Transcript What’s New – Invoices

What’s New – Invoices
Comparison of GSCP and the New
Supply Chain Platform for
Ministry of Defence (SCP-MOD)
January 2014
Invoices – What’s the Same
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Process steps to create an invoice
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Searching for invoices
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Access from My Workspace
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General layout of the documents – header and line level sections
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Before you begin…Set up Default Values
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Set Up Default Values
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There are some data values that will be used all of the time on invoices – such as your
VAT registration number.
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These data values are set up in the ‘Supplier Attributes’ section so they prepopulate
when an invoice is created.
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You must have an administrator role to set up the preferences. If you are an admin,
your role on the top of the screen will say ‘SAdmin’.
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The default values apply to all users’ invoices for that organization. However, any user
that creates an invoice has the option to edit the default values.
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Data fields that can be set up with default values:
> Supplier DUNS, GAX Code, Tax Category Code, Tax Type Code, Tax Payment
Method, Tax Percent, Supplier VAT No. and Supplier Phone
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Refer to the Help file in SCP-MOD for instructions.
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Set Up Default Values
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4
Create an Invoice
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Invoices – Business Rules
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To create an invoice, order lines cannot be in an ‘Archived’ or ‘Rejected’ state
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Each invoice line represents one order line – multiple lines must be from a single order
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Invoice States:
> Open – status when invoice is created and sent by the supplier
> Rejected – optional state change and notification by MOD
> Archived – transitions to this state after 180 days as ‘Open’, or 90 days as
‘Rejected’
> (Purge) – is removed from the system after 180 days as ‘Archived’
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Locate an Order
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‘Create Invoice’ Workflow
You can ‘Create Invoice’ from the list page, or click on the Order No. to go to the details
page for the order.
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Order Details – Check for Invoices
By clicking on the Invoice Info tab, you can see if the order was already invoiced.
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Create Invoice from ‘Order Details’ Tab
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Invoice Header Section
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Invoice Header – Data Fields
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The required fields are:
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Invoice Number – system-generated, can be edited, up to 35 characters
(IMPORTANT: Do not use any special characters. This may delay or prevent payment!)
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>
Invoice Type – defaults to ‘Debit’, can change to ‘Credit’
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Previous Invoice Number – becomes a required field when you create a credit note
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Supplier VAT No. – can be set up with a default value
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Supplier Country – populates from order, can be edited on invoice
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GAX Code – this must be exactly 7 characters, can be set up with a default value
>
Tax Point Date – this field defaults to today’s date but can be edited. For draft invoices, the
date the invoice was originally created stays the tax point date (unless modified by the user).
>
Total VAT in Pound Sterling – becomes a required field if the currency is NOT ‘GBP’
Review and update the optional fields where applicable
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Select Lines & ‘Add Tax’
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The taxes work the same as before – open the middle section, select rows
and ‘Add Tax’.
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‘Value Added Tax ID’ Flag
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Scroll all the way to the right to see the ‘Value Added Tax ID’ flag
When set to ‘Yes’, you need to assign VAT for that line
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Line Data Fields & ‘Send Invoice’
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Create a Draft Invoice
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Create a Draft Invoice
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Search for Draft Invoices
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Drafts are stored in a separate ‘Draft Invoice’ workflow, until the invoice is sent.
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Finalize/Send Draft Invoices
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You can edit the draft version and then send the invoice from the list page or details page.
Once an invoice is sent, it cannot be edited.
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‘Invoice Info’ Tab on PO
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‘Invoiced Qty’ on PO
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Credit Notes
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For credit notes, the creation process is the same
Select ‘Credit’ as the Invoice Type
Enter the previous (debit) invoice number in the Previous Invoice Number field
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Rejected Invoices
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If the MOD rejects your invoice, you will receive an email notification from Exostar
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Locate ‘Rejected’ invoices from the link on My Workspace
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Rejected Invoices
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Scroll down in the header section of the invoice to see the ‘Buyer Message’ for more
details.
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Print an Invoice
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Print an Invoice
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End Session 1: Orders & Invoices
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