CONFLUENCE. Digital Platform for delivery. A role based consolidated platform, bringing order to billing applications under one umbrella.

Transcription

1 CONFLUENCE USER GUIDE EFFORT VERIFICATION & INVOICING Digital Platform for delivery. A role based consolidated platform, bringing order to billing applications under one umbrella.

2 Module: Effort Verification & Invoicing Table of Contents: 1: Efforts verification & invoicing Overview 2 2: My Projects 4 3: Create SO 5 4: Create Contract 6 5: Approve Click to Bill 8 6: T&M Billing Inputs 11 7: FPP EBS 12 8: Customer Role Mapping 13 9: View Document 14 10: CN / DN Module 15 11: Create Delegation 18 1

3 1. Effort verification & Invoicing process Overview Effort verification and invoicing is a WEB tool enabled exclusively for delivery team to provide inputs for the customer invoicing. System enables robust process to enable systematic capture of invoicing data across various stages of invoicing cycle. You can do the following activities in the Effort verification & invoicing module: Provide inputs for Sales order creation in SAP for T&M Project codes. Provide inputs for contract creation in SAP for FPP project codes. Provide effort inputs for Click to Bill system for T&M invoicing and further progress on the invoicing. Provide Milestone details to be invoiced for FPP project codes. Provide details for Credit note / Debit note adjustments to be given to the end customer. Rules for invoicing module: Only Project manager / Delivery manager is allowed to access the effort verification & invoicing module in order providing billing inputs. Invoicing can be carried out only against the respective projects which are tagged under PM / DM in OWBS. Please note that invoicing is not allowed against module project codes, one can select the Project codes created with classification as (PROJECT) to provide invoicing inputs. 1. My projects: My project view provides you with the complete list of T&M and FPP project codes tagged under the logged in employee as per SAP data. Only those project codes where you have been tagged as PM / DM will be listed under My project section. This view also provides you with the number of Sales orders / Contract documents tagged under each of the project as per SAP. User is provided with easy navigation to Sales order / Contract creation as well as Click to Bill screen to facilitate easy navigation to invoicing activities. 2

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5 2. Create SO Creation of Sales order is the initial step towards invoicing for a T&M project. Request for creation of a sales order is created through Create SO option, The Request goes to invoicing team and the same request is closed by FIFIDUS. Request for sales order creation is a one-time activity once the project is created. PM / DM of the project is authorized to raise the request for sales order creation. User is provided with list of all the T&M project codes which are tagged under him. 4

6 3. Create Contract Creation of Contract is the initial step towards invoicing for a FPP project. Request for creation of a Contract is created through Create Contract option, The Request goes to invoicing team and the same request is closed by FIFIDUS. Request for sales order creation is a one-time activity once the project is created. PM / DM of the project is authorized to raise the request for sales order creation. User is provided with list of all the T&M project codes which are tagged under him. 5

7 4. Approve Click to Bill Click to Bill system provides option to confirm the day wise break up of efforts are to be invoiced to the end customer. Click to Bill process is applicable only for T&M project codes. Only PM / DM of the project is authorized to perform effort confirmation under Click to Bill. All the employees assigned under the project for the selected date range is by default proposed in the Click to Bill effort confirmation screen, Further user is provided with the ADD Row option to add any employee and confirm their efforts for customer invoicing. Efforts are proposed in Click to Bill considering the Billing category assigned for the project in C-pro. Every employee in the project is replicated across two rows White shaded and Grey shaded. White shaded row is derived by system based on assignment data and this row is always calculated dynamic. Grey shaded row is the efforts approved by supervisor. For the first time grey shaded row will reflect zero, but later this will reflect the latest approved efforts. We have following billing category treatments available in Click to Bill process. o Hourly Standard. o Hourly Actuals o Daily o Monthly Calendar Billable on Holiday o Monthly Calendar Non billable on holiday o Monthly Working billable on holiday o Monthly Working non billable on holiday. Approvals can be performed in Click to Bill either at monthly screen or in weekly screen. Weekly screen performs the flexibility to do day wise edit for efforts. User is provided with two download options, monthly download option which downloads the aggregated data at week level, Day wise download option provides excel download of day wise data per employee. 6

8 Click to Bill Weekly screen: Add option can be used in Click to Bill weekly screen to add any new employee for approval of efforts. While performing employee manual addition, you can select date range along with the default efforts, this brings in the flexibility where system will auto propose that record for the date range selected. 7

9 5. T&M Billing input T&M billing input screen provides option to approve the efforts approved in Click to Bill with a valid MSA rate agreed with the customer. Only those projects which are classified as T&M projects as per OWBS will be available under T&M billing section. Rate master is expected to be readily available in SAP before starting on T&M Billing input, Finance team member can extend the required support in closing rate master setup in SAP. For completing the T&M billing input, Click to Bill effort approval is a mandatory step. The approval process has to be closed first completed by PM and then followed by DM. DM has the responsibility to clear second level of approval after which final invoicing will be initiated in SAP. Once the details are entered and approved, Invoices will be generated in backend SAP and invoices copies will be shared by FIFIDUS team. While performing T&M billing input approval, you need to select the relevant T&M project, Sales order and date range for which you want to perform customer invoicing. Once you submit, all the employees whose efforts have been approved in Click to Bill module will be proposed in T&M billing input screen along with the applicable Rates (Determined as per the Click to Bill country and MSA role which has got mapped during allocation). Billing input section has the intelligence to compare the available BTG and further propose the efforts in T&M billing input screen. Following are the additional functionality available in T&M billing input screen : 8

10 o o o o o o Effort reset: Effort reset can be performed if there is any correction in the approved efforts. This step can be performed either by PM or DM. However PM will be able to perform reset only till the time DM approves the input. Export: Export option provides you flexibility to download the EBS data to excel sheet. Upload: Upload option provides option to upload the effort data into T&M billing input screen, this option is useful when you have more than 50 employees to be billed with various split numbers. Download: Download option provides you flexibility to download the template which can be further used for excel upload feature. Additional Data: This section provides you flexibility to provide customer PO and kind attention details against the unique split number which has been selected in the approval screen. Click to Bill efforts : This option provides you with the overall summarized view of each of the employees who has been approved in Click to Bill along with the breakup of EBS invoiced efforts and available Balance to go efforts which is yet to get invoiced. EBS approval screen has got two sections, one being the efforts grid where the employee level efforts which are to be invoiced is mapped and validated. Secondly we have reimbursement section where all the reimbursement cost incurred which are to be invoiced to the end customer can be added and further invoiced. Any reimbursement cost which has been auto proposed in reimbursement section has to be either billed or not billed by selecting a valid reason from the billing extension dropdown. Mails are triggered first to DM on approval by PM. Once the DM completes the second level of approval, Final mail is triggered to IC team with the complete information regarding the approval to take it forward in SAP. 9

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12 6. FPP Billing input FPP billing input screen provides option to declare milestones which are to be invoiced to the customer. Only those projects which are classified as Milestone projects as per OWBS will be available under FPP billing section for carrying out invoicing. The approval process for FPP Billing input has to be closed first by PM and then by DM. DM has the responsibility to clear second level of approval after which invoicing will be initiated in SAP. Once the details are entered and approved, Invoices will be generated in backend SAP and invoices copies will be shared by FIFIDUS team. 11

13 7. Billing approval summary Billing summary approval section provides the consolidated view of list of billing approvals pending with DM. Both T&M and FPP related billing inputs which are duly approved by PM will be proposed under this section. The view provides summary information of each pending approval and provides easy option for DM to clear the pending approvals. DM holds the option to do Approval as well as Rejection through summary view. 12

14 8. Map customer Role Customer role mapping is applicable for only T&M projects where employees MSA role has to be mapped to carry out invoicing. Customer Role mapping is a one-time activity and can be done whenever a new employee has to be billed under the project. This is a mandatory information to complete the T&M Billing for the employee. System provides two options while carrying out Customer role mapping. o ZCOP + Manually added option proposes all the employees mapped under the project along with their MSA roles (if already there), User has the option to make any amendments in Role mapping. o Single employee option provides flexibility to do customer role mapping for a single employee at a time without going through the entire set of employees who have been allocated to the project. 13

15 9. View Document View document provides easy interface to retrieve the documents which has been uploaded in invoicing systems during various approvals in T&M EBS, FPP EBS, CNDN, SO / Contract creation..etc. User is provided with various search option to enable easy retrieval of the uploaded document. 14

16 10. Create CNDN Credit note / Debit Note system provides easy option to raise credit / debit requests for the customer. User has the flexibility to raise the credit request either by referencing an existing invoice or without referencing any of the existing invoicing document. Both PM / DM is provided with option to raise the credit note request through this section. Once the request is raised by PM / DM, the approval workflow is triggered based on reason for credit note and the value being raised. Once the invoicing team approves the credit note request, document is processed in SAP and invoicing team will share the copy of final credit note invoice which got generated in system. Create CNDN links also provides the option to create Volume discount request against the invoice. Following screen provides the option to create a request for credit note without referencing to an actual invoice which has been shared with the customer. 15

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18 17 Following screen provides option to refer an invoice number while raising the credit note request.

19 11. Create Delegation Delegation option enables DM to delegate his approval access to another DM through system for a specific period. Access will auto expire once you move beyond the selected period. Delegation delegated DM to access all the projects of actual DM in T&M EBS, FPP EBS and CNDN system for closing pending approvals. Actual DM is provided with the option for both Enabling and Revoking of the existing delegation. 18