[1] Viewing invoice details:

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Rosamond Bailey
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1 This helpcard describes how to find out when an invoice will be paid [1] Viewing invoice details: The Invoice List screen also shows other invoice/credit note information as outlined below:- SupplierInvoice Number Invoice Date INV/CRN Status Your reference code/invoice/credit note number The date of the invoice. Invoices are displayed in payment date order, furthest future date first INV - this is an invoice CRN - this is a credit note The current status of the invoice or credit note. The possible statuses you may see are defined below:- Awaiting AP Processing - The document is with the Invoicing team to be processed Awaiting AP Processing - Temporarily Def** - The document is with the Invoicing team to be processed Awaiting Response - BBC -The document has been sent to the BBC contact pending further action Processing Complete - Archived** -The document has been archived without being processed NB - No History detail is displayed on this status Processing Complete - Rejected** -The invoice has been rejected either back to you or to the BBC Contact as it has not met the Invoice Compliance Guidelines NB - No History detail is displayed on this status Awaiting workflow manager - Automated system processing occurring In Workflow Manager -Automated system processing occurring Please note - the statuses above may effect the estimated payment date of the invoice. An invoice will only be paid once it has the status of 'Ready for Payment Process', regardless of what the estimated payment date is Ready for Payment Process - The document has been processed and will be paid according to your Supplier payment terms (this should be on the estimated payment date unless there were any delays) Payment Run Completed -The document has been paid Page 1 of 6

Invoices are displayed in payment date order, furthest future date first INV - this is an invoice CRN - this is a credit note The current status of the invoice or credit note.

2 BBC Reference PO Number Block Ind The BBC reference number for the invoice or credit note, as created by the BBC's SAP accounts payable system The purchase order number as generated by the BBC Indicates if an invoice or credit note has been "blocked" pending enquiries, usually due to missing information. The code in this column indicates the reason for the block as follows:- (blank) R CC CR DR HA HD Not blocked System Blocked due to Price/Quantity tolerance issue Construction Industry Scheme (CIS) Block Construction Industry Scheme (CIS) & Cheque Retention Block Cheque Retention Block Blocked: Automatic Post Check Required Blocked: Downpayment Please note that if an invoice is blocked it may affect the Estimated Pay Date. For queries regarding any of the block indicators please contact accounts payable queries on Currency Net Value VAT Gross Value Invoice Image Payment currency - this will always be GBP ie 's The Net value of the invoice The VAT amount charged on the invoice The Gross value of the invoice or credit note Clicking against the relevant invoice, will display an image of the invoice. (If you are a supplier with view only access to this system, you will only be able to view the invoice once accounts payable have scanned the hard copy invoice you sent them) [2] Searching for an invoice: Within the Invoice List screen, it is possible to search for the invoice you wish to view/check the status of Invoice Date, BBC Reference; PO Number or Gross Value. Please note the search fields are case sensitive Page 2 of 6

The code in this column indicates the reason for the block as follows:- (blank) R CC CR DR HA HD Not blocked System Blocked due to Price/Quantity tolerance issue Construction Industry Scheme (CIS)

3 Only the invoice requested is displayed:- If no matching data is found, no data will be displayed as shown below:- Re-enter other search criteria (eg the PO number) then Click again To return to the full list of all invoices Click at the top of the page. **If you have view only access Click The Invoice List screen may have more than one page worth of invoices. For example here we can see that we are on Page 1 of 4 Page 3 of 6

all invoices Click at the top of the page.

4 [3] Viewing invoice history details: Once you have found the invoice you are looking for, it is possible to see the invoice history. The invoice history is displayed:- The Invoice header area shows:- Image ID Supplier Reference Invoice Date Est Pay Date Purchase Order Payment Terms The reference code attached to the scanned image of this invoice, stored in the BBC's accounts payable system Your own reference number attached to this document The date when the invoice was received and initially scanned/entered into the BBC's accounts payable system The expected date when this invoice will be paid The purchase order number for this invoice on the BBC's SAP accounts payable system. If no number is shown then a purchase order has not been matched to the invoice and a delay in processing and possibly payment can be expected BBC Terms indicating date payment due after date of invoice Payable immediately Due net used in exceptional circumstances and only for certain categories of vendors Z001 Z002 Z003 Z004 - Due 60 Days net - Due 28th day of month following invoice date - BBC Standard payment term - Due 30 days net - Due 21 days from invoice date Batch Type Vendor Type Used by BBC/Xansa to group invoices, C = CSC Correspondence; N = Normal P = Non Compliant/Reject; R = FD Request; S = Special Care Used by BBC/Xansa to group vendors, F = Freelancers; V = Other Vendor Page 4 of 6

of this invoice, stored in the BBC's accounts payable system Your own reference number attached to this document The date when the invoice was received and initially scanned/entered into the BBC's

5 SAP Invoice nr Net Price Tax Gross The BBC reference code attached to this document, as created by the BBC's SAP accounts payable system Price of goods/services before tax The VAT charge included in the gross value of the invoice The price of goods/services after tax The Invoice history area (as shown above) displays the process steps undertaken so far by the selected invoice:- Reason The description of the process step taken by the document. Below is a list of some of the process steps, and an explanation of each (see the glossary for the full list):- BBC Contact provided could not be located - A letter has been sent to the vendor as Xansa are unable to trace the BBC contact. The document will be processed when a valid contact has been provided Block -The document has been blocked for payment. [The reason for the block is displayed on the next history line] Contact Xansa -The BBC are providing Xansa with additional information required to process this document Further Processing Complete - Processing complete Index data saved in Dashboard - Document is currently being processed Initial Load - Document received for processing Invalid SAP PO Or Coding - An has been sent to the BBC to query the BBC purchase order number or charge code provided on the document Invoice under Review - Document being investigated by the BBC Mail Delivery Failure -The query to the BBC has not been successfully delivered. The query will be sent to an alternative contact Pay Invoice - Existing PO Amended -The BBC has amended the Purchase Order. Processing can continue Payment Run Completed - Payment has been made on this document in line with the Vendors payment method PO Mismatch - GRN required - A Goods Receipt Note is required. An has been sent to the BBC to amend the Purchase Order PO Mismatch - PO is fully invoiced -The Purchase Order has been cleared by another invoice. An has been sent to the BBC to amend the Purchase Order PO Mismatch - Value does not match PO/GRN -The Purchase Order has been raised for the incorrect value. An has been sent to the BBC to amend the Purchase Order Post & Block -The document has a query that Xansa are investigating Post OK -The document has been posted to the vendors account and is continuing processing Ready for Payment Process -The Document is awaiting the next payment run in accordance with the vendors' payment terms and conditions Semi Auto block -The document has been automatically processed and is awaiting final validation Semi Final Referral Mail -The document has a query that Xansa are investigating with the BBC. This document has not been authorised for payment Unable to process invoice - Unable to process the document until the query on the document is resolved by the BBC. An has been sent to the BBC Page 5 of 6

description of the process step taken by the document.

6 Vendor Mismatch - Name or Address - An has been sent to the BBC to confirm vendor details. Work Item Expiry -This document is on hold while a query is being investigated Work Item Retrieved - CSC Provided Info - Further information has been provided. Processing can continue Date Time The date that the process step was completed The time that the process step was completed [4] How do I raise an invoice? For details of how to raise an invoice, please refer to the Helpcard ' How do I raise an invoice?'. This functionality is only available to suppliers with full create access [5] Logging off the system: To log off the system Click from the options at the top of the page Click OK to log off or Cancel to remain in the system By Clicking OK you are logged off the system and the following message is displayed:- Close the browser by Clicking Page 6 of 6

Processing can continue Date Time The date that the process step was completed The time that the process step was completed [4] How do I raise an invoice?

Transaction Maintenance

Transaction Maintenance Invoice Price Clearance Invoice Price Clearance lets you accept either the invoice price or the order price depending on which has been accepted by the authorised signatory. Whichever