Create a PO-Based Invoice P2P Module: Ariba P2P INVOICING Note: This content is subject to change. Please click on the link below for latest version http://eportal.sccgov.org/sites/proc/training/Pages/Ariba-P2P.aspx Inv Module 3 - Create A PO Based Invoice

Accept Expected PO Amount? Ariba Invoice Flow Supplier Department AP Processer AP Supervisor or Cost Center Approver SAP Send Invoice Submitted via AN? No Review Invoice No Yes Enter Invoice Exceptions? Yes Accept Invoice Amount? No Accept Expected PO Amount? Yes No Yes Reject Dispute or Reject No Approve? Yes Receive OK to Pay Inv Module 5 – Approve an Invoice

Locate the PO If the supplier did not include the PO number on the paper invoice, search for the PO and record the number. In the command bar, click Search and select Purchase Order. Inv Module 3 - Create A PO Based Invoice

Create a PO-Based Invoice Option 1: Click Create and select Invoice. Option 2: In the Common Actions portlet, click Create > Invoice. Inv Module 3 - Create A PO Based Invoice

Enter header Data Do not select Contract- Based Invoice or Non- PO Invoice. You will receive errors. Enter the Supplier Invoice # and Date. Note: All letters must be UPPER CASE. In the Purchase Orders field, click the arrow to search for the PO. A number of header and line item fields will populate with the PO data. Enter the Deliver To person if needed. Inv Module 3 - Create A PO Based Invoice

Enter header Data (Continued) Check Remit To Address. If address does not match, click the arrow to search more address for the supplier. If no matching address, contact vendor to see if county need to update vendor master record. Inv Module 3 - Create A PO Based Invoice

Attach the Original Invoice Always attach scanned paper invoice. Click the Pin Icon to attach the paper invoice. Browse the invoice file and Click Add Attachment. Inv Module 3 - Create A PO Based Invoice

Update quantity, line item and tax code if necessary. Update Line Item Data Update quantity, line item and tax code if necessary. Click the Details to check the part #, plant, ship from and tax code etc. Update the Qty to match the quantity on the invoice. If tax code is not correct, change it to correct tax code. Inv Module 3 - Create A PO Based Invoice

Update Line Item Data (Continued) Accounting fields are carried from PO, not subjected to change on invoice. Click the Accounting data to check the accounting information. Do not change the accounting fields. After checking, click Done. Inv Module 3 - Create A PO Based Invoice

Update Line Item Data (Continued) Delete any PO line items not included on the invoice. Use the checkbox to select the line item. Click Delete and select Items. Inv Module 3 - Create A PO Based Invoice

Enter Tax or Shipping at Header Add tax and charges at header unless it only applies to a line item. Click Add and select Tax or Charges for Shipping or Handling. Inv Module 3 - Create A PO Based Invoice

Enter Tax / Shipping at Header (Continued) Always check tax rate to make sure correct tax rate is charged. Always leave Tax Type as Sales tax. Enter the tax Amount and click Add. Click Details to view the tax rate. Inv Module 3 - Create A PO Based Invoice

Enter Tax / Shipping at the Line Level Tax and charges can be added at the line level if apply to only one line item. Use the checkbox to select the line item. Click Add Item Details and select Tax or Charges for shipping. Inv Module 3 - Create A PO Based Invoice

Enter Tax / Shipping at the Line Level (Continued) Select Shipping Charges. Enter the amount and click Add. Click the Details to view shipping details. Click the number under Accounting to view accounting data. Inv Module 3 - Create A PO Based Invoice

Submit the Invoice Click Update on each section to update the amount after the change. Inv Module 3 - Create A PO Based Invoice

Submit the Invoice (Continued) After you have double checked your data entry, click Submit. The invoice will be saved in Ariba. An invoice reconciliation file will be created. If there are no exceptions, the invoice will go to OK to Pay. If there are exceptions, the AP team will receive the invoice reconciliation. Click Details next to Invoice Summary to check the details of the invoice. Make sure it matches the original invoice. Inv Module 3 - Create A PO Based Invoice

View the status of submitted invoice If IR document is in Paying status, invoice will be posted to SAP for payment. If in Reconciling status, need to reconcile the invoice. Click View the status after submitting invoice Inv Module 3 - Create A PO Based Invoice

System Demonstration In this demonstration, you will see how to Enter a PO-based invoice URL– https://sccgov-t.supplier.ariba.com/ad/register/SSOActions?type=full Inv Module 3 - Create A PO Based Invoice