Order Lifecycle Visibility Rejected Invoice/ Credit Memo Process

Transcription

1 Order Lifecycle Visibility Rejected Invoice/ Credit Memo Process Alcatel-Lucent Supplier Training January 2010

2 About the Alcatel-Lucent Rejected Invoice Process 2 Invoices that have an OLV invoice validation flag and are related to a General Expense PO will go through an invoice approval process at Alcatel-Lucent. Alcatel- Lucent Vendor Invoices OLV Invoices Create View Print Download Invoice approval

3 About the Alcatel-Lucent Rejected Invoice Process (continued) 3 During this process, the invoice may be approved or rejected by the PO requester. The Alcatel-Lucent system will send an invoice status notification to OLV indicating whether the invoice is approved or rejected. Alcatel- Lucent Vendor Invoice Status update Approved, or Rejected OLV Rejected Invoice alert You can set up your OLV system to send you a rejected invoice alert. You can view an explanation for the invoice rejection in the OLV system.

4 About the Alcatel-Lucent Rejected Invoice Process (continued) 4 When an invoice is rejected, you will need to create a Credit Memo for the full amount of the rejected invoice. The OLV system will apply the credited amount against the original invoice. Alcatel- Lucent Vendor OLV Credit Memo for full invoice amount

5 About the Alcatel-Lucent Rejected Invoice Process (continued) 5 When you submit the Credit Memo, OLV will reset the line items in the PO so they can be invoiced again. To receive payment, you must submit a corrected invoice. As the same invoice number cannot be resent via OLV, the vendor must add an additional qualifier, i.e, R-1, to the end of the invoice number. Alcatel- Lucent Vendor Corrected Invoice OLV Corrected invoice

6 Invoice Status Updates in OLV 6 There are several ways that you can determine the invoice status in OLV. This is an example of a list of invoices displayed after an invoice search. Submitted OLV has submitted the invoice to Alcatel-Lucent. Approved Alcatel-Lucent returned an invoice status indicating Approved. Rejected Alcatel-Lucent returned an invoice status indicating Rejected. A Credit Memo has been prepared for the full invoice amount.

7 Invoice Status Updates in OLV (continued) 7 You should set up your OLV system to send an alert and display an OLV Message Center link when OLV receives a rejected invoice notification from Alcatel-Lucent.

8 Invoice Status Updates in OLV (continued) 8 The Rejected Invoices link on the OLV Message Center gives you a quick way to locate invoices that have been rejected.

9 Invoice Status Updates in OLV (continued) 9 This example shows that six invoices have been rejected. To see the information given for the rejection, use the link in the Invoice No. column to open the invoice.

10 Invoice Status Updates in OLV (continued) 10 The Notes section provides a portion of the text provided in the invoice status notification. Click on the Document icon to view the complete message.

11 Invoice Status Updates in OLV (continued) 11 The system displays the explanation for the rejection. In some cases, you may need to contact the individual identified in the Invoice Status Notes to determine how to proceed.

12 Vendor Process to Create a Credit Memo 12 To prepare the Credit Note from the invoice, open the Actions list and choose Create Credit Note.

13 Vendor Process to Prepare a Credit Memo (continued) 13 You will need to assign an identification number to the Credit Note. The credit note number must have a qualifier, i.e., CR-1, added at the end of the reference invoice number.

14 Vendor Process to Prepare a Credit Memo (continued) 14 You will need to enter the Quantity to be credited. You must credit the full amount. The system does not allow a partial credit.

15 Vendor Process to Prepare a Credit Memo (continued) 15 If you enter a partial invoice credit, the system will display a warning that a partial credit is not supported. You must credit the full amount that has been invoiced.

16 Vendor Process to Prepare a Credit Memo (continued) 16 This is an example of an invoice with a single line item. If there are multiple line items in the invoice, you will need to enter credit quantities for all items.

17 Vendor Process to Prepare a Credit Memo (continued) 17 When you are ready to submit the Credit Memo, open the Actions list and choose Preview Credit Memo.

18 Vendor Process to Prepare a Credit Memo (continued) 18 After preparing and previewing a Credit Memo for the complete invoice amount, open the Actions list and choose Submit.

19 Vendor Process to Prepare a Credit Memo (continued) 19 The system confirms that the Credit Memo was successfully created. You will now be able to create a new invoice with corrected information.

20 Vendor Completes a Corrected Invoice 20 When completing the corrected invoice, the same invoice number cannot be resent via OLV. You should revise the original invoice number by adding a qualifier, i.e, R-1, at the end of the invoice number.

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