isupplier purchase orders training guide - 2019 draft purchase ord… · page 5 of 70 create an...

ORACLE® ISUPPLIER

PURCHASE ORDERS

TRAINING GUIDE

Name: _______________________________________________

Phone: _______________________________________________

eMail: _______________________________________________

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DOCUMENT INFORMATION AND APPROVALS

Version # Date Revised By Reason for change

1.0 4/26/2019 LaCynda Brown Creation of Document

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TABLE OF CONTENTS

Document Information and Approvals ....................................................................................................2

Table of Contents .........................................................................................................................................3

Contact Information .....................................................................................................................................4

Create an Invoice Using a Purchase Order ............................................................................................5

Create a Credit Memo Invoice Using a Purchase Order .....................................................................30

View Purchase Orders .................................................................................................................................53

View Invoices .................................................................................................................................................59

Frequently Asked Questions .....................................................................................................................69

Troubleshooting............................................................................................................................................70

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CONTACT INFORMATION

ISUPPLIER TECHNICAL

SUPPORT

EMAIL [email protected]

MONDAY – THURSDAY 7:00AM TO 5:00PM (HOUSTON TIME)

FRIDAY 7:00AM TO 11:00AM (HOUSTON TIME)

PLEASE INCLUDE IN THE EMAIL A SCREEN SHOT FOR

THE ISSUE OR ERROR YOU ARE RECEIVING

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CREATE AN INVOICE USING A PURCHASE ORDER

DESCRIPTION

This process is used to invoice for purchase orders received for goods / services.

All charges must come from an approved purchase order. Only freight and taxes can beadded to the invoice.

PROCEDURE

STEP 1: Login to Oracle(https://oracledmzpnob1i.nobleenergyinc.com/OA_HTML/AppsLogin)

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STEP 2: Click the Finance tab.

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STEP 3: Click the Go button next to Create Invoice With a PO.

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STEP 4: Enter only the Purchase Order Number that is being invoiced and click Go.

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STEP 5: Review the purchase order line(s).

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STEP 6: Choose the line(s) to be invoiced by checking the Select Box then click the Nextbutton to continue.

Note: If many lines need to be selected, you can use the Select All link to select alllines at once.

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STEP 7: Enter the Invoice Number and Invoice Date. The Invoice Description canoptionally be entered.

Note: All fields with * are required and all other are optional.

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STEP 8: Attach a copy of the invoice and any other supporting documentation. Click theAdd… button next to Attachment.

Note: Even though there is no *, the Invoice Attachment is still

required. You will receive an error message in the next step if

the attachment is not added.

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STEP 9: Enter the Title and Description of the attachment.

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STEP 10: Click the Browse… button to search your computer to add the invoice attachmentfile.

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STEP 11: Select file to attach and click Open.

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STEP 12: Click Apply to attach the file to the invoice.

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STEP 13: A Confirmation note will display once attached.

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STEP 14: If needed, the quantity can be adjusted to the invoice.

Note: The quantity displayed is the remaining balance to be invoiced on the PO.The only adjustments that can be made is reducing the quantity.

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STEP 15: Click Add Row button to add any freight charges on the invoice.

Note: Only freight charges can be added here. Any additional line items to chargemust be added to the PO or another PO.

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STEP 16: Enter the Freight Amount.

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STEP 17: Enter the Description of the freight charge.

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STEP 18: Click Next to continue.

Note: If additional freight lines need to be added, click the Add Row button.

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STEP 19: The default Tax Amount is 0. If tax is required, follow the steps 20 - 22 to addtax. If there are no taxes, you can leave the default tax amount of 0 and continue at Step 23.

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STEP 20: Update Tax Amount to be the full tax amount of the invoice.

Note: If there are multiple tax rates for different percentages, the total amount of alltax lines should be entered here.

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STEP 21: Once the full tax amount has been entered in the Tax Amount field, click theCalculate button.

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STEP 22: Click the Recalculate Total button.

Note: After clicking Recalculate Total verify the Total invoice amount matches theattached invoice.

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STEP 23: Click the Next button to continue.

Note: If tax was entered, it will display in lower right corner.

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STEP 24: Review all information entered to ensure accuracy. Once reviewed, click Submit.

Note: Please review all information for accuracy because once an invoice issubmitted it cannot be revised or deleted.

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STEP 25: A confirmation message is received that the invoice has been submitted.

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CREATE A CREDIT MEMO INVOICE USING A PURCHASE ORDER

DESCRIPTION

The following steps will show you how to enter a credit memo in iSupplier.

PROCEDURE

STEP 1: Login to Oracle(https://oracledmzpnob1i.nobleenergyinc.com/OA_HTML/AppsLogin)

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STEP 3: Click the Go button next to Create Invoice With a PO.

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STEP 4: Enter the Purchase Order Number that is being invoiced and click Go.

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STEP 5: Review the purchase order line(s).

Note: The Invoiced columns have values as there was an invoice created againstthese PO lines.

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STEP 6: Choose the line(s) to be invoiced by checking the Select Box then click the Nextbutton to continue.

Note: If there are multiple lines to select at once, click the Select All to select alllines.

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STEP 7: Enter Invoice Number and Invoice Date.

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STEP 8: Select Credit Memo for the Invoice Type and enter an Invoice Description.

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STEP 9: Attach a copy of the invoice and any other supporting documentation. Click theAdd… button next to Attachment.

Note: Even though there is no *, the Invoice Attachment is still

required. You will receive an error message in the next step if

the attachment is not added.

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STEP 10: Enter the Title and Description of the attachment.

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STEP 11: Click the Browse… button to search your computer to add the invoice attachmentfile.

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STEP 12: Select file to attach and click Open.

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STEP 13: Click Apply to attach the file to the invoice.

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STEP 14: A Confirmation note will display once attached.

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STEP 15: Enter the quantities to be returned in the Quantity field.

Note: The number entered must be negative since this is a credit memo.

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STEP 16: Click Next to continue.

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STEP 17: The default Tax Amount is 0. If tax is required, follow steps 18 - 20 to add tax. Ifthere are no taxes, you can leave the default tax amount of 0 and continue at Step 21.

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STEP 18: Update Tax Amount to be the full tax amount of the invoice.

Note: If there are multiple tax rates for different percentages, the total amount of alltax lines should be entered here.

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STEP 19: Once the full tax amount has been entered in the Tax Amount field, click theCalculate button.

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STEP 20: Click the Recalculate Total button.

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STEP 21: Click the Next button to continue.

Note: If tax was entered, it will display in lower right corner.

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STEP 22: Review all information entered to ensure accuracy. Once reviewed, click Submit.

Note: Please review all information for accuracy because once an invoice issubmitted it cannot be revised or deleted.

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STEP 23: A confirmation message is received that the invoice has been submitted.

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VIEW PURCHASE ORDERS

DESCRIPTION

The following steps will show you how to inquire on purchase orders.

If you still have questions, please email [email protected].

PROCEDURE

STEP 1: Login to Oracle(https://oracledmzpnob1i.nobleenergyinc.com/OA_HTML/AppsLogin).

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STEP 2: Click the Orders tab.

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STEP 3: Click the PO Number hyperlink to see additional details.

Note: To limit the search to more specific PO’s, click the Advanced Search button.

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STEP 4: Click the drop down menu next to Actions.

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STEP 5: Select View PDF from the drop down and click Go.

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STEP 6: Click Open to view the PDF.

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VIEW INVOICES

DESCRIPTION

The following steps will show you how to inquire on previously created invoices.

PROCEDURE

STEP 1: Login to Oracle(https://oracledmzpnob1i.nobleenergyinc.com/OA_HTML/AppsLogin).

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STEP 3: Click the View Invoices link.

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STEP 4: Search for invoices by using any one of the fields shown.

Note: To limit the search to more specific invoice, click the Advanced Search button.

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STEP 5: Click the Go button to execute search.

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STEP 6: Review Invoice information from search. Click on Invoice 101895 to see additionaldetails for this example.

Note: Any columns with hyperlinks can be clicked on to view additionalinformation.

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STEP 7: Review invoice lines details. Click on PO Number 21743 to see PO information forthis example.

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STEP 8: Review PO details. Once review is complete, click on the Finance: View Invoiceslink.

Note: When the PO is received, the invoice has been submitted against the PO, or apayment has been made, you’ll see a hyperlink next to each. You can click on thehyperlink to view additional details.

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STEP 9: To view invoice attachments (Invoice PDF) click on the Attachments icon.

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STEP 10: To view PDF attachment, click on the hyperlink under Title Invoice # INV27631.

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FREQUENTLY ASKED QUESTIONS

1. WHO DO I CONTACT TO ADD A USER AND/OR REMOVE A USER?

EMAIL [email protected] IF A USER NEEDS ACCESS REMOVED OR IF AN

ADDITIONAL USER(S) NEED TO BE SETUP.

2. WILL I RECEIVE PAYMENT INFORMATION FOR INVOICES?

PAYMENT INFORMATION WILL CONTINUE TO BE RECEIVED FOR ISUPPLIER INVOICES IF YOU

CURRENTLY ARE RECEIVING REMITTANCE INFORMATION. IF YOU HAVE NOT BEEN RECEIVING

REMITTANCE INFORMATION CONTACT ISUPPLIERSUPPORT.

3. HOW DO I UPDATE AN INVOICE AFTER IT HAS BEEN SAVED?

A SAVED INVOICE WILL HAVE AN “UNSUBMITTED” STATUS. TO RETURN TO THE SAVED INVOICE

CLICK THE FINANCE TAB, ENTER A SEARCH PARAMETER, AND CLICK GO. CLICK THE PENCIL

ICON TO UPDATE AND SUBMIT THE INVOICE.

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TROUBLESHOOTING

Forgot your password

From the Login screen click the Password Reset (Suppliers only – iSupplier Users) hyperlink

Trying to search but nothing happens when clicking the magnifying glass

Change the web browsers pop-up blocker to always allow pop-ups from this website

Have not received the registration email with username and temporary password

Check the Junk/Spam mail folder or with the IT department

Website error message “Unable to authenticate site”

Try opening website in another browser i.e. Google Chrome or Internet Explorer

Unable to locate PO number when creating an invoice

Search for the PO number by clicking the Orders tab. Confirm that the PO number hasStandard PO listed in the document type column. A PO number that has GlobalBlanket Agreement listed as the document type is the Blanket Agreement that canONLY be used to create field tickets.

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