Create Invoices
To create an invoice:
1. From the Navigation Menu, click Order Management.
2. Click Create Invoice under the Invoice section of the expanded menu.
3. Enter the Order Number and click Search.
4. Select the PO Lines that need to be invoiced and click Next.
5. Select the invoice type from the dropdown (Credit/Debit).
6. If taxes are required, expand the Tax applied to all checked line items field to apply taxes to lines.
7. Enter tax information in the tax section. Select the lines that need taxes applied. Click Add Tax.
8. Once your data is filled in and verified, click the Send Invoice button to send your response to BAE Systems.
NOTE: If you would like to save your invoice to submit later, click the Save Draft button.
Publish Draft Invoice
To publish a draft invoice:
1. From the Navigation Menu, go to Order Management.
2. Click Draft Search under Invoice on the expanded menu.
3. Enter search criteria to locate the draft, then click Search.
4. From the Invoice Draft List page, click the Invoice Number link to edit the data.
5. Once the Invoice is ready to send, click Send Invoice.
NOTE: Draft versions of invoices are not visible to users with other roles. If a draft is created by a user with the administrator role SAdmin, it is not visible to someone using the regular SUser role until the invoice is moved out of draft status.
Invoice Payment Status
To locate an invoice payment status:
1. From the Navigation Menu, go to Order Management.
2. Click on Invoice. Select Search from the expanded menu.
NOTE: The search uses Auto-Complete when search criteria is entered. After search criteria is entered, press the Enter key so your search criteria display in a blue box below the entry field, and click the Search button.
3. The Invoice List page displays. The Line State shows the state of the line.
Set Default Values for Tax Field
To set default values for the tax field:
1. From the Navigation Menu, go to Master Data and click Supplier Attributes from the expanded menu. Click Search.
2. Enter data in the tax fields. When finished, click Submit.
NOTE: The default values apply to all invoices on the account and populate on all invoices created from that point forward. These settings can be updated at any time and overridden by typing or selecting a different value during invoice creation.
Print Invoice
To print an invoice:
1. From the Navigation Menu, go to Order Management.
2. Click Search under Invoice on the expanded menu.
3. Enter the Invoice Number in the invoice number search box and click Search.
NOTE: The search uses Auto-Complete when search criteria is entered. After search criteria is entered, press the Enter key so your search criteria displays in a blue box below the entry field, and click the Search button.
4. Click the Invoice Number on the Invoice List page.
5. From the Invoice Details page, click the Print Invoice button.
A PDF version of the Service Invoice is created.