SCP-Embraer Train the Trainer. Commercial Invoice

SCP-Embraer Train the Trainer Commercial Invoice

Commercial Invoice Overview The Supplier uses the Commercial Invoice to ship material goods and initiate and settle financial transactions related to material exchanges with Embraer. For specified Discrete Orders, Embraer will allow suppliers to create Commercial Invoices via the Embraer-SCP system. The Allow Commercial Invoice field on the Discrete Order schedule line will inform the supplier as to whether or not they can create a Commercial Invoice for the schedule line. If the value is Yes, then the supplier can create a Commercial Invoice. If the value is No or the field is empty, then the supplier will not be able to create a Commercial Invoice. For Subcontracts and for Discrete Orders that do not allow Commercial Invoice Creation, Embraer will send an Invoice Status to update the supplier on the status of Commercial Invoice. Copyright 2017 Exostar LLC All Rights Reserved 2

Commercial Invoice Happy Path Open Invoiced On Hand Shipped Clearance Received Paid Supplier Action Embraer Action Embraer Action Embraer Action Embraer Action Embraer Action Embraer Action Copyright 2017 Exostar LLC All Rights Reserved 4

Creating a Commercial Invoice via the User Interface (UI) There are multiple options for creating a Commercial Invoice from the UI 1. Order List Page Only when ALL schedule lines on the screen are eligible for Commercial Invoice creation (not recommended, but available) 2. Order Details Page 3. Create Commercial Invoice Workflow 1 3 2 Copyright 2017 Exostar LLC All Rights Reserved 5

Locate the Order to Invoice 1. On the navigation tree, go to Order Management Commercial Invoice Create Commercial Invoice 2. Enter the Order Number 3. Click Search 1 2 3 Copyright 2017 Exostar LLC All Rights Reserved 6

Select the Schedule Lines for Commercial Invoicing 1. Select the schedule line(s) that you wish to create the Commercial Invoice against 2. Click the Next Button 1 1 2 Copyright 2017 Exostar LLC All Rights Reserved 7

Create Commercial Invoice Form Most of the data is pulled directly from the Discrete Order and pre-populated on the Commercial Invoice Required fields are marked with a red asterisk (*) on the UI. Fill out all required fields as well as additional information as needed, then click the Create Commercial Invoice button. Header Level Required Fields Attachment Supplier Invoice/Nota Fiscal ASN/Customs Invoice Supplier Invoice Date Incoterms Package Dimension Total Gross Weight Number of Boxes Total Invoice Amount Total Net Weight Weight Unit Tracking Number* * - Required if Freight Carrier is populated Line Level Required Fields Invoiced Quantity Line Total Amount Country of Origin Country of Source Country of Acquisition Copyright 2017 Exostar LLC All Rights Reserved 8

Adding Attachments Embraer requires that the supplier attach a PDF copy of the Commercial Invoice to the electronic record in Embraer-SCP. The attached copy MUST EXACTLY MATCH the electronic record. Mismatches will result in Embraer rejecting the Commercial Invoice. To add an attachment: 1. Click on the Paper Clip icon this loads the Attachment pop-up page. 2. Click Add button. 3. Click Choose File, find the attachment you need to add just as you would add an attachment to an email. 4. Once you ve added the attachment, Click the Upload button. 5. You ll then see the details on your attachment. You can now Close the pop-up. 6. If successful, the number to the right of the paperclip icon will have changed from 0 to 1. 1 3 4 6 2 5 Copyright 2017 Exostar LLC All Rights Reserved 9

Editing Attachments 1. If you made a mistake with the original attachment, you can add a new one to the Commercial Invoice. From the details page, click on the paper clip icon. If the attachment has the same name and file type as the existing attachment, you must either rename the file or delete the old attachment from Embraer-SCP. 2. To delete, select the file that you want to remove 3. Click the Delete button. 4. To add, click Add button. 5. Click Choose File, find the attachment you need to add just as you would add an attachment to an email. 6. Once you ve added the attachment, Click the Upload button. 1 2 4 5 6 3 Copyright 2017 Exostar LLC All Rights Reserved 10

Commercial Invoice Validations 1. Incoterms on the Commercial Invoice must match the value from Incoterms on the Discrete Order. NOTE: Incoterms from the order are not displayed on the Commercial Invoice. The supplier must reference the Discrete Order for the valid code if there is a mismatch. 2. Line Total Amount must match Invoiced Quantity * Unit Price (rounded to a precision of 2) 3. Total Net Weight must be > 0 4. Total Gross Weight must be > 0 and be > Total Net Weight 5. Schedule B, Ultimate Consignee Type, Export License Number and Export Control Classification are mandatory if Supplier Country = US and Ship To Country is not equal to US 1 4 3 2 2 2 5 5 5 5 4 Copyright 2017 Exostar LLC All Rights Reserved 11

Commercial Invoice Validations: Over Delivery Tolerance Over-shipping outside of tolerance levels will not be permitted in the Embraer-SCP system. Over Delivery Tolerance Level Embraer could send a Tolerance Level on each PO. If populated, then the information will be displayed in the Over Delivery Tolerance field on the Discrete Order. If Tolerance Level is not sent on the order, then Embraer-SCP will default the value to NULL and the supplier will not be allowed to deliver over the Request Quantity Exostar will pull the Tolerance Level and the Request Quantity from the order to the Commercial Invoice Upon the Create Commercial Invoice action: If (Invoiced Quantity from Commercial Invoice) > (Request Quantity* (1 + (.01*Over Delivery Tolerance Value)); then Commercial Invoice will receive an error message. You have tried to create a commercial invoice with a quantity that exceeds the tolerance level. Invoice Quantity Over Delivery Tolerance Request Quantity Calculated Over Tolerance Value 100* (1+(.01*10.5)) Allowed? 85 10.5 100 110.5 Yes 90 10.5 100 110.5 Yes 100 10.5 100 110.5 Yes 110 10.5 100 110.5 Yes 111 10.5 100 110.5 No Copyright 2017 Exostar LLC All Rights Reserved 12

Commercial Invoice Validations: Invoice Period Embraer could send an Invoice Period on each Discrete Order. If populated, then the information will be displayed in the Invoice Period field on the Discrete Order. If Invoice Period is not sent on the PO, then Exostar will default the value to NULL and the Supplier will be able to invoice at their discretion. The Invoice Period indicates the number of days prior to the Current Delivery Date that the supplier can create the Commercial Invoice Commercial Invoice Creation will fail if the supplier attempts to create the commercial invoice prior to start of the invoice period. Today s Date Current Delivery Date Invoice Period Allow Creation August 1 August 16 5 No August 13 August 16 5 Yes August 17 August 16 5 Yes September 1 August 16 5 Yes Today s Date Current Delivery Date Invoice Period Allow Creation August 1 August 16 NULL Yes August 13 August 16 NULL Yes August 17 August 16 NULL Yes September 1 August 16 NULL Yes Copyright 2017 Exostar LLC All Rights Reserved 13

Cancelling a Commercial Invoice If the Commercial Invoice is still in the Open state, the supplier can request a cancellation. If Embraer agrees to the cancellation, they will Reject the Commercial Invoice. If Embraer disagrees with the cancellation, they will continue to process the Commercial Invoice and will send status updates to the supplier. To Request Cancellation: 1. Search for the Commercial Invoice you wish to cancel via the Commercial Invoice Search or Summary workflow. 2. Click on the Exostar Invoice Number of the Commercial invoice you wish to cancel. This will take you to the Commercial Invoice Details page. 3. Scroll to the bottom of the Header section and select Yes from the Request Cancellation dropdown box. 4. Click Update. 2 1 3 4 Copyright 2017 Exostar LLC All Rights Reserved 14

Save Commercial Invoice Draft To hold a Commercial Invoice as a draft version (and delay sending), click on Save Draft (instead of Create Commercial Invoice) when you are creating the invoice. Copyright 2017 Exostar LLC All Rights Reserved 15

Locate and Publish Draft Invoices: List Page From the Commercial Invoice Draft List page, click on the Exostar Invoice Number link to edit the invoice data From this list page, you can also create the invoice by selecting a row and clicking the Create Commercial Invoice action button. Copyright 2017 Exostar LLC All Rights Reserved 17

Locate and Publish Draft Invoices: Details Page Cancel: Clears the changes that have been made during the new session. Delete Draft: Deletes the version of the Commercial Invoice. You will not be able to recover the information if you choose to delete the draft. Save Draft: Saves the changes made during the new session. Send Commercial Invoice: Sends the Commercial Invoice to Embraer. Copyright 2017 Exostar LLC All Rights Reserved 18

Excel Upload of a Commercial Invoice Users can upload multiple Commercial Invoices using the Excel Upload. To get the Excel Upload Template: Go to My Exostar http://myexostar.com/embraer/escp/training and click on the Commercial Invoice Upload template OR Go To Upload/Download Download Order Execution Commercial Invoice (Recommended Path) Click Search to Download It is recommended that you first create a Commercial Invoice in the User Interface in order to get key information such as Buyer MPID and Supplier MPID that will used in most future uploads. If your organization has created multiple Commercial Invoices, it is recommended that you narrow the results by searching for a particular Commercial Invoice. Copyright 2017 Exostar LLC All Rights Reserved 19

Excel Upload of a Commercial Invoice: Inbox Status Page Clicking on the File Name will provide you access to a excel spreadsheet that you now use as your template. The hyperlink will become available when the Status is Completed. If for some reason, you navigate away from the page, you can always click on Upload/Download Status to view the status of all your uploads and downloads. Copyright 2017 Exostar LLC All Rights Reserved 21

Excel Upload of a Commercial Invoice: Spreadsheet Overview Fill out the spreadsheet and save the information to your local drive. The Specification Tab will give you information about the individual fields. Items in Blue are required. The value in Action (Column 69) should be InsertOrUpdate for all added rows. Copyright 2017 Exostar LLC All Rights Reserved 22

Excel Upload of a Commercial Invoice: Upload To upload the file: 1. Click Upload/Download Uploads Order Execution Commercial Invoice Upload 2. Click Choose File and select the file from your local drive 3. Click Next 1 2 3 Copyright 2017 Exostar LLC All Rights Reserved 23

Excel Upload of a Commercial Invoice: Upload If your upload fails, the Status column will have a value of Completed With Errors. Click on the Red Triangle / Exclamation Point to download and view the error file. Correct the errors and re-upload. When the file is successful, the Status will have a value of Completed Successful uploads using the excel spreadsheet are placed in a Pending status. You will need to locate the Commercial Invoice, add the PDF attachment (reference slide 8) of the Commercial Invoice and then create the commercial invoice and clear all divergence validations (reference slides 10-12) Copyright 2017 Exostar LLC All Rights Reserved 24

Locating the Pending Commercial Invoice 1. Go to Order Management Commercial Invoice Search 2. Enter Search Criteria (based on information in your excel spreadsheet) 3. Select Pending from the Line Status selection box 4. Click Search 2 1 3 4 Copyright 2017 Exostar LLC All Rights Reserved 25

Locating the Pending Commercial Invoice 1. Click on the Blue hyperlink of the Commercial Invoice you wish to update and edit at the Details page. Or you can update the Commercial Invoice directly from the List Page 2. Add the Attachment by clicking on the paper clip icon. 3. Make any necessary adjustments to editable fields 4. Click Create Commercial Invoice NOTE: The Commercial Invoice will need to clear Embraer Divergence Validations before it can be successfully created. 2 1 3 3 4 Copyright 2017 Exostar LLC All Rights Reserved 26

Embraer Rejection of a Commercial Invoice Embraer can Reject a Commercial Invoice at any point during the process. The supplier will receive a Rejected Commercial Invoice Alert to let them know this has occurred. The supplier should view the Divergence field at the Line Level of the Commercial Invoice for the rejection reason. Copyright 2017 Exostar LLC All Rights Reserved 27

Correcting a Rejected Commercial Invoice: Option 1 Exception Workflow When a Rejected Invoice is received from Embraer the supplier has two action options OPTION 1: Update Existing Invoice using Exceptions Workflow Click Exceptions Order Management Commercial Invoice Click on the number in the Rejected Commercial Invoice Alert row From the List page, Find and Click on the Blue hyperlink of the Exostar Invoice Number that needs attention. Copyright 2017 Exostar LLC All Rights Reserved 28

Correcting a Rejected Commercial Invoice: Option 1 Summary Workflow When a Rejected Invoice is received from Embraer the supplier has two action options OPTION 1: Update Existing Invoice using Exceptions Workflow Click Order Management Commercial Invoice Summary Click on the number in the Rejected row Find and Click on the Blue hyperlink of the Exostar Invoice Number that needs attention. Copyright 2017 Exostar LLC All Rights Reserved 29

Correcting a Rejected Commercial Invoice: Option 2 Create new C/I When a Rejected Invoice is received from Embraer the supplier has two action options OPTION 2: Create New Invoice 1. Use Discrete Order List Page 2. Use Discrete Order Details Page 3. Use Create Commercial Invoice workflow 1 3 2 Copyright 2017 Exostar LLC All Rights Reserved 30

Commercial Invoice Paid State Embraer will update the supplier when the Commercial Invoice is Paid Embraer could update the following Header Level fields as a result of the Payment Amount Paid Payment Date Payment Number Offset Amount Offset Invoice Number Copyright 2017 Exostar LLC All Rights Reserved 31

Embraer Will Send Commercial Invoice Status for all Commercial Invoices In addition to Rejected and Paid, Embraer can send the following Status Registered Invoiced On Hand Shipped Clearance Received The following fields might be updated as a result of the Status Update Invoice Transmission Type (Header) Invoice Gate Date (Header) Divergence (Line) Invoice Type Code (Line) Invoice Type Description (Line) SAP PO Line ID (Line) Shipped Quantity (Line) Reason for Change Return (Line) Copyright 2017 Exostar LLC All Rights Reserved 32