How do I raise an invoice?
This helpcard describes how to raise an invoice on the system
An invoice can only be raised if a purchase order has already been created by the BBC. The purchase
order will be sent to you either by fax or mail. If no purchase order exists, contact your BBC contact
person and request that a purchase order be raised
Invoices can only be created for one purchase order at a time
[1] How to find the purchase order you wish to raise the invoice for:
Once you have logged onto the system, Click
orders that have been raised for you, by the BBC
from the options at the top of the page to display all outstanding purchase
The PO Item List screen is displayed:-
The purchase orders are displayed with the most recent at the top of the list
The following information taken from the purchase order is visible:Select
A radio button to use to select a PO from the displayed list
PO No
The purchase order number
Item
The line item number taken from the purchase oder
Order Date
The order date taken from the purchase order
Description
The item description as entered on the purchase order. (Only two lines worth of information are displayed per item,
please refer to your hard copy of the purchase order to see the full details)
Ord. Qty
The quantity ordered by the BBC
UoM
The unit of Measure eg hours, days etc
Net Price
The net price per item. If this field says £0 then the purchase order was probably created with an estimated price
which will not be displayed
Del Date
The expected delivery date for the goods/services
Down Payment
The down payment value (if applicable)
Rec. Qty
The number that have been received (and a Goods Receipt Note (GRN) created) by the BBC
Inv. Qty
The number you have already invoiced for, (ie a part invoice was previously created)
To search for a purchase order enter the PO number
into the PO No search field
Click
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How do I raise an invoice?
If the system cannot find the entered PO number, no information will be displayed. This may happen if the PO has been deleted,
or been fully invoiced:-
Re-enter another PO number into the PO No search field and then Click
If you wish to return to the initial list of purchase orders Click
again
from the list of options at the top of the page
[2] What to do when you have found the purchase order you wish to raise the invoice for:
The purchase order displayed below has 4 line items. The Rec. Qty column shows that all items on the PO have been received
(ie GRN'd) by the BBC
To continue, select ANY of the radio buttons against the purchase order you wish to raise the invoice for (only one item can be
selected at this point, but the whole PO will be displayed on the following page)
Click
The Invoice Items screen is displayed:-
Enter Your Invoice Number. The Invoice Date defaults in as the date of entry
All the line items are selected by default, if you wish to part invoice, deselect the line items you are not raising the invoicing for
The only fields that you may change are the invoice quantity (Inv.Qty), Net Price and Tax Code (select from the list of options).
Enter the information as required for the invoice you are raising. (If you are invoicing for a PO that had a downpayment, include
the down payment amount in the total you are invoicing for)
The Final Invoice field may be selected for any items that you are fully invoicing for. If you are part invoicing
for a line item this should be left de-selected
Click
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at the bottom of the page
How do I raise an invoice?
The Submit Invoice screen is displayed which shows your Invoice Number and Invoice Date, the line items as previously selected,
the Net value, Expected Vat and Gross value of the invoice you are raising. (The Final Invoice boxes contain a tick if selected
in the previous screen)
Please Note: At this stage if you do not wish to process the invoice, Click
the invoice will NOT be saved
at the bottom of the page
If the information is correct and you wish to continue you may enter Notes as required, which will appear on the invoice and
can be viewed by Medas
When happy with the information that has been entered on the Submit Invoice screen
Click
at the bottom of the page
An image of the invoice is displayed, along with other information:-
The invoice was successfully
submitted to the BBC/Medas,
this is the SAP generated
number used to track invoice
payments
Scroll down the page to see further information on the invoice
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How do I raise an invoice?
The notes as entered
on the previous screen are
displayed at the bottom of the
invoice
This is the tax code legend
The image may be printed
(if required), but MUST NOT be sent to Medas). See Helpcard 'How do I print an invoice'
for more details
OR emailed as required
It can also be saved as a .gif or .bmp file
If you wish to raise another invoice Click
at the top of the screen to return to thePO Item List screen
Once an invoice has been raised against a purchase order line item, that line item is no longer visible in the PO Item List screen
(unless the line item was only part invoiced)
To view the invoice Click
from the options at the top of the page. See Helpcard - 'How do I know when
I am going to be paid' for more details
To create a credit note Click
for more details
from the options at the top of the page. See Helpcard - 'How do I create a credit note'
[3] Messages you may see when invoicing and what they mean:
When creating invoices there are 3 types of messages that you may come across:Error messages - these require data to be changed/appropriate actions to take place before allowing you to continue
Warning messages - these allow you to continue, but highlight an issue that requires action to expediate payment
Information messages - for information only
Error Messages:-
Meaning:-
"The Invoice number is Mandatory"
You need to enter an invoice number before continuing
"An error has occurred, your invoice has not been
posted, M8 084 Price too low (below tolerance limit of
200.00 GBP)
The value of the invoice is lower than the PO by more than the
tolerance allowed. You need to contact your BBC contact
person and ask them to amend the PO before you can raise the invoice
"An error has occurred, your invoice has not been
As above
posted, M8 085 Price too low (below tolerance limit of 10.00%)"
"An error has occurred, your invoice has not been
posted, duplicate invoice - please supply a unique
reference number"
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The invoice number has already been used, go back into the
Invoice List screen, change the invoice number and submit the invoice
again
How do I raise an invoice?
Warning Messages:-
Meaning:-
"Item line 1 Warning - PO Mismatch - GRN required"
The BBC needs to create a good received note for the purchase order
to allow the invoice to be successfully processed. You may wish to
contact your BBC contact person and ask them to GRN the PO to
expediate payment
"Item line 1 Warning - PO Mismatch - Value does
not match PO/GRN"
The invoice value is different from the PO, payment will be delayed
pending the BBC agreeing with the invoice amount. You may wish to
contact your BBC contact person to discuss
Information Messages:-
Meaning:-
Logisitics Invoice created, 5105601562
The invoice has been successfully submitted to the BBC/Medas
(51….number is a system allocated number to track invoice payments)
"This form has already been submitted"
You clicked
more than once, ie you clicked it again, before
it had completed the task of posting the invoice from the first time the
button was clicked
[4] How can I find out when I will be paid?
For details of how to find out when you will be paid, please refer to the Helpcard ' How do I know when I am going to be paid?'
[5] Logging off the system:
To log off the system Click
from the options at the top of the page
Click OK to log off or Cancel to remain in the system
By Clicking OK you are logged off the system and the following message is displayed:-
Close the browser by Clicking
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