Invoice Corrections for SAP Fieldglass

Contents

• Invoicing process on SAP Fieldglass per Country • For Manual invoicing • how to create the manual invoice

• how to send the supplier original invoice to SAP (needed for invoice posting, in addition to creating the manual invoice data in SAP Fieldglass) • Invoices Corrections (includes simplified correction process)

• how to send the supplier original invoice to SAP (needed for invoice posting, in addition to creating the manual invoice data in SAP Fieldglass) • Invoices Corrections

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2 APJ + N America SAP Fieldglass Country Specific Invoicing (Auto/ Self Billing Invoices VS. Manual Invoices created in SAP Fieldglass)

Manual Invoice in Fieldglass Self Billing / Auto Invoice in Fieldglass

Use auto generated/ self-billing invoices for orders in SAP Fieldglass for Create manual invoices in Fieldglass for ORDERING COUNTRIES (company codes): ORDERING COUNTRIES (company codes): APJ APJ • Taiwan (73), China (38, 393, 738, 739, 813, 806) • Japan (32, 804), • Myanmar (419), Vietnam (351), Korea – Domestic (39, 262) • Hong Kong (74, 776), • Malaysia (30), Indonesia (72); Thailand (36),Philippines (37, 767, 745) • Australia (14, 922), • India (71, 76, 728, 808, 809) • New Zealand (13), • Singapore (811, 70) • Korea – Foreign (39, 262) Note: In interim on Fieldglass the following countries have to manual invoice for Fieldglass orders: Singapore (15) N America: USA (8..), Canada (9..)

Important: For invoice posting, the following are required from the supplier: 1) capture manual invoice data in Fieldglass (for items approved by SAP) and 2) send your supplier original tax invoice to SAP - see next slides for information where to send your supplier original tax invoice

Manual Invoice in Fieldglass Self Billing / Auto Invoice in Fieldglass

REQUIREMENTS REQUIREMENTS • Self-Billing not allowed based on local country tax regulations • Self-Billing allowed by local country tax regulations • Sequential invoice numbering range per supplier/ordering entity – • Sequential invoice numbering range per supplier/ordering mandatory for tax compliance entity on self- bill invoices – NOT mandatory for tax compliance Create manual invoices in Fieldglass for Use auto generated/ self-billing invoices for orders in SAP Fieldglass for ORDERING COUNTRIES (company codes): ORDERING COUNTRIES (company codes):

EMEA : Israel (91,225, 241), Bulgaria (216, 236), Russia (235, 365), Ukraine (218), EMEA: Norway (18), Turkey (256), Serbia (269), Azerbaijan (392), Kazakhstan (245, 353), Germany, (1, 23, 853), Switzerland (2,851), South Africa (284, 285, 840), Kenya (377), Nigeria (202), Morocco-Domestic(394) Ireland (59, 607, 343) Egypt (340) Important: In interim on Fieldglass the following countries have to manual invoice Saudi Arabia (86,87) for Fieldglass orders: United Arab Emirates (88, 371) Hungary (48), Poland (44), Romania (81), Italy (10, 403), Portugal (33), Qatar (364, 400) Cyprus (309), Estonia (344), Lithuania (389), Latvia (379), Croatia (82), Denmark (11) Slovenia (280), Slovakia (319, 821), Czech Republic (40, 254, 816), Sweden (12) Austria (3), Greece (58) , Spain, (6) , France (5, 331, 75), Belgium (16), Finland (46, 286, 287) Netherlands (4, 332,710,847), Luxembourg (29, 936) UK (7, 903) Morocco-Foreign (394) Important: For invoice posting, the following are required from the supplier: 1) capture manual invoice data in Fieldglass (for items approved by SAP) and 2) send your supplier original tax invoice to SAP - see next slides for information© 2018 SAP SE orwhere an SAP affiliateto company. send All your rights reserved.supplier ǀ PUBLICoriginal tax invoice 4 LATAM SAP Fieldglass Country Specific Invoicing (Manual Invoicing in SAP Fieldglass)

Manual Invoice in Fieldglass

REQUIREMENTS • Self-Billing not allowed based on local country tax regulations • Sequential invoice numbering range per supplier/ordering entity – mandatory for tax compliance

Create manual invoices in Fieldglass for ORDERING COUNTRIES (company codes):

LATAM : Mexico (35), Brazil (60, 833), Argentina (61), Peru (67), Chile (68, 834), Colombia (69). Puerto Rico (77), Venezuela (424), Costa Rica (348), Panama (373), British Virgin Islands (723)

Important: For invoice posting, the following are required from the supplier: 1) capture the manual invoice data in Fieldglass (for items approved by SAP) and 2) send your supplier original tax invoice to SAP - see next slides for information where to send your supplier original tax invoice

• how to send the supplier original invoice to SAP (needed for invoice posting, in addition to creating the manual invoice data in SAP Fieldglass) • Invoices Corrections

Self Billing Invoices Auto invoice setting = Yes (set by supplier when accepting the SOW/Work order)

Order Worker/ Supplier submit FG system creates Invoice approved & Time Sheet/Expense/ SOW SAP OR invoice posted via Worker Line item (Deliverable) for Approve automatically for ARIBA to activated by approval approved item SAP ERP SAP Important : • Supplier select tax adjustment (tax code + %) when accepting the order and creating manual invoices in SAP Fieldglass • Supplier select the auto invoice setting when accepting the order in Fieldglass. Manual Invoices Refer to page 3& 4 for invoice process on Auto invoice setting = None /No (set by supplier when accepting the SOW/Work order) Fieldglass per ordering country.

Supplier capture Hard copy Send hard copy invoice data in FG invoice OR Yes (hard copy) supplier invoice to (manual step) for needed for SAP (detailed next approved item invoice slides) posting? Includes : capture supplier Upload supplier invoice code and invoice date invoice attachment No (soft copy) to the manual invoice data captured in FG Link to 1) Create Manual invoice guide; and 2) How to invoice in SAP fieldglass guide are published on Fieldglass homepage reference library . © 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 7 • Invoicing process on SAP Fieldglass per Country • For Manual invoicing • how to create the manual invoice in SAP Fieldglass

• how to send the supplier original invoice to SAP (needed for invoice posting, in addition to creating the manual invoice data in SAP Fieldglass) • Invoices Corrections

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code Taiwan 73 All supplier invoices are sent hard copies and email ( PDF copy) to local SAP Taiwan office for invoice processing. SAP Office and email id SAP Taiwan, SAP Taiwan Co., Limited 10F,Hua Nan Bank Headquarter Office No.123, Songren Rd., Xinyi Dist., Taipei City 11073, Taiwan ROC [email protected] China 38, 393, 738, 739, 813 All supplier invoices are sent hard copies and email ( PDF copy) to local SAP China office for invoice processing. SAP Office and email id : SAP China (0738/0739) Floor 10, Building 3, World Profit Center No.16 Tianze Road, Chaoyang District, Beijing, PRC 100125 Attention: SAP China Accounts Payable Tel: +86 21 2221 3967 [email protected] China 806 All supplier invoices are sent hard copies and email ( PDF copy) to local SAP China office for invoice processing. SAP Office and email id SAP China (0038/0393/0806) 47th Floor, Wheelock Square, 1717 Nan Jing West Road, 200040, Shanghai, PRC200040 Attention: SAP China Accounts Payable Tel: +86 21 2221 3967 [email protected] Myanmar 419 All supplier invoices are sent hard copy to local Myanmar office: SAP System Application and Products Asia Myanmar Limited. Myanmar Centre Business Suites Room. 1107, 11th Connecting Floor, Myanmar Centre Tower 2, 192, Kabar Aye Pagoda Road, Bahan Township, Yangon City, Myanmar Phone : +95 1 934 5065/66/67/68 Ext: 1129/1130 No email invoices are allowed. Vietnam 351 All supplier invoices are sent hard copy to local Vietnam office. 4F GILIMEX BUILDING - 24 C PHAN DANG LUU, W6, BINH THANH DISTRICT, HO CHI MINH CITY, VIETNAM No email invoices are allowed. Korea 39, 262 Domestic Suppliers: Supplier required to upload tax invoice to government tax portal. Supplier Emails link to government tax portal to [email protected] for SAP to accept and down load the tax invoice. Foreign Suppliers: If not using self-billing, email invoice to [email protected]. (Note only once foreign vendor is currently using SUS. All other foreign vendors are

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code Singapore 811, 70 Suppliers can send hard copy invoices to: SAP ASIA PTE LTD, 30 Pasir Panjang Road, #03-32, Mapletree Business City, Singapore 117440 Email invoices can be sent to [email protected] Either hard copy or email are acceptable. Malaysia 30 All Supplier send invoices via email to [email protected] Indonesia 72 All Suppliers send hard copy invoices to local Indonesia office: PT SAP INDONESIA, Gedung World Trade Center II Lt. 9 , Jl. Jend. Sudirman Kav-29-31, Setiabudi, Jakarta Selatan, DKI Jakarta Raya - 12920, Indonesia Thailand 36 All Suppliers send hard copy invoices to local Thailand office: 287 Liberty Square, 9th Floor, Silom Road, Bangrak, Bangkok 10500, Thailand Philippines 37, 767, 745 Domestic Suppliers: Send hard copy invoices to local office: SAP 0037 SAP Philippines, Inc. 15th Floor Robinsons Cyberscape Beta, Ruby Rd, Ortigas Center, Pasig, Metro Manila, Philippines. or SAP Philippines, Inc. | 27th Floor NAC Tower 32nd Street Bonifacio Global City, Taguig City Philippines

SuccessFactors 0767 SuccessFactors (PH) Unit 1201 & 1204 12th Flr. I Square Building, Meralco Avenue, San Antonio, Pasig City

Foreign Suppliers: Email invoices to [email protected]. Switzerland 2, 851 Suppliers send paper invoices via post to: SAP (Schweiz) AG Leugenestrasse 6 Postfach 6112 2500 Biel Emailed PDF invoices are not allowed.

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code India 0071 All supplier invoices are sent hard copy to Chandrashekhara Chepagodu or Nagaraja BG, 6th floor RMZ Ecoworld Plot C1, Sarjapur-Marathahali Outer Ring Road, Devarabeesanahalli, Bengaluru (Bangalore) Urban, Karnataka – 560103 India 0071 (GDC) All supplier invoices are sent hard copy to Manjunath D, 8th floor RMZ Ecoworld Plot C1, Sarjapur-Marathahali Outer Ring Road, Devarabeesanahalli, Bengaluru (Bangalore) Urban, Karnataka – 560103 India 0076 All hard copy supplier invoices are sent to LoB or via courier to local Accounts Payable team. LoB invoice submission is not allowed for Globalization Services. Address: Sap Account Payable Team, Sap Labs India Pvt Ltd, #138,Export Promotion Industrial Park, Whitefield Main Road,Bangalore-560066. Karnataka. India 0728 All supplier invoices are sent hard copy to Chandrashekhara Chepagodu or Nagaraja BG, 6th floor RMZ Ecoworld Plot C1, Sarjapur-Marathahali Outer Ring Road, Devarabeesanahalli, Bengaluru (Bangalore) Urban, Karnataka – 560103 India 0808 All supplier invoices are sent hard copy to Krishna Ramachandra, No.56/14, Unit1, III Floor, Sharada towers, Nandi durga road, Bangalore - 560 046, Karnataka

India 0809 All supplier invoices are sent hard copy to Mahashweta Singh, Second Floor Vatika Tower A, Golf Course Road, Sector 54, Gurgaon, Haryana 122002

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code Israel 91, 225, 241 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Bulgaria 216, 236 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Azerbaijan 392 Invoices are send hard copy to local office or email ( PDF).SAP AZ LLC 90A Nizami str., Landmark office Plaza III, AZ1010 Baku, Azerbaijan Phone: +99412 3100012 Email: [email protected] Ukraine 218 Invoices are send hard copy to local office or email ( PDF).SAP Ukraine LLC Dilova str. 5 03150 Kyiv Ukraine T +38/044/490 33 91 Russia 235, 365 Invoices are send hard copy to local office or email ( PDF).Post Address 0235 LLC “SAP CIS”, 0365 LLC “SAP LABS” 115054,Moscow, Russia, Kosmodamianskaya nab.,52/7 T +7 495 755 – 9800 www.sap.ru

Kazakhstan 245, 353 Invoices are send hard copy to local office or email ( PDF).SAP Kazakhstan LLP 36 Al-Farabi av., 050040, Almaty, Kazakhstan T +7 727 3561093 Norway 18 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Turkey 256 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code Serbia 269 Suppliers send hard copy invoices to: SAP West Balkan DOO Beograd Omladinskih Brigada 88 B 11070 Beograd (Novi Beograd)

If email states can be printed and used as hard copy: [email protected]

South Africa 284, 285, 840 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Kenya 377 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Nigeria 202 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Morocco 394 Domestic and Foreign - Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Slovakia 319, 821 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Czech 40, 254, 816 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Republic Hungary 48 Suppliers send hard copy invoices to: SAP Hungary Kft Graphisoft Park, Záhony utca 7., 1031 Budapest Poland 44 Suppliers send hard copy invoices to: SAP Polska Sp. z o.o. Wołoska 5, 02-675 Warszawa

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code Romania 81 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Italy 10, 403 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Portugal 33 Invoices are send hard copy to local office or email ( PDF).Address for hard copies: SAP Portugal, Lda. Lagoas Park, Edf. 14 Piso 3 Porto Salvo 2740-267 Portugal - Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Cyprus 309 Invoices are send hard copy to local office or email ( PDF) address : SAP CYPRUS LTD. 92 Ifigenias Str. Athena Building Office 101 2003 Nicosia Cyprus Estonia 344 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Lithuania 389 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Latvia 379 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code Croatia 82 Suppliers send hard copy invoices to: SAP D.O.O. Petra Hektorovića 2, Zagreb, 10000 ZAGREB If email states can be printed and used as hard copy: [email protected]

Slovenia 280 Suppliers send hard copy invoices to: SAP D.O.O. Dunajska Cesta 165, 1000 Ljubljana

If email states can be printed and used as hard copy: [email protected] Spain 6, 267, 712 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Greece 58 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Belgium, 16, 29 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Luxembourg France 5, 331, 75, 817 Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code Mexico 35 SAP Mexico Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Brazil 60 SAP Brasil Ltda. Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Brazil 833 Quadrem Brazil Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Ltda. Argentina 61 SAP Argentina Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Peru 67 SAP Andina yd.CaribeMail/ post to : AV. CIRCUNVALACION DEL CLUB GOLF LOS INCAS NRO. 154 INT. 1601 URB. CLUB GOLF LOS INCAS - SANTIAGO DE SURCO, LIMA, PERÚ. Peru Chile 68 SAP Chile Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass.

Chile 834 Quadrem Chile Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Ltda. Colombia 69 SAP Colombia SAS Send hard copy to local SAP office. SAP Colombia SAS Av. 9 N° 115-06, Piso 24°, Oficina #2404 NIT: 900320612-5 Bogotá, Colombia, C.P.: 110111

Foreign suppliers also email to [email protected]

Ordering Ordering Company Supplier instructions for original supplier tax invoice Country Code Puerto Rico 77 SAP Puerto Rico Mail/post to : City View Plaza, Suite 301, Torre 1 , PR Road 165, # 48 Guaynabo, Puerto Rico 00968 GmbH LLC Costa Rica 348 SAP Costa Rica, S.A. Mail/post to: Plaza Tempo, Lobby A, Piso 4, costado Oeste del Hospital Cima, Escazú, Costa Rica

Panama 373 SAP International mail : Torre de las Americas Torre B. Piso 15 –Ciudad de Panamá, Panamá PANAMA S.A. Venezuela 424 SAP Andina y del Send hard copy to local SAP office. Caribe, C.A SAP Andina y del Caribe, C.A Av. Principal de La Castellana, Centro Letonia, Torre ING Bank, Piso 13°, Local 131-136L Caracas, Venezuela - C.P: 1060 RIF: J-30339285-7

Foreign suppliers (outside of Venezuela) also email to [email protected] British Virgin 723 SY 365 Ltd Upload to Fieldglass as an attachment when creating the manual invoice in Fieldglass. Islands

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 17 • Invoicing process on SAP Fieldglass per Country • For Manual invoicing • how to create the manual invoice in SAP Fieldglass

• how to send the supplier original invoice to SAP (needed for invoice posting, in addition to creating the manual invoice data in SAP Fieldglass) • Invoices Corrections

Incorrect type of invoice submitted: Self-bill invoice submitted instead of a 1 2 Incorrect Cost Object on order manual invoice and invoice – go to page 24 (for countries where the manual invoice process on SAP Fieldglass must be followed) – go to page 17

Incorrect Time Sheet Rates or Missing and Incorrect Tax Invoice 3 adjustment on order and invoice Hours – go to page 30 6 tax adjustment code and % is selected by Correction supplier when accepting orders (Timesheets, Expenses, Events) Scenarios – go to page 39 Incorrect Miscellaneous invoice amount 4 and cost allocation Incorrect Invoice Net Amount 5 (applicable to Temp staff order invoicing) – go to page 32 (SOW Line Item/ Event, Expense, Cancel Expense) – go to page 34

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 19 Steps By Whom Activities Simplified invoice correction guide 1. SAP A/P will send rejection email and invoice is in rejected status in Fieldglass • EDIT the Rejected Invoice in Fieldglass and resubmit Applies for invoices in status „rejected“ on Fieldglass Correct invoice settings for open documents in Fieldglass for correct invoicing type on future invoices: Incorrect type of invoice submitted: • Supplier updates auto invoice master data settings. 1 Self-bill invoice submitted instead of a • For timesheet/ expense invoices - update the worker auto invoice settings • For milestone invoices – SAP creates a SOW revision and supplier select the auto manual invoice 2. Supplier invoice setting when accepting the SOW revision (SOW Change order) (for countries where the manual invoice process on SAP 3. SAP Corrected invoice is posted by AP Fieldglass must be followed) 2.

EDIT the Rejected Invoice in SAP Fieldglass: 1. 1. Supplier navigates to the rejected invoice 2. Click Edit button (do NOT use „remove“)

3. Enter into invoice code your Supplier original invoice number 3. 4. 4. Keep ticked the timesheet / event / expense sheet 5. Select correct tax, Note: Tax Guidance guide can be found in the reference Library accessible from Supplier Fieldglass account homepage ->scroll down ->reference library

6. Enter original supplier invoice date 5. 6.

(Only applicable for India: Enter business place and SAC Code) 7. Attach your original Supplier invoice, in case hard copy is not legally required 8. 8. Submit (Status changes to Pending Approval – for a technically 7. approval- until Paid)

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 20 Invoice Corrections for SAP Fieldglass Steps By Whom Activities 1. SAP A/P will send rejection email and invoice is in rejected status in Fieldglass 1 Incorrect type of invoice submitted: • EDIT the Rejected Invoice in Fieldglass and resubmit Self-bill invoice submitted instead of a Correct invoice settings for open documents in Fieldglass for correct invoicing type manual invoice on future invoices: 2.1 Supplier updates auto invoice master data settings. (for countries where the manual invoice process on SAP 2.2 For timesheet/ expense invoices - update the worker auto invoice settings Fieldglass must be followed) 2.3 For milestone invoices – SAP creates a SOW revision and supplier select the auto 2. Supplier invoice setting when accepting the SOW revision (SOW Change order) 3. SAP Corrected invoice is posted by AP 2.1 Supplier update invoice setting master data on SAP Fieldglass supplier account. See reference guide (link here). 1. From Fieldglass homepage -> click on Account Configuration icon (next to your username) ->Click Buyer-> Cick SAP -> Click Edit

2. Change Auto invoice setting to No for both Contingent and Services Modules. Set lock to No. This setting will ensure future invoices for orders from SAP will have the correct invoice setting for manual invoicing.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC Invoice Corrections for SAP Fieldglass Incorrect type of invoice submitted : Self- Steps By Whom Activities bill invoice submitted instead of a manual 1. SAP A/P will send rejection email and invoice is in rejected status in Fieldglass 1 • EDIT the Rejected Invoice in Fieldglass and resubmit invoice Correct invoice settings for open documents in Fieldglass for correct invoicing type (Only for countries where the manual invoice process on on future invoices: SAP Fieldglass must be followed) 2.1 Supplier updates auto invoice master data settings. 2.2 For timesheet/ expense invoices - update the worker auto invoice settings 2.3 For milestone invoices – SAP creates a SOW revision and supplier select the auto 2. Supplier invoice setting when accepting the SOW revision (SOW Change order) 3. SAP Corrected invoice is posted by AP 2.2 Supplier and SAP end users can check the current auto invoice setting on your orders in Fieldglass. From Fieldglass account homepage -> Menu -> View –> search with Worker Order ID or Statement of Work ID. Open the order. Click on Details tab (see examples below)

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 22 Invoice Corrections for SAP Fieldglass Incorrect type of invoice submitted : Self- Steps By Whom Activities bill invoice submitted instead of a manual 1. SAP A/P will send rejection email and invoice is in rejected status in Fieldglass 1 • EDIT the Rejected Invoice in Fieldglass and resubmit invoice Correct invoice settings for open documents in Fieldglass for correct invoicing type (Only for countries where the manual invoice process on on future invoices: SAP Fieldglass must be followed) 2.1 Supplier updates auto invoice master data settings. 2.2 For timesheet/ expense invoices - update the worker auto invoice settings 2.3 For timesheet and expense invoice corrections. 2.3 For milestone invoices – SAP creates a SOW revision and supplier select the auto 2. Supplier invoice setting when accepting the SOW revision (SOW Change order) Amend the auto invoice setting on Worker. 3. SAP Corrected invoice is posted by AP 1. From Supplier Fieldglass account homepage - > Menu -> click View –> Worker. Search for worker ID. Open worker -> Click Actions -> Edit Worker 2. Change auto invoice setting . Change Auto Invoice all Characteristics, Time Sheets and Expense Sheets to No (on SOW Workers in SOW Services module) OR • Change Auto Invoice to None (on workers linked to requests in contingent module)

2. 2. 1.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 23 Invoice Corrections for SAP Fieldglass Incorrect type of invoice submitted : Self- Steps By Whom Activities bill invoice submitted instead of a manual 1. SAP A/P will send rejection email and invoice is in rejected status in Fieldglass 1 • EDIT the Rejected Invoice in Fieldglass and resubmit invoice Correct invoice settings for open documents in Fieldglass for correct invoicing type (Only for countries where the manual invoice process on on future invoices: SAP Fieldglass must be followed) 2.1 Supplier updates auto invoice master data settings. 2.2 For timesheet/ expense invoices - update the worker auto invoice settings 2. 2.3 (continue) 2.3 For milestone invoices – SAP creates a SOW revision and supplier select the auto For SOW line item (Events/ Deliverable) invoice 2. Supplier invoice setting when accepting the SOW revision (SOW Change order) corrections 3. SAP Corrected invoice is posted by AP 1. The SAP SOW owner needs to create an SOW Revision. 2. Once SAP approvals are completed, the supplier change the auto invoice setting to No when accepting the SOW. This correction will apply to all (un-invoiced) characteristics for the SOW.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 24 Invoice Corrections for SAP Fieldglass Steps By Whom Activities 1. SAP Accounts payable sends rejection letter Incorrect Cost Object on order and 2. Supplier Supplier creates credit memo 2 Credit note has to be approved by SOW owner (SAP) invoice 3. SAP Creator/owner adds cost object to SOW via Edit and adds a new event (SAP) 4 Supplier Supplier marks new event as completed 5. SAP Approval of event by Owner (SAP) 6. Supplier Supplier creates new invoice – for manual invoicing only 2. Events Invoice Correction Supplier creates a credit memo 1. 1. Supplier goes to initial invoice. Search with invoice ID 2. Open invoice. Click Actions -> create credit/debit memo 4. Section “selection” – no changes required. Click Continue 5. Within step “corrections” the amount has to be set under revised to “0”. 2. Select Reason and Click Continue 5.

6. Select tax adjustment. Note: Tax has to be the same as in the initial 3. Enter Credit/Debit Memo code and select the event. Click continue Fieldglass invoice. 6. 3. 7. Select invoice date & submit invoice

Important: The credit memo will mirror the initial invoice, incl. the initial cost objects of the invoice. © 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 25 Invoice Corrections for SAP Fieldglass Steps By Whom Activities 1. SAP Accounts payable sends rejection letter Incorrect Cost Object on order and 2. Supplier Supplier creates credit of the invoice via “credit/debit memo”. 2 Credit note has to be approved by SOW owner (SAP) invoice 3. SAP Creator/owner adds cost object to SOW via Edit and adds a new event (SAP) 4 Supplier Supplier marks new event as completed 5. SAP Approval of event by Owner (SAP) 6. Supplier Supplier creates new invoice – for manual invoicing only

4. Events Invoice Correction

Supplier submit new Event as completed. See guide (link here)

6. Events Invoice Correction

Create corrected invoice: i. For Manual invoicing only -> After SAP approved the Event. Create new SOW Invoice. See Create manual invoice in SAP Fieldglass guide published on the SAP Fieldglass supplier homepage reference library. ii. For Self Billing invoicing-> After SAP approved the Event, the invoice is automatically created by the SAP Fieldglass system and posted to SAP ERP.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 26 Invoice Corrections for SAP Fieldglass Steps By Whom Activities Owner/Creator adds new Cost object to the work order/SOW (if not part 1. SAP already) 2 Incorrect Cost Object on order and 2. Supplier Supplier/Worker Revises Timesheet invoice 3 SAP Approval of timesheet by Owner/supervisor (SAP) 4. Supplier Create new invoice – for manual invoicing only

2. Time sheet Invoice Correction 3. Add the worked for correct cost object line item 1. Search for Time sheet 3.

Note: If you can not find the new cost object, click Add Tasks and Select the correct cost object

2. Open Time sheet. Click Actions->Revise. Capture Reason for Revision

4. Add comments/ descriptions and Submit for SAP approval After SAP Approval 4. For Manual invoicing only -> After SAP approved the Timesheet. Create new SOW Invoice. See Create Manual invoice in SAP Fieldglass published on your SAP Fieldglass supplier homepage reference library. © 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 27 Invoice Corrections for SAP Fieldglass Steps By Whom Activities 1. Supplier Supplier creates credit memo • Approval of credit memo by owner/supervisor (SAP) 2 Incorrect Cost Object on order and • Owner/Creator adds new Cost object to the work order/SOW (if not part invoice 2. SAP already) 3 Supplier Supplier/worker creates new expense sheet 4, SAP Approve expense sheet by owner/supervisor (SAP) 5. Supplier Create new invoice – for manual invoicing only

1. Expense Invoice Correction 4. Select all expense entries and continue 4. 1. Supplier search initial invoice 1. 2. Open Invoice, Click Actions -> Create credit/debit memo.

5. In section “Corrections” enter 0 value and a total amount will be shown after using calculate totals 5.

3. Enter Credit/Debit Memo code. Select expense sheet & click continue 3.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 28 Invoice Corrections for SAP Fieldglass Steps By Whom Activities 1. Supplier Supplier creates credit via “credit/debit memo”. Incorrect Cost Object on order and • Approval of credit memo by owner/supervisor (SAP) 2 • Owner/Creator adds new Cost object to the work order/SOW (if not part invoice 2. SAP already) 3 Supplier Supplier/worker creates new expense sheet 4. SAP Approve expense sheet by owner/supervisor (SAP) 5. Supplier Create new invoice – for manual invoicing only

1. Expense Invoice Correction 6. Enter Tax adjustment (Tax has to be the same as in the initial Fieldglass invoice)

7. Select invoice date & submit

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 29 Invoice Corrections for SAP Fieldglass Steps By Whom Activities 1. Supplier Supplier creates credit via “credit/debit memo”. • Approval of credit memo by owner/supervisor (SAP) 2 Incorrect Cost Object on order and • Owner/Creator adds new Cost object to the work order/SOW (if not part invoice 2. SAP already) 3 Supplier Supplier/worker creates new expense sheet 4. SAP Approve expense sheet by owner/supervisor (SAP) 5. Supplier Create new invoice – for manual invoicing only

3. Expense Invoice Correction 1. Supplier/worker creates new expense sheet and submit for SAP approval, see guide (link here)

5. Expense Invoice Correction

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 30 Invoice Corrections for SAP Fieldglass Steps By Whom Activities The timesheet hours can be corrected by the Supplier Admin or by the 1. Supplier Worker (Revise Timesheet) 3 Incorrect Time Sheet Hours 2. SAP Approval of timesheet by Owner/supervisor (SAP) 3. Supplier Create new invoice – for manual invoicing only

4. Capture Revised hours for the cost object line item. Capture 1. Timesheet Invoice Correction (hours) comments/ descriptions if needed, and submit for SAP approval 1. Open Timesheet After SAP Approval 3. Create corrected invoice: i. For Manual invoicing only -> After SAP approved the Event. Create new SOW Invoice. See Create manual invoice in SAP Fieldglass guide published on the SAP Fieldglass supplier homepage reference library. ii. For Self Billing invoicing-> After SAP approved the Event, the invoice is automatically created by the SAP 2. Modify start period and Status as needed to find expense sheet to select Fieldglass system and posted to SAP ERP. 2.

3. Click Actions->Revise. Capture Reason for Revision

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 31 Invoice Corrections for SAP Fieldglass Steps By Whom Activities 1. SAP Revise order to amend the rate. SAP internal approvals on revised order. 2. Supplier Accept revised order 3 Incorrect Time Sheet Rates 3. Supplier Correct Timesheet rate (done by Supplier ADMIN user) 4. SAP Approval of timesheet by Owner/supervisor (SAP) 5. Supplier Create new invoice – for manual invoicing only Note:Timesheet rate can be corrected by the Supplier Admin only after SAP 3. Timesheet Invoice Correction (rates) has corrected work order rate and revised work order has been accepted by 1. Open Timesheet the supplier

4. Enter Reason, optional Comment and click on Rate Change. The revised timesheet with new hourly rate is submitted for SAP approval.

2. Modify start period and Status as needed to find expense sheet to select 2.

After SAP Approval 5. Create corrected invoice: i. For Manual invoicing only -> After SAP approved the Event. Create new SOW Invoice. See Create manual invoice in SAP Fieldglass 3. guide published on the SAP Fieldglass supplier homepage reference library. 3. To revise rate, click Submit Rate Change ii. For Self Billing invoicing-> After SAP approved the Event, the invoice is automatically created by the SAP Fieldglass system and posted to SAP ERP. © 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 32 Invoice Corrections for SAP Fieldglass Steps By Whom Activities Reject miscellaneous invoice in isp and Fieldglass (SAP rejects invoice Incorrect Miscellaneous invoice 1. SAP because changes are required other than cost allocation) 4 amount or tax adjustment 2. Supplier Correct rejected Miscellaneous invoice 3. SAP Approval of by Owner/supervisor (SAP) (applicable to Temp staff order invoicing)

3. capture the necessary amendments (e.g. Amount, Misc. Invoice Code, Remit-to Address and tax adjustments) 2. Miscellaneous Invoice Correction (amount/tax adjustments) 3. 1. Open Miscellaneous Invoice. View-> miscellaneous invoice 2. Click Edit to revise miscellaneous invoice

4. A previous tax adjustment entry can be deleted (if needed) by clicking on the X and a new tax code must be selected. 4.

5. Enter comments, change supplier invoice date if needed and click Continue. The revised miscellaneous invoice is submitted to SAP for approval.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 33 Invoice Corrections for SAP Fieldglass Steps By Whom Activities Reject miscellaneous invoice in isp and Fieldglass (SAP rejects invoice due to Incorrect Miscellaneous invoice 1. SAP incorrect cost allocation) 4 cost allocation 2. Supplier Remove old miscellaneous invoice. Create new miscellaneous invoice 3. SAP Approval of by Owner/supervisor (SAP) (applicable to Temp staff order invoicing) Note if cost allocation change is needed, a NEW Misc. invoice must be created by the supplier after SAP revised the work order. If the supplier resubmits the previously rejected miscellaneous invoice, the invoice will not pick-up the new 2. Miscellaneous Invoice Correction (cost allocation) cost allocation from the work order. 4. Capture the necessary invoice data (e.g. Amount, Misc. Invoice Code, 1. Remove rejected Miscellaneous invoice. View -> Miscellaneous Invoice. Open invoice date, Remit-to Address and tax adjustments) Invoice and Click Remove note: tax adjustment entry must be selected, and can be deleted (if 2. Create New Miscellaneous Invoice. Create -> Miscellaneous Invoice needed) by clicking on the X and a new tax code must be selected. 2. Submit for approval 4.

3. Edit period start date criteria to find worker for Misc. Invoice and select relevant worker 3.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 34 Invoice Corrections for SAP Fieldglass Steps By Whom Activities The correction of an Event invoice is initiated by the supplier. This process is Incorrect Invoice Net Amount for self-billing and manually created event invoices. For manual invoices, the 5 1. Supplier supplier attaches original credit/debit memo from their ERP system in step 6. (SOW Line Item/ Event) 2. SAP Approval of by Owner/supervisor (SAP)

1. SOW Line item (event) Invoice Correction 3. Enter Credit/Debit Memo code and select Event. Click continue 1. 1. Supplier search for invoice ID 3. Or Seach via Menu->View ->Payments->Invoice (adjust date filter and search with invoice ID)

4. Enter corrected Revised Amount, select Reason from pick list, and click on Continue. 4.

2. Open Invoice. Click Actions ->create “credit/debit memo” 2.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 35 Invoice Corrections for SAP Fieldglass Steps By Whom Activities The correction of an Event invoice is initiated by the supplier. This process is Incorrect Invoice Net Amount for self-billing and manually created event invoices. For manual invoices, the 5 1. Supplier supplier attaches original credit/debit memo from their ERP system in step 6. (SOW Line Item/ Event) 2. SAP Approval of by Owner/supervisor (SAP)

1. SOW Line item (event) Invoice Correction 5. Select tax adjustment and Supplier Invoice Date. In the case of manual invoicing, supplier attaches original credit memo from their ERP system. Click Continue (or submit if you don’t want to see next summary screen before submitting)

5. After Credit/Debit Memo is approved by SAP, the credit/debit memo is automatically processed without further supplier action.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 36 Invoice Corrections for SAP Fieldglass Steps By Whom Activities The correction of an expense invoice is initiated by the supplier. This process Incorrect Invoice Net Amount is for self-billing and manually created expense invoices. For manual 5 invoices, the supplier attaches original credit/debit memo from their ERP (Expense, or Cancel Expense) 1. Supplier system. Approval of by Owner/supervisor (SAP). Credit/debit memos are 2. SAP automatically submitted for processing. 1. Expense Invoice Correction 3. Enter Credit/Debit Memo Code, Remit-to Address, select Expense sheet to correct and 1. Supplier search for invoice ID 1. click continue Or Search via Menu->View ->Payments->Invoice 3. (adjust date filter and search with invoice ID)

00231

2. Open Invoice. Click Actions ->create “credit/debit memo”

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC Invoice Corrections for SAP Fieldglass Steps By Whom Activities The correction of an expense invoice is initiated by the supplier. This process Incorrect Invoice Net Amount is for self-billing and manually created expense invoices. For manual 5 invoices, the supplier attaches original credit/debit memo from their ERP (Expense, or Cancel Expense) 1. Supplier system. Approval of by Owner/supervisor (SAP). Credit/debit memos are 1. Expense Invoice Correction 3. SAP automatically submitted for processing. 4. Select expense item(s) to edit and select Continue

5. To cancel expense, enter negative Amount in Correction box to completely offset Original Amount for each expense, select reason from drop down box and click ‘Calculate Totals’ to see Net Amount for Credit/Debit memo. Click on Continue.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC Invoice Corrections for SAP Fieldglass Steps By Whom Activities The correction of an expense invoice is initiated by the supplier. This process Incorrect Invoice Net Amount is for self-billing and manually created expense invoices. For manual 5 invoices, the supplier attaches original credit/debit memo from their ERP (Expense, or Cancel Expense) 1. Supplier system. Approval of by Owner/supervisor (SAP). Credit/debit memos are 2. SAP automatically submitted for processing. 1. Expense Invoice Correction 6. Enter tax code adjustment, optional comment, supplier invoice date. In the case of manual invoicing, supplier attaches original credit memo from their ERP system. Click on Continue (or Submit if you don’t wish to review before submitting)

Once approved by SAP, it will be processed automatically with no additional steps for Supplier.

7. Review correction and submit for SAP approval.

© 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 39 Steps By Whom Activities Simplified invoice correction guide 1. SAP A/P will send rejection email and invoice is in rejected status in Fieldglass Applies for invoices in status „rejected“ on Fieldglass Supplier EDIT rejected invoice and resubmit Change worker and add correct tax value to ensure the correct invoices in 6 Missing and Incorrect Tax adjustment on 2. Supplier the future order and invoice tax adjustment code and % is selected by supplier when accepting orders (Timesheets, Expenses, Events) 2.

1. Supplier EDIT rejected invoice to add the tax amount and resubmit

1. Supplier navigates to the rejected invoice

2. Click Edit button (do NOT use „remove“) 3. Only for countries where manual invoicing applies (no self-billing): Enter 3. 4. into invoice code your Supplier original invoice number

4. Keep ticked the timesheet / event / expense sheet

5. Select correct tax, Note: Tax Guidance guide can be found in the reference Library accessible from Supplier Fieldglass account homepage - >scroll down ->reference library 5. 6. 6. Only for countries where manual invoicing applies (no self-billing): Enter original supplier invoice date (Only applicable for India: Enter business place and SAC Code)

7. Only for countries where manual invoicing applies (no self-billing) and hard 8. copies are not legally required: Attach your original Supplier invoice 7. 8. Submit (Status changes to Pending Approval – for a technically approval- until Paid) © 2018 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 40 Invoice Corrections for SAP Fieldglass Missing and Incorrect Tax adjustment on Steps By Whom Activities 1. SAP A/P will send rejection email and invoice is in rejected status in Fieldglass 6 order and invoice Supplier EDIT rejected invoice and resubmit tax adjustment code and % is selected by supplier when accepting Change worker and add correct tax value to ensure the correct invoices in orders 2. Supplier the future (Timesheets, Expenses, Events)

Supplier changes worker and adds correct tax value 3. Select correct tax adjustment Note: Tax Guidance guide can be found in the reference Library accessible from Supplier Fieldglass account homepage ->scroll down - 1. Search Work order ID and open Work order >reference library 3. 1.

2. Actions->Edit Worker 2.