How to Create eInvoices in SCP-RR Training Presentation for Supply Chain Platform: Rolls-Royce January 2016

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. Once your invoice has been accepted, you will be paid according to the contracted payment terms. If you have questions, contact your Rolls-Royce Finance Service Center. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create eInvoices Copyright 2016 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 Copyright 2016 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 Copyright 2016 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. Copyright 2016 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. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Create eInvoice’ Form – 3 Sections Copyright 2016 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. Copyright 2016 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. Copyright 2016 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. On the navigation tree, go to Master Data  Supplier Attributes Click Search (you do not need to enter ‘Supplier MPID’ or ‘Supplier Name’ information) Enter data to be applied as defaults (users can override the default values when they create eInvoices) Note: Use the 2nd row to enter your data - scroll all the way right to enter ‘Bank Account Number’. When finished, click Submit 1 2 3 3 4 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Add Tax to a Single Line Item To add taxes at the line item level, in the Taxes column click the ‘Details’ link. 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. Click Add. Repeat steps 2 and 3 for any additional taxes, when finished click Save. 2 3 4 1 Copyright 2016 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). Select lines items to receive tax Click ‘+’ to open tax section Enter tax info Click Add Tax A 2 3 4 1 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

eInvoice Lines – Confirm ‘Qty Invoiced’ 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. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

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’. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create Draft eInvoices Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Save a ‘Draft eInvoice’ Version To hold an eInvoice as a draft version (and delay sending), use Save Draft. Note: You cannot print a draft eInvoice. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate and Publish Draft eInvoices Go to Order Management  eInvoice  Draft Search Enter search criteria to locate the draft, then click Search 1 2 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate and Publish Draft eInvoices 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. 3 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate and Publish Draft eInvoices 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. 4 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Create a Credit eInvoice Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

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 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

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 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

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 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

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 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate and Print eInvoices in SCP-RR Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate an eInvoice On the navigation tree, click Order Management  eInvoice  Search Enter search criteria – note that you can also search by Order Number or Item/Part No. Click Search 2 1 3 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Locate an eInvoice From the eInvoice List page, click an Invoice Number link On the Details page, use the scroll bars to view additional details 4 5 5 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Print an eInvoice On the eInvoice Details page, click the Print eInvoice button 6 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

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, Email, or Save icons in Adobe Reader. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

View eInvoice Status Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

eInvoice - States In Process – the eInvoice is being reviewed by Rolls-Royce. Paid – the eInvoice has been processed for payment. Query – the eInvoice requires some clarification by the supplier (see eInvoice for details). Archived –an eInvoice automatically moves to the ‘Archived’ state in SCP-RR if it has not been modified in 120 days. The following states are not used for viewing eInvoice Status: Approved Rejected Open Open Unreferenced Note: Once your invoice has been accepted, you will be paid according to the contracted payment terms. If you have questions, contact your Rolls-Royce Finance Service Center. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

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. Paid or Query). ‘Query’ provides an error message. On the navigation tree, click My Workspace. Scroll down to the eInvoice Summary section, the number of lines per state are listed. Click on the ‘Total’ number link to see the actual invoice lines. 1 2 3 Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

View eInvoice Details The list page shows the eInvoices that were approved (or ‘Query’ etc. – based on the state selected on My Workspace). By scrolling to the right, you can see the invoice details for each item. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Download eInvoices for Reference From the list page, it is easy to download the eInvoice information in an Excel format. From the My Workspace (or from a Search page), go to a list page of eInvoices Click the Download eInvoices button (this selects across all pages) Click Next and then select to ‘Open’ or ‘Save’ the file Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Example of Download (from List Page) Since the data was downloaded from the Internet, you might need to click the “Enable Editing’ button at the top of the Excel sheet before you can edit the Excel data. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

Modify the Download Format You can modify the layout of the download file – i.e. data fields to include and in what order. After clicking the ‘Download’ button, you will see the Select Document Type pop-up Use the drop down for ‘Download Settings’ to select Create My Setting… Note: Once a setting is saved, it will appear on this list in the future and can be reused. Use left/right arrows to move data fields to the ‘Download Fields’ box Use up/down arrows to edit the order across the Excel spreadsheet Then determine the sort order When finished, enter a name for the saved setting, click Save As and then Update. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

eInvoice Status on Order 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’. Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

eInvoice Status on Order 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 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential

End: Create eInvoices Copyright 2016 Exostar LLC. All Rights Reserved. Proprietary and Confidential