaluated Receipt Settlement (ERS) is an agreement between a Supplier and Husky Energy Inc. that states that Husky Energy Inc. will pay the Supplier when Husky Energy Inc. accepts Service Receipts or materials. To be paid on the ERS process, the Supplier would have to reach an agreement with Husky Energy Inc. Please contact your Husky Energy Inc. representative for more information. Purchase Orders to which the ERS processing apply include an ERS indicator on all Line Items in the General tab of the Purchase Order. For more details, refer to General Tab on page 25, in Understanding Electronic Purchase Orders. Ensuring Accuracy in Materials Purchase Orders Ensure the accuracy of the Purchase Order up front. The key details that you should always check on a PO for materials are: Description, Unit of Measure, Price, Quantity, Tax Package: You can check these details on either the cortex electronic version or the Husky original version of the Purchase Order. Delivery Date, Terms and Conditions, and Ship To locations: You can check these details on the Husky original version of the PO. Special terms and conditions may also appear in the PO Terms & Conditions tab of the electronic Purchase Order. For East Coast suppliers only: Check the quality requirements on Husky s original PO. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 29

40 Chapter 4 Reviewing Materials Purchase Orders Understanding Material Purchase Order Statuses A Purchase Order in Cortex Desktop may be in one of the following statuses: Ack Required: A brand new Purchase Order in which at least one Line Item requires acknowledgement. You need to acknowledge that PO before you can receive a PO with the New status. Acknowledged: You have submitted a PO Acknowledgement and are waiting for a response from Husky. You may receive a New PO or another Ack Required PO in response. New: A brand new Purchase Order has been issued by Husky Energy Inc. The Purchase Order remains in the New status and appears in bold font until it has been Actioned. Actioned: Your company has Actioned the PO and shipped the order goods. For more details, refer to Marking Materials Purchase Orders as Actioned on page 31. A Purchase Order with the Actioned status is still actionable, and you can continue supplying and submitting documents against that PO until it is complete. Cancelled: The Purchase Order has been cancelled by Husky Energy Inc. and can no longer be actioned. Changed: The Purchase Order has been reissued by Husky Energy Inc. with some modifications. NOTE Before you receive a Changed PO, a Cancelled PO is sent to you first. The PO number remains unchanged on both orders. A PO can be changed for various reasons, i.e. when a price amendment is required, or when shipped materials are returned and the PO needs to relate to any associated expenses. A PO can also be changed when you have completed the delivery of one or more ordered Line Items. In this case, all of the delivered Line Items display Yes in the Delivery Complete column. This enables you to clearly see your most recent state with a POs delivery which Line Items have been completed and which are still open. For more details, refer to Opening and Printing Electronic Purchase Order Details on page 6. Completed the overall value of the PO has reached its limit. You can no longer use that PO. POs can be submitted, changed, cancelled, or set to the Completed status by Husky Energy Inc. only. 30 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

41 Chapter 4 Reviewing Materials Purchase Orders Marking Materials Purchase Orders as Actioned To mark a Materials PO as Actioned: 1 In the Inbox, double-click the PO to open it in a full-sized view. 2 At the bottom of the PO, click the Mark as Actioned button. NOTE Once marked as Actioned, the PO cannot be reversed back to the New status. Therefore, you must be absolutely sure that the PO status should be changed. 3 If you are sure the PO status should be changed, click Yes. The Mark as Actioned button is no longer displayed on the PO. 4 Click Close to return to the Inbox. 5 Click Refresh. The Purchase Order status in the Status column is changed to Actioned. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 31

42 Chapter 4 Reviewing Materials Purchase Orders 32 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

43 Chapter 5 Receiving Goods Receipt Acknowledgements This chapter includes the following sections: About Goods Receipts and Goods Receipts Acknowledgements, page 34, explains Goods Receipts and describes Goods Receipts Acknowledgements that you can receive in Cortex Desktop. Sample Scenarios, page 37, shows some possible scenarios for Materials POs and explains which Goods Receipts Acknowledgements can be received in each of them. 33

44 Chapter 5 Receiving Goods Receipt Acknowledgements About Goods Receipts and Goods Receipts Acknowledgements A Goods Receipt is a document issued to record materials received at Husky s premises. Goods Receipts are created each time your materials are received by Husky. Husky personnel can put all materials received in one shipment on one Goods Receipt or create a separate Goods Receipt per Line Item on the original Purchase Order. You are notified of each Goods Receipts created by Husky with a new Goods Receipt Acknowledgement (GR Ack) in your Cortex Inbox. For example, if one Goods Receipt was created for the entire shipment, you will receive one Goods Receipt Acknowledgement; if two Goods Receipts were created for the received materials, then two Goods Receipt Acknowledgements will be sent to you. The purpose of Goods Receipt Acknowledgements is to inform you that the materials have been received by Husky and can be invoiced. NOTE Goods Receipt Acknowledgements are reliable indicators of the quantities that you can invoice, but they are not meant to track shipped and open item quantities, or material exchanges. If you need more details about a Goods Receipt Acknowledgement, contact your Husky counterpart. For inventory control, use your own system. You may receive Goods Receipt Acknowledgements with the following statuses: Accepted, page 34 Accepted ERS, page 35 Accepted Changed, page 36 Cancelled, page 36 Accepted Goods Receipt Acknowledgements An Accepted Goods Receipt Acknowledgement means that a specific amount of ordered materials was received at Husky s premises. In your Inbox, the entire row of the Accepted Goods Receipt Acknowledgement is displayed in bold green font. If you single-click the Accepted Goods Receipt Acknowledgement, its preview appears in the Preview pane. 34 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

45 Chapter 5 Receiving Goods Receipt Acknowledgements The following is an example of the Accepted Goods Receipt Acknowledgement: Upon receiving an Accepted Goods Receipt Acknowledgement, focus on the number in the Shipped Qty column this is the quantity that was received and approved by Husky Energy Inc. and that can be invoiced. For further details, refer to Invoicing Materials on page 43. The accepted quantity on an Accepted Goods Receipt Acknowledgement can be different from the shipped quantity, i.e. if Husky does not accept some materials because of their quality. You may need to exchange the faulty items or quantities. Coordinate this with your counterpart at Husky Energy Inc. For more details on exchanges, refer to About Materials on page 63. Accepted ERS Goods Receipt Acknowledgements An Accepted ERS Goods Receipt Acknowledgment is similar to a regular Accepted Goods Receipt Acknowledgment. It means that a certain quantity of materials was received and approved by Husky Energy Inc. and therefore can be invoiced. However, if there is an ERS indicator on the PO, the Invoice is automatically created and sent to Husky Energy Inc. For more details, refer to About Materials Invoicing on page 44. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 35

46 Chapter 5 Receiving Goods Receipt Acknowledgements Accepted Changed Goods Receipt Acknowledgements An Accepted Changed Goods Receipt Acknowledgement is issued when a change to a previous Goods Receipt Acknowledgement is needed, i.e. to correct a mistake or change the accepted quantity. This document shows an updated quantity to be invoiced and can be sent to you only if you have not invoiced the materials yet. Your Husky counterpart should contact you prior to receiving an Accepted Changed Goods Receipt Acknowledgement and they should communicate the change reason to you. If exchange is needed, negotiate the exchange terms. NOTE To learn more about materials exchange, refer to About Materials on page 63, in Receiving Material Return and Exchange Notifications. An Accepted Changed Goods Receipt Acknowledgement fully replaces any previous Accepted and/or Accepted Changed Goods Receipt Acknowledgements. The document number (in the Doc# column), which corresponds to the Advance Ship Notice number on the acknowledgement, remains the same. In your Cortex Inbox, the Accepted Changed Goods Receipt Acknowledgements appears in bold green font. The updated quantity to be invoiced appears in the Shipped Qty column. The following is an example of an Accepted Changed Goods Receipt Acknowledgment: Cancelled Goods Receipt Acknowledgements Husky Energy Inc. may need to cancel a Goods Receipt Acknowledgement with an Accepted, Accepted ERS or Accepted Changed status. This cancels the acknowledgement entirely, with all its previous statuses. 36 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

47 Chapter 5 Receiving Goods Receipt Acknowledgements For example, an Accepted Changed Cancelled Goods Receipt Acknowledgement also cancels the original Accepted Goods Receipt Acknowledgement and any earlier Accepted Changed Goods Receipt Acknowledgements. No action is required from you in Cortex Desktop upon receiving a Cancelled Goods Receipt Acknowledgement. To learn the cancellation reason, contact your Husky counterpart. Sample Scenarios This section shows sample scenarios in which materials are accepted and/or exchanged. You can see the Goods Receipt Acknowledgements that you may receive in each of them, and how these Goods Receipt Acknowledgements allows you accurately invoice the accepted materials. Example 1: All Items Accepted Shipment 1 Line Item Shipped Qty Goods Receipt Acknowledgement 2 Line Item Accepted Accepted Qty To be invoiced 3 Line Item Qty Explanation 1 Shipment for two Line Items occurred five items for Line Item 10 and seven items for Line Item All items are accepted. 3 All items can be invoiced. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 37

48 Chapter 5 Receiving Goods Receipt Acknowledgements Example 2: Fixing Mistakes on Goods Receipt Acknowledgement Shipment 1 Line Item Shipped Qty Goods Receipt Acknowledgement 2 Accepted Line Item Accepted Qty 3 Accepted Changed Line Item Accepted Qty To be invoiced 4 Line Item Qty Explanation 1 Shipment for two Line Items occurred five items for Line Item 10 and seven items for Line Item All shipped items are accepted, and an Accepted Goods Receipt Acknowledgement is received in Cortex Desktop. The acknowledgement contains a mistake the accepted quantity on Line Item 20 is five instead of seven. 3 To correct the mistake, a Goods Receipt Acknowledgement with the Accepted Changed status is sent to Cortex Desktop, with the correct quantity on Line Item 10 (seven). This acknowledgement fully replaces the previous Accepted Goods Receipt Acknowledgement. 4 Based on the Accepted Changed Goods Receipt Acknowledgement, all accepted quantities can be invoiced. 38 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

49 Chapter 5 Receiving Goods Receipt Acknowledgements Example 3: Exchanging Materials First shipment 1 Line Item Shipped Qty Goods Receipt Acknowledgement 1 2 Line Item Accepted Accepted Qty To be invoiced for the first shipment 3 Line Item Qty Second shipment (exchanged items) 4 Line Item Shipped Qty 20 4 Goods Receipt Acknowledgement 2 5 Line Item Accepted Accepted Qty 20 4 To be invoiced for the second shipment 6 Line Item Qty 20 4 Explanation 1 Shipment for two Line Items occurred five items for Line Item 10 and seven items for Line Item For Line Item 10, all items are accepted; for Line Item 20, only three items are accepted, and four items are found faulty. The Accepted Goods Receipt Acknowledgement shows the accepted quantities full quantity (five) for Line Item 10 and partial quantity (three) for Line Item 20. An exchange of the faulty items is requested. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 39

50 Chapter 5 Receiving Goods Receipt Acknowledgements 3 Based on the Accepted Goods Receipt Acknowledgement, you can invoice the accepted items only: five items for Line Item 10 and three items for Line Item Four items are shipped to exchange the faulty ones for Line Item All four items shipped in exchange are accepted, and another Accepted Goods Receipt Acknowledgement is sent. 6 Based on the new Accepted Goods Receipt Acknowledgement, the remaining four items on Line Item 20 can be invoiced. Example 4: Multiple Changes with Materials Exchange First shipment 1 Line Item Shipped Qty Goods Receipt Acknowledgement 1 2 Accepted Line Item Accepted Qty 3 Accepted Changed Line Item Accepted Qty Accepted Changed Line Item Accepted Qty To be invoiced for the first shipment 5 Line Item Qty Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

51 Chapter 5 Receiving Goods Receipt Acknowledgements Second shipment (exchanged items) 6 Line Item Shipped Qty 20 4 Goods Receipt Acknowledgement 2 7 Accepted Line Item Accepted Qty 8 Accepted Changed Line Item Accepted Qty To be invoiced for the second shipment 9 Line Item Qty 20 4 Explanation 1 Shipment for two Line Items occurs five items for Line Item 10 and seven items for Line Item All quantities are accepted, and an Accepted Goods Receipt Acknowledgement is sent to your Cortex Inbox. The acknowledgement contains a mistake it shows wrong quantities for both Line Items. 3 An Accepted Changed Goods Receipt Acknowledgement, with correct quantities, is sent to your Cortex Inbox, fully replacing the original Accepted Goods Receipt Acknowledgement. 4 On Line Item 20, four items out of seven are found faulty. Another Accepted Changed Goods Receipt Acknowledgement with full quantity (five) for Line Item 10, and partial quantity (three) for Line Item 20 is sent to Cortex Desktop. The new Accepted Changed Goods Receipt Acknowledgement fully replaces the previous one. An exchange of the faulty items is requested. 5 Based on the last Accepted Changed Goods Receipt Acknowledgement, you can invoice the accepted items: five items for Line Item 10 and three items for Line Item Four items are shipped to exchange the faulty ones on Line Item Three items out of the shipped four are accepted, and one item is found faulty. A new Accepted Goods Receipt Acknowledgement for three items is received in to the Cortex Desktop. 8 The faulty item turns out to be okay, and a new Accepted Changed Goods Receipt Acknowledgement for all the four items is sent to the Cortex Desktop. 9 Based on the Accepted Changed Goods Receipt Acknowledgement, the remaining four items on Line Item 20 can be invoiced. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 41

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53 Chapter 6 Invoicing Materials This chapter includes the following sections: About Materials Invoicing, page 44, provides general information on how POs for materials are invoiced. Creating Invoices for Materials, page 45, explains how to create Invoices for Materials Purchase Orders. Invoice Drafts, page 48, provides instructions on creating and managing draft Invoices. Receiving Invoice Acknowledgements, page 50, explains the Invoice Acknowledgements that you may receive in response to submitted Invoices and instructs on how you should proceed. Correcting Rejected Invoices, page 53, explains the ways to correct rejected Invoices. 43

54 Chapter 6 Invoicing Materials About Materials Invoicing The invoicing of Purchase Orders for materials is based on Accepted and Accepted Changed Goods Receipt Acknowledgements that you received. You can issue a separate Invoice per each Accepted or Accepted Changed Goods Receipt Acknowledgement or consolidate multiple acknowledgements for the same Purchase Order in one Invoice. When invoicing multiple Accepted Goods Receipts Acknowledgements, Cortex Desktop will prompt you to the acknowledgements to put on the same Invoice. ERS Invoicing For POs with the ERS indicator, the Invoice is automatically created when a Goods Receipt Acknowledgement with the Accepted ERS status is received. You are notified of the submitted Invoice by a new document in your Inbox an Invoice Acknowledgment (Invoice Ack) with the Pending Approval status. Make sure that you receive the Invoice Acknowledgement with the Accepted status afterwards. For more details, refer to Receiving Invoice Acknowledgements on page 50. For more details on the ERS Indicator, see Evaluated Receipt Settlement (ERS) on page Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

55 Chapter 6 Invoicing Materials Creating Invoices for Materials 1 In Cortex Desktop, under All Trading Partners, select Husky Energy Inc. 2 Click the Invoice button on the bottom left of your screen. The Create Invoice window is displayed. NOTE By default, the Debit Invoice option is selected. Leave this option selected and proceed to the next step. If you want to create a Credit Invoice, refer to Creating Credit Invoices for Multiple Material Returns on page In the Select PO field, select the Purchase Order to be invoiced. A list of Accepted and Accepted Changed Goods Receipts Acknowledgements for the selected PO is displayed. 4 In the Create Invoice window, select the Goods Receipt Acknowledgements that you want to include in the Invoice. NOTE When selecting multiple Goods Receipt Acknowledgements to be invoiced: Click any of the column headers in the Create Invoice window to sort the list. For example, click the Ticket/ASN Number column header to sort the list by packing slip numbers. Click the Select All button for faster selection. The button toggles to De-Select All. Click De-Select All to cancel the selection and to select Goods Receipt Acknowledgements manually. Goods Receipt Acknowledgements that you do not include in the Invoice can be invoiced at a later time. 5 Click the Create Debit Invoice button. The Invoice form is displayed. All fields in the top area, apart from the Invoice number, are automatically populated, and the invoiced Line Items with their details are listed. 6 Enter a unique Invoice number. The Invoice number in Cortex Desktop must match the number on the original invoice issued in your system; otherwise, your Invoice will be rejected. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 45

56 Chapter 6 Invoicing Materials 7 Check the Invoice Date at the top of the Invoice form. By default, this field displays the current date. Change the date if the actual invoice date is different. The Invoice Date on the Cortex Invoice should match the date on your attached backup document. 8 Click the Attachments button and browse to the document to be attached. The attachment should be a copy of your original invoice, listing the invoiced item, quantities and price. Scanned packing slip documents can also be optionally attached as well. For more details on attachments, refer to Working with Attachments on page 81. NOTE It is mandatory to attach your original invoice with the Invoice for materials. 9 Review the information on your Invoice to make sure all details are correct. NOTES The Unit Price, GST/HST Rate, PST/QST Rate and State Prov Code fields on the Invoice are editable. However, you should only be changing those details if there is a mistake on the Good Receipt Acknowledgement and only after confirming the change with Husky. If you decide to change the pricing on your Invoice without consent from Husky Energy Inc., you do so at your own risk of a rejection. 10 Click the Calculate button to calculate the Sub-Total, GST and PST totals, and Total of the Invoice. 11 Click the Submit button. 46 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

57 Chapter 6 Invoicing Materials 12 If the PST Entry window opens, enter your PST/QST number for the province where the goods where delivered. NOTE If your PST/QST number is not known at the time you submit the Invoice, you are asked to provide it. You can choose to either provide the PST/QST number or submit the Invoice without it. You need to provide your PST/ QST number only once. The number that you provided is saved and automatically retrieved for all future Invoices for that province. 13 Click Refresh. The Invoice is sent to Husky s procurement system and appears in your Sent folder. Additionally, some changes occur in your Inbox: All Goods Receipt Acknowledgments included in the Invoice change their status from Accepted or Accepted Changed to Invoiced-X, where X is the Invoice number, i.e. Invoiced Once the Invoice reaches Husky s procurement system, a new document, Invoice Acknowledgment (Invoice Ack) with the Pending Approval Status appears. 14 Wait for your Accepted or Rejected Invoice Acknowledgement in order to proceed. For more details, refer to Receiving Invoice Acknowledgements on page 50. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 47

58 Chapter 6 Invoicing Materials Invoice Drafts When creating Invoices, you can save them when they are partially finished, without completing and submitting. These Invoices are stored as draft documents in the Drafts folder, and you can open and complete them later. IMPORTANT Invoices can only be saved to draft once. You will not be permitted to resave your draft multiple times. You will only have the option of making changes and then clicking the Submit button. Saving Invoice Drafts To be able to save the Invoice as a draft, you need to enter at least the Invoice number. Attachments are not saved as part of the draft. You must add the attachment before submitting the Invoice from a draft. If you attempt to close an Invoice without saving or submitting it, a message is displayed prompting you to save the document in the Drafts folder. Click Yes to save the Invoice in the Drafts folder or No to close the document without saving. NOTE In addition to saving Invoice drafts, you are also able to save drafts of other document types, i.e. Service Receipts and Credit Invoices. However, since these documents typically imply completing just a couple of fields, saving them as drafts may not be necessary. 48 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

59 Chapter 6 Invoicing Materials Viewing Invoice Drafts In the Drafts folder, all drafts appear with the confirmation number of 0 (displayed in Conf #column) and a status of New. The Received Date column shows the date and time you saved the draft. The draft s preview appears in the Preview when you single-click on it. In the Drafts folder, you can double-click on a draft to open, complete, and then submit it. Deleting Invoice Drafts If you do not need to complete a draft, you can delete it straight from the Drafts folder by clicking the Delete button. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 49

60 Chapter 6 Invoicing Materials Receiving Invoice Acknowledgements After you send an Invoice to Husky Energy Inc., it is validated. Once this process is complete, you receive a new document, Invoice Acknowledgement, in your Inbox that informs you whether your Invoice was rejected or accepted. NOTE Invoice processing time may be longer for Invoices where you have changed the Unit Price. How you proceed depends on the status of the received Acknowledgement: For Accepted Invoice Acknowledgement, your workflow for the invoiced items is complete. For more details, refer to Accepted Invoice Acknowledgements on page 50. For Rejected Invoice Acknowledgement, correct the Invoice, reattach your backup document and resubmit your Invoice. For more details, refer to Rejected Invoice Acknowledgements on page 52. TIP Remember that to view the latest documents in your Inbox folder, you need to click the Refresh button. Accepted Invoice Acknowledgements If Husky approves the Invoice, you receive an Invoice Acknowledgement (Invoice Ack) with the Accepted status. In your Inbox, the entire row is displayed in bold green font. If you single-click the Invoice Acknowledgement, its preview is displayed in the Preview pane. The following is an example of an Accepted Invoice Acknowledgement in your Inbox: 50 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

61 Chapter 6 Invoicing Materials An Accepted Invoice Acknowledgement means that Husky Energy Inc. has committed to pay the Invoice as per payment terms on your PO. At this stage, no more actions for that Invoice are required from you in Cortex Desktop. Your workflow for the invoiced items is complete. NOTE Credit Invoice Acknowledgements with the Accepted status look identical and do not require any action from you in Cortex Desktop. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 51

62 Chapter 6 Invoicing Materials Rejected Invoice Acknowledgements If your Invoice has been rejected, you receive an Invoice Acknowledgement (Invoice Ack) with the Rejected status. In your Inbox, the entire row is displayed in bold red font. Single-click the Invoice Acknowledgement to preview it, with the rejection reason, in the Preview pane. The following is an example of a Rejected Invoice Acknowledgement in your Inbox: Upon receiving a Rejected Invoice Acknowledgement, correct the Invoice, reattach your backup document and resubmit it. 52 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

63 Chapter 6 Invoicing Materials Correcting Rejected Invoices An Invoice Acknowledgement with the Rejected status notifies you of a rejected Invoice. Depending on the rejection reason, you can: Fix the rejected Invoice. Create a new Invoice with some of the invoiced acknowledgements. To be able to re-invoice acknowledgements that have been invoiced, you must release them. Fixing and Resubmitting Rejected Invoices If the rejection reason pertains to the entire Invoice, i.e. the Invoice date needs to be fixed, you can correct and resubmit the same Invoice. When resubmitting an Invoice, change its number, otherwise the Invoice will be rejected. TIP For Invoice tracking, change the Invoice number by adding a standard ending, i.e. a letter. Examples: Original Invoice number: 1234 Edited Invoice number: 1234A Remember to make the same change to the Invoice number on your original Invoice. If these numbers do not match, the Invoice will be rejected. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 53

64 Chapter 6 Invoicing Materials To fix the Invoice: 1 In Cortex Inbox, double-click the Rejected Invoice Acknowledgement row. The original Invoice is displayed in a full-sized window. The rejection reason appears in red font. 2 Change the Invoice number. If you resubmit the Invoice with its previous number, it will be rejected. 3 Make changes to the Invoice as per the rejection reason provided by Husky Energy Inc. 4 Click the Attachments button to attach an updated PDF with the image of the new Invoice number. Invoices returned from Husky s procurement system do not contain original attachments. Remember to change the number of the attached invoice, so that it matches the new number on in the Invoice in Cortex Desktop. If the numbers do not match, your Invoice will be rejected. For more details on attachments, refer to Working with Attachments on page 81. NOTE It is mandatory to provide an attachment with Invoices for Materials Purchase Orders. 5 Click the Calculate button after adjustments have been made. 54 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

65 Chapter 6 Invoicing Materials 6 Click the Submit button and then click Refresh. The updated Invoice is sent to Husky s procurement system and appears in your Sent folder. In your Inbox, the originally Rejected Invoice Acknowledgement changes its status to Resent to trading partner and is no longer displayed in red font. Once the Invoice reaches Husky s procurement system, the status of the Invoice Acknowledgement changes to Pending Approval. Releasing Invoiced Acknowledgements A rejection reason can pertain to some of the invoiced Goods Receipt Acknowledgements only. For example, a certain Goods Receipt Acknowledgement may need to be cancelled. In this case, consider releasing the invoiced acknowledgements first. This detaches all the acknowledgements from the Invoice and returns them to their previous Accepted and/or Accepted Changed status. Once released, any of these acknowledgements can be invoiced again, either separately or together with other Goods Receipt Acknowledgements for that PO. You can then create a new Invoice without those Goods Receipt Acknowledgements that have caused the Invoice rejection. To release invoiced Goods Receipt Acknowledgements: 1 In the Cortex Inbox, double-click the Rejected Invoice Acknowledgement row. The original Invoice is displayed in a full-sized window. The rejection reason appears in red font. 2 Click the Release Tickets button. Tickets are also known as Goods Receipts. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 55

66 Chapter 6 Invoicing Materials 3 Click the Close button to return to Inbox. 4 Click the Refresh button. 5 Review the documents in your Inbox. The invoiced Goods Receipt Acknowledgements have been reverted to their previous statuses Accepted and/or Accepted Changed and appear in your Inbox. 6 Create a new Invoice for only those Goods Receipt Acknowledgements that will not cause another rejection. For more details, refer to Creating Invoices for Materials on page Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

67 Chapter 7 Receiving Material Return and Exchange Notifications This chapter includes the following sections: About Material Returns, page 58, explains how you are notified of material returns and what steps you should take in response. Understanding Changed Purchase Orders for Material Return, page 59, describes the PO details that are specific to material returns. Material Return Goods Receipt Acknowledgements, page 61, describes Material Return Goods Receipt Acknowledgements and the information that you can obtain from them. Material Return Changed Goods Receipt Acknowledgements, page 62, describes Material Return Changed Goods Receipt Acknowledgements and the information that you can obtain from them. About Materials Exchange, page 63, explains a particular case, when materials are being exchanged but the entire process is handled as material returns. 57

68 Chapter 7 Receiving Material Return and Exchange Notifications About Material Returns Material returns can occur at any time after the delivered materials were invoiced, sometimes significantly later. You will be notified of material returns by your Husky counterpart first. Negotiate the return terms. When all the terms have been agreed upon, you should receive the following documents in your Cortex Inbox: A Changed PO with a new Material Return Line Item. For more details, refer to Understanding Changed Purchase Orders for Material Return on page 59. TIP Before a Changed PO is issued, a cancellation of the original PO is sent to you. For more details on Purchase Order modifications and statuses, refer to Understanding Material Purchase Order Statuses on page 30. A Goods Receipt Acknowledgement with the Material Return status, itemizing the materials to be returned. For more details, refer to Material Return Goods Receipt Acknowledgements on page 61. If Husky Energy Inc. changes their original material return request, you will receive another Changed PO, followed by a Goods Receipt Acknowledgement with the Material Return Changed status. Both documents will show the requested change. For more details, refer to Material Return Changed Goods Receipt Acknowledgements on page 62. Use Goods Receipt Acknowledgements with the Material Return and/or Material Return Changed status to create Credit Invoices for returned materials. For further details, refer to Creating Credit Invoices for Materials on page 67. The material return process can be used to exchange materials. For more details, refer to About Materials on page Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

69 Chapter 7 Receiving Material Return and Exchange Notifications Understanding Changed Purchase Orders for Material Return The following is an example of a Changed PO for material return in a full-sized window. TIP Double-click the changed PO to view its details in a full-sized window. In addition to its previous Line Items, a Changed PO includes a new Line Item with a Material Return Indicator. This Line Item pertains to materials being returned. In the example above, this is Line Item 30. TIP To see an example of a Changed PO for material exchange, refer to About Materials on page 63. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 59

70 Chapter 7 Receiving Material Return and Exchange Notifications Note the following information on that Line Item: TIP The Quantity column shows the quantity returned (three items). The Unit Price could have changed to cover the re-stocking fees, transportation, or any other expenses associated with this specific return. In the example, the Unit Price on the return has changed from the initial price of $ to $ The Net Amount for this Line Item is negative. You can identify the materials returned with the originally ordered materials by the Description, Husky Material ID, and Vendor Material ID. 60 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

71 Chapter 7 Receiving Material Return and Exchange Notifications Material Return Goods Receipt Acknowledgements After receiving a Changed PO for material return, expect to receive a Goods Receipt Acknowledgement with the Material Return status. In the Inbox, a Goods Receipt Acknowledgement with the Material Return status is displayed in bold black font. If you single-click the acknowledgement, its preview is displayed in the Preview pane. The following is an example of a Goods Receipt Acknowledgements with the Material Return status. NOTE The Advance Ship Notice # field displays Husky s Return Material Authorization (RMA) number. Alternatively, this number can be displayed as RAM (Return Material Authorization). The amount to be returned appears in the Shipped Qty columns and is negative. Upon receiving a Goods Receipt Acknowledgement with the Material Return status, create a Credit Invoice for the returned materials. For more details, refer to Creating Credit Invoices for Materials on page 67. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 61

72 Chapter 7 Receiving Material Return and Exchange Notifications Material Return Changed Goods Receipt Acknowledgements A Goods Receipt Acknowledgement with the Material Return status can be followed by another acknowledgement with the Material Return Changed status. This acknowledgement will come after a changed PO that holds the same change for the requested material return. A Material Return Changed Goods Receipt Acknowledgement shows the updated quantity to be returned and fully replaces any previous Material Return and/or Material Return Changed Goods Receipt Acknowledgements. In your Inbox, the entire row of the Material Return Changed Goods Receipt Acknowledgement is displayed in regular black font. If you single-click the acknowledgement, its preview appears in the Preview pane. Upon receiving a Goods Receipt Acknowledgement with the Material Return Changed status, create a Credit Invoice for the returned materials. For more details, refer to Creating Credit Invoices for Materials on page Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

73 Chapter 7 Receiving Material Return and Exchange Notifications About Materials Exchange Materials exchange can occur at any time after you shipped materials: An exchange can be requested by Husky immediately upon receiving materials, for example, if some of the materials are damaged. If any issues with the delivered materials are later discovered, you will receive a material exchange request at a later time; sometimes after you already invoiced the goods. Husky Energy Inc. prefers to exchange both invoiced and non-invoiced materials through returning the unwanted items and then reordering identical items. This is the only way to exchange materials that you have already invoiced. For details of this process, see Exchanging Materials through Reordering below. In some cases, non-invoiced materials can be exchanged without re-ordering. For more details on this type of exchange, refer to Exchanging Non-Invoiced Materials on page 65. Exchanging Materials through Reordering Whenever a materials exchange is needed, you will be notified by your Husky counterpart first. Once all the exchange terms have been negotiated, you will receive the following documents: 1 An Accepted or Accepted Changed Goods Receipt Acknowledgement for partial quantity. For more details on these documents, refer to Receiving Goods Receipt Acknowledgements on page A Changed PO with two new Line Items: a b A Line Item with a Material Return Indicator for returned materials. A Line Item reordering identical materials. 3 A Goods Receipt Acknowledgement with the Material Return status, itemizing the materials being returned. Upon receiving these documents: 1 Ship the re-ordered materials. You will receive a new Goods Receipt Acknowledgement for that shipment. For more details, refer to Receiving Goods Receipt Acknowledgements on page Create a Credit Invoice for the returned materials. For more details, refer to Creating Credit Invoices for Materials on page 67. Example: Your Materials PO includes one Line Item, ordering 100 items. You shipped the ordered items, all of them were accepted, and you received an Accepted Goods Receipt Acknowledgement. Later, seven items were found faulty. In that case, you should receive a phone call from your Husky counterpart, informing you of the issue. Negotiate the exchange terms. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 63

74 Chapter 7 Receiving Material Return and Exchange Notifications Upon negotiating the exchange terms, expect to receive the following documents: 1 An Accepted Changed Goods Receipt Acknowledgement for 93 items. 2 A Changed PO with two new Line Items: a b A Line Item with a Material Return indicator for the seven items being returned. A Line Item reordering seven identical items. The following is an example of the Changed PO. 3 A Goods Receipt Acknowledgement with the Material Return status for the seven items being returned. Your further actions are: 1 Ship the re-ordered seven items. Wait to receive a Goods Receipt Acknowledgement for that shipment. 2 Create a Credit Invoice for the seven items returned. 64 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

75 Chapter 7 Receiving Material Return and Exchange Notifications Exchanging Non-Invoiced Materials If you have not invoiced the materials yet, the exchange may be carried out without reordering. First, you will be notified of the requested exchange by your Husky counterpart. Negotiate the exchange terms and carry out the exchange accordingly. You will receive an Accepted Changed Goods Receipt Acknowledgement with an updated quantity to be invoiced. For more details on that type of acknowledgements, refer to Accepted Changed Goods Receipt Acknowledgements on page 36. TIP When an exchange is carried out without reordering, Husky does not send you a Changed PO and a Goods Receipt Acknowledgement with the Material Return status. What Husky does send is an Accepted Changed Goods Receipt Acknowledgement. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 65

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77 Chapter 8 Creating Credit Invoices for Materials This chapter includes the following sections: About Credit Invoices for Materials Purchase Orders, page 68, describes, in general terms, how Credit Invoices for materials are created. Creating Credit Invoices for a Single Material Return, page 69, provides instructions on creating a Credit Invoice for a single material return. Creating Credit Invoices for Multiple Material Returns, page 71, explains how to place several material returns on the same Credit Invoice. Receiving Credit Invoice Acknowledgements, page 73, describes the Credit Invoice Acknowledgements that you can receive in response to your Credit Invoices. 67

78 Chapter 8 Creating Credit Invoices for Materials About Credit Invoices for Materials Purchase Orders Creating Credit Invoices completes the material return process. Credit Invoices are created from Goods Receipt Acknowledgements with the Material Return or Material Return Changed status. You can issue a separate Credit Invoice per each requested material return or consolidate multiple returns for the same Purchase Order in one Invoice. In case you decided to credit multiple returns, Cortex Desktop will prompt you to select the Goods Receipt Acknowledgments to put on the same Credit Invoice. Whichever method you choose, the information on the dollar value of the Credit Invoice is automatically populated into the Credit Invoice form. You only need to complete it by providing the Credit Invoice number. NOTE Upon receiving Goods Receipt Acknowledgements with the Material Return or Material Return Changed status, issue a Credit Invoice as soon as possible. Husky will not hold or stop your payment if you have not issued a Credit Invoice immediately. However, that Invoice will be monitored closely to ensure the credit is processed. ERS Credit Invoicing For Line Items with the ERS indicator, the Credit Invoice is automatically created upon your receiving a Goods Receipt Acknowledgement with the Material Return ERS status. You are notified of the submitted Credit Invoice by a new document in your Inbox a Credit Invoice Acknowledgment (Credit Invoice Ack) with the Pending Approval status. Wait for your Accepted or Rejected Credit Invoice Acknowledgement in order to complete the process. For more details on ERS, refer to Evaluated Receipt Settlement (ERS) on page Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

79 Chapter 8 Creating Credit Invoices for Materials Creating Credit Invoices for a Single Material Return 1 In Cortex Desktop, double-click the Material Return Goods Receipt Acknowledgement for which you want to issue a Credit invoice. Alternatively, you can select the Material Return Goods Receipt Acknowledgement in your Inbox, and then click the Credit Invoice button. The Credit Invoice form is displayed. In the form, all details, apart from the Credit Invoice number, are auto-populated. 2 Enter a unique number for your Credit Invoice. For easy tracking, you can add CR at the end of the Invoice number. 3 In the Credit Invoice form, click Calculate. The Sub-total and Total fields are calculated. 4 Click the Submit button, and then click Refresh. The Credit Invoice is sent to Husky s procurement system and appears in your Sent folder. Additionally, some changes occur in your Inbox: The Goods Receipt Acknowledgments included in the Credit Invoice changes its status from Material Return to Material Return Credit Invoiced-x, where x is the Credit Invoice number. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 69

80 Chapter 8 Creating Credit Invoices for Materials Once the Credit Invoice reaches Husky s procurement system, a new document, Credit Invoice Acknowledgment (Credit Invoice Ack) with the Pending Approval status, appears in your Inbox. 5 To complete the process, make sure you receive a Credit Invoice Acknowledgement with the Accepted status. For more details, refer to Receiving Credit Invoice Acknowledgements on page Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

81 Chapter 8 Creating Credit Invoices for Materials Creating Credit Invoices for Multiple Material Returns 1 In Cortex Desktop, under All Trading Partners, select Husky Energy Inc. 2 Click the Invoice button on the bottom left of your screen. The Create Invoice window is displayed. 3 Select the Credit Invoice option. 4 In the Select PO field, select the Purchase Order to be invoiced. A list of Goods Receipts Acknowledgements with Material Return or Material Return Changed statuses displays. 5 In the Create Invoice window, select the Goods Receipt Acknowledgements that you want to include in the Invoice. NOTE When selecting multiple Goods Receipt Acknowledgements to be credited: Click the Select All button for faster selection. The button toggles to De-Select All. Click De-Select All to cancel the selection and to select Goods Receipt Acknowledgements manually. If you do not include some Goods Receipt Acknowledgements in the Credit Invoice, they can be credited at a later time. 6 Click the Create Credit Invoice button. The Credit Invoice form is displayed. In the form, all details, apart from the Credit Invoice number, are auto-populated. 7 Enter a unique number for your Credit Invoice. For easy tracking, you can add CR at the end of the Invoice number. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 71

82 Chapter 8 Creating Credit Invoices for Materials 8 In the Credit Invoice form, click Calculate. The Sub-total and Total fields are calculated. 9 Click the Submit button, and then click Refresh. The Credit Invoice is sent to Husky s procurement system and appears in your Sent folder. Additionally, some changes occur in your Inbox: The Goods Receipt Acknowledgments included in the Credit Invoice changes its status from Material Return to Material Return Credit Invoiced-x, where x is the Credit Invoice number. Once the Credit Invoice reaches Husky s procurement system, a new document, Credit Invoice Acknowledgment (Credit Invoice Ack) with the Pending Approval status, appears in your Inbox. 10 To complete the process, make sure you receive a Credit Invoice Acknowledgement with the Accepted status. For more details, refer to Receiving Credit Invoice Acknowledgements on page Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

83 Chapter 8 Creating Credit Invoices for Materials Receiving Credit Invoice Acknowledgements After you send a Credit Invoice to Husky Energy Inc., it is validated. Once this process is complete, you receive a new document in your Inbox Credit invoice Acknowledgment that notifies you whether your Credit Invoice was accepted or rejected. Your further action depends on the status of the received acknowledgement: For Accepted Credit Invoice Acknowledgement, your workflow for the invoiced items is complete. For Rejected Credit Invoice Acknowledgement, fix your Credit Invoice according to the rejection reason and resubmit. TIP Remember that to view the latest documents in your Inbox folder, click the Refresh button. Credit Invoice Acknowledgements are similar to debit Invoice Acknowledgements. For more details, refer to Receiving Invoice Acknowledgements on page 50. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 73

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85 Chapter 9 Managing Consignment Purchase Orders This chapter includes the following sections: Receiving Consignment Purchase Orders in Cortex Desktops, page 76, gives a general explanation on Consignment Purchase Orders. Marking Consignment Purchase Orders as Viewed, page 78, explains how to view Consignment Purchase Orders. 75

86 Chapter 9 Managing Consignment Purchase Orders Receiving Consignment Purchase Orders in Cortex Desktops Consignment Purchase Orders are sent to you when the replenishing of consignment stock is needed. You can differentiate Consignment POs by their Doc Type column in your Inbox, which is PO- C. You can also double-click a Consignment PO to view it in a full-sized window. The following is an example of a Consignment PO. NOTE For more details on determining the PO type, refer to Identifying Purchase Order Types on page 7. No special actions are required from you in Cortex Desktop for Consignment Purchase Orders. Upon receiving a Consignment PO, review it attentively, just as you would do with a Materials PO. For more details on understanding the PO fields, refer to Reviewing Materials Purchase Orders on page 24. For any questions regarding the PO, contact the PO issuer indicated in the PO header. If all the details are correct, you can ship the ordered materials. 76 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

87 Chapter 9 Managing Consignment Purchase Orders You can manually mark the Consignment PO as Viewed at your own discretion. Consignment POs remain in your Inbox in the New or Viewed status. Once a Consignment PO is complete, you can archive it. Any other procedures, including invoicing, are handled outside of Cortex Desktop. Follow your standard procedures that you have been using until now. NOTE For more information on archiving, refer to Cortex Desktop Feature Guide, which can be accessed from the Cortex Training and Support web site ( Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 77

88 Chapter 9 Managing Consignment Purchase Orders Marking Consignment Purchase Orders as Viewed There is no actual workflow in Cortex Desktop for Consignment Purchase Orders. The only action expected from you in Cortex Desktop is reviewing the PO attentively before you ship the goods. Therefore, there are no automatic status changes for Consignment Purchase Orders. Upon reviewing a PO, you can mark it manually as Viewed. That status will help you and other Cortex Desktop users in your company differentiate between brand new Consignment POs and those that have already been reviewed. To mark a Consignment Purchase Order as Viewed: 1 In the Inbox, double-click the Consignment PO to open the PO in full-sized view. 2 At the bottom of the PO, click the Marked as Viewed button. Note that the button toggles to Mark as New. 78 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

89 Chapter 9 Managing Consignment Purchase Orders 3 Click Close to return to the Inbox. 4 Click Refresh. The PO status in the Status column is Viewed. NOTE Once marked as Viewed, the Consignment PO can be reversed back to New. To do that, open the PO by double-clicking and then click the Mark as New button. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 79

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91 Chapter 10 Working with Attachments This chapter explains various issues related to submitting attachments with your documents in Cortex Desktop. The chapter includes the following sections: When and What to Attach, page 82, describes which documents must or can have attachments and what information these attachments should provide. Attachment Requirements, page 82, lists the requirements an attachment must meet. Attaching Files to Your Documents, page 83, explains how to submit an attachment with your document. Removing and Replacing Attachments, page 84, explains how to remove an attached file and/or replace it with a different file. 81

92 Chapter 10 Working with Attachments When and What to Attach You can send attachments with any documents that you are submitting to Husky Energy Inc. It is mandatory to submit attachments with Materials Invoices for both Debit and Credit Invoices. The attachments serve as a proof of charges you are submitting. Without attachments, these documents cannot be processed. For a Debit Invoice, the attachment should be the original invoice issued in your system, specifying the invoiced items, quantities and price. Scanned packing slip documents can be optionally attached as well. The Invoice number in Cortex Desktop must match the number on the original invoice issued in your system; otherwise your Invoice will be rejected. For a Credit Invoice, attach any documents that justify the credit. TIPS For more details on creating Debit Invoices for Materials POs, refer Invoicing Materials on page 43. For more details on creating Credit Invoices for Materials POs, refer to Creating Credit Invoices for Materials on page 67. You also need to provide an attachment when resubmitting rejected invoices, because documents that were returned from Husky do not contain their original attachment. For more details, refer to Fixing and Resubmitting Rejected Invoices on page 53. Attachment Requirements An attachment must meet the following requirements: You can attach one file only. TIP If you need to attach multiple documents, scan them as one file. The file must be in PDF format. The file name length must not exceed 90 characters. The file size must not exceed 4MB. TIP If you scanned your original document to PDF format, and the file size is bigger than 4MB, lower the resolution on your scanner and then scan the document again. To keep attachment file size at a minimum, always scan your documents in black and white. 82 Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide

93 Chapter 10 Working with Attachments Attaching Files to Your Documents 1 In the document displayed, click the Attachments button. 2 The Attachments window is displayed. 3 Click the Add button, browse to your document, and then click Open and OK. The document name is displayed next to the Attachments button in the form. Cortex Desktop TM Husky Energy Inc. Materials Supplier Guide 83