Supplier Network Collaboration Invoic… · 3 SNC Invoices.ASN.doc Introduction Overview This...
Transcript of Supplier Network Collaboration Invoic… · 3 SNC Invoices.ASN.doc Introduction Overview This...
Invoices/ASNs
Supplier Network Collaboration
i SNC Invoices.ASN.doc
CONFIDENTIAL INFORMATION
This manual contains confidential, proprietary and trade secret information of Limited Brands, and its affiliated companies (“Limited Brands”) which is commercially valuable. This information cannot be used, duplicated, disclosed, distributed, modified or discussed in whole or in part for any purpose other than the legitimate business purposes of Limited Brands. Associates and vendors who have access to confidential information must use their best efforts to prevent disclosure to anyone other than expressly required in the performance of their duties to Limited Brands.
Upon request or upon your separation from Limited Brands, you will be required to return these materials or otherwise account for them.
Limited Brands, Inc 2011. All Rights Reserved.
This manual contains material protected by copyright, trade secrets, business process, novel ideas and/or inventions which are proprietary and confidential. You may not copy, modify, publish, transmit, display, create derivative works, sell, transfer, reveal, discuss or in any way use the content of this manual for any purpose other than Limited Brands’ legitimate business purposes.
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ii SNC Invoices.ASN.doc
Table of Contents Table of Contents .......................................................................................................... ii Introduction ................................................................................................................... 3
Overview ...................................................................................................................................... 3 Standard Icons Defined ............................................................................................................... 3
Saving a Variant ............................................................................................................ 4 Saving Search Criteria as a Variant ............................................................................................. 4
Creating a Variant (One Time Set Up) ..................................................................................... 4 Modify Screen Display .................................................................................................. 6
Modify Display of Invoice Overview Screen ................................................................................. 6 Create Invoice from List of Advanced Shipping Notitfications (ASNs) ..................... 8
Create Invoice from List ............................................................................................................... 8 Create Invoice by Selecting from List of ASNs ........................................................................ 8
Create Invoice by Entering ASN Directly ................................................................... 12 Enter PO Number....................................................................................................................... 12
Create Invoice by Entering ASN Number and Line Item Directly ........................................... 12 Create Invoice Using “New” Function ....................................................................... 15
Using the “New” Function .......................................................................................................... 15 Use “New” to Create Invoice .................................................................................................. 15
Review Invoice Overview ............................................................................................ 16 Invoice Overview ........................................................................................................................ 16
Reviewing the Invoice Overview ............................................................................................ 16 Search for Invoice Using Invoice Number ................................................................. 18
Invoice Number Search ............................................................................................................. 18 Search for Individual Invoice using Invoice Number .............................................................. 18
Create Invoice and Export .......................................................................................... 19 Exporting Invoice........................................................................................................................ 19
Using Export Functionality ...................................................................................................... 19 Marking Purchase Orders as Fully Invoiced ............................................................. 20
Maintenance Activity .................................................................................................................. 20
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Introduction
Overview
This manual is designed to assist in the use of the Supplier Network Collaboration (SNC) tool and Invoicing screens.
Standard Icons Defined
The following icons may appear throughout the course:
Icon Description
Critical/Warning: Indicates critical information that, if ignored, can result in process or transaction failure.
Note: Provides helpful or advisory information.
Process: Provides business process information.
Reference: Indicates a reference to additional information.
Step by Step: Indicates a system procedure.
Best Practice: Use to identify best practices used throughout the enterprise.
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Saving a Variant Saving Search Criteria as a Variant
Functionality exists within the SNC Create Invoice screen to create variants to consistently populate frequently used search criteria.
Creating a Variant (One Time Set Up)
Step by Step: Search for Documents Requiring Invoices (Select from List)
1. On the Alert Monitor screen, click Invoice from the header menu.
2. Select Documents Requiring Invoices from the drop down menu.
3. Documents Requiring Invoices should display.
4. Enter the Customer number (example: 1117) into the Customer field.
5. In the Fully Invoiced field, select Not Fully Invoiced from the drop down.
6. In the Reference doc field, select ASN from the drop down.
7. Click the down arrow on Reset to Name and Save As variant to User
Specific.
Best Practice: Creating a variant will populate the same search criteria in the Documents Requiring Invoices screen.
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8. The newly created Variant should now display in the Selection Area at the top of the
screen.
9. The saved Variant may be selected at the start of the Create Invoice activity to
populate the desired fields.
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Modify Screen Display
Modify Display of Invoice Overview Screen
SNC allows the manipulation of the screen display to customize the overview screen layout.
Step by Step: Change Settings in Screen Layout Display
1. Click Settings (far right side of Invoice Overview screen).
2. Review the Settings screen with Hidden and Displayed Columns.
3. Highlight the desired columns to move and use the Add and Remove
buttons.
Suggested Column Layout: Invoice No. Item Doc. Date Net Crcy Status PaytAdvDte Paid Net Amount Inv. Type Item Type Product Pur. Doc. PurDocItem Quantity
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UoM
4. To use the changed layout during the current login session, click OK .
5. To create a permanent personalized view of the column layout, click Save As
.
6. Name the view in the Description field.
7. Click the Initial View checkbox to create a default layout.
8. Click OK .
9. Click Apply to transfer the settings.
10. Click OK to save the transfer.
11. The newly saved layout should now display in the View drop down.
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Create Invoice from List of Advanced Shipping Notitfications (ASNs)
Create Invoice from List
Invoices may be created by selecting from a list of ASNs.
Create Invoice by Selecting from List of ASNs
Step by Step: Search for Documents Requiring Invoices (Select from List)
1. On the Alert Monitor screen, click Invoice from the header menu.
2. Select Documents Requiring Invoices from the drop down menu.
3. Documents Requiring Invoices should display.
4. Enter the Customer number (example: 1117) into the Customer field.
5. In the Fully Invoiced field, select Not Fully Invoiced from the drop down.
6. In the Reference doc field, select ASN from the drop down.
7. Click the down arrow on Reset to Save As variant to User Specific.
Best Practice: Creating a variant will populate the same search criteria in the Documents Requiring Invoices screen.
8. Select Variant created in one time set up doc. (example: ASN)
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9. Click Go to save.
10. Scroll down to view the Open Invoices.
11. Any ASNs requiring Invoices should display.
12. The columns may be sorted in ascending or descending order using the Sort
functionality. (Icon to the right of the column name)
13. Click the gray box to the left of the ASN to highlight and select desired ASN.
14. Click Create Invoice .
15. Scroll up to view the Create Invoice screen.
Note: Required fields are designated with a red star.
16. Enter the Invoice Number into the Invoice No. field.
Process: The Invoice Number field has a 16 character Max limit. The same 16 character invoice number may not be used more than once.
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17. The Document Date should equal the Invoice Date from Supplier’s system.
Note: System will allow a back date of maximum 5 days.
18. Scroll down to view Invoice Items.
19. The Invoice Items screen should display.
20. Update Quantity and Price fields as appropriate.
Best Practice: For applicable Price Change, best practice is to communicate with Mast Global purchasing partners during the PO Confirmation process.
21. Scroll to the right of the screen and populate Tax Code with “I0” (Alphanumeric letter
I and number 0)
Reference: Unchecking or rechecking the OK checkbox will recalculate your total invoice cost based on any changes to quantities or prices.
22. Scroll up to top of page.
23. Select Check to validate invoice completion.
24. Messages may display. Correct any red errors and click Check to continue.
Best Practice: Scroll to right and down to ensure view of all messages. If there are no red error messages, continue to Publish.
25. Review Validation messages.
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26. Click Publish .
27. Review Publish messages.
Critical: Confirm that the message “Invoice XXXXXXXXXXXX was published successfully” displays.
28. Click blue back arrow (at the top of the screen) to return to Documents
Requiring Invoices screen.
29. Repeat the process for any additional invoices.
30. Click Go to refresh data.
31. Review the Quantity to be Invoiced and Invoiced Quantity columns.
32. The Invoiced Quantity column should now be populated.
33. If this is the final invoice for this PO line, check the Fully Invoiced checkbox.
34. Click Save .
35. Order updated message should display.
36. Click Go to refresh data.
Reference: If Fully Invoiced was checked and saved in error, refer to the Create Invoice instructions.
37. A purchase order which has been fully invoiced will no longer display in the Open
Invoices List.
38. Repeat the process with any other Open Invoices.
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Create Invoice by Entering ASN Directly
Enter PO Number
Rather than selecting from a list of ASN numbers, an Invoice may be created by entering a ASN number and Line Item directly.
Create Invoice by Entering ASN Number and Line Item Directly
Step by Step: Create Invoice by entering ASN Number and Line Item directly
1. On the Alert Monitor screen, click Invoice from the header menu.
2. Select Create Invoice.
3. The Create Invoice screen should display.
4. In the first header drop down select from the following:
Invoice: Creation of any Standard merchandise invoice.
Subsequent Debit: Any price adjustments to increase cost after merchandise invoice already published.
Subsequent Credit: Any price adjustments to decrease cost after merchandise invoice already published.
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5. In the next header drop down, select ASN .
6. Enter ASN Number invoice is to be
created for.
7. Enter Line Item Number .
8. Enter Customer Number .
9. Click Add .
Note: Required fields are designated with a red star.
10. Enter the Invoice Number into the Invoice No. field.
Process: The Invoice Number field has a 16 character Max limit. The same 16 character invoice number may not be used more than once.
11. The Document Date should equal the Invoice Date from Supplier’s system.
Note: The Document Date cannot be more than 5 days in the past.
12. Scroll down to view Invoice Items.
13. Update Quantity and Price fields as appropriate.
Best Practice: For applicable Price Change, best practice is to communicate with Mast Global purchasing partners during the PO Confirmation process.
14. Scroll to the right of the screen and populate Tax Code with “I0” (Alphanumeric letter
I and number 0)
Reference: Unchecking or rechecking the OK checkbox will recalculate your total invoice cost based on any changes to quantities or prices.
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15. Scroll up to top of page.
16. Select Check to validate invoice completion.
17. Messages may display. Correct any red errors and click Check to continue.
Best Practice: Scroll to right and down to ensure view of all messages. If there are no red error messages, continue to Publish.
18. Review Validation messages.
19. Click Publish .
20. Review Publish messages.
Critical: Confirm that the message “Invoice XXXXXXXXXXXX was published successfully” displays.
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Create Invoice Using “New” Function
Using the “New” Function
When processing a series of Invoices, it may be useful to utilize the “New” functionality.
Use “New” to Create Invoice
Step by Step: Create Invoices Using “New” without returning to Alert Monitor screen
1. After processing through Publish and Save in the final steps of creating an Invoice,
to begin to create a new invoice, click New on the Create Invoice screen.
2. A confirmation box should display.
3. Click Yes to confirm.
4. Enter new ASN Number .
5. Enter new Line Item Number .
6. Enter Customer Number .
7. Click Add .
8. To continue creating the invoice, click Check to validate invoice completion
and review messages.
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Review Invoice Overview
Invoice Overview
The Invoice Overview may be accessed to review details and status of Invoices.
Reviewing the Invoice Overview
Step by Step: Invoice Overview
1. On the Alert Monitor screen, click Invoice from the header menu.
2. Click Invoice Overview.
3. The Invoice Overview screen should display.
4. Search by Customer number. (Example: 1117)
OR
Click Advanced Options to search by Invoice Number or Range.
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Input desired Multiple Selection criteria and click OK to process.
Best Practice: Click Reset in the Selection Area of the Invoice Overview screen to save specific Search Criteria as a go forward Variant.
5. Review Invoices.
6. Click the desired Invoice number in the Invoice No. column to view details of an
individual invoice.
7. Review columns:
Status o Paid: Customer has remitted payment o Published: Successfully published the invoice out of SNC. Invoice has not yet
been paid by customer.
PaytAdvDte: Refers to customer payment processing date
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Search for Invoice Using Invoice Number
Invoice Number Search
The Invoice Details screen may be used to search for individual invoices by invoice numbers.
Search for Individual Invoice using Invoice Number
Step by Step: Invoice Details
1. On the Alert Monitor screen, click Invoice from the header menu.
2. Select Invoice Details from the drop down.
3. Enter Invoice number into Invoice No. field.
4. Click Go .
5. Individual invoice should display.
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Create Invoice and Export
Exporting Invoice
The Invoice Items screen may be exported to Microsoft Excel using the Export functionality.
Using Export Functionality
Step by Step: Export Invoice Items
1. Review the Invoice Items section of the Create Invoice screen
2. Click Export .
3. Click Export to Microsoft Excel .
4. Click Open or Save on the export.xls box.
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Marking Purchase Orders as Fully Invoiced
Maintenance Activity
The below steps should be followed as a periodic maintenance activity.
Step by Step
1. On the Alert Monitor screen, click Invoice from the header menu.
2. Select Documents Requiring Invoices from the drop down menu.
3. Documents Requiring Invoices should display.
4. Enter the Customer number (example: 1117) into the Customer field.
5. In the Fully Invoiced field, select Not Fully Invoiced from the drop down.
6. In the Reference doc field, select ASN from the drop down.
7. Scroll down to the lower portion of the screen..
8. Review the Quantity to be Invoiced and Invoiced Quantity columns in the Open
Invoices section.
9. The Invoiced Quantity column should now be populated.
10. If this is the final invoice for this ASN line, check the Fully Invoiced checkbox.
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11. Click Save .
12. Order updated message should display.
13. Click Go to refresh data.
Reference: If Fully Invoiced was checked and saved in error, refer to the Create Invoice instructions.
14. An ASN which has been fully invoiced will no longer display in the Open Invoices List.
15. Repeat the process with any other Open Invoices.