Order Lifecycle Visibility Rejected Invoice/ Credit Memo Process Alcatel-Lucent User Training January 2010
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
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 email alert The vendor can set up their OLV system to send a rejected invoice email alert. The vendor can view an explanation for the invoice rejection in the OLV system.
About the Alcatel-Lucent Rejected Invoice Process (continued) 4 When an invoice is rejected, the vendor 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
About the Alcatel-Lucent Rejected Invoice Process (continued) 5 When the Credit Memo is submitted, OLV will reset the line items in the PO so they can be invoiced again. To receive payment, the vendor 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
Invoice Status Updates in OLV 6 There are several ways that the vendor 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. The vendor has prepared a Credit Memo for the full invoice amount.
Invoice Status Updates in OLV (continued) 7 The vendors should set up their OLV system to send an email alert and display an OLV Message Center link when a rejected invoice notification is received from Alcatel-Lucent.
Invoice Status Updates in OLV (continued) 8 The Rejected Invoices link on the OLV Message Center gives the vendor a quick way to locate invoices that have been rejected.
Invoice Status Updates in OLV (continued) 9 This example shows that six invoices have been rejected. To see the information given for the rejection, the vendor uses the link in the Invoice No. column to open the invoice.
Invoice Status Updates in OLV (continued) 10 The Notes section provides a portion of the text provided in the invoice status notification. The vendor should click on the Document icon to view the complete message.
Invoice Status Updates in OLV (continued) 11 The system displays the explanation for the rejection. In some cases, the vendor may need to contact the individual identified in the Invoice Status Notes to determine how to proceed.
Vendor Process to Create a Credit Memo 12 To prepare the Credit Note from the invoice, the vendor should open the Actions list and choose Create Credit Note.
Vendor Process to Prepare a Credit Memo (continued) 13 The vendor 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.
Vendor Process to Prepare a Credit Memo (continued) 14 The vendor will need to enter the Quantity to be credited. The vendor must credit the full amount. The system does not allow a partial credit.
Vendor Process to Prepare a Credit Memo (continued) 15 If a partial invoice credit has been entered, the system will display a warning that a partial credit is not supported. The vendor must credit the full amount that has been invoiced.
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, the vendor will need to enter credit quantities for all items.
Vendor Process to Prepare a Credit Memo (continued) 17 When the vendor is ready to submit the Credit Memo, he/she opens the Actions list and chooses Preview Credit Memo.
Vendor Process to Prepare a Credit Memo (continued) 18 After preparing and previewing a Credit Memo for the complete invoice amount, the vendor needs to open the Actions list and choose Submit.
Vendor Process to Prepare a Credit Memo (continued) 19 The system confirms that the Credit Memo was successfully created. The vendor will now be able to create a new invoice with corrected information.
Vendor Completes a Corrected Invoice 20 When completing the corrected invoice, the same invoice number cannot be resent via OLV. The vendor 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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