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

1. 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.
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2. Create eInvoices
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3. 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
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4. Create eInvoice from Order List Page
Select the purchase order lines to be invoiced
Then click Create eInvoice
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5. (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.
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6. 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.
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7. ‘Create eInvoice’ Form – 3 Sections
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8. 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.
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9. 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.
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10. 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
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11. 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
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12. 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
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13. 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.
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14. 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’.
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15. Create Draft eInvoices
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16. 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.
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17. Locate and Publish Draft eInvoices
Go to Order Management  eInvoice  Draft Search
Enter search criteria to locate the draft, then click Search 1 2
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18. 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
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19. 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
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20. Create a Credit eInvoice
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21. 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.
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22. 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.
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23. 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.
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24. 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.
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25. Locate and Print eInvoices in SCP-RR
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26. 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
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27. 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
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28. Print an eInvoice
On the eInvoice Details page, click the Print eInvoice button 6
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29. 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, , or Save icons in Adobe Reader.
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30. View eInvoice Status
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31. 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.
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32. 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
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33. 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.
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34. 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
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35. 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.
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36. 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.
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37. 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’.
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38. 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.
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39. End: Create eInvoices
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