Upon receipt of a Purchase Order (PO), submitting a Purchase Order Acknowledgement (POA) and issuing an Advance Shipment Notification /Service Completion Notification (ASN/SCN), it is time to submit an invoice. Remember to have the tw telecom Business Unit and PO number readily available for the order you want to invoice against. Note: The first five digits of a PO number designate the tw telecom business unit. There can only be one PO referenced per invoice. When creating an invoice in the B2B Supplier Portal, do NOT send a paper invoice to tw telecom. This will cause a duplicate invoice and may delay payment. To find a PO to move to an invoice, from the Main Menu: 1. Click esettlements. 2. Click Self-Service Invoice. 3. Click Create Invoice, on the Self-Service Invoice page. tw telecom B2B Supplier Portal Training - April 16, 2014 1
4. Click the magnifying glass in the Buyer field, to look up the tw telecom business unit. 5. Select the correct tw telecom business unit from the list. Note: The first 5 digits of a PO identify the tw telecom business unit. Make sure to select the correct business unit, otherwise you will not find the correct PO to invoice. 6. Enter an Invoice number in the Invoice ID field. tw telecom B2B Supplier Portal Training - April 16, 2014 2
The Invoice ID must be a unique invoice number for your company that is identical to the invoice number used in your company s billing / AR system. The invoice ID field is limited to 30 characters. Eliminate all punctuation and spaces. Any alpha characters must be in capital letters. When payment is issued, the invoice ID that you entered is shown on the payment remittance detail. tw telecom B2B Supplier Portal Training - April 16, 2014 3
7. Using the calendar icon, enter the date for the invoice. Note: The invoice date should NOT be in advance of product delivery or service completion. 8. Click Copy from a Purchase Order to select the appropriate Purchase Order information. Note: This step saves you time in setting up your invoice. tw telecom B2B Supplier Portal Training - April 16, 2014 4
The Buyer field automatically populates with the tw telecom s business unit number. 9. Click to the magnifying glass icon in to PO Number field, and select the PO number. 10. Click the Detail radio button. 11. Verify the PO Lines are blank. 12. Click Search. tw telecom B2B Supplier Portal Training - April 16, 2014 5
After clicking Search, the PO lines are displayed. At this point, there are two things you can do: Create an invoice for all PO lines. Create a partial invoice for selected lines. Note: You can only select one PO per invoice. tw telecom B2B Supplier Portal Training - April 16, 2014 6
To create an invoice for all PO Lines: 1. Click the check box in the Select column for all of the PO Lines. 2. Click Copy To Invoice. The invoice is now created and is ready to be reviewed before submitting. tw telecom B2B Supplier Portal Training - April 16, 2014 7
To Submit the Invoice for all PO lines with no changes: 1. Click the Additional Information tab to designate the Items which need sales tax. 2. Click the Tax? check box (if not already checked) where sales tax is deemed applicable. Note: This may need to be done for each line item, as there is not a select all option. If you check the Tax? check box and the Sales Tax Amount field is left blank, when you click Save or Save and Submit you will receive an error. To prevent this error from occurring, either enter a Sales Tax Amount or uncheck the Tax? check box. If none of the Tax? check boxes are selected, the sales tax field is grayed out and the tax amount cannot be entered. It is important to remember, tax should never be invoiced for Business Unit #36000 tw telecom LP. Refer to tw telecom s webpage for the tax exemption certificate. tw telecom B2B Supplier Portal Training - April 16, 2014 8
To submit an invoice for all items on the PO, you need to add the Sales Tax (when applicable) and Shipping Cost (when applicable) to the invoice. 3. Enter the sales tax amount into the Sales Tax Amount field for the full invoice (if applicable). 4. Enter the applicable shipping charges in the Shipping Amount field. 5. Click the Refresh button to update the Gross Amount. 6. Click Save and Submit, to save and submit the invoice If you are not ready to submit the invoice, click Save for Later. Note: You are able to view a saved invoice, but you cannot view a submitted invoice once it has gone through the tw telecom Voucher Build process. tw telecom B2B Supplier Portal Training - April 16, 2014 9
7. If miscellaneous charges exist on the PO, you will be notified to review them. Click OK on the popup message to confirm or Cancel to return to the invoice to edit the miscellaneous charges. Note: The Misc. Charge Amount field does not automatically recalculate or refresh when changes are made to the quantity and/or price. Refer to the change Misc. Charge amount instructions (later in the Job Aid) to correct the charge amount. 8. Click OK on the popup message, to confirm or Cancel to go back. Note: Once an invoice is submitted, you can no longer make changes to the invoice but you will still be able to view it until it goes through the tw telecom Voucher Build process. 9. Click OK to confirm your save. tw telecom B2B Supplier Portal Training - April 16, 2014 10
There may be invoices which require additional steps which can be completed when you are entering the tax and shipping charges. For example, if there is a miscellaneous charge amount on the PO, it automatically populates when the invoice is created. If the miscellaneous charge amount is a credit, it displays as a negative amount in the Misc. Charge Amount field. If the miscellaneous charge amount is a debit it displays as a positive amount. Additionally, invoices for equipment shipped to Hawaii must include the Hawaii General Excise Tax (GET). This amount is entered into the Misc. Charge Amount field. Note: Do not enter the Hawaii GET into the Sales Tax Amount field. There may be invoices which require supporting documents such as time sheet, expense reports, drawings, etc. these can be attached by clicking Attachments. tw telecom B2B Supplier Portal Training - April 16, 2014 11
There may be times when you will need to invoice for a partial delivery. You may submit an invoice for selected lines. You can also reduce the quantity of the items invoiced if you will be shipping the remaining items at a later date. Once the rest of the items are shipped, you can invoice the remaining items however, you must use a different invoice number and date. Make sure you enter applicable taxes, shipping cost, and miscellaneous charges as described in the steps above. Creating and Submitting a Partial Invoice: To reduce the quantity of the items being invoiced: 1. Click the Quantity field for the appropriate line and change the number to the correct number shipped. 2. Click Refresh to update the Total Amount. 3. Enter the Sales Tax Amount and Shipping Amount into the appropriate fields. 4. Click Refresh to update the Gross Amount. 5. Click Save and Submit to complete and submit the invoice for payment processing. Note: Once submitted, you can no longer make changes to the invoice. If you are not ready to submit the invoice, click Save for Later. 6. Click OK on the popup message, to confirm or Cancel to go back. 7. Click OK to confirm your save. tw telecom B2B Supplier Portal Training - April 16, 2014 12
To change the Miscellaneous Charge amount: 1. Click the Transfer to Misc Chrgs Detail icon in the Misc. Charge Amount field. 2. Enter the new miscellaneous charge in the Misc Charge Amount field. 3. Click Ok. Remember, if there is a miscellaneous charge amount on the PO it automatically populates when the invoice is created. If any changes were made to the Quantity field on the invoice, you will need to manually determine the new miscellaneous charge amount. If the miscellaneous charge amount is a credit, it displays as a negative amount in the Misc. Charge Amount field. If the miscellaneous charge amount is a debit it displays as a positive amount. Additionally, invoices for equipment shipped to Hawaii must include the Hawaii General Excise Tax (GET). This amount is entered into the Misc. Charge Amount field. Note: Three decimal positions automatically populate, but only the tenths and hundredths are considered. The third decimal position, thousandths, should be left as a zero or blank. 4. Click Refresh. 5. Verify the Gross Amount is correct. Click Attachments to add any attachments. tw telecom B2B Supplier Portal Training - April 16, 2014 13
To view items that have been invoiced on a PO: From the main menu: 1. Click Manage Orders. 2. Click Purchase Orders. 3. Enter any data you have to narrow the search results (if desired), on the Filter Options page. 4. Verify the date range encompasses the desired timeline. 5. Click Search. 6. Select the PO you want to view, on the Purchase Order List. tw telecom B2B Supplier Portal Training - April 16, 2014 14
The PO data is displayed in the PO Lines section. The Invoice List for the PO contains any invoices that have been created. 7. Click the Invoice number, to view which line items on the PO have already been invoiced. tw telecom B2B Supplier Portal Training - April 16, 2014 15
To create an invoice for the remainder of the PO, from the Main Menu: 1. Click esettlements. 2. Click Self-Service Invoice. 3. Click Create Invoice, on the Self-Service Invoice page. tw telecom B2B Supplier Portal Training - April 16, 2014 16
4. In the Buyer field, click the magnifying glass to look up the tw telecom business unit. 5. Select the correct tw telecom business unit from the list. 6. Enter the NEW Invoice number in the Invoice ID field. Note: The first 5 digits of a PO identify the tw telecom business unit. Make sure to select the correct business unit, otherwise you will not find the correct PO to invoice. tw telecom B2B Supplier Portal Training - April 16, 2014 17
7. Using the calendar icon, enter the date for the invoice. Note: The Invoice Date should NOT be in advance of product delivery or service completion. 8. Click Copy from a Purchase Order to select the appropriate Purchase Order information. Note: This step saves you time in setting up your invoice. tw telecom B2B Supplier Portal Training - April 16, 2014 18
9. Click to the magnifying glass icon in to PO Number field, and select the PO number. 10. Click the Detail radio button. 11. Verify the PO Lines are blank. 12. Click Search. 13. Click the check box to select the PO Line you to want to copy to Invoice. Note: Do not select lines already fully invoiced. 14. Click Copy To Invoice. The invoice is now created and ready to be reviewed before submitting. tw telecom B2B Supplier Portal Training - April 16, 2014 19
To submit an invoice for the remainder of the PO: 1. Enter the sales tax amount into the Sales Tax Amount field for the remaining invoice (if applicable). 2. Enter the shipping charges in the Shipping Amount field (if applicable). Note: This example shows an invoice for a service, so there is not a shipping charge. 3. Click the Refresh button to update the Gross Amount. 4. Click Save and Submit to complete and submit the invoice for payment processing. 5. Click OK on the popup message. 6. Click OK to confirm your save. Note: tw telecom builds vouchers for all of the submitted invoices overnight. Payment is processed based on established payment terms and within the corresponding pay cycle. To verify all Line Items and additional charges from the PO have been invoiced, follow the steps on pages 14 15 of this document. tw telecom B2B Supplier Portal Training - April 16, 2014 20
To view the status of an invoice: 1. Click View Invoice, on the Self-Service Invoice page. By default, all invoices, not yet built into vouchers, are displayed; notice the Build Status field in the resulting list. A Build Voucher status means the invoice is ready to be processed by tw telecom and no invoice changes are allowed. An Initiated status means the invoice was created but has not yet been submitted to tw telecom and no invoice changes are allowed. A Not Processed status means the invoice is a credit and requires tw telecom to review it and build it into a voucher. 2. To view the content of an invoice click Invoice ID. 3. Click Return to Self-Service Invoice, to continue invoicing. tw telecom B2B Supplier Portal Training - April 16, 2014 21