Invoices Boeing Supply Chain Platform (BSCP) Detailed Training

Invoices Boeing Supply Chain Platform (BSCP) Detailed Training
July 2017

Table of Contents Slide Number Training Topic 2 9 22 31 36 44 47 51 57
Explain the invoice process in BSCP 9 Create invoices 22 Enter data on invoices 31 Create draft invoices 36 Locate invoices in BSCP and view status/history 44 Print invoices 47 Download invoice data from BSCP 51 Upload invoice data into BSCP 57 Set up default values for invoice data Copyright 2018 Exostar LLC | All Rights Reserved |

Explain the Invoice Process in BSCP
Copyright 2018 Exostar LLC | All Rights Reserved |

BSCP Process: Invoices
Create Invoice Select items to be invoiced Enter Invoice data Send Invoice (Optional) Boeing sends Invoice Status to BSCP Finish Copyright 2018 Exostar LLC | All Rights Reserved |

Business Process Suppliers can create and send Invoices to Boeing through BSCP. Boeing can respond and provide an invoice status for Suppliers to view. If the invoice is not accepted, Boeing provides a Rejected Invoice Alert with an error code message for the line that has not been accepted. Invoice Status 2 Boeing Supplier Invoice 1 Copyright 2018 Exostar LLC | All Rights Reserved |

Invoice Creation - Overview
An invoice can be created against purchase orders that exist in BSCP. Each invoice line refers to one order schedule line, and hence an invoice can refer to multiple lines of the same order. However, invoices cannot be created across multiple orders. Invoices can only be created for orders in a state of: New Updated In Process Accepted Acknowledged with Exceptions Invoice Line Item Header Copyright 2018 Exostar LLC | All Rights Reserved |

Invoice Creation Rules
An order schedule line can only be included on an invoice if the e-Invoice flag for that line is set to Yes. For BCA orders, this flag is not set, and Suppliers should follow the applicable BCA process. Please contact your Boeing Buyer if you have any questions. The invoice quantity is editable by a Supplier, but the price is provided by the Buyer. To change a price, a change order with the new price must be sent by the Buyer. Once an invoice is sent, a Supplier cannot update or cancel the invoice in BSCP. However, if an invoice needs to be cancelled, the Supplier should contact the Buyer. For SSPN Orders Only: Taxes can be applied to the applicable lines of an invoice. A separate credit invoice can be generated to update the total quantity, and/or value invoiced for an order line. BDS Credit Invoices Do not submit credit invoices via BSCP. Contact your procurement agent for instructions. Copyright 2018 Exostar LLC | All Rights Reserved |

Invoice States and Definitions
Sent: Supplier creates an invoice line with reference to an order in BSCP. In Process: (used by BDS only) Buyer indicates an invoice line is being processed. Rejected: Buyer rejects an invoice line. If one line is rejected, the entire invoice status at the header becomes Rejected, but the lines retain their own status. Accepted: (used by BDS only) Buyer indicates an invoice line has been accepted for payment. Archived: BSCP automatically transitions an invoice line to this state 180 days after the Last Updated Date. Copyright 2018 Exostar LLC | All Rights Reserved |

Invoice User Interface per Role
Buyers and Suppliers can search, print, and view the history of invoices. Only a Supplier can create invoices. Only a Supplier can create, search, or view draft invoices. Copyright 2018 Exostar LLC | All Rights Reserved |

‘e-Invoice’ Flag on Order Lines
You can only create Invoices for order schedule lines with the e-Invoice flag set to Yes. You can check to make sure an order line is allowed to be invoiced in BSCP: On the Navigation Tree, go to Order Management  Discrete Order  Search. Enter the Order Number (use asterisks as wildcards), and then click the Search button. On the list page of search results, scroll to the right, and look for a Yes in the e-Invoice column for the line you want to invoice (If the flag is No, it will not be in the search results for the Create Invoice workflow). C B A Copyright 2018 Exostar LLC | All Rights Reserved |

Create an Invoice - Options
An invoice can be created from these starting places in BSCP: Create Invoice workflow on Navigation Tree (preferred method) Create invoice from the Order Summary workflow (use to invoice all order lines) Create invoice from the Order Search workflow (use to invoice some order lines) A B C Copyright 2018 Exostar LLC | All Rights Reserved |

Option 1: ‘Create Invoice’ Workflow
On the Navigation Tree, go to Order Management  Invoice  Create Invoice. Enter search criteria (i.e. Order Number) to locate the orders for the invoice. It must exactly match what is in the system. Click Search. Note: Add an asterisk ‘*’ on both sides of data to improve search results (*123*). 1 2 Copyright 2018 Exostar LLC | All Rights Reserved |

Use checkboxes to select the order schedule lines to be included on the invoice. Click Next. Note: The list page includes all schedule lines on the order, not just fully invoiced ones. 3 4 Copyright 2018 Exostar LLC | All Rights Reserved |

Fill in information for the invoice (see next section for details). Click the Send Invoice button to send the invoice to Boeing. Note: The invoice is automatically sent once ‘Send Invoice’ is selected! To save the invoice and send it manually at a later time, see the section on Draft Invoices. 5 6 Copyright 2018 Exostar LLC | All Rights Reserved |

Option 2: From ‘Order Summary’ Workflow
On the Navigation Tree, go to Order Management  Discrete Order  Summary. Enter search criteria (i.e. Order Number), and click Search. Click on the number from the Total column. 1 2 Copyright 2018 Exostar LLC | All Rights Reserved |

The displayed Discrete Order List page shows one row of data per order. Select the order you want to invoice. Click Create Invoice. Note: Creating the invoice from the Summary workflow, assumes all order lines for the selected order should be included on the invoice. 3 4 Copyright 2018 Exostar LLC | All Rights Reserved |

Fill in information for the invoice (see next section for details). Click the Send Invoice button to send the invoice to Boeing. Note: The invoice is automatically sent once ‘Send Invoice’ is selected! To save the invoice and send it manually at a later time, see section on Draft Invoices. 5 6 Copyright 2018 Exostar LLC | All Rights Reserved |

Option 3: From ‘Order Search’ Workflow
Go to Order Management  Discrete Order  Search. Enter all or part of the Order Number, with asterisks on both sides of the data. Click Search. Note: Use this option when already viewing an order, or to select a few items to invoice from the order. 1 2 Copyright 2018 Exostar LLC | All Rights Reserved |

Select the items you want to invoice. You can only select items with e-Invoice set to Yes. Click Create Invoice. Option: Click the Order Number link (A), to go to the Order Details Page, then select items from there and click Create Invoice (B). 3 A 4 B Copyright 2018 Exostar LLC | All Rights Reserved |

Fill in information for the invoice (see next section for details). Click the Send Invoice button to send the invoice to Boeing. Note: The invoice is automatically sent once ‘Send Invoice’ is selected! To save the invoice and send it manually at a later time, see section on Draft Invoices. 5 6 Copyright 2018 Exostar LLC | All Rights Reserved |

Creating Invoices for Large Orders
If you need to select order schedule lines for an invoice from a set of more than 20 order lines, you will select the lines from across multiple pages of order lines. For this scenario, you MUST use Option #1 (the Create Invoice workflow). The Create Invoice process allows you to select order lines on more than one list page of order lines. Note: If you try to select order lines on multiple pages from the Create Invoice button on an Order List or Order Details page, ONLY the checkboxes on the current, viewable page will be returned. Example: From the Create Invoice workflow, if you select two items on page one, select three items on page two and then one item on page three, all six items would be included on the invoice. From the Create Invoice button on an Order Detail or Order List page, the same selections would add only the one item from page three (or the last page you were on). Copyright 2018 Exostar LLC | All Rights Reserved |

Invoice: Pre-Populated Data
Many data fields on the shipment are pre-populated from: Values on the purchase order Examples: Addresses, Item Numbers, Unit Price, Payment Terms, etc. System-generated values Examples: Invoice Submitted Date, Invoice Type, Total Amount Default values set up by an administrator as Preferences An administrator can set default values applied to all newly created invoices (see subsequent slides in this section) Examples: Tax Type, Tax Category Copyright 2018 Exostar LLC | All Rights Reserved |

Data Fields That Can Be Edited
Required data fields: Invoice Number: defaults to blank, must be alphanumeric value up to 64 characters Boeing systems only accept a max of 22 (no special characters allowed) Invoice Type: defaults to Debit, but can set to Credit Quantity: this value defaults to the quantity left to be invoiced, the system will allow invoicing for more than the amount left to be invoiced, but it provides a warning when that is the case. Supplier Invoice Date: this is REQUIRED by Boeing, use a YYYY-MM-DD format Do not back date invoices submitted against BDS POs. Optional data fields: Buyer Contact: pre-populates from the purchase order, but can be edited Supplier Contact: pre-populates from the purchase order, but can be edited Supplier Message: optional, the message can be up to 255 characters. For Supplier internal use only – Boeing systems cannot accept messages for invoices. Taxes: see separate Taxes section of this document Copyright 2018 Exostar LLC | All Rights Reserved |

Enter Data on the Invoice
Enter your Invoice Header data (Invoice Number, Invoice Type, Supplier Invoice Date, etc.) Enter your Invoice Line Items data (Quantity, Taxes, etc.) 1 Header 2 Line Items Copyright 2018 Exostar LLC | All Rights Reserved |

Quantity Values The default quantity populates on the invoice at the amount left to be invoiced for each order line. If you enter a quantity more than the amount left to be invoiced through BSCP, you will see a gold highlighting. Hover over the gold background at the Quantity data field to see the error message (A). A Copyright 2018 Exostar LLC | All Rights Reserved |

Add Tax for Multiple Line Items
In the middle of the Invoice Creation page, there is a drop-down section where you can apply taxes to multiple line items at the same time. 2 Select lines items to receive tax. Click + to open tax section. Enter tax info. Click Add Tax Net Taxes at line level, and Total Tax at header will update. 3 4 1 Copyright 2018 Exostar LLC | All Rights Reserved |

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 additional taxes, then click Save. Total Tax will update. 2 3 1 4 Copyright 2018 Exostar LLC | All Rights Reserved |

Create Invoice – Final Step
When the data is all filled in, click Send Invoice. The system will redisplay the newly created invoice, and automatically send the information to Boeing’s system. Once sent, it cannot be modified! Note: See next section for details on Draft Invoices. 5 Copyright 2018 Exostar LLC | All Rights Reserved |

Credit Invoices To create a credit invoice, follow the same process for a debit invoice. Change the Invoice Type to Credit. Note: The Quantity should be positive numbers; using an invoice type of Credit means it is a deduction. Important: Do not submit credit invoices via BSCP. Contact your procurement agent for instructions. 1 Copyright 2018 Exostar LLC | All Rights Reserved |

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. Note: You cannot print draft invoices. Copyright 2018 Exostar LLC | All Rights Reserved |

Locate and Publish Draft Invoices
Go to Order Management  Invoice  Draft Search Enter search criteria to locate the draft, then click Search 1 Copyright 2018 Exostar LLC | All Rights Reserved |

From the Invoice Draft List page, click on the Invoice Number link. Optional: It is also possible to delete the draft by selecting the draft invoice, and then clicking the Delete Draft button. 2 Copyright 2018 Exostar LLC | All Rights Reserved |

Once the invoice is ready to send to Boeing, 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. 3 Copyright 2018 Exostar LLC | All Rights Reserved |

Locate Invoices in BSCP and View Status

Locate an Invoice On Navigation Tree, click Order Management  Invoice  Search. Enter search criteria. You can search by Order Number, Part Number, Invoice State, etc. Click Search. 1 2 Copyright 2018 Exostar LLC | All Rights Reserved |

Locate an Invoice From the Invoice List page, click an Invoice Number link. On the Details page, use the scroll bars to view additional details. 3 4 4 Copyright 2018 Exostar LLC | All Rights Reserved |

Invoice Status on My Workspace
On Navigation Tree, click My Workspace. In the Invoice Summary section, the number of invoice lines per state are listed. Click on the number link in the Total column to see the actual invoice lines (i.e. Rejected). 1 2 Copyright 2018 Exostar LLC | All Rights Reserved |

Invoice Status on Order
The Order Details tab shows the aggregated Invoiced Qty for each order schedule line. Copyright 2018 Exostar LLC | All Rights Reserved |

Invoice Status on Order
The Invoice Info tab shows a summary of the invoices against this order. It also indicates the PO Line ID and PO Schedule ID for each row. Copyright 2018 Exostar LLC | All Rights Reserved |

Rejected Invoices On the Navigation Tree, click My Workspace.
In the Invoice Summary section, the number of invoice lines per state are listed. Click on the number link in the Total column for the rejected invoice lines. 1 2 Copyright 2018 Exostar LLC | All Rights Reserved |

Rejected Invoices For rejected invoices, scroll all the way to the right to see Item Error Codes and Item Error Messages. Click on the View link to see the detailed error message for one line. When finished, click the Close button to close the pop-up window. 5 3 4 Copyright 2018 Exostar LLC | All Rights Reserved |

Print Invoices Go to Invoice  Search, and enter the Invoice Number or Order Number, and click Search. On the list page, click on the Invoice Number to open the Invoice Details page. Click on the Print Invoice button to generate a written copy of the Invoice details. Depending on your browser, you can select to Save or Open to print the invoice. 1 Note: Do not send paper printed invoices to Boeing. Copyright 2018 Exostar LLC | All Rights Reserved |

Print Issue: ‘Please Wait Screen’
Users with certain browser versions may see a Please wait… screen when printing. If the screen does not close automatically after seconds, manually close it. The Open/Save pop-up window is behind the Please wait… screen. Copyright 2018 Exostar LLC | All Rights Reserved |

Download Invoice Data from BSCP

Identify Invoices to Download
On the Navigation Tree, go to Order Management  Invoice  Search. Enter search criteria. Example: you can download all Rejected invoices, or all invoices created in the last week. Click the Search button. 1 2 Copyright 2018 Exostar LLC | All Rights Reserved |

Download Invoices From the list page, it is easy to download the Invoice information in an Excel format. Click the Download Invoices button (this downloads data from across all pages). In the pop-up window, click Next, and then select to Open or Save the file. Note: If Step 4 does not work, try holding down the Ctrl key while you click Next. Or, use the Upload/Download workflow to download information. 3 4 Note: If a duplicate download request is already in the queue with the same filter criteria, an error message will pop-up and the request will not go through. Copyright 2018 Exostar LLC | All Rights Reserved |

Example of Download (from List Page)
Since the data was downloaded from the Internet, you might need to click the Enable Editing button (A) at the top of the Excel sheet before you can edit the Excel data. A Note: You can modify the layout of the download file – i.e. data fields to include, and in what order (See help file for more information). Copyright 2018 Exostar LLC | All Rights Reserved |

Upload Invoice Data into BSCP

Upload Invoice Data It is possible in BSCP to upload invoice data from an Excel file. You will first need to download an example of the file format. Go to Upload/Download  Downloads  Order Management  Invoice. Enter search criteria for data to download (this provides an example of formatting). Click Search to Download. 1 2 Copyright 2018 Exostar LLC | All Rights Reserved |

Upload Invoice Data You must select Invoice Download version, as this provides the format needed to create a successful upload. Once the Status is Completed, the page will auto-refresh with the update. Then click the File Name. 3 4 5 Copyright 2018 Exostar LLC | All Rights Reserved |

Upload Invoice Data Depending on your browser, click to Open or Save the file. The downloaded file is in Excel format (.xls). Note: You may need to click an Enable Editing button (A) in Excel to begin working in the document. Remove all downloaded sample data from the file, and then enter the new Invoice data you want to upload. A Copyright 2018 Exostar LLC | All Rights Reserved |

Upload Invoice Data In the pop-up window, locate the upload file, and click Open. In the main window, click the Next button. When the file is finished uploading, the Status auto-refreshes. 7 8 A B Note: A red exclamation icon (B) means there was an upload error. Click the icon for details. Modify the file, and then upload it again. Copyright 2018 Exostar LLC | All Rights Reserved |

Set Up Default Values for Invoice Data

Set Up Default Values Most of the data on an invoice comes from an order. However, there are some data values used all the time on invoices that are not part of the order information (such as the tax types and rates). These data fields can be set up in the Supplier Preferences section so they will prepopulate when an invoice is created. You must be an administrator to set up preferences. If you are an administrator, your role on the top of the screen will say SAdmin. For help identifying your administrator, contact Exostar Customer Support at Copyright 2018 Exostar LLC | All Rights Reserved |

Set Up Default Values To set-up your Organization’s Preferences:
Log into BSCP as an administrator and on the Navigation Tree, go to Administration  Supplier Preferences. On the search screen, click Search to list your account on the next screen. 1 Copyright 2018 Exostar LLC | All Rights Reserved |

Set Up Default Values Enter data for the default values. Use the second row to enter your data (A)! Scroll to the right to see the invoice-related fields. You can select a Tax Category Code and a Tax Type Code. Note: The values you select will pre-populate on all invoices for your organization that are created going forward. The user creating the invoice has the option to change the values. Continue scrolling to the right where you can enter default values for Tax Payment Method and Tax Percent. When finished, click the Submit button. 2 3 4 Copyright 2018 Exostar LLC | All Rights Reserved |

Invoices Boeing Supply Chain Platform (BSCP) Detailed Training

Similar presentations

Presentation on theme: "Invoices Boeing Supply Chain Platform (BSCP) Detailed Training"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Invoices Boeing Supply Chain Platform (BSCP) Detailed Training

Similar presentations

Presentation on theme: "Invoices Boeing Supply Chain Platform (BSCP) Detailed Training"— Presentation transcript:

Similar presentations

About project

Feedback