Self-Service Invoice Guide

Transcription

1 This quick reference guide only contains the steps for accepting the Supplier Agreement & submitting invoices via the Self-Service Invoice option. The steps outlined in the next 4 pages will take you through the steps to accept the Supplier Agreement from esettlements (this must be done prior to invoicing but only needs to be done by one user for the company) and submitting an electronic invoice from esettlements. Table of Contents Topic Details Page(s) Supplier Agreement Accept Supplier Agreement Page 2 Self-Service Invoice (SSI) Submitting Invoices Pages 3 to 5 Icon Key Details Used to download page contents to Excel Used to search for field input Use to select dates for search criteria This selection allows the user to move column headers and re-order data March 1, 2012 Page 1

2 Supplier Agreement (this only needs to be done once by any vendor user for your company) **This step must be completed in order to submit an invoice for payment via the Self- Service Invoice process in esettlements. 1. Navigate to: esettlements Supplier Information Review Agreement Details 2. On the Inquiry page, click the Search button and the click the EXP01 link to access the agreement 3. On the next page, click the Accept Agreement button. This will automatically send an instructing a member of the Procurement staff to accept on the behalf of Lowe s S li March 1, 2012 Page 2

3 Self-Service Invoicing 4. Navigate to: esettlements Self- Service Invoice 5. The Delete Invoice and Correct Invoice functions do not work. If you have made a mistake on an invoice and need it addressed you will need to contact your buyer or Lowe s Procurement 6. Select Create Invoice from the Invoice Actions page 7. Select the magnifying glass next to the buyer field to select the buyer (this must be done in order to submit an invoice for payment) a. If EXP01 - Lowe s Companies Inc is not available please refer to the Supplier Agreement section 8. Input your company s unique invoice ID a. Lowe s does not set any standards for the Invoice ID. The system does have a 10 character limit on this field 9. Note that the Invoice Date field will autopopulate the current date. Lowe s policy allows for a back date of up to 7 business days Lowe s Blvd Mooresville, NC Once these 3 fields are populated, click the Copy from a Purchase Order button a. All PO s must be tied to an Invoice. The system does not support any manual invoice entry. March 1, 2012 Page 3

4 11. On the search page you can search a few different ways: a. PO Unit - this is the business unit within Lowe s that has created the order - Ex. FIN01 i. This will display all PO s that are open for billing under this PO unit b. PO Unit & PO Number this will find only the PO identified - Ex. FIN c. Date option this will display all PO s within the date range input open for billing 12. Once you have input the search criteria, click the Search button 13. If no search results are found, refine your search criteria 14. Select the desired PO from the search results: a. Select the check box to the left of the PO number to copy the full PO b. Click the blue PO number link to show the PO lines and select individual lines to copy to the invoice c. Please do not select multiple PO s to submit against, if there is an issue with the created voucher the entire invoice will be deleted 15. Once the desired PO or PO lines have been selected, click the Copy to PO button 16. Back on the Invoice Entry screen, you still have the ability to delete lines that do not need to be invoiced for at this time using the - box on the right side of each line a. Do not simply reduce the Quantity and/or Unit Price to 0 as this will cause the invoice to fail b. If a line is deleted or a quantity reduced to partial bill you will need to click the green refresh button next to the Total Amount field 17. Note that there may be several pages of lines to the PO copied and option to view all or view 100 March 1, 2012 Page 4

5 18. If you are not charging Sales Tax for this order, click the Additional Information tab and deselect the Tax? box a. If you attempt to submit an invoice with no tax information and the Tax? box check you will receive an error message 19. Please do not edit the line item Description field, enter anything into the Item ID field, or use the Add a New Invoice Line button. These will all cause the invoice to fail as it will not match the PO or receipt 20. If all of the information is correct, click the Save and Submit button a. A pop-up window will appear to ensure you do wish to submit the invoice at this time March 1, 2012 Page 5