Invoice Module User Manual
Contents
1. ANY TIME Manage BUY Shipment Upload cost amp POD A report is sent by OTM To the Carrier to inform him about Buy Shipment in GE CONFIRMED status LEC and the Carrier The Status is set at INVOICE PAID and that will end Set status to READY FOR INVOICE zg0m 722 Set the status at the process INVOICE CONFIRMED WEEKLY DAILY G E ATeport is sent by OTM LEC Aamin checks it INVOICE CONFIRMED L To LEC ADMIN to inform everything is OK and then Notification to the LEC E About Buy Shipment in changes the status into from Carrier for additional READY FOR INVOICE GE CONFIRMED for the Actions C Buy Shipment ANY TIME ANY TIME L LEC can APPROVE The LEC can REFUSE the Invoice setting the status invoice setting a REASON for INVOICE APPROVED refusal and using ACTION to C refuse the invoice WEEKLY MONTHLY Sends a file about INVOICE APPROVED And paid to OTM with PAYMENT date Receives a file about INVOICE APPROVED from OTM to be managed externally imagination at work Oil amp Gas VG OTM Project See details in the next charts VG OTM Invoice Process User Manual OTM VG Invoice Process Flow This process can be splitted in 4 main sections involving 3 different players INVOICE Process Section Involved Team Section READV For INVOICE GE Confirmed Carrier Ex Center 2 Section INVOICEs Creation Carrier Ex Center INVOI2. Invoice Bill Date a Date Received Click on New to create Issue Date q new invoice Shipment ID Begins With v New sect CEST imagination at work To create a NEW INVOICE the Carrier will have to enter data in the following screen 15 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier Welcome SERVPROV CARRIER Message Center 0 0 ATN Role SERVPROV RC F2 s Carrier Identification Code Involved Parties Remarks It can be the Carrier s Invoice Invoice IC Service Provider ID Total amount of the Buy shipments Before to enter it flag Fixed Cost Amount Due 1000 EUR M a Start Date End Date Due Date 19 Jun 2009 Date Received 09 Jun 2009 Exchange Rate Date Exchange Rate ID Cha rges Base Charge Insert the Date in which the Enter the date in which Not mandatory Data invoice has been issued and the invoice payment is rax the Date in which the invoice requested E has been inserted in OTM Insert the RFI number Present in the report unt VAT Code ID VAT Basis Amount Request for Invoice Number IRFI 123 Refuse Invoice Reason 16 Oil amp Gas
3. Invoice Bill Number Begins With Begins With Order Release General Invoice Bill ID Domain Indicator w Reference Number Qualifier GE CONFIRMATION 16 05 Invoice Reference Number Value imagination at work Begins With Invoice Bill Date Jg Date Received Issue Date Shipment ID Search Lists Export Saved guerv _ Section D FINANCE INVOICE Payment date Invoice Total Found 1 2 4 1 Selected Page 0 Total 0 Ez _ 20090609 0003 Q LORE123 om un 2009 IESU TS mmm Jj The basic operations the FINANCE can do is to flag the INVOICE as PAID To set the PAID status it is necessary to EDIT the required record Thanks to the SMARTLINKS menu it is also possible to view the documents attached to the INVOICE imagination at work 46 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section D FINANCE INVOICE Payment date Invoice Mana Involved Parties Remarks Invo Carrier Invoice Number Original Invoice ID 20090609 0003 LORE123 Service Provider ID Status KN Amount Due Fixed Cost 1000 00 EUR Invoice Date Date Received Due Date Start Date End Date 09 Jun 2009 0
4. umm _ mum zz Section D FINANCE INVOICE Payment date The prevoius process will change the INVOICE status into INVOICE PAID The INVOICEs PAID will be visible using the dedicated menu once selected an INVOICE it is possible to view its details clicking on the VIEW button imagination at work Welcome OGVG 10570259904 Message Center 0 0 Role OGVG GE FINANCE e OTM version 5 5 SVG GE_ nvoice Manager e 1 of 1 NS NS NS NS NS NS SX Header 2 uem ID Invoice Number Financial Consolidation Type Parent Invoice ID Original Invoice ID 20090402 0002 xXYz n02 STANDARD ervice Provider Alias Qualifier Service Provider Alias Service Provider ID Payment Method INCO Term GLOG OGVG KN 5 mount Due Amount Due with VAT Base Charge Other Charge Status 50 00 EUR 250 00 EUR nvoice Date Date Received Due Date Start Date End Date I 02 Apr 2009 nvoice Source Fixed Cost Credit Note Pass Through Vessel ID A A re Exchange Rate Date Exchange Rate ID Supply Country Code ID Servprov VAT Registration ID Customer VAT Registration ID VAT Exempt VAT Analysis Fixed EXEMPT eA E mmm EE SD OS DS tj More i Reference Numbers Reference Number Reference Number Qualifier Issue Date SERVPROV 20090402 0002 GLOG 02 Ap
5. U Document File C Documents and Settings Davide Desktop Invoice Paid ppt Sfoglia Upload Document Document File DiPassaglia las sim a OT MIOGYGIE nhancementiIntertaccia invoicesiFla _notepad exe 00007 imagination at work 53 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section D FINANCE INVOICE Payment date At the end of the update process the OTM user will receive an email the email address should be provided in the first line of the file like the following one Invoice Payment Interface You may tnd the lstofinvoices and its result in the attached file Please do not reply to this e mail This is just for your into This email will notify the result of the final upload of the file in OTM any line in which an error has occurred will be reported in plan text imagination at work 54 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual
6. Carrier These 3 steps performed the Carrier can declare that the INVOICE has been CONFIRMED and enables GE LEC ADMIN to APPROVE REFUSE the INVOICE imagination at work 13 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier Each INVOICE can be in one of the following status v NVOICE NEW an INVOICE just Created v CONFIRMED an INVOICE with all the necessary data sent to the LEC for approval Y NVOICE REFUSED an INVOICE CONFIRMED amp Refused by LEC v NVOICE APPROVED an INVOICE CONFIRMED amp APPROVED by LEC sent to FINANCE v PAID an INVOICE APPROVED amp declared PAID by FINANCE imagination at work 14 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier Welcome SERVPROV CARRIER Role SERVPROV RC F2 ORACLE on 5 9 Details Status Order Release voice Bill Order Release Begins With Invoice Bill Number Begins With Domain Name with rmed sed Indicator Reference Number Qualifier General Stop Detail Online Booking Tendering Invoice Bill Buy Shipments Invoice Bill ID Shipment Stops Buy Shipment for Invoice eu Invoice Invoice Invoice Invoice Approved Invoice Paid em Preferences Help CONFIRMATION GLOG Invoice Reference Number Value Begins With
7. SEC CHG OGVG DK BLUEWATERMARINE 20090326 6 SERVPROV 20090319 0002 M EST sEc OGVG DK BLUEWATERMARINE 20090326 7 SERVPROV 20090319 0002 TEST SEC CHG OGVG DK BLUEWATERMARINE 20090326 _8 SERVPROV 20090319 0002 _ EST SEC CHG _ _ _JOGVGDK BLUEWATERMARINE J 2 __ 20090326 9 imagination at work 51 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section D FINANCE INVOICE Payment date Selecting the Upload Invoice File button a process will start that enables the GE FINANCE to upload the invoice flat file Welcome O0GVG 10570259904A ORAC Role OGVG GE FINANCE LE OTM Version 9 9 ice Invoice Approved Document Invoice Paid Upload Invoice File Document ID PAYMENT FLAT FILE Begins Search Select PAYMENT_FLAT_FILE in the Document ID field then Search Welcome OGVG 1057025990A Message Center 0 0 BS scm OTM non ss Role OGVG GE FINANCE Total Found 1 Upload Content Replace Current Window Document iic Selected Page 1 Total 1 Ee Document ID Owner Type Document Ty pe Update User Requested Time Received Time um S OGVG 501364373 27 Apr 2009 10 46 CET m NEN 3 Hl imagination at work 52 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section D FINANCE INVOICE Payment date load Document
8. VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier The Carrier has to upload the Invoice document using the ACTIONS Menu Welcome SERVPROV CARRIER Message Center 0 0 E ole SER V RC F2 OTM re Role SERVPROV RC F2 Success Confirm Invoice Matching Documents Upload Document You successfully created the following records SERVPROV 20090609 0002 View Lol Create Another Modify Another This document should be provided by the Carrier and has to match with the data entered before if not the Ex Center won t approve this INVOICE The presence of the document will be checked during the confirmation phase and if no document is found the confirmation action is stopped imagination at work 17 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier OTM dm Upload Document Document File Upload Document Document File C Documents and Settings CianoalhDesktop SDV INVOICE XYZ0001 RFI2Z xl5 upload Choose file _H Request For Invoic RFI 2 Currency EUR 2 Buy Shipment OGVG 0110254 i STANDARD 3 Buy Shipment OGVG 0110258 Buy Shipment Type STANDARD Original Buy Shipment Project 591 Amount 1875 GE Ci 4 Buy Shipment SERVPROV DTDODIB Buy Shipment Type SECONDARY CHARGE Original Buy Shipment O
9. br Confirmation Date 26 03 2009 11 10 Buy Shipment 0OGVG 0110218 Buy Shipment Type STANDARD Original Buy Shipment Project 789 Amount AE Confirmation Date 26 03 2009 11 10 quest For Invoice Number REL Currency EUR Plant DNKO1 um dd c m aud Buy Shipment OGVG 0110216 Buy Shipment Type 1 STANDARD original Buy Shipment Project 456 Amount 100 GE Confirmation Date 26 03 2009 1 109 11 10 Buy Shipment OGVG 0110218 Buy Shipment Type STANDARD Original Buy Shipment Project 789 Amount 100 GE Confirmation ate 26 03 2009 11 1 Buy Shipment ID related The Buy Shipment Type can be Date in which the Buy to the Invoice Standard shipment has been confirmed Secondary in case of Secondary Charge All the Buy Shipments having the same currency and cost center are grouped into the same RFI imagination at work 11 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual 3 0 INVOICE Process Section INVOICE Creation INVOICE APPROVED Section B INVOICE Creation Carrier The Carrier will create the INVOICES inside OTM This process will cover the 3 following areas 1 enter the INVOICE data data sent by OTM to the Carrier via email 2 match the INVOICE with all the Buy Shipments related to it info present in the email 5 upload a copy of the final INVOICE document that will be sent to GE by the Carrier This document should be compliant to the data provided by OTM to the
10. 0002 STANDARD die Siti CC iata id inii o S Cn Ali mc C CO tts De m cy T Mahad m ING m GLOG OGVG KN SDV Inveci Leo Due Amount Due with VAT Base Charge Other Charge Status Invoice Approved 250 00 EUR 250 00 EUR e Bis EERE Date Date Received Due Date Start Date End Date 2 2009 02 2009 Invoice Source Fixed Cost Credit Note Pass Through Vessel ID Manual A A A Lu qe Bate PES EE CR a on mmm ENS 1 Supply Country Code ID Servprov VAT Registration ID Customer VAT Registration ID VAT Exempt VAT Analysis Fixed EXEMPT A essen Number Reference Number Qualifier Issue Date SERVPROV 20090402 0002 GLOG 02 2009 fkr REQUEST FOR INVOICE NUMBER Involved Party Contact Communication Method Involved Party Qualifier YES GE CONFIRMATION RRO Ut ooo Involved Party Location Communication Method Involved Party Qualifier SDV BY CONTACT LOGISTICS Contact Event Communication Method Stylesheet Profile Distribution pmo m c1 Shipment 0110031 0110043 Eum EMI n Equipment Prefix Equipment Number 150 Type Description Code Ownership Code Li
11. 9 Jun 2009 Exchange Rate Date Exchange Rate ID Base Charge Il attor OF VAT Code ID VAT Basis Amount VAT Rate Amount Refuse Invoice Reason Request for Invoice Number Involved Parties imagination at work 47 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section D FINANCE INVOICE Payment date OTM Version 3 3 Invoice Manager 1 of 4 Finished Header Involved Parties Remarks Reference Numbers Referen ce Number PAID Reference Number Qualifier Issue Date PAYMENT DATE v V D9 Jun 2009 ES GE_CONFIRMATION IRFI 163 REQUEST FOR INVOICE NUM RR ISERVPROV 20090609 0003 2009 Select the Reference Number Qualifier named involved Parties PAYMENT DATE then populate the REFERENCE f Involved Party NUMBER field with PAID and select the date in ifier Save NENNEN the ISSUE Date field E Involved Parties Involved Party Location Communication Method Involved Party Qualifier Save Dro iai E O O KN BY CONTACT LOGISTICS AT honnt as am 1 Reference Numbers Reference Number Reference Number Qualifier Issue Date YES CONFIRMATION IRFI 153 REQUEST FOR INVOICE NUMBER imac SERVPROV 20090609 0002 GLOG 09 lun 2009 ET PAYMENT DATE 09 Jun 2009 mmm pu mum HE zl asd ci I mum mam zi
12. CE APPROVED Section C Finance Management VG Finance Team Section D INVOICE PAYMENT VG Finance Team These 4 section are also chronologically speaking consequential imagination at work 6 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual OTM VG Invoice Process Flow Involved Team Actions Carrier Create the INVOICE on the basis of the report received Upload the INVOICE Document matching the previous data Match the INVOICE with the related Buy Shipment 4 Invoice Confirmation LEC GE LEC 1 Check the invoice 2 Approve or Refuse it 1 FINANCE Receive a file with the approved invoices and completes the payment in the Legacy system 2 4 Manually set the invoice as paid in OTM 2 B Set the Invoice as paid through a flat file to be uploaded in OTM imagination at work 7 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual What s New v Carriers will receive a list created by OTM of the INVOICES they are responsible for Carriers will have a new module named INVOICE where they will have to manage INVOICES for their validation amp payment Ex Center staff will have to check approve the data entered by Carriers A new role for GE FINANCE has been created in OTM INVOICES approved by Ex Center are sent via email to VG FINANCE team VG FINANCE team will manage INVOICE data inside their Legacy Sys to close the INVOICE cycle till the related paym
13. El Letter Of Credit NAT EIVAT Analysis VAT Code ID VAT Basis Amount VAT Rate Amount Refuse Invoice Reason Request for Invoice Number 2 RFI 163 Shipment 0110463 Equipment Equipment Prefix Equipment Number ISO Type Description Code Ownership Code Line Item Sequence Description Unit Count Transport Handling Unit Freight Charge Accessorial Code imagination at work Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Approval LEC Welcome OGVG OTCENASKOVA Message Center 0 0 OTM Who Role OGVG GE EXEC ADMIN Dea Invoice Total Found 1 Replace Current Window ID Invoice Bill ID Indicator Invoice Bill Number Invoice Bill Date gt Edit Export View Documents View Matched To view the attached documents right click on the line then choose Documents A new page will appear with the list of documents Shipment Welcome OGVG 0OTCENASKOVA er 0 0 OTM Role OGVG GE EXEC ADMIN Dh 21 Documents _ Total Found 1 Search Criteria Co 1 Selected Page 0 Total 0 M ID Document ID Indicator Owner Type Owner ID Document Ty E _ iseRveaROv POD sP00003 POD SPD0003 _ ___ INVOICE SERVPROV 20080608 wi 1891 i gt 50 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE A
14. GVG 011Project 691 Amount 38445 GE Ci 14 I4 4 P MGE Confirmation Report 02 APR 2 Dor imagination at work 18 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier In order to verify view delete uploaded documents right click gt DOCUMENTS SMARTLINKS menu Pages 1 Selected Page 1 Total 1 amp Smart Links SERVPROV 28090402 00027 Edit Export Vig Shipment Thanks to this command a new screen with different functions will be provided for the document management imagination at work 19 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier The main actions are the ones indicated in the following screen the other functions are not fundamental for document management so please use them only if necessary Welcome SERYPR OW CARRIER _ SDV Message Center 0 OTM version Role SERVPROWRC_F2 pool Documents Total Found 1 Pages 1 Selected Page 1 Total 1 Actions j ID mM Document ID Document BSVGSDVINVOICE NYEUUNI SDVANVOICE XVZ000 Generate Document Owner 1 D A Xi amp Letter of Transmittal OGYG SDY INVOICE XYZ0001 RFI1 5P00002 EUCH ETUR CIN Edit Export Refresh Document Reprint Doc
15. Manual C Currency Exchange Rate Date Exchange Rate ID Supply Country Code ID Servprov VAT Registration ID Customer VAT Registration 10 VAT Exempt VAT Analysis Fixed MOT EXEMPT IN More EjReference Numbers Reference Number Reference Number Qualifier Issue Date UUP ORUP 0004 09 2009 WRONG PRICE REFUSE REASON mum YES C CONFIRMATION CANCELLED RFI 164 RE UEST FOR INVOICE NUMBER F imagination at work 37 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Approved Refused An INVOICE REFUSED will get INVOICE REFUSED status and the Carrier will see this kind of INVOICES in her his INVOICE REFUSED menu with the possibility to view the REASON FOR REFUSAL provided by the LEC Also the LEC will see this INVOICE in the INVOICE REFUSED menu In case of refusal the RFI and the related Buy Shipments can be used again because its link with the invoice number is automatically broken The INVOICE that has been approved using the function APPROVE Invoice for CARRIER will pass to INVOICE APPROVED status That permits to view these INVOICES in the next step of the INVOICE process The LEC will see this kind of INVOICES in the INVOICE APPROVED menu imagination at work 38 Oil amp Gas VG OTM Project VG OTM Invoice Process User Ma
16. Oil amp Gas VG OTM Project OTM Invoice Freight Management D Module Creation Date 084 June 2009 Last Update 10 June 2009 Version 1 0 Integrated Logistics Management imagination at work 1 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual ament amp Distriby tion Table of Contents GE imagination at work Table of Contents 1 0 Invoice Process Overview 2 0 Invoice Step A Ready for Invoice GE Confirmation 3 0 Invoice Step B Invoices Creation Invoice Approved 5 1 Section B Invoice Creation Carrier 3 2 Section B Invoice Approval LEC 3 3 Section B Invoice Refused Carrier 3 4 Section B Invoice Approved Refused 4 0 Invoice Step C Finance Management Receive Invoice 5 0 Invoice Step D Finance Invoice Payment date imagination at work 3 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual 1 0 INVOICE Process Overview GE imagination at work s FI OTM VG Invoice Proces carrier in tne INVOICE the following d Ivers same cos ANY TIME MONTHLY The INVOICE related to the ones in INVOICE CONFIRMED and PAID status will be updated with PAYMENT Date visible to both the cation cost centre and curre T The Carrier creates a new object called INVOICE containing main invoice information i e invoice num date amount etc Attach the invoice document Select the BUY Shipments to be matched with the invoice
17. VOICE Creation Carrier Welcome SERVPROV CARRIER_KN Message Center 0 E OTM TELES Role SERVPROV RC F2 Del Replace Current Window Total Found 3 Invoice Pages 1 Selected Page 1 Total 1 M 10 oo Actions 2 15 Invoice Bill Date Ll SERVPROV 20090406 0001 Confirm Invaice TEST 06 Apr 2009 El Matching 1234 09 1 2009 AutoMatch Invoice 12345 10 Jun 2009 Enter the Number of the Buy Shipment to unmatch leave the one suggested by the Get Shipment Note m 4 system or click on the L to get the list amp hipment ID 0110016 adi Invoice SERVPROV 20090610 0001 has been successfully unmatched imagination at work 23 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier Once the Carrier has achieved the INVOICE management he she has to select ACTIONS menu Confirm Invoice Welcome SERVPROYV CARRIER_KN Message Center 0 xx OTM Role SERVPROV RC F2 Del Success You successfully created the following records After having confirmed o m the Carrier won t be able OTM ET to change the INVOICE Process MATCH AUTO GE initiated Close Window anymore the status of INVOICE will be changed Action successfully submitted into INVOICE CONFIRMED imagination a
18. ber Qualifier GE CONFIRMATION GLOG Invoice Reference Number Value Begins With M Invoice Bill Date Date Received Issue Date O BEms Shipment ID am begins With search Saved Query 27 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Approval LEC Welcome OGVG OTCENASKOVA Message Center 0 0 E ee Role OGVG GE fa Version 3 3 Invoice Total Found 1 View Actions Replace Current Window Indicator Before to be approved the invoice has to be controlled In order to do that it is necessary to enter in the invoice to view all the data and to check the attached documents imagination at work 28 l Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Approval LEC Welcome OGVG OTCENASKOVA Message Center 0 0 Role OGVG GE EXECUTION L In this page it iS OTM version s s possible tO view Invoice Manager 1 of 1 Finished Actions all the Invoice ID Invoice Number Financial Consolidation Type Original Invoice ID info rm ation 20080509 0003 LORE123 STANDARD Service Provider ID about the KN NEN e e Amount Due Fixed Cost INVOICE I 1000 00 EUR Invoice Date Date Received Due Date Start Date End Date 09 Jun 2009 Exchange Rate Date Exchange Rate ID Base Charge
19. e Process User Manual Section B INVOICE Approval LEC To refuse an invoice Welcome OGVG OTCENASKOVA Message Center 0 0 m OTM e ro Role OGVG GE EXEC ADMIN Invoice Total Found 1 Replace Current Window Pages 1 Selected Page 1 Total 1 E amp ID Invoice Bill ID Indicator Invoice Bill Number Invoice Bill Date FSER JV FY 20090609 0004 TEST 09 Jun 2009 Invoice Manager Header Invoice ID Invoice Number Financial Consolidation Type Original Invoice ID 20090609 0004 TEST STANDARD Service Provider ID Status 5 Status Amount Due Fixed Cost 3489 25 EUR Invoice Date Date Received Due Date Start Date End Date 09 Jun 2009 09 Jun 2009 19 Jun 2009 Exchange Rate Date Exchange Rate ID 1 Charges To refuse it is necessary to add a reason for refusal in the dedicated field Base Charge Letter Of Credit VAT VAT Analysis VAT Code ID VAT Basis Amount VAT Rate Amount Refuse Invoice Reason Involved Parties Request for Invoice Number imagination at work RFI 164 Section B INVOICE Approval LEC Welcome OGVG OTCENASKOVA Message Center 0 Ex OTM me A Role OGVG GE EXECUTION Dea SUCCESS You successfully modified the following records SERVPROV 20090609 0003 View Edit View Lo Modify Another OTM Proc
20. ed by OTM univoque INVOICE IDENTIFIER INVOICE NUMBER entered by the Carrier SERVPROD GID univoque CARRIER IDENTIFIER PAYMENT DATE PAYMENT DATE imagination at work 50 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section D FINANCE INVOICE Payment date service Provider OGY DIK BLELIBPNASTERMARIME Invoice Number TEST IN 1 Invoice Date 26 mar 09 Request For Invoice Number RFI 432 Amount 100 Currency USD Plant ONKO1 sinvoice Id SERS PROS 20090326 0005 ome 109 5 Buy Shipment Type STANDARD Original Buy Shipment Amount 50 HEN Project fod Buy Shipment sv 0110215 Buy Shipment Type STANDARD Original Buy Shipment Amount 50 service Provider OGG DK BLUEVVATERRRSBINE Invoice Number TEST INS 2 Invoice Date 26 mar 09 Request For Invoice Number RFI 43 Amount 200 Currency EUR Plast D NIKDUT Invoice Id SERV PROV 20090326 0006 Project 458 Shipment 0110216 Buy Shipment Type STANDARD Original Buy Shipment Amount 100 Project Yoo Buy Skpoment Ose 0110218 Buy Shipment Type STANDARD Original Buy Shipment Amount 100 C D iassimiliano pass age co iassimilian o assaglia a ge similiano Massagliage conm massimiliano passaglia gge com 3 SERVPROV 20090319 0002 EST SEC CHG OGVG DK BLUEWATERMARINE 20090326 4 SERVPROV 20090319 0002 TEST SEC OGVG DK BLUEWATERMARINE 20090326 amp S SERVPROV 20090319 0002 EST
21. ent VG FINANCE will be able to declare payment inside OTM imagination at work 8 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual 2 0 INVOICE Process Section Ready for Invoice GE Confirmation Section A Ready for Invoice GE Confirmation This section is already present in the standard process and requires the following steps 1 The Carriers will flag their Buy Shipment as READY for Invoice 2 The LEC ADMIN automatically receives a daily report about the Buy Shipments READY for Invoice The LEC ADMIN will then check the Buy Shipments and flag them as GE CONFIRMED 3 The CARRIERS will receive an automatic weekly report to notify about the Buy Shipments to be invoiced imagination at work 10 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section A Ready for Invoice GE Confirmation The format of the report sent to each Carrier to notify which are the Buy Shipments in GE CONFIRMED status will be similar to the following one Total cost of each Buy Shipment The invoice should correspond to RFI Number to be inserted at the invoice creation to match the invoice with the related Buy Shipments the sum of the Buy shipments contained in the RFI 10 pamm mum mum mm Request For Invoice Number RFI42 Currency USD Plant DNKO1 LEA IUT Buy Shipment Type STANDARD Original Buy Shipment Project 456 Amount 50
22. ess MATCH AUTO GE initiated i Information L Action successfully submitted imagination at work 34 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Refused Carrier In case of Invoice refusal the Carrier will receive a mail to be informed about that He can at this moment search for the invoice and open it in order to view the reason for refusal present also in the email Subject Invoice 20090609 0004 Invoice refused Instruction You are registered to receive notifications regarding invoice status information This message contains invoice information and the current status update Event Invoice 20090609 0004 Invoice refused Message Severity Informational Invoice Information ID SERVPROY 20090609 0004 Reference Number Reference Number Qualifier Value OGVG GE CONFIRMATION YES OGVG REFUSE_REASON_ WRONG PRICE Reference Number OGVG REQUEST FOR CANCELLED RFI 164 INVOICE HUMBER GLOG SERVPROV 20090609 0004 URL OTM Payment Manager imagination at work 35 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Refused Carrier Welcome SERVPROV CARRIER ORACLE OTM Role SERVPROV RC F2 FE Version 3 23 Online Booking Tend fing Invoice Bill Details Status Order Release General Buy Shipments Invoice Bill ID al be e
23. ind Valid Matches Documents You successfully modified the following records SERVPROV 20090609 0003 croate Another Modify Another Actions In the Find Valid Matching screen there are 3 main sections Asummary of the already matched Buy Shipments The list of POTENTIAL matching Buy Shipments with GE CONFIRMED status A Note area in which the Carrier can add some comments OTM Valid Matches Ej Matched Shipments Shipment ID Total Actual Cost Total Weighted Cost Start Time End Tima 1 Potential Matched Shir ments Shipment ID Actual Cost Jota Weighted Cost Start Time End Time en 10110016 1 200 00 EUR 1 000 00 EUR 12 Feb 2009 16 26 CET 18 Feb 208 D110062 1 633 00 EUR 1 633 00 EUR 24 2009 11 27 GMT 24 2009 11 28 Africa Luanda 9 D110252 950 00 EUR 500 00 EUR 18 Mar 2009 12 12 MST 25 Mar 2009 12 12 GMT Bar a Ee FER A a E us 10110405 606 25 EUR 43 999 59 EUR 24 Apr 2009 11 18 Africa Lagos 29 Apr 2009 11 20 CET SPOT 0100015 1 100 00 Eur 107 EUR 29 Jan 2009 09 20 CET 30 Jan 2009 09 30 CET KN mn M Note Section B IN
24. invoice status information This message contains invoice information and the current status update Event Invoice 20090609 0003 Confirmed by Carrier Message Severity Informational Invoice Information ID SERVPROV 20090609 0003 Reference Number Reference Number Qualifier Value GLOG SERVPROV 20090609 Reference Number 0003 OGVG REQUEST FOR RFI 163 IMVOICE NUMBER OGVG GE CONFIRMATION YES URL Payment Manager LJ imagination at work 0 26 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Approval LEC Using the command INVOICE of his menu the LEC will be able to see all the INVOICES that have one of the following status v GE INVOICE CONFIRMED v GE INVOICE APPROVED v GE INVOICE REFUSED GE INVOICE PAID imagination at work a Order Management eu GE Jobs EA Transportation Planning and Execution Planning Results Sell Shipment Management Invoice Invoice Confirmed Invoice Approved Invoice Paid Execution Visibility Schedule Management Location Management Itinerary Management Reports Contacts ru Help Welcome OGbVG 0OTCENASKOVA OTM Role OSVG GE EXECUTION Version J J Invoice Bill Details Order Release General Invoice Bill ID Begins With M Invoice Bill Number Begins With M Begins With Domain Indicator Reference Num
25. ne Item Sequence Description Unit Count Transport Handling Unit Freight Charge Accessorial Code Top Refresh Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual 4 0 INVOICE Process Section C VG FINANCE Management Receive INVOICE Section C FINANCE Receive INVOICE Once a week OTM will automatically create a report with the list of all the INVOICES having INVOICE Approved status and not yet sent to FINANCE This report will be automatically sent to GE VG FINANCE Offices by Country Site LEGAL Entities through an email with the required files for that LEGAL Entity in attachment Once GE FINANCE has received the file with the INVOICE Approved information these information have to be entered inside their Legacy System in order to execute a final match and start the payment procedure for those INVOICEs imagination at work 42 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section C FINANCE Receive INVOICE The file created by OTM and sent to FINANCE contains the following information Legal Entity Plant NORO1 NORO2 GBRO1 GBRO 2 etc Y NVOICE GID created by OTM unique INVOICE IDENTIFIER v INVOICE NUMBER entered by the Carrier Y INVOICE DATE Invoice date in the format AAAAMMDD Y SERVPROD GID unique CARRIER IDENTIFIER v AMOUNT Invoice total amount v CURRENCY EUR DKK NOK GBP Y Project Number Buy Shipment and follows the format sh
26. nual Section B INVOICE Approved Refused In the result of the search of INVOICE APPROVED REFUSED or PAID only the VIEW button appears it s no more possible to make changes Welcome OGG 10570259904 Message Center 0 ORACLE P all Role OGVG GE SUPER EXEC Doe el Invoice Total Found 1 Order Management Jobs _Pages 1 Selected Page 0 Total o L7 amp OOOO 0 m Invoice Bill ID Indicator Invoice Bill Number Transportation SERYPROU 20090402 0007 20090402 0002 Q Planning and pu EE umm Execution 1 Planning Results Sell Shipment Management Buy Shipment Management Invoice Invoice Confirmed Invoice Approved Invoice Refused Invoice Paid Execution Visibility Schedule Management Location Management ltnerary Management Reports imagination at work 39 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Approved Refused The VIEW button will show a screen where all data are visible but cannot be changed imagination at work V CARRIER 50 Message Center 0 0 tole SERVPROWRC_F2 Version 5 5 571 of 1 Documents ORACLE OTM Online Booking Tendering Invoice Manager Buy Shipments Shipment Stops Invoice ID Invoice Number Financial Consolidation Type Parent Invoice ID Original Invoice ID Buy Shipment for Invoice 20090402 0002 xYZ
27. own here below AA X Am m ET voice Number 1 Invoice D 26 mar 09 Request For Invoice Number RFI 42 Amount 100 Currenc USD Plant DNKO Invoice me OS Original Bu ent Rog sj Project 789 Buy Shipme ent S 0110218 Buy Shipment Type STANDARD riginal Buy Shipment Amount 50 Service Provider OG G DK BLUEVWATERMARIME Invoice Number TESTINY 2 Invoice Date r 09 Re equest For Invoice Number RFL 43 Amount 200 Currenc Y EUR Pla nt DNEKUT n nice ld SERVPROV 20090326 0006 Project 456 Buy shipment OG vG 0110215 Buy Shipment Type ISTANDARD Original Buy Shi ine ent Amount 100 Project T09 Buy Shipment OGG 04111218 Bu uy Shipment STANDARD Ori riginal Buy Shipment Amount 100 imagination at work 43 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual 5 0 INVOICE Process Section D GE VG FINANCE Invoice Payment date Section D FINANCE INVOICE Payment date Welcome OG6VG 105 7025990A Role OGVG GE FINANCE OTM Version 5 9 Three functions are available for the Finance Invoice Paid Upload Invoice File Y nvoice Approved v View Paid Invoice Y Upload file for batch PAID Invoice Bill Details Status Begins With
28. pproval LEC Welcome OGVG OTCENASKOVA Message Center 0 0 E OTM cm Role OGVG GE EXEC ADMIN Document 1 of 1 New Finished Actions ID Domain Name POD SPODUD SERVPROV Document Type Usage Attachment Owner Type Owner INVOICE v 20090609 0004 pam Storage Mime Type sv application vnd ms excel Upload Download file Salvare o aprire il file Mome 1244620137822 xls Tipa Foglio di lavoro di Microsoft Excel 7 80 KB Da tsgod00325 np ge com To view or save the document click on view ggiare il computer Se l origine considerata attendibile Quali rischi si corona imagination at work 31 3 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Approval LEC The LEC can select the INVOICES to be processed and APPROVE or REFUSE Invoice for CARRIER To approve Welcome OGYVG OTCENASKOVA Message Center 0 0 Xm 1 EE XEC OTM NS Role OGVG GE_EXECUTION D Ge TL Success Approve Invoice by Carrier You successfully modified the following records 7 Documents SERVPROV 20090609 0003 Modify Another OTM p Process MATCH AUTO GE initiated Information l Action successfully submitted l imagination at work 32 Oil amp Gas VG OTM Project VG OTM Invoic
29. r 2009 RFI 1 REQUEST FOR INVOICE NUMBER PAID PAYMENT DATE 03 Apr 2009 YES GE CONFIRMATION l l Involved Parties Involved Party Contact Communication Method Involved Party Qualifier 1 1 Contacts Contact Event Communication Method Stylesheet Profile Distribution ee ee ee Matched Shipments Shipment 0110031 0110043 1 Equipment Equipment Prefix Equipment Number ISO Type Description Code Ownership Code 1 1 Line Items Line Item Sequence Description Unit Count Transport Handling Unit Freight Charge Accessorial Code Top Refresh 49 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section D FINANCE INVOICE Payment date The GE Finance can close the payment for one or more INVOICES through a flat file that contains all the PAYMENT Dates and that has to be uploaded in OTM The file should be compliant to the following schema any sort of difference from this schema will generate errors and prevent data to be loaded inside OTM Y Row 1 first column valid email address of the person responsible for this file gt it will be used in case of error to notify not regular upload of this file Y Row 2 Header INVOICE INVOICE NUMBER SERVPROD GID PAYMENT DATE Y Any Additional Row each column a value with INVOICE creat
30. s Begins with Invoice Bill Number Buy Shipment for Invoice with 8 au nece Domain Indicator Ege Welcome SERVPROV CARRIER KN al Reference Number OTM Paes Role SERVPROV RC F2 oru Preferences Pa Version 3 3 Help ee Invoice Total Found 1 View Invoice Reference Pages 1 Selected Page 0 Total 0 Es Invoice Bill ID Indicator 20090609 0004 Invoice Bill Date Is BRI Date Received Js Issue Date 8 Shipment ID 5 Order Lists Export sevedquery __ imagination at work 36 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Refused Carrier Welcome SERVPROV CARRIER Message Center 0 0 E j c i Ayr ET TA OTM Role SERVPROV RC F2 Invoice Manager lofi Invoice ID Invoice Number Financial Consolidation Type Parent Invoice ID Original Invoice ID 20090609 0004 TEST STANDARD Service Provider Alias Qualifier Service Provider Alias Service Provider ID Payment Method INCO Term GLOG OGVG KN KN Amount Due Amount Due with VAT Base Charge Other Charge i 3 289 25 EUR 3 489 25 EUR Invoice Date Date Received Due Date Start Date End Date 09 Jun 2009 09 Jun 2009 19 Jun 2009 Invoice Source Fixed Cost Credit Note Pass Through Vessel ID
31. t work 24 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier Setting INVOICE CONFIRMED the system will perform some checks such as Y check if all the Buy Shipments have correctly been assigned to the INVOICE see report sent to the Carrier Y check if the RFI Request For Invoice has been entered and hasn t already been used Otherwise an error message will be shown Invalid action the invoice cannot be confirmed please verify that the request for invoice number was not used in another invoice and that the correct buy shipments match the request for invoice number refer to the GE Confirmation report In this case the action for INVOICE CONFIRMED will not be executed at all errors should be corrected and the action should be performed again Once an INVOICE has been Confirmed it will be moved into the menu INVOICE CONFIRMED and it will be no more possible for the Carrier to change it imagination at work 25 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Approval LEC The Execution Center receives mail to inform him her that an Invoice has been confirmed by a carrier so he she has to check and approve refuse it Sent martedi 9 giugno 2009 15 37 Ciano Alberto GE Infra Oil amp Gas Subject Invoice 20090609 0003 Confirmed by Carrier Instruction You are registered to receive notifications regarding
32. ument View Send Document ee Upload Content Contained Documents Utilities nin eli sai iar afety View Content view Content imagination at work 20 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier The last action the Carrier should perform is to match the INVOICE with one or more Buy Shipments related to that INVOICE This function will link all the Buy Shipments to the current INVOICE through the RFI number Message Center 0 0 Welcome SERVPROV CIARRIER OTM TEORIA Role SERVPROV RC F2 Del lu DNI SUCCESS Confirm Invoice Matching amp utoMatch Invoices Find Valid Matches Unmatch Invoice You successfully created the following records aivi SERVPROV 20090609 0002 Create Another Modify Another Actions Documents OTM Process MATCH AUTO GE initiated Close Window 1 Information L Action successfully submitted imagination at work 21 Oil amp Gas VG OTM Project VG OTM Invoice Process User Manual Section B INVOICE Creation Carrier Find Valid Matches can be used before maching the invoice with the Buy Shipments in order to check if the valid Buy Shipments the user is matching are correct OTM anion 5 5 Role SERVPROV RC_F2 D e ig Confirm Invoice Matching oM atch ayob es F
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