1. Invoices Training Presentation for Supply Chain Platform: BAE Systems May 2015

2. Course Objectives After completing this course, you should be able to: >Describe the invoice process in SCP >Create an invoice in SCP >Create a draft version of an invoice >Locate an invoice in SCP >View invoice details on a PO >Review payment status on an invoice SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 1

3. Invoice Business Process Invoices are created in SCP by suppliers. A lot of invoice data carries over from the Discrete Order – minimizing data entry and errors. For easy reference, invoices are linked back to orders in SCP. Invoices are sent from SCP to the buyer’s purchasing system. The invoices are checked by BAE Systems for accuracy. If the invoice is correct, it is passed on to Accounts Payable for payment. If the invoice contains errors or inaccurate data, you may be asked by the buyer to create a new invoice. Note: Suppliers cannot update or cancel an invoice – however, a new credit invoice can be issued. BAE Systems may send a payment status, as an update to the invoice in SCP. 2 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

4. States for Invoices Open – supplier creates an invoice line with reference to an order in SCP. Open - Unreferenced – supplier creates an invoice line (via upload or integrated connection) that does not reference an order in SCP. In Process - buyer indicates an invoice line is being processed for payment Approved – buyer indicates an invoice line has been approved for payment Paid – buyer indicates an invoice line has been paid Rejected – buyer rejects an invoice line (this state has the highest priority, so that if any lines in an invoice are rejected then the header state of the invoice is ‘Rejected’) Archived – An ‘Open’ invoice that is not modified for 180 days will move to an ‘Archived’ state. Any other Invoice status will archive when it is not modified for 90 days. 3 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

5. Create Invoices 4 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

6. 1.On the navigation tree, go to Order Management – Discrete Order – Search 2.Enter the Order Number 3.Click Search Locate the Order to Invoice 5 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 1 1 2 2 3 3

7. Go to Order Details Page 6 Only discrete order schedule lines with the eInvoice flag set to ‘Yes’ can be included on an invoice in SCP. You can ‘Create Invoice’ from this Order List page. But it is recommended to open the PO and confirm that is was not invoiced already. 4.Click on the Order Number link to go to the Order Details page. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 4 4

8. Order Details Page – Check for Invoices 7 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 5.On the Order Details page, click on the Invoice Info tab. 6.Check that the order was not already invoiced. 6 6 5 5

9. Create Invoice from ‘Order Details’ Tab 8 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 7.Go back to the Order Details tab. 8.Select the order lines to be invoiced. 9.Then click the Create Invoice button. 7 7 8 8 9 9

10. ‘Create Invoice’ Form 9 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. The ‘Create Invoice’ form has three sections – the header, invoice lines and tax section.

11. Invoice – Header Section 10 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. Most of the invoice data comes from the PO. Invoice Number – this is system-generated but you can change it Invoice Type – defaults to ‘Debit’, can select ‘Credit’ Note: Pack Slip is a required field! Total Amount – calculated by SCP, quantity X price per PO line, plus taxes, allowances and charges

12. Invoice – Line Items Section 11 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. Scroll across the line items section and check that the information is correct for your invoice. If you change a quantity (‘Qty Invoiced’ field), click the Recalculate button.

13. Add Taxes to an Invoice 12 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. Scroll to the right in the line items section to see the ‘Net Taxes’ per line 1.Click on the ‘Tax applied to all checked line items’ section to be able to apply taxes to lines 1 1

14. Note: ‘Total VAT in Pound Sterling’ becomes a required field if you are using ‘Value Added Tax’ as the Tax Type and the invoice is not in GBP. Select Lines & ‘Add Tax’ 13 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 2.Enter tax information in the tax section 3.Select the lines that will get the tax 4.Click the Add Tax button 2 2 3 3 4 4

15. ‘Net Taxes’ Are Added 14 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. You can see that the ‘Net Taxes’ have been applied to the lines that were selected.

16. Create the Invoice Record in SCP 15 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. Once your data is filled in, you must send the invoice to BAE Systems by clicking the Send Invoice button. You can also save the invoice as a draft (see next section).

17. You will see a confirmation message at the top of the page. The invoice number is a link that will take you to the Invoice Details page. Once the invoice has been sent: The invoice becomes a record in the system and can be located using ‘Search’ The state of ‘Sent’ is applied to the invoice The print button appears so that you can get a copy of the invoice Invoice Confirmation 16 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

18. Credit Invoices 1.Change the Invoice Type to ‘Credit’ and enter the Previous Invoice Number You can change the Invoice Number to match the debit invoice and then add ‘CR’ at the end The ‘Qty Invoiced’ will need to be added if you already invoiced for the PO lines The quantity should be positive numbers – ‘Credit’ means it is a deduction. 1 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 1 To create a credit invoice, follow the same process as for a debit invoice.

19. If you would use the same tax on many orders, you can set up default values for the tax fields. You must have an admin role to create the default values. 1.On the navigation tree, go to Master Data – Supplier Attributes 2.You do not need to enter search criteria, just click the Search button Option: Set Up Default Values for Tax Fields 18 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 1 1 2 2

20. The default values: Apply to all invoices on your account Populate on all invoices created from that point forward Can be updated at any time Can be overridden by typing or selecting a different value as a user creates an invoice. 3.Enter data in the tax fields (make sure you are populating the bottom row!) 4.When finished, click the Submit button Option: Set Up Default Values for Tax Fields 19 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. 3 3 4 4

21. Draft Invoices 20 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

22. 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. 21 Note: You cannot print a draft invoice. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

23. 1.Go to Order Management  Invoice  Draft Search 2.Enter search criteria to locate the draft, then click Search Locate and Publish Draft Invoices 22 1 2 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

24. Locate and Publish Draft Invoices 23 3 3.From the Invoice Draft List page, click on the Invoice Number link to edit the invoice data From this list page, you can also send the invoice or delete the draft by selecting a row and clicking one of the blue action buttons. SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

25. Locate and Publish Draft Invoices 4.Once the invoice is ready to send to BAE Systems, 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. 24 4 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

26. Locate an Invoice 25 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

27. Invoices by Status on My Workspace 26 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. From the My Workspace page, you can navigate to Invoices by clicking on the count for a ‘State’.

28. Invoice Search 27 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. If you want to locate one or a set of specific Invoices, go to Order Management – Invoice – Search on the navigation tree. Enter your search criteria and click Search.

29. Download a List of Invoices to Excel 28 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

30. Create List of Invoices 29 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. In SCP, there is a simple and quick way to download a summary of key data for a set of Invoices. For example, you can download all invoices created last month. From ‘My Workspace’ or a ‘Search’ page, locate a set of invoices. In the top right corner, click on the Download icon. Note: This screenshot was reconfigured to show columns of value to this user.

31. To download the data as it is shown on the screen (list page), just click the Next button. Then select to ‘Open’ or ‘Save’ the file. Note: If you would like to change the order of the columns, or add/remove columns, you can change it on the screen in SCP and then download. Click on the Configurator icon (see training called ‘Customize View of Data’ for more details). Download List of Invoices 30 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

32. Download List of Invoices – Create a Template 31 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. If you want to be able to download information over and over in a specific format, you can create a saved template or ‘Favorite’. After you click the Download icon, use the drop-down to select ‘Create my setting…’ Use the arrows to list the data fields that you want to download and in what order. The ‘Sort Order’ indicates the order for the rows. Enter a name for the template (top left) and click Save As. When finished, click Close. You can then select this template by its title from the drop-down list. The template can be updated at any time.

33. View Invoice Info on POs 32 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

34. From the ‘Purchase Order Details’ page, you can click on the Invoice Info link in the middle of the screen to see all of the invoice lines associated with this purchase order. ‘Invoice Info’ Tab on Purchase Order 33 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

35. ‘Invoiced Qty’ on Purchase Order 34 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. Also, on the main (Order Details) tab, you can scroll to the right to see the Net Invoice Amt and the Invoiced Qty for each order line. Note: An order line (line item) can include multiple schedule lines (dates & quantities) for that item.

36. Payment Status 35 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

37. Payment Status from My Workspace 36 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. If BAE Systems has sent an invoice status, you can access that information from the My Workspace page. Go to the Invoice Summary section and click on the number link for a State. Note: To look at the most recent invoices, use the Invoice Search page and enter a date range to search.

38. The payment status information can be found by scrolling to the right on the Invoice List page. Click on the Invoice Number link to go to the Invoice Details. Payment Status on Invoice List Page 37 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

39. Payment Status on Invoice Details Page 38 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved. Click on the Buyer Message link to see more information related to the updated status from BAE Systems.

40. Section Summary We have learned… How to create an invoice or draft invoice in SCP How to locate an invoice How to view invoices that are linked to a PO How to review the payment status on an invoice 39 SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.