Copyright CovalentWorks Training Guide for Invoices MYB2B Powered by CovalentWorks

Copyright CovalentWorks Getting Started To create an invoice, first go to the purchase order for which you want to create an invoice. You can go to the purchase order by either clicking on the link in the notification that was sent to you for the purchase order or by going to the Search screen and finding the purchase order you need.

Copyright CovalentWorks Getting Started Then click on this link on the purchase order to begin creating an invoice.

Copyright CovalentWorks Invoice Basics After you click on “Create Invoice”, the invoice form shown here will be displayed. Much of the invoice data is automatically filled in for you based on your trading partner’s PO.

Copyright CovalentWorks Invoice Basics The bottom of the invoice is shown here. You can scroll down and across to access all of the invoice fields. You will need to review the fields copied from the purchase order and enter any required mandatory fields that were not copied from the purchase order.

Copyright CovalentWorks Invoice Basics All mandatory fields have a red asterisk (*) preceding the field name. Fields that are blank to not have to be entered unless they are marked with the red mandatory asterisk (*). You can change any of the fields that were copied from the PO if necessary. However, most of the time you will not want to change the fields copied from the PO.

Copyright CovalentWorks Invoice Basics You will be able to add or remove lines and update existing lines. We will show you how later in this presentation.

Copyright CovalentWorks Invoice Basics The very last step will be to click the “Submit Invoice” button to send the invoice to your trading partner. This button will be grayed out until you have entered the required mandatory fields and updated the invoice totals. This will be explained further later in the presentation

Copyright CovalentWorks Invoice Header Information Now let’s take a closer look at the fields in the header area at the top of the invoice

Copyright CovalentWorks Invoice Header Information PO Nbr: This is the Purchase Order Number. PO Date: This is the date the PO was created. It is displayed in YYYY-MM-DD format. Contract Nbr: This is the contract number between your trading partner and your company. The “Contract Nbr” is blank in this example because the trading partner did not send a contract number in the purchase order. Any other blank fields you see on the invoice form were not sent by your trading partner on the purchase order.

Copyright CovalentWorks Invoice Header Information Bill To: This is the address where your invoices will be approved for payment. Note that you will send all of your invoices electronically through MyB2B. You should not mail any hard copy invoices to your trading partner. Click here to change the “bill to” information if necessary.

Copyright CovalentWorks Invoice Header Information Enter the new bill to information in the yellow boxes. Be sure to click the “Save” button to save the new bill to information for this invoice. Or click “Cancel” if you do not want to save the new bill to information

Copyright CovalentWorks Invoice Header Information Ship To: This is the location to which you shipped the items. Click here to change the “ship to” information if necessary.

Copyright CovalentWorks Invoice Header Information Enter the new ship to information in the yellow boxes. Be sure to click the “Save” button to save the new ship to information for this invoice. Or click “Cancel” if you do not want to save the new ship to information

Copyright CovalentWorks Invoice Header Information This area displays header fields that are specific to you and your trading partner. If any of these fields are also present on the PO, then the value is copied from the PO to the invoice. You can change these fields if necessary. You will notice different fields displayed here if you use MyB2B for more than one trading partner.

Copyright CovalentWorks Invoice Header Information Here is an explanation for the fields that most often appear in this section: Date Shipped: This is the date you shipped the items to the trading partner. SCAC Code: Enter the four letter abbreviation for the carrier that shipped the items. You will find the SCAC abbreviation on the Bill of Lading from the carrier. For example, Federal Express is FEDX, UPS is UPSN. Bill of Lading Number: Enter the Bill of Lading number shown on the Bill of Lading from the carrier.

Copyright CovalentWorks Invoice Header Information Here is an explanation for the fields that most often appear in this section (continued): Transport Method/Code: Select the appropriate method from the drop down box list. Nbr of Units Shipped: Enter the Lading quantity from the Bill of Lading. This will be the same as the Lading quantity on the Advance Ship Notice.

Copyright CovalentWorks Invoice Header Information You will notice different fields displayed here if you use MyB2B for more than one trading partner. Refer to the EDI Guide issued by your trading partner or contact your CovalentWorks Client Service Manager for further explanation of these fields. Fields that are blank were not sent by your trading partner on this PO.

Copyright CovalentWorks Invoice Line Items Please take a moment to read these instructions.

Copyright CovalentWorks Changing Invoice Line Items Fields in an existing line item can be edited by clicking on the “Line Nbr” for that line item.

Copyright CovalentWorks Changing Invoice Line Items Clicking on the line number also brings up an editable section for the line to be changed. You will make changes to fields in this section. All mandatory fields have a red asterisk (*). After you click on the line number, the background color for the line will change from gray to purple.

Copyright CovalentWorks Changing Invoice Line Items You can change any of the fields for that line in this area. You will need to enter data for mandatory fields marked with a red asterisk (*). Line number can not be changed.

Copyright CovalentWorks Changing Invoice Line Items Save your changes by clicking on the “Update Line Item” button. Your changes will not be saved on the invoice unless you click on the “Update Line Item” button. You can choose to discard the changes (not save) by clicking the “Cancel” button.

Copyright CovalentWorks Adding a New Invoice Line Click here to add a new line to the invoice. You may want to add new lines for shipping charges or other allowable charges that were not on the PO. Refer to your contract with your trading partner for business rules about charges that you can add to your invoice.

Copyright CovalentWorks Adding a New Invoice Line Clicking the Add New Line button brings up an editable section for the new line. All mandatory fields have a red asterisk (*).

Copyright CovalentWorks Adding a New Invoice Line The new line number is automatically inserted here. You can not change the line item number.

Copyright CovalentWorks Adding a New Invoice Line After entering data in the line item fields, you will save the new line by clicking on the “Add Line Item” button. Or you can choose to discard the data (not save) by clicking the “Cancel” button.

Copyright CovalentWorks Invoice Line Item Fields Now let’s review the fields in the line item area in more detail.

Copyright CovalentWorks Invoice Line Item Fields Line Nbr: This is the line number and is the same as the line number on the PO. Lines are usually numbered sequentially. Supplier Item Nbr: Displays your Item Number if it is available on the PO from your trading partner. Item Description: This is a free-form description of the item as sent by your trading partner on the PO. Ordered Quantity: This is the quantity requested by your trading partner for the line item and is copied from the PO..

Copyright CovalentWorks Invoice Line Item Fields Invoiced Quantity: This is the quantity for which you want to bill your trading partner. Its value is the same as the ‘Ordered Quantity’ on the PO. You can change this value if desired. UOM: This is the Unit of Measure for the line item. For example EA means each. CA means case. Req. Ship Date: This is the shipping date requested by your trading partner for the line item. It is displayed in YYYY-MM-DD format. Actual Ship Date: This is the date that you actually shipped this line item. Its value is defaulted to “Req. Ship Date”. You can change this date if you wish. Use YYYY-MM-DD format.

Copyright CovalentWorks Invoice Line Item Fields Buyer Item Nbr: Displays your trading partner’s item number if it is available on the PO. Unit Price: This is the price for one of your items. It is shown in dollars. Extended Amount: This is calculated by multiplying the invoiced quantity times the unit price. It is shown in dollars. Comments: General comments, if any, for this line item are shown here.

Copyright CovalentWorks Invoice Line Item Fields Fields to the right of the Comments field show you invoice line item fields that are specific to your trading partner. You will notice different fields displayed here if you use MyB2B for more than one trading partner. Refer to the EDI Guide issued by your trading partner or contact your CovalentWorks Client Service Manager for further explanation of these fields. Fields that are blank were not sent by your trading partner on this PO.

Copyright CovalentWorks Invoice Summary Fields Now let’s review the summary fields at the bottom of the invoice. As always, mandatory fields are marked with a red asterisk (*).

Copyright CovalentWorks Invoice Summary Fields Invoice Nbr: Enter the invoice number from your accounting system in this field. You must enter a unique invoice number for each invoice you send - i.e. you can not use the same invoice number more than once. Some trading partners only allow numbers in this field. Invoice Date: This is the date of your invoice date. MyB2B will automatically enter today’s date. You can change the date if want. The format for the date is YYYY-MM-DD.

Copyright CovalentWorks Invoice Summary Fields Most of our clients do not enter or change data in these fields. There may be amounts displayed in these fields that you previously entered in the invoice header area. Please ask your CovalentWorks Client Service Manager if you have questions about these fields.

Copyright CovalentWorks Invoice Summary Fields Sale Amount: This is a calculated field and is the subtotal of the extended prices of the line items on the PO, expressed in dollars. Total Amount: This is a calculated field and is the grand total expressed in dollars. It is calculated as: Total Amount = (Sale Amount) + (Tax Amount) + (Shipping Amount) + (Misc Charges) – (Discount amount)

Copyright CovalentWorks Invoice Total Amount The “Update Total” button must always be clicked before you can click the “Submit Invoice” button below. This is true even if you did not change any amounts or add any lines. The writing on the “Submit Invoice button will be grayed out until you have clicked on the “Update Total” button.

Copyright CovalentWorks Invoice Total Amount Clicking the “Update Total” button will update the “Total Amount” with the amount changes and also enable the “Submit Invoice” button.

Copyright CovalentWorks Submit Invoice Clicking the “Submit Invoice” button sends the invoice to your trading partner. A message will be displayed after you click on the button. The message will say “the transaction has been sent to the buyer.”

Copyright CovalentWorks Submit Invoice We recommend that you closely monitor your first three invoices. Inform your CovalentWorks Client Service Manager when you send them and check with your EDI partner’s Accounts Payable department to be sure you have successfully followed all of their invoicing business rules. Go to the Search screen to review all of your submitted invoices and see a confirmation of receipt by your trading partner. You can also print a copy of your invoices from the Search screen.

Copyright CovalentWorks Options for Other Tasks We will now review the area at the top of the invoice form that allows you to go to other tasks.

Copyright CovalentWorks Options for Other Tasks Click on this link to generate UCC numbers for your shipping labels Click on this link to go to the purchase order.

Copyright CovalentWorks Options for Other Tasks Click here to see an on-line help manual. Click here to log out of MyB2B. Click here to send an to Customer Care at CovalentWorks. Your will be directed to your Client Service Manager.

Copyright CovalentWorks Conclusion Thank you for reviewing the MyB2B Invoice Training Guide.