cloud invoicing user guide for suppliers...to create a po debit invoice (po and wo are both treated...

1 | P a g e November 2019

CLOUD INVOICING

USER GUIDE FOR

SUPPLIERS


Contents

1. Introduction .................................................................................................................................... 3

2. Sign into Supplier Portal .................................................................................................................. 4

3. Set Preferences ............................................................................................................................... 6

4. Create an invoice ............................................................................................................................ 8

4.1. Attach an Invoice Image .......................................................................................................... 9

4.2. Matching a debit invoice to the Purchase Order ................................................................... 11

4.3. Tax Calculation ...................................................................................................................... 12

4.4. Matching a Credit invoice to a Purchase Order...................................................................... 17

5. Manage Company Profile .............................................................................................................. 21

6. Invoice Inquiry .............................................................................................................................. 27

7. Contact Information ...................................................................................................................... 31


1. Introduction Welcome to BGIS Supplier Portal!

As a Service Provider of BGIS you can now submit invoices using Supplier Portal module of Oracle Cloud

directly at your own convenience.

Suppliers who are given access to the Supplier Portal module of Oracle Cloud can now access this portal

to create invoices and inquire status of Order and payment.

If you don’t have access yet and would like to register, please contact the Manager who engaged your

services or send a request to [email protected] including your supplier name, number and

contact details and our dedicated BGIS Vendor Management Program administrators will assist.

NOTE:

Supplier Portal can be used for the following actions:

➢ To create a PO debit invoice (PO and WO are both treated as POs in Cloud); you are encouraged

to submit batched invoices by FMZ (Facility Management Zone / Region)with up to 25 WOs on a

weekly frequency

➢ To create a PO credit invoice (PO and WO are both treated as POs in Cloud)

➢ To add a contact to access Supplier Portal

➢ Check the invoice status including payment details if invoice has been paid

➢ Respond to Social Collaboration message(s) initiated by BGIS

Supplier Portal should not be used for the following actions:

➢ To create a non-PO invoice (PO and WO are both treated as POs in Cloud)

➢ To submit a future dated invoice

➢ Update your Company information in BGIS records (name and address)

➢ Initiate a Social Collaboration message with BGIS

The Supplier site and corresponding address on the invoice is populated from the PO. Please do not

attempt to correct any address information in Cloud during invoice submission. If any updates are

required, please contact Sourcing.

Below are the steps to submit invoices using Supplier Portal.

mailto:[email protected]


2. Sign into Supplier Portal

Mozilla Firefox is the recommended browser by Oracle to use Oracle Supplier Portal

2.1 Sign into Supplier Portal by clicking on the URL provided in the email which is provided in

your initial email

2.2. Login credentials would be part of this email

Below is the first screen you see when you sign into Oracle Cloud

2.3. In the event you forget the username/password, please click on Forgot Password

2.4. Select either Forgot username or Forgot password

2.5. To reset username, provide email

2.6. To reset password, provide username

2.7. Click on Submit


An automated email notification will be sent to reset username or password.

Open the email and reset your username or password as required.


3. Set Preferences After logging in for the first time, please ensure to setup your General Preferences as default settings.

Follow the below instructions to set your preferences

3.1 Click on “Set Preferences” icon

Under General preferences tab, setup your Regional and Language preferences.

3.1.1. Click on Regional button

3.1.1.1 Enter your Region and Time Zone details

3.1.1.2 Click on Save and Close.

When you log in next time, Region and Time will be updated and defaulted on your computer.


3.1.2 Click on Language button

3.1.2.1 Enter your Language details

3.1.2.2 Click on Save and Close.

When you log in next time, Region and Time will be updated and defaulted on your computer.


4. Create an invoice 1) Click on Supplier Portal icon on the home page

You will see the below screen once you are in Supplier Portal

2) Click on Create Invoice under Invoices and Payments tab

The Supplier site and corresponding address on the invoice is populated from the PO. Please do not

attempt to correct any address information in Cloud during invoice submission. If any updates are

required, please contact Sourcing.

If there are any inactive sites still showing up in the dropdown, please contact the Manager from BGIS

to deactivate these sites.

3) Supplier site

4) Number - This is the Invoice Number on the invoice you will be submitting to BGIS for

processing

5) Date - This is the Invoice Date

6) Type Invoice


Note: Always chose Invoice for debit invoices and Credit Memo for credit invoices

7) Description - Type in a brief description of the service performed

4.1. Attach an Invoice Image

Although this field is not identified as a MANDATORY item, attaching an invoice copy is required

for each invoice submission via Supplier Portal. If the invoice copy is missing, BGIS will reject and

return the invoice for resubmission.

Follow below steps to attach copy of the invoice.

4.1.1. Click on + sign beside Attachments (highlighted in Blue)

The screen below appears.

4.1.2. Click on drop down under Type

4.1.3. Select File

4.1.4. Select From Supplier under Category drop down.

4.1.5. Click on Choose File to upload the invoice from a folder


You will see the invoice attached under File Name or URL tab

You will also see the title auto populates with the same invoice number

This is the same invoice number the PDF attachment will have.

4.1.6. Click on OK

Invoice copy is now attached.

To delete the attached copy click on ‘X’ button.


4.2. Matching a debit invoice to the Purchase Order Follow the below steps to match the invoice to a Purchase Order

4.2.1. Click on Select and Add icon highlighted below

The Purchase Order you have entered on the Create Invoice screen appears automatically

4.2.2. Select the PO line which matches the item description of the service you have

provided. This is the full amount created on PO line.

4.2.3. Click on Apply

4.2.4. Click on OK

You will only see the balance amount left on the PO line.

4.2.5. If the invoice amount is lesser than the line amount enter the amount under

amount header.


You cannot exceed the ordered or balance line amount. If you try to enter an amount greater than the

balance line amount, an error message appears as per the screen shot below.

Fix the amount and continue further.

Once the line is matched you cannot rematch that line again. (Unless the line is cancelled)

4.3. Tax Calculation 4.3.1. For Project invoices where the PO has tax lines:

4.3.1.1. include in your invoice the PO lines as well as separate lines for the

appropriate taxes;

4.3.1.2. Click on Calculate tax from the Invoice Action button to populate the tax

amounts.


4.3.1.3. To avoid “overtaxing”, once the tax is calculated by the system, revise it to

$0.

4.3.2. For Operational FM or Project invoices where PO does not have tax lines:

4.3.2.1. invoice only the applicable PO lines.

4.3.2.2. Click on Calculate tax from the Invoice Action button to populate the tax

amounts (For Shortcut please use ctrl + alt + X on your keyboard)

4.3.2.3. If the Ship-to Location Code is incorrect, select from the drop-down table

below to pick the correct Provincial Tax Code in the Ship-to Location


Province Provincial Tax Codes

Alberta AB

British Columbia BC

Manitoba MB

New Brunswick NB

Newfoundland and Labrador NL

Northwest Territories NT

Nova Scotia NS

Nunavut NU

Ontario ON

Prince Edward Island PE

Quebec QC

Saskatchewan SK

Yukon YT

You may sometimes see two types of taxes appearing as you can see in the below screenshot.

However, the system will only calculate the taxes applicable to the client account and the other

type will have zero dollar tax amount.

Note: HST, GST and QST are the standard taxes. You cannot overwrite these tax amounts.

However, PST can be changed as per the services performed. If the invoice is submitted with

incorrect taxes, it will be rejected and returned for resubmission.

To change the PST tax amount, enter the amount under the tax Amount field and then click on

Calculate Tax button one more time. The changes will be reapplied on the invoice total.

4.3.2.4. The Summary Tax Lines are updated with tax amounts.

4.3.2.5. Also the invoice amount gets updated at the bottom right corner.


Add Freight charges if applicable under Shipping and Handling tab

4.3.3. Click on + button

4.3.4. Select Freight under Charge Type

4.3.5. Enter the amount and a brief description.

Freight charges will be added to the invoice.

4.3.6. Scroll to the top

If you are 100% sure that the invoice details entered are accurate and the invoice is ready for

submission,

4.3.7. Click on Submit button.

If not you can simply click on Cancel to delete the invoice entry.

Once submitted, a confirmation message appears that the invoice is submitted.

Once the invoice is submitted you cannot cancel the entry.

Click on ok.

And click on Create Another to submit another invoice.

Otherwise, click on Done to go back to the previous screen.

4.3.8. Click on Submit

Invoice is now created and submitted

You can cancel by clicking on the Cancel button to discard this entry

Once the invoice is submitted, the below confirmation message appears on screen.

Once the invoice is submitted you cannot cancel the entry.

4.3.9. Click on ok.


4.3.10. And click on Create Another to submit another invoice.

4.3.11. Otherwise, click on Done to go back to the previous screen.


4.4. Matching a Credit invoice to a Purchase Order Once you log into the Supplier Portal,

4.4.1. Click on Create Invoice under Invoices and Payments tab

Now proceed to enter all the fields highlighted in red, including Description (* marked fields are

mandatory)

All the details remain same except Type.

Refer to section 4.2. for matching a debit invoice

4.4.2. Ensure to select Credit Memo under Type (highlighted in blue)

Note: Always chose Invoice for debit invoices and Credit Memo for credit invoices

4.4.3. Matching a Credit Memo to a Purchase Order.

Follow the below steps to match the invoice to a Purchase Order

4.4.4. Click on Select and Add icon highlighted below


The Purchase Order you have entered on the Create Invoice screen appears automatically

4.4.5. Select the PO line which matches the item description of the service you have provided.

If the line amount is equal to the invoice amount, then


4.4.7. Click on OK

If amount is lesser then change the amount.

The negative amount auto populates


Once the matching is complete

You can edit this matched amount as per the invoice sub-total amount.

Calculate taxes


Now a credit invoice has been created and submitted

Click on Cancel button to discard this entry before clicking on Submit

Once the invoice is submitted, the below confirmation appears on screen.


5. Manage Company Profile Supplier can view or update the Company Profile Information under Supplier Portal tab

Follow the below steps to make any updates to the Company Profile.

5.1. Click on Manage Profile under Company Profile tab

Click on Organization Details to view details of your company

5.2. Click on Tax Identifiers to view Income and Transaction Tax information


5.3. Click on Addresses to view all your addresses

Addresses cannot be changed via Supplier Portal.

If there is any change in your address please contact the Manager from BGIS who has engaged your

service to have your address information updated in the BGIS system

5.4. Click on Contacts to update any contact information.

Updating this tab is very important as this is the information BGIS uses for any questions

regarding the payment of your invoice.


Below warning appears when Contact tab is clicked on.

If there are any changes are to be made to Contact details, then

5.5. Click on Yes and proceed further.

5.6. Click on + icon to add a line

5.7. Update the new contact’s details on the appeared screen.

Check the “Request user account” box if you want to have access to the new user to receive email to

log in as marked below:


5.7.1. Update the Address (if required)


5.7.3. Click on OK

New contact’s name is added to the list of contacts.

You can click on Delete Change Request to delete the new entry.


In order to review the changes you have made

5.8. Click on Review changes

Changes which have just been made only will be visible in this Review changes section

If the changes are captured correctly,


- If no changes are needed, click on submit button. (Note that Submit button will only be

available after you click on Review Changes)

- Once submit button is clicked you will get a confirmation message that the profile change

request was submitted for approval.

- Click on Ok.

- However, you still have an option to cancel the change request or edit it at this point of time

before clicking on Done.

- If you are ok with the changes, click on Done.


- An automated message which says, “There is a profile change request pending approval.

You my edit to make additional changes” will appear.

- The Supplier Profile will be locked until the new contact acknowledges this request.

- The new contact will receive an email notification with the login hyper link.

- Let the new contact know to click on the hyperlink received in the email and create a login

as requested to unlock the Supplier Profile.

- You can any time unlock the profile by clicking on Cancel Change Request

- This completes adding a contact to your company profile.

5.9. Click on Worklists under the Navigator on the Home page.


6. Invoice Inquiry Checking Invoice Status

Follow the below steps to check status of an invoice you have submitted.

6.1. Click on Supplier Portal on Home Page

6.2. Click on View Invoices

Type in the partial invoice number in the Invoice Number Field.

All the invoices which start with this number will be populated. Each invoice is a hyperlink.

The status of each invoice will appear under Invoice Status header field.


If you don’t see Invoice Status on the header, populate it from View drop down – Columns – Select

Invoice Status. This is a onetime setup addition. Going forward Invoice Status will be on the header.


Status IN PROCESS:

You will need to wait for the Status In process to change.

Status APPROVED:

Approved status means, invoice is approved by the Manager and will be paid as per the Payment terms.

Check for the payment information after the due date of the invoice.

Once the invoice is paid the status will still show as Approved n(ot Paid) as Invoice Processing System is

different from Payment system.

The payment information will be attached to the invoice and can be found under Attachments of the

invoice.

All the details of the payment will be available on the attachment.

If there are multiple invoices paid on the same payment number a comment will display as shown in the

screenshot below.

If only one invoice is paid, the comment section will be blank.

Status CANCELLED:

The reason for cancellation will also be attached under Attachments section.

Click on the invoice hyper link and open the attachment as shown in the screenshot below.


Status ON-HOLD:

To know why an invoice is on-hold, click on the On-Hold Hyper link under Invoice Status header.

The reason of cancellation will also be attached under Attachments section.

Most of the times these hold reasons would be internal to BGIS, and as soon as the issue is resolved the

hold will be released and invoice processed for approval and payment.

You will need to wait until the issue is resolved and invoice is released for processing.

You can inquire about the invoice status only if the invoice is nearing to due date or is already due for

payment.


7. Contact Information

For access to the supplier portal, please contact the manager who engaged you or send a request to

[email protected] including your supplier name, number and contact details. Please note that

in order for BGIS to grant you access, you must be an active BGIS contracted supplier on the client

account that this tool has already been deployed.

For technical issues contact BGIS One Call at [email protected]

Phone: 1-855-559-2447

For any other questions regarding invoicing process, please contact the manager who engaged your

services.

mailto:[email protected]?subject=Vendor%20Portal%20Access:%20

mailto:[email protected]?subject=Supplier%20Portal%20Technical%20Issues:%20

cloud invoicing user guide for suppliers...to create a po debit invoice (po and wo are both treated...

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