Ariba Network Invoice Guide

Ariba Network Invoice Guide

Content Introduction Invoice Practices Before you Begin Invoicing Customer Invoicing Rules Electronic Invoice Routing Configure Remittance Configure Invoice Notifications Creating Invoices PO Flip Invoice Credit Invoices Modifying Invoices Document Statuses, Searches and Reports How to submit partial invoices against a Standard PO with a line item quantity of 1 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 2

Introduction Procure-to-Pay Process This document contains the requirements and training for your organization to create and submit invoices on-line to Philam via the Ariba Network. Philam requires suppliers enabled on Ariba Network to submit electronic invoices through Ariba Network. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 3

1 Invoice Practices

Invoice Practices 1 SUPPORTED Detail Invoices Apply against a single purchase order referencing line item Partial Invoices Apply against specific line items from a single purchase order Credit Invoices Item level credits; price/quantity adjustments 2 NOT SUPPORTED Summary or Consolidated Invoices Apply against multiple purchase orders; not accepted by Philam Duplicate Invoices: A new and unique invoice number must be provided for each invoice. Philam will reject duplicate invoice numbers unless resubmitting a corrected invoice that previously had a failed status on Ariba Network Header Level Credit Memos The Header Level Credit Memo feature is not supported by Philam Shipping data is accepted at the header/summary level or at the line item level of the invoice. 3 SHIPPING DATA 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 5

2 Before You Begin Invoicing

1 Customer Invoice Rules These rules determine what you can enter when you create invoices. 1.Login to your Ariba Network account. 2.Click on your company name appearing on top right and then click on Customer Relationships under Account Settings. 3.A list of your customers is displayed. Click the name of your customer (Philam) to view their invoice rules. 4.Click Save when finish reviewing. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 7

1 Customer Invoice Rules CURRENCY The currency that Ariba Network uses in the service subscription area of your account is controlled by your organization s location, which you specify in User Account Navigator > My Account > Preferences 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 8

2A Electronic Invoice Routing 1. Click on Electronic Invoice Routing at administration Navigator. 2. Choose one of the following Invoice routing methods Online cxml EDI 3. Under Notifications, enter the email(s) you wish notifications be sent to (Maximum of 3 emails can be entered) 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 9

2B Invoice Archival 1.ClickWeekly, Biweekly or Monthly to indicate how often invoices will be archived 2.To archive immediately click Archive immediately and click Start Note: After Archive Immediately started you can either Stop it or Update Frequency any time 3.In the Archive Delivery URL enter URL you want Ariba to automatically deliver archived zip files 4.Click Save 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 10

2C Extended Profile Settings and information 1. Scroll down to the Extended Profile Settings and Information section 2. Set options and enter text to describe your invoice document policies 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 11

3 Configure Remittances 1. Click Remittances tab. 2. Click Create to create new Remittance information. Note: Remittance information can be created per customer. If you already have an existing remittance information on your Ariba Network account, you may edit the information for Philam, click Edit. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 12

3A Configure Remittance Information 1. On the Create Remittance Address / Payment Info section, complete all required fields listed by an asterisks If you have more than 1 remittance address / location listed down, at the time of creating the Invoice you will have the to select one of the address to submit your invoice. Hence, in order to identify the correct location your Address 1 is what will appear default in drop down box. Please provide your Address 1 as descriptive text to identify and differentiate the location from others. 2. Select one of your Remittance Addresses as a default if you have more than one. 3. Assign Remittance IDs for this address. NOTE: Do not configure a "Contact" on the EFT/Check Remittances page of your account because the Contact name may replace your company name in the Remit-To address on invoices. Leave as Select Contact. Philam SAP Remittance ID configured on Supplier profile in AN 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 13

3B Supplier Remittance selection for Invoice on AN When creating your invoice, the remittance address entered in Address 1 from the previous slide will be displayed by default in the Remit to information. Make sure that you check with Philam for the unique Philam SAP Remittance ID by sending them an email to Philamp2p@aia.com and map your Address 1 correctly. If the remittance ID is invalid an error would be generated and your invoice will not sync automatically to Philam s procurement system for invoice reconciliation. Vendor selects Remit To on Invoice in AN from the configured list of Remittance location (Philam SAP Remit ID) 2015 SAP SE or an SAP affiliate company. All rights reserved. 14

4 Configure Invoice Notifications Click on Network Notifications at Administration Navigator. Note: In the invoice section, enter up to 3 email addresses, separated by commas, with NO spaces between them to receive invoice notifications regarding the status of your invoices. Be sure to check the boxes for the types of notifications you wish to receive. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 15

3 Creating Invoices

1 PO Flip Invoice This feature allows a buying organization to send a purchase order electronically to a selling organization and then allows the selling organization to easily convert the purchase order into an electronic invoice. The seller can then submit the "Flipped" invoice back to the buyer which is an exact duplicate of the original purchase order. This feature eliminates errors, speeds time to approval from weeks to minutes/seconds. To create an invoice against a PO, select PO Invoice under Create on the navigation menu. Note: You can also get to the create invoice screen by going to your inbox and selecting the PO. A button appears on the PO screen for Create Invoice. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 17

1 PO Flip Invoice 1. Click on Purchase Order link to access its details. 2. Click On the Create Invoice button and then choose Standard Invoice. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 18

1A PO Flip Invoice Header 1. Information from the PO defaults into invoice. Complete all fields with an asterisk (*) 2. Enter an Invoice # which is your unique number for invoice identification. 3. The Invoice Date will auto-populate. 4. Select Remit-To address from the drop down box. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 19

1A PO Flip Invoice Header(Tax & Shipping) TAX 1.Tax and Shipping can be entered at either the Header or Line level by selecting the appropriate radio button. 2.If there is no tax applicable to the invoice, click Remove to remove the tax. 3.To apply tax at the header, choose a tax Category 4.Enter either the tax Rate (%) or the Tax Amount. SHIPPING 1.Choose the Header Level shipping Radio button if such charges to be applied to the invoice. 2.When the screen refreshes, the Shipping Cost section will be displayed. 3.Enter a Shipping Amount and Shipping Date. NOTE: Choose Tax and Shipping at Line Level if required. Extra lines will disappear after page refreshes. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 20

1A PO Flip Invoice Header(Additional Fields) ADDITIONAL FIELDS 1. Information Only option is to denote that this invoice requires no action from the customer 2.It includes the phrase "This document is for your information only. No action is required. in the invoice. 3.Philam will not able to process and make payment to Information Only Invoice. 4.If Information Only invoice is submitted, supplier need to Cancel the Information Only invoice and resubmit a standard invoice without ticking Information Only checkbox in order to receive payment. Note: Please do not use this option for Philam. DO NOT tick this Checkbox. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 21

1A PO Flip Invoice Header OTHER 1.You can click on Add to Header to include additional information to the Header of the invoice such as: Special Handling Discount Comment Attachment Note: Attachment file size should not exceed 10 MB 2.Scroll down to the Line items section to select the line items being invoiced. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 22

1B PO Flip Invoice Line Items 1. Line Items section shows the line items from the Purchase Order. 2. Review or update Quantity for each line item you are invoicing. 3. If line item is not invoiced, click the line item s Green check mark ü to exclude it from the invoice. ü = Included ü = Excluded 4. You can also select the check box þ on the left of the item and click Line Item Actions (for more options) or click Delete to completely remove the line item from the invoice. 5. You can generate another invoice later for the excluded/deleted item. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 23

1C PO Flip Invoice - Line Item Tax (Not Applicable to Hong Kong Suppliers) 1. Select the line item to which tax is to be applied using the Line Item # checkbox. To apply the same tax to multiple line items select those line items to be taxed at the desired rate. 2. Check Tax Category and use the drop down to select from the displayed options. Click Add to Included Lines 3. To configure additional Tax Options within the Tax Category tool, use the Configure Tax Menu option 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 24

1C PO Flip Invoice Different Line Item Tax 1. 1. To To apply apply different different tax tax rates rates to to each each line line item item select select the the Line Line Item. Item. 2. 2. Click Click Line Line Item Item Actions Actions > Add Add > Tax. Tax. Upon Upon refresh, refresh, the the Tax Tax fields fields will will display display for for each each selected selected line line item item 3. 3. Within Within each each line line item, item, Select Select Category, Category, then then either either populate populate the the Rate Rate (%) (%) or or Tax Tax Amount. Amount. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 25

1C PO Flip Invoice Line Item Shipping If line level shipping has been selected, enter shipping cost to the applicable line items 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 26

1E PO Flip Invoice Line Item Comments 1. To add comments at the line items select Line Items, then click at Line Item Actions > Add > Comments. 2. Upon refresh, the Comments field will display. Enter applicable Comments in this field 3. Click Next 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 27

1F PO Flip Invoice Review, Save, Submit 1. Review your invoice for accuracy at Review page displayed. Scroll down the page to view the line item details and invoice totals. 2. If no changes are needed, click Submit to send the invoice to Philam. 3. If changes are needed, click Previous to return to previous screens and make corrections before submitting. 4. Alternatively, Save your invoice at anytime during invoice creation to work on it later. Resume working on the invoice by selecting it from Outbox > Drafts on your Home page. Note: You can keep draft invoices for up to 7 days. NOTE: If there are any errors, you will get a notification in red where information should be corrected. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 28

2 Credit Memo / Negative Invoice To create a credit invoice against a PO, select PO Invoice under Create on the navigation menu. Note: You can get to the create invoice screen by going to your inbox and selecting the PO. 1.A button appears on the PO screen for Create Invoice. 2.Choose either Standard Invoice or Create Line Item Credit Memo 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 29

2 Credit Memo / Negative Invoice 1. Create Credit Memo by clicking Create Invoice and clicking Create Line-Item Credit Memo of Invoice against which Credit Memo should be created. 2. Complete the Credit Memo Information. Make sure all required fields marked with asterisk are filled in. 3. Click Next once done. 4. Review Credit Memo. Click Submit. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 30

4 Modifying Invoices

1 Save and Restart Invoices 1. At any point during invoice creation, click Save 2. On the Exit page, click Save the invoice. 3. Click the Outbox tab. 4. In the navigation bar, click Drafts 5. Select an invoice and click Edit. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 32

2 Cancel Invoices 1. Click the Outbox tab 2. In the Invoice # column, click a link to view details of the invoice 3. Click Cancel and Confirm. 4. The status of the invoice changes to Canceled. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 33

3 Edit and Resubmit Invoices 1. Click the Outbox tab 2. Click the Invoice # for the failed, canceled, or rejected invoice that you want to resubmit and click Edit. 3. Click Submit on the Review page to send the invoice. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 34

5 Document Status, Search and Reports

1 Check Invoice Status 1. If you configured your Invoice Notifications as noted earlier in this presentation, you will receive emails regarding invoice status. 2. You can also check invoice status from the Outbox. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 36

1 Check Invoice Status ROUTING STATUS Reflects the status of the transmission of the invoice to Philam via the Ariba Network. Obsoleted You canceled the invoice Failed Invoice failed Philam invoicing rules. Philam will not receive this invoice Queued Ariba Network received the invoice but has not processed it Sent Ariba Network sent the invoice to a queue. The invoice is awaiting pickup by the customer Acknowledged Philam invoicing application has acknowledged the receipt of the invoice INVOICE STATUS Reflects the status of Philam action on the Invoice. Sent The invoice is sent to the Philam but they have not yet verified the invoice against purchase orders and receipts Cancelled - Philam approved the invoice cancellation Paid - Philam paid the invoice or is in the process of issuing payment. This status applies only if Philam uses invoices to trigger payment Approved - Philam has verified the invoice against the purchase orders or contracts and receipts and approved if for payment Rejected - Philam has rejected the invoice or the invoice failed validation by Ariba Network. If Philam accepts invoice or approves it for payment, invoice status updated to Sent(invoice accepted)or Approved (invoice approved for payment) Failed Ariba Network experienced a problem routing the invoice 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 37

2 Check Invoice History 1. Access any invoice. 2. Click on the History tab to view status details and invoice history 3. History and status comments for the invoice are displayed. 4. Transaction history can be used in problem determination for failed or rejected transactions. 5. When you are done reviewing the history, click Done. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 38

3 Search for invoice 3 ways to locate Invoice: Quick Search Refined Search Reports QUICK SEARCH 1.From the Home Tab, select Invoices and then Documents type to search. 2.Select Philam from Customer Drop down menu 3.Enter Document #, if known 4.Select Date Range, up to 90 days for Invoices. 5.Click Search 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 39

3 Search for Invoice REFINED SEARCH 1.Allows a refined search of Invoices within up to 90 last days 2.Click the arrow to expand Search Filters from Outbox (Invoices) 3.Enter the criteria to build the desired search filter 4.Click Search 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 40

3 Search for Invoice Reports 1. Invoice reports provide information on invoices you have sent to customers for tracking invoices over time or overall invoice volume for a period of time. 2. Failed Invoice reports provide details on failed and rejected invoices. These reports are useful for troubleshooting invoices that fail to route correctly. Note: Report can be created by Administrator or User with appropriate permissions 3. Click the Reports tab from the menu at the top of the page. Click Create. Fill in required Information. Select an Invoice report type Failed Invoice or Invoice. 4. Click Next. Note: Premier Members may select Manual or Scheduled report. Set scheduling information if Scheduled report is selected. 5. After specifying Customer and Invoice Date in Criteria click Submit. 6. You can view and download the report in CSV format when its status is Processed. 7. For more detailed instructions on generating reports, refer to the Ariba Network Transactions Guide found on the HELP page of your account. 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 41

6 How to submit partial invoices against a Standard PO with a line item quantity of 1

1A How to submit partial invoices against a Standard PO with a line item quantity of 1 1 1. Login to your Ariba Network account. Click on Inbox and then click on the PO Number. 2. Click on Create Invoice > Standard invoice 3. Enter an Invoice # 4. Scroll down and at the line item level, enter a quantity of 1, the amount you wish to partially invoice, click on update and then click Next. 5. Review your partial invoice and click on Submit. 2 3 4 5 Continue Next Page 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 43

1B How to submit partial invoices against a Standard PO with a line item quantity of 1 6 6. To create subsequent partial invoices for the remaining amount on the same PO, follow steps 1-3 and when you scroll down, click on the greyed out Include icon 7. This will make the fields editable and you can proceed to enter a quantity of 1 and the amount you wish to invoice. 8. Review your new partial invoice and click submit 7 8 2015 SAP SE or an SAP affiliate company. All rights reserved. Public 44