Create eInvoices Training Presentation for Supply Chain Platform: Rolls-Royce February 2014

eInvoice Business Process eInvoices are created in SCP-RR by suppliers. A lot of the eInvoice data is carried over from the Purchase Order – which minimizes data entry and errors. For easy reference, eInvoices are linked back to the orders in SCP-RR. eInvoices are created in an ‘Open’ state in SCP-RR. Suppliers cannot update or cancel an eInvoice – however, a credit invoice can be issued. An eInvoice that is not modified for 120 days will move to an ‘Archived’ state. eInvoices are sent from SCP-RR to Rolls-Royce’s backend system. The eInvoices are checked by Rolls-Royce for accuracy. If the eInvoice is correct, it is passed on to Accounts Payable for payment. If the eInvoice contains errors or inaccurate data, you will be contacted by Rolls-Royce and asked to create a new eInvoice. 1 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create eInvoices 2 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate the Order to Invoice Go to Order Management  Purchase Order  Search Enter the ‘Order Number’ – can use asterisks as a wildcard on both sides of the number 3 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create eInvoice from Order List Page Select the purchase order lines to be invoiced Then click Create eInvoice 4 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

(Optional) Check If Order Was Invoiced To check if you have already invoiced for this order, click on the ‘Order Number’ link from the list page. This takes you to the Order Details page. Go to the Invoice Info tab. If it says “No Invoice Line Item(s) found.” then you have not invoiced for the order yet. 5 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create eInvoice from Order Details Page Also from the Order Details page (the Order Details tab), you can select lines to invoice. Then click the Create eInvoice button. 6 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Create eInvoice’ Form – 3 Sections 7 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

eInvoice – Header Section Most of the information on the eInvoice is carried over from the purchase order in SCP-RR. Required fields are marked with red asterisks. Many fields have default values, but can be edited. 8 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

eInvoice – ‘Bank Account Number’ Scroll down in the header section to locate ‘Bank Account Number’. This field is required. If you do not have a bank account number, enter ‘N/A’. The number (or N/A reference) can be set up as a default value - see next slide. 9 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Set Up Default Values for eInvoices A user with an Administrator role can enter default values for some eInvoice data fields. The default values apply to ALL users in that account and ALL new eInvoices. 1.On the navigation tree, go to Master Data  Supplier Attributes 2.Click Search (you do not need to enter ‘Supplier MPID’ or ‘Supplier Name’ information) 3.Enter data to be applied as defaults (users can override the default values when they create eInvoices) Note: Use the 2 nd row to enter your data - scroll all the way right to enter ‘Bank Account Number’. 4.When finished, click Submit Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 10

Add Tax to a Single Line Item 1.To add taxes at the line item level, in the Taxes column click the ‘Details’ link. 2.In the Add Tax dialog box, enter at least the required fields. >If you select ‘Other’ for any field, you must specify its value in the adjacent field. 3.Click Add. 4.Repeat steps 2 and 3 for any additional taxes, when finished click Save Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Add Tax for Multiple Line Items In the middle of the eInvoice Creation page, there is a drop-down section where you can apply taxes to multiple line items at the same time (A) A 1.Select lines items to receive tax 2.Click ‘+’ to open tax section 3.Enter tax info 4.Click Add Tax 3 12 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

eInvoice Lines – Confirm ‘Qty Invoiced’ 13 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential The ‘Qty Invoiced’ in the line items section will be the amount left to invoice for that item. If you choose to increase the quantity, you will see a warning message but it is permitted.

Create eInvoice – Final Step When the data is all filled in, click Send eInvoice. The system will redisplay the newly created eInvoice and automatically send the information to Rolls-Royce’s system. Once sent, it cannot be modified! Note: See next section for details on ‘Draft eInvoices’. 14 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential

15 Create Draft eInvoices

Save a ‘Draft eInvoice’ Version To hold an eInvoice as a draft version (and delay sending), use Save Draft. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 16 Note: You cannot print a draft eInvoice.

Locate and Publish Draft eInvoices Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential Go to Order Management  eInvoice  Draft Search 2.Enter search criteria to locate the draft, then click Search 2

Locate and Publish Draft eInvoices Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential From the eInvoice Draft List page, click on the Invoice Number link to see more details. (Optional) It is also possible to select one or more drafts from this list page and then click the ‘Send eInvoice’ or ‘Delete Draft’ button.

Locate and Publish Draft eInvoices 4.Once the eInvoice is ready to send to the buyer, click Send eInvoice You can also delete or update the draft version of the eInvoice (‘Save Draft’). Note: Draft versions of eInvoices are not visible by users with other roles. If a draft is created by a user with an administrator role (SAdmin), it will not be visible to someone using a regular user role (SUser) until the eInvoice is moved out of draft status. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 19 4

Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 20 Create a Credit eInvoice

The credit eInvoice process in SCP-RR includes issuing a credit invoice that matches up to the eInvoice that is incorrect/incomplete, and then creating another debit eInvoice if required. From the navigation tree, go to Order Management  eInvoice  Create eInvoice Enter the Order Number and click Search. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 21

Create a Credit eInvoice On the list page, select order lines and click Next. Note: All of the lines selected must be from the same order. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 22

Create a Credit eInvoice On the Create eInvoice page, be sure to select ‘Credit’ as the Invoice Type If applicable, include the original invoice number in the new one. For example, if the original number was ‘SYSINV1025’, then use ‘SYSINV1025-cr’ for the credit eInvoice. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 23

Create a Credit eInvoice The quantities on a credit eInvoice should be positive numbers, as the Invoice Type of ‘Credit’ will represent that this is a deduction from the order’s requested quantity. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 24

Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 25 Locate and Print eInvoices in SCP-RR and View Status

Locate an eInvoice 1.On the navigation tree, click Order Management  eInvoice  Search 2.Enter search criteria – note that you can also search by Order Number or Item/Part No. 3.Click Search Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 26

Locate an eInvoice 4.From the eInvoice List page, click an Invoice Number link 5.On the Details page, use the scroll bars to view additional details Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 27

Print an eInvoice 6.On the eInvoice Details page, click the Print eInvoice button 6 Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 28

Print an eInvoice - Example eInvoices are available in ‘pdf’ format. Choose to Open or Save in the SCP-RR pop-up window, then click the Print, , or Save icons in Adobe Reader. Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 29

eInvoice Status on My Workspace If Rolls-Royce is providing you with eInvoice Status, the information is shown on My Workspace based on it’s status (i.e. Rejected, Paid or Query). ‘Query’ provides an error message. 1.On the navigation tree, click My Workspace. 2.Scroll down to the eInvoice Summary section, the number of lines per state are listed. 3.Click on the ‘Total’ number link to see the actual invoice lines Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 30

eInvoice Status on Order Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 31 By scrolling to the left at the line level, the Order Details tab shows the aggregated ‘Net Invoice Amt’ and ‘Invoiced Qty’ for each order schedule line. It also shows the ‘Payment Status’ and ‘Qty Remaining to Invoice’.

eInvoice Status on Order Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 32 The Invoice Info tab shows a summary of the eInvoice lines against this order. It also indicates the ‘Order Line ID’ for each row.

Copyright 2014 Exostar LLC. All Rights Reserved. Proprietary and Confidential 33 End: Create eInvoices