Invoices Boeing Supply Chain Platform (BSCP) Detailed Training January 2015

Table of Contents 1 Slide NumberTraining Topic 2 Explain the invoice process in BSCP 9 Create invoices 22 Enter data on invoices 31 Create draft invoices 36 Locate invoices in BSCP and view status/history 44 Print invoices 47 Download invoice data from BSCP 51 Upload invoice data into BSCP 57 Set up default values for invoice data

2 Explain the Invoice Process in BSCP

BSCP Process: Invoices Select items to be invoiced Enter Invoice data (Optional) Boeing sends Invoice Status to BSCP Finish Create Invoice Send Invoice 3

Business Process 1.Suppliers can create and send Invoices to Boeing through BSCP. 2.Boeing can respond and provide an invoice status for Suppliers to view. If the invoice is not accepted, Boeing provides a Rejected Invoice Alert with an error code message for the line that has not been accepted. Invoice Invoice Status Boeing Supplier 2 1 4

Invoice Creation - Overview An invoice can be created against purchase orders that exist in BSCP. Each invoice line refers to one order schedule line, and hence an invoice can refer to multiple lines of the same order. However, invoices cannot be created across multiple orders. Invoices can only be created for orders in a state of: a.New b.Updated c.In Process d.Accepted e.Acknowledged with Exceptions Invoice Line Item Header Line Item 5

Invoice Creation Rules An order schedule line can only be included on an invoice if the ‘e-Invoice’ flag for that line is set to “Yes”. The invoice quantity is editable by a Supplier but the price is provided by the Buyer. To change a price, a change order with the new price must be sent by the Buyer. Once an invoice is sent, a supplier cannot update or cancel the invoice in BSCP. However if an invoice needs to be cancelled, the supplier should contact the Buyer. For SSPN Orders Only: Taxes can be applied to the applicable lines of an invoice. A separate credit invoice can be generated to update the total quantity and/or value that have been invoiced for an order line. 6

Invoice States and Definitions Sent – supplier creates an invoice line with reference to an order in BSCP. In Process – (used by BDS only) buyer indicates that an invoice line is being processed. Rejected – buyer rejects an invoice line. If one line is rejected, the entire invoice status at the header becomes ‘Rejected’ – but the lines retain their own status. Accepted – (used by BDS only) buyer indicates that an invoice line has been accepted for payment. Archived – BSCP automatically transitions an invoice line to this state 180 days after the ‘Last Updated Date’. 7

BuyerSupplier Invoice User Interface per Role Buyers and Suppliers can search, print, and view the history of invoices. Only a Supplier can create invoices. Only a Supplier can create, search or view draft invoices. 8

9 Create Invoices

‘e-Invoice’ Flag on Order Lines You can only create Invoices for order schedule lines that have the ‘e-Invoice’ flag set to ‘Yes’. You can check to make sure that an order line is allowed to be invoiced in BSCP: A.On the navigation tree, go to Order Management  Discrete Order  Search B.Enter the ‘Order Number’ (use asterisks as wildcards) and then click the Search button C.On the list page of search results, scroll to the right and look for a Yes in the ‘e-Invoice’ column for the line that you want to invoice (If the flag is No, it will not be in the search results for the ‘Create Invoice’ workflow.) 10 A B C

An invoice can be created from these starting places in BSCP: 1.Create Invoice workflow on navigation tree (preferred method) 2.Create invoice from the Order Summary workflow (use to invoice all order lines) 3.Create invoice from the Order Search workflow (use to invoice some order lines) Create an Invoice - Options

Option 1: ‘Create Invoice’ Workflow 1.On the navigation tree, go to Order Management  Invoice  Create Invoice 2.Enter search criteria (i.e. Order Number) to locate the order(s) for the invoice. It must exactly match what is in the system. 3.Click Search Note: Add ‘*’ on both sides of data to improve search results (*123*)

Option 1: ‘Create Invoice’ Workflow 4.Use checkboxes to select the order schedule lines to be included on the invoice 5.Click Next Note: The list page includes all schedule lines on the order, not just those that have not been fully invoiced

Option 1: ‘Create Invoice’ Workflow 6.Fill in information for the invoice (see next section for details) 7.Click the Send Invoice button to send the invoice to Boeing The invoice is automatically sent once ‘Send Invoice’ is selected! To save the invoice and send it manually at a later time – see the section on ‘Draft Invoices’

Option 2: From ‘Order Summary’ Workflow 1.On the navigation tree, go to Order Management  Discrete Order  Summary 2.Enter search criteria (i.e. Order Number) and click Search 3.Click on the number from the Total column

Option 2: From ‘Order Summary’ Workflow The ‘Discrete Order List’ page that appears is showing one row of data per order 4.Select the order to be invoiced 5.Click Create Invoice Note: Creating the invoice from the ‘Summary’ workflow, assumes that all order lines for the selected order should be included on the invoice

Option 2: From ‘Order Summary’ Workflow 6.Fill in information for the invoice (see next section for details) 7.Click the Send Invoice button to send the invoice to Boeing The invoice is automatically sent once ‘Send Invoice’ is selected! To save the invoice and send it manually at a later time – see section on ‘Draft Invoices’

Option 3: From ‘Order Search’ Workflow Use this option when already viewing an order, or to select a few items to invoice from the order. 1.Go to Order Management  Discrete Order  Search 2.Enter all or part of the ‘Order Number’, with asterisks on both sides of the data 3.Click Search

Option 3: From ‘Order Search’ Workflow 4.Select the items to be invoiced – you can only select items with e-Invoice set to ‘Yes’ 5.Click Create Invoice Option: Click the Order Number link (A) to go to the Order Details Page, then select items from there and click Create Invoice (B) A B B

Option 3: From ‘Order Search’ Workflow 6.Fill in information for the invoice (see next section for details) 7.Click the Send Invoice button to send the invoice to Boeing The invoice is automatically sent once ‘Send Invoice’ is selected! To save the invoice and send it manually at a later time – see section on ‘Draft Invoices’

Creating Invoices for Large Orders If you need to select order schedule lines for an invoice from a set of more than 20 order lines, you will be selecting the lines from across multiple pages of order lines. For this scenario, you MUST use Option #1 (the ‘Create Invoice’ workflow). That process allows you to select order lines on more than one list page of order lines. Note: If you try to select order lines on multiple pages from the ‘Create Invoice’ button on an Order List or Order Details page, ONLY the checkboxes on the current, viewable page will be returned. 21 Example: From the ‘Create Invoice’ workflow - if you select 2 items on page one, select 3 items on page two and then 1 item on page three, all 6 items would be included on the invoice. From the ‘Create Invoice’ button on an Order Detail or Order List page – the same selections would add only the 1 item from page 3 (or the last page that you were on).

22 Enter Data on Invoices

Invoice: Pre-Populated Data Many data fields on the shipment are pre-populated from: Values on the purchase order >Examples - Addresses, Item Numbers, Unit Price, Payment Terms etc. Values that are system-generated >Examples – Invoice Submitted Date, Invoice Type, Total Amount Default values set up by an administrator as ‘Preferences’ >An administrator can set default values that will apply to all newly created invoices (see subsequent slides in this section) >Examples – Tax Type, Tax Category 23

Data Fields That Can Be Edited Required data fields: Invoice Number – defaults to blank, must be alphanumeric value up to 64 characters >Boeing systems only accept a max of 22 (no special characters allowed) Invoice Type – defaults to ‘Debit’ but can be set to ‘Credit’ Quantity – this value defaults to the quantity that is left to be invoiced, the system will allow invoicing for more than the amount left to be invoiced, but it provides a warning when that is the case. Supplier Invoice Date – this is REQUIRED by Boeing, use a YYYY-MM-DD format Optional data fields: >Buyer Contact – pre-populates from the purchase order but can be edited >Supplier Contact – pre-populates from the purchase order but can be edited >Supplier Message – optional, the message can be up to 255 characters. For supplier internal use only – Boeing systems cannot accept messages for invoices. >Taxes – see separate ‘Taxes’ section of this document 24

Enter Data on the Invoice 1.Enter your Invoice Header data (Invoice Number, Invoice Type, Supplier Invoice Date etc.) 2.Enter your Invoice Line Items data (Quantity, Taxes etc.) Header Line Items

Quantity Values The default quantity will populate on the invoice at the amount that is left to be invoiced for each order line If you enter a quantity that is more than the amount left to be invoiced through BSCP, you will see a gold highlighting. Hover over the gold background at the ‘Quantity’ data field to see the error message (A). A 26

Add Tax for Multiple Line Items In the middle of the Invoice 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 ‘Net Taxes’ at line level, and ‘Total Tax’ at header will update. 3 27

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 additional taxes, then click Save. ‘Total Tax’ will update (A) A

Create Invoice – Final Step 7.When the data is all filled in, click Send Invoice. The system will redisplay the newly created Invoice and automatically send the information to Boeing’s system. Once sent, it cannot be modified! Note: See next section for details on ‘Draft Invoices’. 7 29

Credit Invoices To create a credit invoice, follow the same process as for a debit invoice. 1.Change the Invoice Type to ‘Credit’ Note: The ‘Quantity’ should be positive numbers – using an invoice type of ‘Credit’ means it is a deduction. 1 30

31 Create Draft Invoices

Save a ‘Draft Invoice’ Version To hold an invoice as a draft version (and delay sending), click on Save Draft (instead of ‘Send Invoice’) when you are creating the invoice. 32 Note: You cannot print a draft invoice.

Locate and Publish Draft Invoices Go to Order Management  Invoice  Draft Search 2.Enter search criteria to locate the draft, then click Search 2

Locate and Publish Draft Invoices From the Invoice Draft List page, click on the Invoice Number link (Optional) It is also possible to delete the draft by selecting the draft invoice and then clicking the ‘Delete Draft’ button.

Locate and Publish Draft Invoices 4.Once the invoice is ready to send to Boeing, click Send Invoice You can also delete or update the draft version of the invoice Note: Draft versions of invoices 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 invoice is moved out of draft status. 35 4

36 Locate Invoices in BSCP and View Status

Locate an Invoice 1.On Navigation Tree, click Order Management  Invoice  Search 2.Enter search criteria – you can search by Order Number, Part Number, Invoice State etc. 3.Click Search

Locate an Invoice 4.From the Invoice List page, click an Invoice Number link 5.On the Details page, use the scroll bars to view additional details

Invoice Status on My Workspace 1.On Navigation Tree, click My Workspace 2.In the Invoice Summary section, the number of invoice lines per state are listed 3.Click on the number link in the ‘Total’ column to see the actual invoice lines (i.e. Rejected)

Invoice Status on Order 40 The Order Details tab shows the aggregated ‘Invoiced Qty’ for each order schedule line.

Invoice Status on Order 41 The Invoice Info tab shows a summary of the invoices against this order. It also indicates the ‘PO Line ID’ and ‘PO Schedule ID’ for each row.

Rejected Invoices 1.On the navigation tree, click My Workspace 2.In the Invoice Summary section, the number of invoice lines per state are listed 3.Click on the number link in the ‘Total’ column for the rejected invoice lines

Rejected Invoices 4.For rejected invoices, scroll all the way to the right to see ‘Item Error Codes’ and ‘Item Error Messages’ 5.Click on the ‘View’ link to see the detailed error message for one line 6.When finished, click the Close button to close the pop-up window

44 Print Invoices

Go to Invoice  Search and enter the Invoice Number or Order Number and click Search. On the list page, click on the Invoice Number to open the Invoice Details page. A.Click on the Print Invoice button to generate a written copy of the Invoice details. B.Select to Save or Open to print the invoice. 45 B A Note: Do not send paper printed invoices to Boeing.

Print Issue: ‘Please Wait Screen’ Users with certain browser versions may see this screen when printing. If the screen does not close automatically after seconds, manually click the ‘X’ (1) to close it. The Open/Save pop-up window is behind the ‘Please wait…’ screen. 46 1

47 Download Invoice Data from BSCP

Identify Invoices to Download 1.On the navigation tree, go to Order Management  Invoice  Search 2.Enter search criteria – for example, you can download all ‘Rejected’ invoices, or all invoices created in the last week 3.Click the Search button

Download Invoices From the list page, it is easy to download the Invoice information in an Excel format 4.Click the Download Invoices button (this downloads data from across all pages) 5.In the pop-up window, click Next and then select to ‘Open’ or ‘Save’ the file Note: If Step 5 does not work, try holding down the Ctrl key while you click ‘Next’. Or, use the Upload/Download workflow to download information

Example of Download (from List Page) 50 Since the data was downloaded from the Internet, you might need to click the “Enable Editing’ button (A) at the top of the Excel sheet before you can edit the Excel data. A Note: You can modify the layout of the download file – i.e. data fields to include and in what order (See help file for more information).

51 Upload Invoice Data into BSCP

Upload Invoice Data It is possible in BSCP to upload invoice data from an Excel file – you will first need to download an example of the file format. 1.Go to Upload/Download  Downloads  Order Management  Invoice 2.Enter search criteria for some data to download (this provides an example of formatting) 3.Click Search to Download

Upload Invoice Data 4.You must select Invoice Download version, as this provides the format that is needed to create a successful upload 5.Click the Refresh icon until the Status is ‘Completed’ 6.Then click the File Name

Upload Invoice Data In the pop-up window, click to Open or Save the file The downloaded file is in Excel format (.xls). Note: You may need to click an Enable Editing button (A) in Excel to begin working in the document. Remove from the file all of the sample data that was downloaded and then enter the new Invoice data to be uploaded. 54 A

Upload Invoice Data 7.Go to Upload/Download  Uploads  Order Management  Invoice 8.Click the Browse button

Upload Invoice Data 9.In the pop-up window, locate the upload file and then click Open. In the main window, click the Next button. 10.Click the Refresh icon until the Status is Completed A Note: A red exclamation icon (A) means there was an upload error – click the icon for details. Modify the file and then upload it again.

57 Set Up Default Values for Invoice Data

Set Up Default Values Most of the data on an invoice comes from an order. However, there are some data values that are used all of the time on invoices that are not part of the order information (such as the tax types and rates). These data fields can be set up in the ‘Supplier Preferences’ section so that they will prepopulate when an invoice is created. You must be an administrator to set up preferences. If you are an administrator, your role on the top of the screen will say ‘SAdmin’. For help identifying your administrator, contact Exostar Customer Support at 58

Set Up Default Values To Set Up Your Organization’s Preferences Log into BSCP as an administrator 1.On the navigation tree, go to Administration  Supplier Preferences 2.On the search screen, click the Search button to list your account on the next screen

Set Up Default Values Enter data for the default values – use the second row to enter your data (A)! 3.Scroll to the right to see the invoice-related fields. You can select a ‘Tax Category Code’ and a ‘Tax Type Code’. Note: The values that you select will pre-populate on all invoices for your organization that are created going forward. The user creating the invoice has the option to change the values. 4.Continue scrolling to the right where you can enter default values for ‘Tax Payment Method’ and ‘Tax Percent’. 5.When finished, click the Submit button A

61 End - Invoices