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Invoices/ASNs

Supplier Network Collaboration

i SNC Invoices.ASN.doc

CONFIDENTIAL INFORMATION

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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

3 SNC Invoices.ASN.doc

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.


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.


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.


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


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.


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)







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)


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.


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.


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.


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.


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


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.


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.


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.


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.


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


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.


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


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


2. Select Invoice Details from the drop down.

3. Enter Invoice number into Invoice No. field.

4. Click Go .

5. Individual invoice should display.


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.


Marking Purchase Orders as Fully Invoiced

Maintenance Activity

The below steps should be followed as a periodic maintenance activity.

Step by Step







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.


11. Click Save .

12. Order updated message should display.


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.