E2OPEN USER MANUAL - Coty, Inc. · PDF fileE2OPEN USER MANUAL ... (OpenText or manual creation in SAP), ... enter Comments to identify your download jobs. 4b. Click the configuration

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E2OPEN USER MANUAL

Invoices

TOPIC Access and view Invoices

OBJECTIVES How to view Invoices in the E2open application portal

ROLE Finance

TRAINER Bakul Vishwakarma & Shernita Jackson

SYSTEM E2open

TRAINING MEDIUM Webex

COURSE DURATION 1 Hr

COUNTRY

LOCALIZATION Galleria

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COTY E2Open Invoice User Manual

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Index

Contents

1 Document history ........................................................................................................................... 2

2 Logging in to the System .............................................................................................................. 3

3 My Workspace ................................................................................................................................ 5

3.1 Change Home Page ............................................................................................................. 5

3.2 View Various Summaries in My Workspace ..................................................................... 5

4 Invoicing .......................................................................................................................................... 6

4.1 Invoice Overview ................................................................................................................... 6

4.2 Fields available in E2Open Invoice .................................................................................... 7

4.3 Invoice payment status logic................................................................................................ 8

4.4 Invoice for indirect materials ................................................................................................ 8

4.5 Invoice Level Definitions ....................................................................................................... 8

4.6 Invoice State Definitions ....................................................................................................... 9

4.7 Access Invoice ....................................................................................................................... 9

5 Exporting Invoices to Excel ........................................................................................................11

5.1 Upload/Download Template ..................................................................................................11

5.2 Download directly from Invoice List ......................................................................................15

6 Definitions / Appendix .................................................................................................................19


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1 Document history

Author Version Date Description of change

Bakul Vishwakarma 1.1 03.03.2017 Document creation


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2 Logging in to the System

1. To access the Login page, in your browser's Address box enter the URL: o https://coty.e2open.com for Production system

Note: https means the data is encrypted as it flows between the server and your computer.

1. Enter your user credentials. You have received an email from e2open. Please use the credentials for your username and password which you created.

2. Click the Log In button to access the application.

3. On the Select an Application page, click the picture of Process Manager to access the

application.

• The system display is divided into three sections.

https://coty.e2open.com/

https://coty.e2open.com/


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• Refer to E2open Help File “Getting Started” for more navigation details. You can click

on the Help link on the E2open application portal to download the E2open Help File.

Access My Workspace or My Profile by clicking on My Workspace or My Profile in the Navigation Tree and you will find the relevant fields:


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3 My Workspace

3.1 Change Home Page

1. You can configure what screen you want to see when you log in to e2Open ( your

Home Screen)

2. Navigate to My Profile > Change Home Page

3. Your current Home Screen is displayed, and on this page it is highlighted and

identified with icon .

4. To switch home page, just click the Home Page that you want to use.

Note: For supplier, to go to My Workspace to check any general broadcast message if needed.

3.2 View Various Summaries in My Workspace

1. Click My Workspace

A communication board that can be used to communicate or to drop in an

announcement that is visible to all users in the E2open application portal.


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Note: The functionality of editing an announcement or posting any

communication messages is restricted and currently not available.

4 Invoicing

4.1 Invoice Overview

The invoicing process at Coty will be followed and Coty will publish to the portal the invoice

payment status.

Regardless of Invoice origin (OpenText or manual creation in SAP), invoices Open or Paid

will be published to the E2Open portal.

*Note: The functionality of Park and Post does not apply to North America.

Process 4-1 Publish invoice status


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Highlights of the Invoicing:

Invoice will be created in SAP and once it has been posted, the statuses will be available on the Portal. This includes the cancellation status of the invoices.

Invoicing process as followed for Coty will continue for Galleria entities and Coty will scan or record invoice in SAP and publish status to E2Open to allow tracking of payment status.

Once the invoice is cleared the status will transition in to free for payment as payment status awaiting for the invoice to be paid. (Refer Payment Status below)

Once the invoice in SAP transitions to Paid, a paid status is sent to E2Open.

Invoice Collaboration Process enables the communication of invoicing through Supplier’s Invoice creation to COTY which Invoices are published to the E2open application portal for visibility.

4.2 Fields available in E2Open Invoice

Relevant information Coty intends to communicate to Supplier on the portal:

Invoice status o with the following values Open/Paid/Cancelled

Payment status o with the following values Open/Parked/Paid (SAP status)

Payment blocking reason o Any of the following SAP reasons:

Figure 4-1 SAP payment block reasons


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SAP will send Payment Date(clearing) and Invoice Date

SAP will send Payment number(clearing) and Invoice number For the full list of fields available in E2Open portal, refer to the E2Open SCD document.

4.3 Invoice payment status logic

The invoice sent to E2Open’s portal by Coty’s SAP will have a status known as “invoice

status” with equal states as the Payment status in SAP. Invoice can transition from Open to

Parked, ending with a free for payment before being posted as Paid.

Table 4-1 payment status transition in E2Open

Invoice Status (E2Open)

Payment Status (SAP) Payment Block Payment Date Invoice Date

Open Open 12 possible values

DD/MM/YYYY

Paid Paid DD/MM/YYYY

Only single currency invoices are supported in E2Open as the currency is defined at header

level as common for all invoice lines.

4.4 Invoice for indirect materials

Since there is no material in invoice for indirect materials, there is the need to create and

maintain a Dummy item for all indirect invoices.

In SAP the material is “blank” with a free text for the user to add any description. In this

case, if item number = “Blank”, the program will replace the blank value for “NO

MATERIAL” and will be sent to e2open.

4.5 Invoice Level Definitions

Component Definition

Header The highest level component of the Invoice, the Header contains the following important fields (but not limited to):

Invoice Number, Invoice Date, Supplier Number, IncoTerms, Total Invoice Value, Total Tax Amount, Payment Number, Payment Block, Payment Status, Document Number


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Component Definition

Line Item The second level of the Invoice, each Line Item contains the following important fields (but not limited to):

Invoice Line Id, Line Status, Material Number, Quantity, UOM, Unit Price, Tax Amount (Line), Item Tax%, Total Line Value, Currency, Plant, Purchasing Group

4.6 Invoice State Definitions

The E2open system uses a State Model to manage the Invoice lifecycle:

State Definition Priority

Open The supplier has created an invoice that references a valid order line in the E2open system.

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Open (Unreferenced)

The supplier has created an invoice line without referencing a valid order line in the E2open system.

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Paid The customer has made payment for the invoice line. 30

Cancelled The supplier has cancelled the invoice line. 40

Note: The State is set at the Line level, which rolls up to the Header, based on the State Priority value

4.7 Access Invoice

1. In the Navigation Tree, click: Order Management > Invoice > Search

2. You can enter your search criteria such as: - Invoice Number - Payment Status - Material Number - Plant

3. Click Search

Note: Search is best used when you know something particular about the item, such as number, name or description that can be typed into the search fields.

You can perform wild card searches using the (*) character and multi-value searches (coma separating the different values).


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System displays the invoice list page with invoices pertinent to your search criteria. You can select an Invoice Number and click on it to access the details page:


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Invoice Details Page

5 Exporting Invoices to Excel

5.1 Upload/Download Template

1. To download an Excel spreadsheet, select the following menu path on the

Navigation Tree:

Upload/Download > Downloads > Order Execution (Buy Item) > Invoice

2. Enter your search criteria for Invoices to be downloaded.

3. Click the “Search to Download” button to continue.


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4. You will then have the following option to choose:

- Invoice UI Export: This is a user configurable template format (the user can

remove/add columns, change sequence of columns, etc...) and is only used

for download.

Invoice UI Export option (max 20000 records):

By choosing this option, user can configure what columns will be downloaded to excel.

4a. Click the Document Type “Invoice UI Export”

Optional, enter Comments to identify your download jobs.

4b. Click the configuration icon


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4c. You can select what data columns from the Available Fields menu. To add data fields into your download file, click the desired fields from the Available Fields (Left), then click the button to move it to the Download Fields (Right).

The data columns that to be downloaded are listed in the Download Fields menu. To remove data fields from your download file, click the unwanted fields from the Download section (Right), then click the button to move it to the Available section (Left).

Note: Note: Use Move-All and to move all data fields from Available Fields to Download Fields or vice versa.

Use Move-Up to reorder the data fields displayed in your download file.

You can also choose the sorting order for the data downloaded. In below example the data

will be sorted by Invoice Date, Payment Block.

You need to save your selection under your chosen name – in this example we named it “my

selection”. Click save as.

4d. Click “Next” (see that “my selection” template was selected)


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4e. Once the download is completed (see status field) you can then click on link

under File Name to download the file . Note: If the job status shows “In Process” you can

refresh the page by clicking on the refresh arrows icon in the top right corner to see if the job

is completed (page is automatically refreshed every 10 seconds).

4f. The file will be downloaded and you will see it at the bottom of the screen. Click on

it to open it in Excel.


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Note: all order download files are limited to 20,000 lines.

5.2 Download directly from Invoice List

1. To download user configurable list of Invoices, in the Navigate Tree, click

Order Management > Invoice > Search

a. Enter your search criteria, and click Search

b. System lists all Invoices pertinent to your search.


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Download option (max 1000 records):

2. Click the Download icon to download all the filtered orders displayed on the list page

into an Excel file.

3. Pop up window will appear. You can further customize the data columns that to be

downloaded on the Invoice UI Export. Click on the Configure icon.

You can select one of existing templates and modify it or create a new one (you can save

it as a new name). In this example we chose an existing template “my selection”.

You can select what data columns from the Available Fields menu. To add data fields into your download file, click the desired fields from the Available Fields (Left), then click the button to move it to the Download Fields (Right).

The data columns that to be downloaded are listed in the Download Fields menu. To remove data fields from your download file, click the unwanted fields from the Download section (Right), then click the button to move it to the Available section (Left).


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Note: Note: Use Move-All and to move all data fields from Available Fields to Download Fields or vice versa.

Use Move-Up to reorder the data fields displayed in your download file.

Click the Update button to download your customized file.

4. Click “Next” (see that “my selection” template was selected)

5. The file will be downloaded and you will see it at the bottom of the screen. Click on it

to open it in Excel.


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Note: As in the Invoice List we can display max 1000 records the download from this

screen will be limited to 1000 records.

Export option (exports only current page):

5a. Click the Export icon to download all the filtered invoices displayed on the list page into a

text file.


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5b. The text file will appear at the bottom of the screen. Click on it to open it.

6 Definitions / Appendix

Table 6-1 Invoice fields in E2Open

Display Name Field Description

Invoice ID Unique reference number

Invoice Line Id Line number in Invoice

Supplier Number Supplier Number

Supplier Name Supplier Name

Plant Key uniquely identifying a plant, i.e. CU05

Payment Status Payment Status

Material Number Coty Material number

Material Description Coty Material Description

Supplier Material Number Corresponding material number used by the Supplier in his ERP system


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Display Name Field Description

Ref Order Number Referenced Order Number

Invoices can be searched against below fields:

Table 6-2 Invoice search fields

Search fields Search fields (continuation)

System Invoice ID Invoice Line Id

Supplier Number Supplier Material Number

Supplier Name Ref Order Number

Plant

Invoice Number

Material Number

Documents

E2OPEN USER MANUAL - Coty, Inc. · PDF fileE2OPEN USER MANUAL ... (OpenText or manual creation in SAP), ... enter Comments to identify your download jobs. 4b. Click the configuration