Last month, we hosted an invoicing webinar for our suppliers on Ariba Network to share best practices and address common invoicing questions. We were excited about the level of interaction throughout the event and the questions we received.
We’re answering all your questions in the form of a blog series organized by common themes. The second post for this series is on Non-PO Invoices, Partial Invoices, and Service Entry Sheets.
To watch the webinar on-demand, register first before accessing it here. To review the general invoicing process, check out this video.
Non-PO Invoice
Q1: How do we know to submit a non-PO invoice?
- A non-PO invoice should be created if there is no corresponding PO on Ariba Network and you don’t have a contract number from your customer. For steps to create a non-PO invoice, click here.
Q2: One of our customers manually enters their orders into Ariba Network and we can’t seem to process invoices for POs submitted that way. What should we do?
- If there is a PO on Ariba Network, you should be able to create a PO invoice against the order. Please check if your customer has enabled their account to receive invoices through Ariba Network.
Q3: We’re trying to create a non-PO invoice, but we can’t find this option on the supplier portal.
- You can create a non-PO invoice by:
- Click on the “Create” button on the top right of your supplier portal
- Select “Non-PO invoice” from the drop-down menu.
Q4: What is the difference between a non-PO invoice and a contract invoice?
- Non-PO invoices are created when there is no purchase order to reference. Although contract invoices have no purchase order to reference as well, there is a contract that can be converted instead. The procedures to create a contract invoice could be found here.
Partial Invoice
Q1: How do we create partial invoices?
- You can create partial invoices by indicating the quantity you will be fulfilling for the line items within the invoice. The process is the same as creating a regular invoice. Watch this video to review the electronic invoicing process or refer to this article about partial invoicing. Note that the ability to submit partial invoices is based on your customers’ rules.
Q2: If a PO is set up to bill specific hours worked by a team, am I able to change the hours billed per person if not everyone works the specified hours in the PO? The total will not go over the original PO amount.
- If a single PO was opened for a project, you can invoice multiple times for the services performed under the PO up to the total specified project amount. However, if the number of hours and line items are set, you may have to contact your customer if amendments for the PO are needed. Make sure to check your customers’ configuration rules to see what they will and will not allow for invoices.
Service Entry Sheets (SES)
Q1: Do I have to create an SES first before I can create an invoice?
- Service invoicing can be done with or without a service entry sheet. Check out this short article to see your options.
Q2: How can I invoice for services I’ve done?
- For a step-by-step guide to creating service entry sheets, click here.
Q3: Are we able to create SES for material goods instead of services?
- SES or service orders can contain lines for both material items and services. An SES needs to contain at least one service line item from the PO it is based on.
Q4: My customer sent me a PO with one line item that accounts for a year of work. I’d like to invoice for the total completed work for the year, but I can’t change the quantity when creating an invoice. How should I go about this?
- For a project where you invoice for work done over a period of time, you could choose to create a service entry sheet to log your hours.
If you’d like to explore other invoicing questions, check out the rest of this blog series:
