LowesLink Spend Management (SM)

Transcription

1 LowesLink Spend Management (SM) Creating a Self Service Invoice US Updated: February 26, 2018 Lowe s Logo and LowesLink are registered trademarks of LF, LLC. All Rights Reserved. 1

2 Agenda Slides Expectations 3 Introduction 4 Creating a Self Service Invoice Application Menu 5 Functions Not Applicable to Lowe s 6 Create Invoice 7 Locate Buyer 8 Supplier Unique Invoice ID 9 Invoice Date Field 10 Back Date in the Invoice Date Field 11 Copy From a Purchase Order 12 Search for a Purchase Order 13 Perform Search 14 Select Purchase Order 15 Add Attachment Option 16 Delete Line Option 17 View Line Option 18 Exclude / Include Sales Tax 19 Include Sales Tax Amount 20 Include Shipping Amount 21 Fields Not to Edit 22 Save and Submit 23 Save Confirmation 24 Additional Assistance Needed 25 2

3 Expectations This guide is written with the expectation that the user is registered for Spend Management. If not registered, please refer to the LowesLink Registration and Requesting Access to Spend Management document located at > Existing Partner Information > Spend Management Expense Vendor Information > For New Vendors. Also, that the user is familiar with logging into LowesLink, locating the Spend Management US & Canada link, and logging into Oracle. If unfamiliar with logging in, please refer to the Logging into LowesLink and Spend Management document located at > Existing Partner Information > Spend Management Expense Vendor Information > Job Aids. If having login issues, please refer to the Login Password Issues document located at > Existing Partner Information > Spend Management Expense Vendor Information > Job Aids. 3

4 Introduction The Self Service Invoice (SSI) allows suppliers to send an electronic invoice for purchase orders (PO s) they have fulfilled. 4

5 Creating a Self Service Invoice Application Menu Navigate: Main Menu > esettlements > Self-Service Invoice 5

6 Functions Not Applicable to Lowe s The Delete Invoice and Correct Invoice functions are not applicable to Lowe s. If there s an error on an invoice and it needs to be addressed, contact the Lowe s Buyer for assistance. 6

7 Create Invoice Select Create Invoice from the Invoice Actions page. 7

8 Locate Buyer Select the magnifying glass next to the Buyer field to find the Lowe s Buyer (mandatory to submit an invoice for payment.) 8

9 Supplier Unique Invoice ID Input company s unique invoice ID. Note: Invoice ID is a 10 character limited field. 9

10 Invoice Date Field The Invoice Date field will auto-populate with the current date. If the actual invoice date is prior to the current date, update the Invoice Date field to the actual invoice date. 10

11 Back Date in the Invoice Date Field Note: Oracle changed the functionality in version 9.2 with invoice options so users will receive a warning message any time an invoice is back dated. It is just a warning message. Click the OK button and it will go through. 11

12 Copy From a Purchase Order Once Buyer, Invoice ID, and Invoice Date fields are populated, click the Copy from a Purchase Order button. Note: All invoices must be tied to a PO. The system does not support manual invoice entries. 12

13 Search for a Purchase Order Searches can be done in a few different ways: PO Unit - this is the business unit within Lowe s that has created the order - Ex. FIN01 This will display all PO s that are open for billing under this PO unit. PO Unit & PO Number this will find only the PO identified - Ex. FIN Date option this will display all PO s within the date range input open for billing. Option: Search can be submitted without any criteria to view a list of all available PO s however this type of search may cause the search to timeout. 13

14 Search for the Purchase Order - Example Input Search criteria and click the Search button. Option: Search with no criteria to view a list of all available PO s. If no search results are found, refine the search criteria. 14

15 Select Purchase Order Select the desired PO from the search results: Select the check box to the left of the PO number to copy the full PO. Click PO number link to show the PO lines and select individual lines to copy to the invoice. Only select one PO to submit against. If there is an issue with the created voucher the entire invoice will be deleted. Once the desired PO or PO lines have been selected, click the Copy to Invoice button. 15

16 Add Attachment Option For assistance with attachments, please refer to the document Spend Management_Self Service Attachments found on > Existing Partner Information > Spend Management Expense Vendor Information > Job Aids. 16

17 Delete Line Option Back on the Invoice Entry screen, lines that do not need to be invoiced for at this time can be deleted using the - box on the right side of each line. Do not delete the Quantity and leave it blank as this will cause the invoice to fail. If a line is deleted or a quantity reduced to partial bill, click the green refresh button next to the Total Amount field to update. 17

18 View Line Option Note: There may be several pages of lines to the PO copied. To view additional lines use the options indicated below. Can click to View 100 lines at a time or select again to View only 5 lines at a time. If viewing 5 at a time, can scroll using these options. 18

19 Exclude / Include Sales Tax If not charging Sales Tax for the order, deselect the Tax box if selected on the Invoice Lines tab. Failure to do this will result in an error message. There is a feature that allows for selecting or deselecting all lines related to Tax. Click Select All Lines to automatically select all the lines instead of having to select one by one. Click Clear All Lines to automatically de-select all the lines instead of having to select one by one. 19

20 Include Sales Tax Amount If invoice contains Sales Tax, input the sales tax in the designated sales tax field, shown below. 20

21 Include Shipping Amount If invoice contains shipping, input the amount in the designated Shipping Amount field shown below. 21

22 Fields Not To Edit 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. 22

23 Save & Submit If all of the information is correct, click the Save and Submit button. A pop-up window will display to confirm submitting the invoice. 23

24 Save Confirmation A message will display confirming the save. Click OK. System returns to the Oracle Create Invoice screen. 24

25 For Assistance with Creating a Self Service Invoice: ExpenseSSI@lowes.com or Call our Finance Resource Center at , select option 3 for LowesLink then select option 3 for Spend Management (Expense SSI) 25