CBRE PAYMODE-X USER GUIDE FOR ELECTRONIC INVOICING SYSTEM

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1 Project Name: CBRE PAYMODE-X USER GUIDE FOR ELECTRONIC INVOICING SYSTEM Version: 1.5 Last Revision Date: May 22 nd, 2017 Original Release Date: January 20 th, 2017 pg. 1

2 TABLE OF CONTENTSE: Paymode-X Overview Electronic Submission Contact Information Logging into Paymode-X Flipping Purchase Order into an Invoice Purchase Order Search Function methods: o Individual Purchase Order Number o Selection from the list Single Line Multiple Line Tax and Freight rules Adding new lines Updating Purchase Order lines Invoice saving and submission Viewing status of submitted invoices Credits pg. 2

3 Paymode-X Overview The Paymode-X for Invoicing Tool is a fast and easy way to send CBRE invoices electronically. To create an invoice, find the purchase order number that was generated to your Company and Flip it into an invoice. Flipping a purchase order to an invoice requires minimal data entry. If you cannot find the purchase order number in the Purchase Order tab, do NOT attempt to manually create an invoice against the purchase order number. New purchase orders are sent daily but the process runs overnight. Therefore, you may not be able to invoice CBRE against the purchase order until the next business day. If the purchase order is not visible by the next day, please send an to CBRE-GWS-NA- APHelpdesk-Resolution@cbre.com indicating the purchase order number that you cannot find in the Purchase Order tab. You may also contact the helpdesk via phone. If you just received your Company s log-in ID and password from Paymode-X for Invoicing, it may take up to two business days for your purchase orders to be visible under the Purchase Orders tab. Please wait two days and check again. If after two days, you still do not find any purchase orders, please send an to CBRE-GWS-NA-APHelpdesk-Resolution@cbre.com indicating that you were recently on-boarded to Paymode-X for Invoicing, have waited two days and still have no purchase orders visible to invoice against. Electronic Submission Invoices with the following Purchase Order formats must be submitted electronically: U.S: 10 digits beginning with "600" (example: 600XXXXXXX: X = a digit) Up to 10 digits beginning with "US" (example: USXXXXXXXX) Canada: 10 digits beginning with "603" (example: 603XXXXXXX: X = a digit) Up to 10 digits beginning with "CA" (example: CAXXXXXXXX) Do not send a paper copy of the invoice. Payment is only made from the electronic invoice. In the event your Company is issued a purchase order number that does not meet one of the above formats, please send a copy of the invoice to the Bill to address shown on the Purchase Order copy. CBRE requires the electronic invoice the next business morning after the product has been picked up or shipped, or a service has been delivered. pg. 3

4 Contact Information If you have questions regarding the enrolment process and use of Paymode-X for invoicing process, please contact the Paymode-X Administrative team at CBRE Global IT Service Desk: CBRE Global IT Service Desk: Phone: Paymode-X Admin Hours: M-F 9:00AM 5:00PM US Central Time Web: If you have questions regarding payment status for your electronic invoice, first double-check the Listing to ensure the invoice was Sent and it is showing Approved/Exported status. If the invoice was successfully Sent and you have further questions, please contact the AP Helpdesk and Resolution Team: CBRE North America Helpdesk and Resolution: Phone: Option 1 Opt 1 CBRE-GWS-NA-APHelpdesk-Resolution@cbre.com Hours: M-F 8:30 AM 4:30PM US Central Time If you are a supplier and need a password reset, please contact the Paymode-X Customer Support: Paymode-X Customer Support Phone: Option 4 InvoicingSupport@paymode-x.com Hours: M-F 8:00AM 8:00PM US Eastern Standard Time Web: Thank you for effectively using the CBRE web-based electronic invoicing process. pg. 4

5 Logging into Paymode-X 1. To log into Paymode-X please navigate to the supplier invoicing portal using the link below: 2. Once you reach the portal (screenshot below) Select INVOICE NOW if you have an existing account. If you do not have an existing account, please see instructions to enroll held on the supplier invoicing portal. If you have questions while enrolling please reach out to for assistance. 3. You will be taken to the log in area where you can enter the credentials that have been provided to you after you followed the enrollment process. Select Login. If you have login issues or forgot your password please contact Customer Support: pg. 5

6 4. You should now be taken to your homepage where you can choose to view submitted invoices, search for a specific PO to flip into an invoice, or select a PO from a current list to flip into an invoice. Flipping a PO into an invoice When you flip a PO in Paymode-X you are creating a mirror image of the PO and submitting back to CBRE as an invoice. There are some areas you may adjust while flipping depending on what portion(s) of the PO you are invoicing. First, you must locate the PO. You may do this one of two ways: individually or from a list. If you do not have a Purchase Order you need please reach out to your CBRE site contact Individually 1. Scroll down on the homepage to locate search field pg. 6

7 From a list 1. Select the Purchase Order tab on the homepage 2. You will be taken to your list of Purchase Orders. Use the Order Number column to find the PO you want to invoice. Select anywhere on the row to enter the PO and begin the flipping process. pg. 7

8 Once you have selected your PO you will be taken to the below view: This is where we can begin the flipping process 1. Select Flip Order You should now see that an invoice has been created to align with the PO. This is where you will enter the specific invoice information (ie Invoice Number, Invoice Amount, etc) to be submitted for payment. pg. 8

9 2. Enter your Invoice Number 3. ALWAYS leave Invoice Type as Sales Invoice 4. Confirm date submitted 5. Due Date is created based on default set-up in Paymode-X. Actual Due Date is calculated using payment terms set-up in financial system during supplier on boarding process Select your Remit To*. This is the Remit To that will be used when it s time for payment to go out. If you do not see your Remit To listed in the dropdown please reach out to the Paymode-X Admins at ServiceDesk@cbre.com. 7. If you are not adding a tax line to the invoice, please skip to step 8. pg. 9

10 When adding a tax line to the invoice please select the Tax Type from the dropdown options. If you are not sure of which type to choose please select US - Generic Tax for USA and CAN GST/HST for Canada. Once you select a Tax Type please enter an amount in the Flat Fee field (1.00 or 5.25 or etc.) to have the appropriate amount of taxes added. If you enter a Rate the calculation might cause too many characters, and the invoice will fail. Select the + or x on the tax row to add more, or remove extra, tax lines 8. If you are not adding a freight charge, please skip to step 9. When adding a freight charge, you may enter the amount in the field highlighted below 9. Next, locate the PO line(s) you will be invoicing and remove any lines you are not invoicing at this time. Failure to remove additional lines will cause a delay in payment and may require a new invoice to be submitted or new PO to be created. In the example below I am invoicing line #2 of a three-line PO. Check the boxes of the lines you want to remove (#1 and #3 in my example) and select Remove selected lines. You might be prompted to confirm - select OK, if you confirm. pg. 10

11 10. If you scroll to the right on the line you will see Quantity and Unit Price. You may adjust the Quantity so the line Total reflects the actual amount being invoiced. If you see Unit Price = $1 and Quantity showing line amount DO NOT SWITCH THESE (ie Quantity = 1 and Unit Price showing line amount). Switching how the line amounts are set-up will cause a delay in payment If there is not enough open balance* on the PO, please reach out to your CBRE site contact and request an increase. Do not add taxes and freight on the line. Please see steps 7 and 8 for how to add taxes and freight. *For POs beginning w/ 600 or 603 the current open amount will be shown and decrease as invoices are applied. For invoices beginning with US or CA to original line total always will be shown regardless if invoices are applied. 11. Once you have adjusted the line(s) to show the proper totals move the cursor off the line to allow the lines to update and the summary to update. Verify the amounts are correct. In the below example I am invoicing the line $10 with a 5% tax and $5 freight charge pg. 11

12 12. Once you confirm the invoice is accurate you may select Send to submit the invoice. Or, you would like to submit later you can select Save and the invoice will be saved for later submission. If the invoice was sent for approval you will see the below message in green. If the invoice was not sent you will see a red message listing the reason for the failure. If you have questions while submitting an invoice please reach out to ServiceDesk@cbre.com. Viewing status of submitted invoices 1. From the homepage you may navigate to your submitted invoice list by selecting the Invoices tab. pg. 12

13 2. Once you arrive to the invoice search area, you can select the View Invoices tab. You will be taken to your list of invoices with the current status. The status types and meanings are below. If you have a question about an invoice and Vendor State is Sent & Payer State is Approved please reach out to the AP Helpdesk using CBRE-GWS-NA-APHelpdesk-Resolution@cbre.com. Vendor State: Proposed = Created but not yet submitted Sent = Submitted Payer State: Received = in queue with CBRE Approved = Entered into financial system Disputed = You will receive a message in your profile address on why your invoice is disputed to help with the resolution process. If you need further guidance please reach out to your site contact. pg. 13

14 Credits There are two ways to submit a credit: By flipping the original invoice This is the recommended process. By flipping the original PO This would be used if you are unsure of the original invoice # SUBMITTING A CREDIT BY FLIPPING THE ORIGINAL INVOICE 1. Locate Original Invoice in Paymode-X and click on the Invoice line to open the Invoice 2. Click on the Flip To Credit button in the bottom left hand corner You will see a message at the top that states Invoice # was flipped to this credit note. 3. Enter the credit memo number in the Invoice Number field and date in the Invoice Date field (May use the Original Invoice number with CR behind it) pg. 14

15 4. Did the original invoice have Freight or Tax entered? NO Click the blue Save button in the lower left hand corner. Make sure you get a message at the top of the invoice that states The invoice was updated. YES You will notice these amounts carried over from the original invoice as a negative amount. If you want to issue credit for these full amounts, click SAVE in the lower left hand corner. You should receive a message at the top of the invoice stating The invoice has been updated. If you do not want to credit tax and/or freight, remove these amounts from the appropriate fields or edit to the correct amounts. If you are editing the amount, you will need to enter amount preceded with a - I.E Once amounts are corrected, click SAVE in the lower left hand corner. You should receive a message at the top of the invoice stating The invoice was updated. pg. 15

16 5. Reviewing and Editing Credit Line Items MAKE SURE TO ADJUST LINE SO QUANTITY FIELD IS NEGATIVE. UNTI PRICE WILL NEED TO BE ADJUSTED TO POSITIVE. NEGATIVE UNTI PRICE WILL FAIL You will need to remove any line item(s) for which you are not issuing credit for. *Please note: Credits with line items of zero quantity/price will not be accepted. To Remove a line item off of the credit, refer to the steps below. -Select the checkbox next to the line(s) to be deleted. -Select Remove selected lines g. Select OK to confirm the deletion of the lines. If you are issuing a credit for the full amount of the original invoice confirm quantity is negative and unit price is positive. Other than that you do not need to make any changes to the line items, you may click the Send button to submit the credit. Make sure you get a message of the top of the credit stating The Vendor State has been changed to Sent. Confirm amount is negative (-) and accurate before sending pg. 16

17 If you must make changes to line items, refer to the following steps. MAKE SURE TO ADJUST LINE SO QUANTITY FIELD IS NEGATIVE. UNTI PRICE WILL NEED TO BE ADJUSTED TO POSITIVE. NEGATIVE UNTI PRICE WILL FAIL a. To make any changes to line items, simply select the field on the line you wish to edit. The line will automatically activate and the field will become editable. b. Make any necessary changes to Quantity (-) so line total reflects the desired amount credit amount. c. If you edit a field and then tab out or make your mouse active in another location of the page, all calculations that are impacted by that field will update. Confirm the total credit amount is accurate. Confirm amount is negative (-) and accurate before sending d. Select Save at the bottom of the page to save the line items. Completing Submitting the credit After reviewing all header and line information on the Credit, scroll to the bottom of the Credit. If the invoice and footer totals are correct, click the Send button to submit your Credit to CBRE. The send button will no longer be available once the Credit has been sent successfully and a message at the top of the page will read The Vendor State has Changed to Sent pg. 17

18 SUBMITTING A CREDIT BY FLIPPING THE PURCHASE ORDER 1. Locate Original PO in Paymode-X and click on the PO line to open up the PO **Please Note: If the Payer State is in Completed status, the vendor must submit a credit by flipping the original invoice. Please refer to option 1. Submitting a credit by flipping original invoice.** 2. Click on the Flip Order button in the upper right hand corner You will see a message at the top that states The purchase order was flipped to this invoice. 3. Enter the credit memo number in the Invoice Number field and date in the Invoice Date field (May use the Original Invoice number with CR behind it). 4. Click on the drop down arrow for Invoice Type and change it to Credit Note pg. 18

19 Will you be issuing credit for Freight or Tax? NO Click the blue Save button in the lower left hand corner. Make sure you get a message at the top of the invoice that states The invoice was updated. YES On the left hand side underneath the Bill To information, make sure it reads Hide Detail. If it reads Show Detail, click on the arrow to the left to open the tax and freight fields. If you need to issue credit for freight, enter the dollar amount preceded with a (negative) in the freight field. If you need to issue credit for tax, select the Tax Type and enter the dollar amount of the tax preceded with a in the Flat Fee field. Once amounts are entered, click SAVE in the lower left hand corner. You should receive a message at the top of the invoice stating The Invoice was Updated 5. Reviewing and Editing Credit Line Items MAKE SURE TO ADJUST LINE SO QUANTITY FIELD IS NEGATIVE. UNTI PRICE WILL NEED TO BE ADJUSTED TO POSITIVE. NEGATIVE UNTI PRICE WILL FAIL pg. 19

20 You will need to remove any line item(s) for which you are not issuing credit for. *Please note: Credits with line items of zero quantity/price will not be accepted. To Remove a line item off of the credit, refer to the steps below. -Select the checkbox next to the line(s) to be deleted. -Select Remove selected lines g. Select OK to confirm the deletion of the lines. If you are issuing a credit for the full amount of the PO, precede quantity for each line item with a (negative) to make each line price a negative amount. Click the Save button to change the total amount to a negative amount. Make sure you get a message of the top of the credit stating The Invoice has been updated. Confirm amount is negative (-) and accurate before sending If you must make changes to line items, refer to the following steps. MAKE SURE TO ADJUST LINE SO QUANTITY FIELD IS NEGATIVE. UNTI PRICE WILL NEED TO BE ADJUSTED TO POSITIVE. NEGATIVE UNTI PRICE WILL FAIL a. To make any changes to line items, simply select the field on the line you wish to edit. The line will automatically activate and the field will become editable. pg. 20

21 b. Make any necessary changes to Quantity (-) so line total reflects the desired amount credit amount. c. If you edit a field and then tab out or make your mouse active in another location of the page, all calculations that are impacted by that field will update. Confirm the total credit amount is accurate. Confirm amount is negative (-) and accurate before sending d. Select Save at the bottom of the page to save the line items. Completing Submitting the credit After reviewing all header and line information on the Credit, scroll to the bottom of the Credit. If the invoice and footer totals are correct, click the Send button to submit your Credit to CBRE. The send button will no longer be available once the Credit has been sent successfully and a message at the top of the page will read The Vendor State has Changed to Sent pg. 21

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