Use of Tungsten. Training Material Presentation for Global. Linked to: Tungsten Guide QTRG-SS-GLO-SOU-008 Rev 1.0 December 2015

Transcription

1 Use of Tungsten Training Material Presentation for Global Linked to: Subsea Training Template (QT-SS-GLO-010) Rev.1.0

2 Contents By the end of this presentation you will: Introduction Accept PO/ Reject PO Convert PO to Invoice Create Credit Note 2

3 Introduction As part of GE Oil & Gas Subsea s continued commitment to drive efficiencies within our payment processing division. We are making a change in the way we will receive invoices from January GE Oil & Gas subsea will adopt an e-invoicing system supported by our partner Tungsten Network. E-Invoicing is part of an initiative that combines our commitment to eliminate paper processing, increase payment efficiency and build stronger relationships with our key vendors. Benefits Secure guaranteed online invoice delivery; no hardware or software required (web based) Free electronic invoicing for vendors who send up to 52 invoices a year Immediate notification of your invoice delivery to our accounting department Invoice status visibility from receipt to payment It is important to us that we continually move forward with solutions that enhance the way we conduct business with our suppliers. 3

4 Accept PO/ Reject PO

5 Accept PO/ Reject PO My PO s My PO s The My POs page gives you the ability to: Manage Purchase Orders that have been delivered to Tungsten Network from your customer. Submit invoices/ credit notes: To begin, click My POs located in the main menu bar at the top of the page. New: If your buyer/ customer uses the PO convert service, wait for the purchase order to arrive in the My PO Summary section. To create an invoice or credit note, move the purchase order to the Accepted status. **Newly delivered purchase orders will appear in the New status. 5

6 Accept PO/ Reject PO My PO s My PO s This can be done by Checking the box to the right of the PO details (as below) Then selecting the Green arrow. Red X Will reject the PO. This will promote your PO to the accepted status. Alternatively you can select the order to view by clicking on the Blue + icon This will open the order. Check the order is correct to the order issued to you by GE Sourcing. On the bottom of the screen to the left you Will see the options available to you to Accept/ Reject PO If the PO is rejected please contact GE Sourcing To discuss reasons. 6

7 Convert PO to Invoice

8 Convert PO to Invoice Convert PO Invoice Number and data selection Click the Select button of the purchase order in the Accepted status that you wish to take action on. Once in the accepted status, click Convert PO to start the submission process. Click blue + icon to select your accepted purchase order. Scroll to bottom of page. Click Convert PO Provide your invoice number and select which of the purchase order line items you would like to include in your submission. If you have multiple lines you can use the functionality at the top of the table to select and apply the tax type/ amount. Once you are ready click on Create invoice. 8

9 Convert PO to Invoice Confirm Invoice Details The system will confirm which line items were selected to be included in your submission. Click Back to make changes to your invoice number, line items, tax type/amount or quantity. Click Confirm to move forward with the submission process. Your details/who you are invoicing: Enter your contact details/contact details of your customer. Invoice details: Document Type not editable. This selection will be made at start of process. Invoice Date - not editable. This is generated by the system at point of creation. Enter payment due date Enter delivery date Enter tax point date (if applicable). **Currency and Purchase Order number. These fields are not editable. 9

10 Convert PO to Invoice Freight/ Special Charges Enter special charges: To add a Freight charges to your invoice submission, click Add. Select the Freight line type from the menu. Enter the description, quantity, unit price and tax type/ amount if applicable. Save your line item. 10

11 Convert PO to Invoice Freight Line addition Attachments Attachments Adding attachments: To add your attachment, click Select and Upload. **Click the green i to view attachment requirements. Browse your system for the attachment. Select the attachment to be included with your invoice or credit note submission. 11

12 Convert PO to Invoice - Attachments Preview Submit Preview your invoice to ensure all information entered is valid. Click Preview to move to the final step of the submission process. Click Send to complete the submission process. 12

13 Create Credit Note

14 Credit Note Creation Credit Note Convert PO Click blue + icon to select your Customer. Select Option Choose Credit note from PO The purchase order will open in the window. Click Convert PO to start the submission process. Enter PO number and click Create 14

15 Credit Note Creation Credit note Number and data selection Confirm Provide your Credit Note number and select which of the purchase order line items you would like to include in your submission. If you have multiple lines you can use the functionality at the top of the table to select and apply the tax type/ amount. Once you are ready click on Create invoice. The system will confirm which line items were selected to be included in your submission. Click Back to make changes to your invoice number, line items, tax type/amount or quantity. Click Confirm to move forward with the submission process. 15

16 Credit Note Creation Invoice Details Freight/ Special Charges Your details/who you are invoicing: Enter your contact details/cont act details of your customer. Enter special charges: To add a Freight charges to your invoice submission, click Add. Invoice details: Original Invoice Date Original Invoice Date Credit Reason Enter payment due date Enter delivery date Enter tax point date (if applicable). **Currency and Purchase Order number. These fields are not editable. Select the Freight line type from the menu. Enter the description, quantity, unit price and tax type/ amount if applicable. Save your line item. 16

17 Credit Note Creation Attachments Attachments Attachments Adding attachments: To add your attachment, click Select and Upload. **Click the green i to view attachment requirements. Browse your system for the attachment. Select the attachment to be included with your invoice or credit note submission. 17

18 Credit Note Creation Preview Submit Preview your invoice to ensure all information entered is valid. Click Preview to move to the final step of the submission process. Click Send to complete the submission process. 18

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20 Approval & Revision Details Document Details Current Doc Title Use of Revision Number 1.0 Current Document # Date of Issue December 2015 Previous Doc Title Previous Revision # Previous Doc No# * Full compliance by 2 weeks after issue date ** Next review date 3 years after issue date - Unless otherwise specified Previous Date of Issue **** Revision Details: Draft Revisions: Is denoted by letters (A, B, C etc) Approved Revisions with Major changes: Changes the whole number (1.0, 2.0, 3.0 etc) Approved Revisions with Minor changes: Changes the second number (1.1, 1.2, 1.3, 2.3 etc) Revision History Revision # Section Modified / Description of Change Author Modified Date Approver Date 1.0 Creation of training material Becky Ellings Gary Lester Wendy Mottram December