iSupplier - AT&T...iSupplier Job Aid : Create Invoice For Internal Use Only-All information in this document in confidential Last changed on: 07/23/2014 Last changed by: cb5679 Page

iSupplier Job Aid for “Create Invoice ”

iSupplier Job Aid : Create Invoice

For Internal Use Only-All information in this document in confidential

Last changed on: 07/23/2014 Last changed by: cb5679 Page 2

Change Record

Date Author Version Change Reference

07/21/2014 CB5679 1.0 New Document

07/23/2014 Cb5679 1.1 Content Updates

11/23/2018 DL4572

PP1395

1.2 Content Updates




Contents Procedure to “Create Invoice”............................................................................................................ 4

Accessing iSupplier ........................................................................................................................... 4

Create Invoice.................................................................................................................................. 6

Saved Invoices ........................................................................................ Error! Bookmark not defined.

Contacts ........................................................................................................................................23

iSupplier Helpdesk .......................................................................................................................23

Job Aids /Downloads ....................................................................................................................23

Invoice and Payment Questions .....................................................................................................23

Supplier set-up, supplier/site maintenance, or remit to information....................................................23

Create Invoice Validation Errors ........................................................................................................24




Procedure to “Create Invoice”

This procedure provides the functionally to create a single invoice at a time using the iSupplier portal. In order

to utilize this process you must have obtained a username with the assigned role for Invoice Entry via iSupplier

registration process.

The Invoice entry role allows access to purchase order (PO), invoice and payment details. Includes abilities to

create single invoices, upload multiple invoices, export PO data, & print and/or save a copy of PO’s. If you need

to request or update your role, please submit a “User Setup Request Form” with the required data and each

users will be set up or updated within 1-2 business days. The form can be found in the iSupplier website at

www.attpurchasing.com ; select the iSupplier link; then download the “User Setup Request Form”. Complete

the form and indicate which role is required. Only one role can be chosen. Then email the form back to the

iSupplier Helpdesk ([email protected]).

Note: The PO Invoice Upload Process is recommended when uploading multiple invoices per PO or multiple

invoices for multiple POs.

Accessing iSupplier

1. Navigate to http://www.attpurchasing.com/

2. Select the iSupplier Section

3. Select to log into the application

Or click on the iSupplier application url:

http://www.attpurchasing.com/Files/www.attpurchasing.com

mailto:[email protected]

http://www.attpurchasing.com/




https://purchasing.att.com/OA_HTML/RF.jsp?function_id=31116&resp_id=-1&resp_appl_id=-

1&security_group_id=0&lang_code=US&params=5j0bzUgs9j2gsy7f2IhOgr-7x5nWRx63YDVSeM1o2-M

4. The iSupplier application page is displayed. Enter your user name and password then click

5. If you need to reset your password, please click on the “Login Assistance” link on the iSupplier login

screen, enter your username, and you will receive an email with a link for resetting your password.

When you receive the email, click on the “reset password” link and follow the onscreen prompts.

To ensure that you receive the password reset emails, please add [email protected] to

your safe receiver list.

https://purchasing.att.com/OA_HTML/RF.jsp?function_id=31116&resp_id=-1&resp_appl_id=-1&security_group_id=0&lang_code=US&params=5j0bzUgs9j2gsy7f2IhOgr-7x5nWRx63YDVSeM1o2-M

https://purchasing.att.com/OA_HTML/RF.jsp?function_id=31116&resp_id=-1&resp_appl_id=-1&security_group_id=0&lang_code=US&params=5j0bzUgs9j2gsy7f2IhOgr-7x5nWRx63YDVSeM1o2-M





Create Invoice

6. Enter the PO number of which the submitted invoice is associcated with and then select the Finance

Tab

7. The screen defaults to the Create Invoices option. Do not enter any data on this screen, just click on




8. Step 1 - Purchase Orders: Enter Purchase Order Number only to be invoiced and then select

(Note: do not populate any other critera-only the PO number)

9. If the PO status is “Open & Approved” and has been created for the supplier name/number that

matches the iSupplier username that you are logged in with, this will allow the ablity to enter the

invoice details in the associacted fields on the line.







10. Click in the Select Box then select the Next command

11. Step 2 – Details Screen is displayed







12. Update Supplier section with Remit to information. Click on Search command

(Note: The Remit To field will auto populate if the supplier only has one Remit To address in the

system. Only Active Remit To addressed will be displayed. If the correct Remit To address is not

displayed or the information is incorrect then please contact the Vendor Management team at

[email protected] for assistance.)

13. Search and Select Remit To screen is displayed. Click on the Go command to find the required Remit To

address. (Note: ensure the ‘Pop-up’ blocker is disabled in your browser.)

14. Remit To options are displayed. Click on the “Quick Select” command or “Select” command

then “Select” command

to populate the Remit To information.

[email protected]




15. Update the Invoice details with Invoice Number, Invoice Date, Invoice Description, Final Invoice Flag

and Attachment

(Note: The iSupplier Create Invoice option only allows the creation of invoices. Submission of a Credit

Memo (a document that informs AT&T that the supplier will be crediting what AT&T owes in A/P) must

be sent to Accounts Payable for manual processing.) Credit Memos can be overnighted to this address:

AT&T Credit Memos

C/0 Alex Euzarraga

11W-P-03

1010 Pine Street

St. Louis, MO 63101




Invoice Number requirements:

• must not use special characters

• maximum 50 characters in length including spaces

• unique number - Invoice Numbers can not be reused into iSupplier application

Invoice Date requirements:

• format dd-mm-yyyy

Invoice Description requirements:

• up to 240 characters (only the first 19 characters will print on paper checks)

• do not use special characters

16. Final Invoice Flag:

(Note: unless you have been informed by your AT&T business partner to attach a detailed invoice,

please leave this field blank.)

• Input values can only be Y, N, or Blank

• Y = Final Invoice for the PO

• N = More Invoices remaining for PO

• Blank = More Invoices remaining for PO

Select “Final Invoice Flag” click on the “Search” command

Search and Select: Final Invoice Flag screen is displayed. Click on “Go” command




Final Invoice Flags are displayed. Click on the Quick Select command or Select command

and then click on the Select command to populate the Final Invoice Flag

information.

17. Attachment: this allows the ablity to attach supporting invoice documentation that is associated with

the PO.

(Note: Unless you have been informed by your AT&T business partner to attach a detailed invoice,

please leave this field blank.)

Click on “Add” command, this will open the add Attachment screen.

Attachment Summary Information

• Title: provide the name of the document (30 characters maximum)

• Description: provide a brief summary of the document and its intnent (240 characters

maximum)




Define Attachment:

• Click on “Browse” to select the attachment to be added, select the “Type” of document

to be added

• File Requirement: select this to add a file to be uploaded and the filename must be

alphanumeric and not include any spaces or special characters, including periods or

underscores (ie: Invoiceattachment11212018). File formats include: Excel, PDF, Word,

etc.

• URL Requirement: select the “URL” to enter weblink as part of the attachment

• Text Requirements: select the “Text” to enter information in a text format. (4000

characters maximum)

Click on “Apply” to add the document. Multiple documents can be added to an invoice by

selecting “Add Another” for each additional document. Follow steps outlined above.

18. Items: update this section with the quantity to be invoiced. The unit price defaults from the PO

information.

(Note: Quantity for Services will allow fractional amounts (i.e. 1.5, .5) to be entered; however, Quantity

for Goods must be entered in whole amounts (i.e. 1, 22, and 100)




Shipping and Handling: allows entering of line items for charges for Freight and Tax. The system limits

the billing of one Freight and Tax item for the invoice. To insert a row Click on “Add Row” and select

the “Charge Type” from the pull down menu

(Note: Freight and Tax validations occur after the submission of the Invoice to Accounts Payable.

Improper charges may generate an Invoice Hold. Please send an email to AP PO INVOICE INQUIRY

[email protected] for assistance.)

19. Items: after the Shipping and Handling lines are added, update the amounts for each line item that has

been added. Click on “Next” to advance to the Manage Tax.




20. Step 3 Manage Tax: this displays Invoice Summary related to the charges for the PO. Click on “Next” to

advance to Review and Submit

21. Step 4 Review and Submit: allows the ability to review and make any additional edits or updates as

needed.




22. Click on “Submit: to complete the invoice and submit it for review and payment.

23. Confirmation: this will provide a message related to the successful submission of the invoice. This is the

final confirmation related to the submission of the invoice.

• Printable Page: the page can be printed by selecting the “Printable Page” command.

(Note: utilize your browser printing options to print the page)

• Create Another: allows the ablity to create another invoice submission

• Return To Invoices: allows the ablity to create another invoice submission

• Home: return to the main login page







Saved Invoices

1. Upon researching Step 3 - Manage Tax the system provides the option to save the invoice.

The Save option provides the ability to save the invoice and return at a later time to complete the

create invoice process.

2. Click on “Save” command which will display a confirmation that the invoice has been saved for later

updating or submission.




3. To resume work on saved invoice, select the “Finance Tab” and then select “Create Invoice”.

4. Update the Invoice Number field with the saved invoice number

5. Select invoice status of “Unsubmitted” from the pull down menu then select the “Go” command.

6. The invoice search results will be displayed.

7. Select the “Update” to edit the invoice and to complete the Create Invoices process or select the

“Cancel” to exit the invoice submission.

8. If you selected the “Update” option then the system will take you back to the “Details” screen. You will

be able to complete the steps to submit the invoice.







Contacts

iSupplier Helpdesk

Please contact the iSupplier Helpdesk via email at [email protected] if you need additional information or need assistance.

Job Aids /Downloads

http://www.attpurchasing.com/ under the iSupplier Section

Invoice and Payment Questions

Please send all Mobility PO related invoice and payment questions or concerns to [email protected] Please send all non-Mobility PO invoice and payment related questions or concerns to [email protected].

If you have questions concerning an invoice that is not in the payment site, please contact the Supply Chain Service Center at 1-800-366-0418. When prompted select Option 2, then when prompted Again select Option 3 to reach the invoice support team

Supplier set-up, supplier/site maintenance, or remit to information

If you have questions concerning supplier set-up, supplier/site maintenance, or remit to information, please contact the Vendor Management team at [email protected] for assistance.


http://www.attpurchasing.com/




Create Invoice Validation Errors

Listed below are the errors that may occur during the validation process.

• A value must be entered for "Invoice Number"

• A value must be entered for "Invoice Date" • A value must be entered for "Invoice Description"

• A value must be entered for "Quantity" • Value "x" in "Quantity" is not a number

• Invoice Number can only be alphanumeric. No special characters • Row 1 Quantity - You can not increase the Quantity to Invoice amount above

the available ordered quantity.

• Value "18-XXX-2014" in "Invoice Date" is not a date formatted as "dd-MMM-yyyy"

• A value must be entered for "Remit To"

• The Invoice Number you have entered already exists. Please enter a unique Invoice Number

• Quantities and amounts on a Standard invoice cannot be negative. Please reenter

• Invoice Type must be equal to Invoice

• Only one Freight line per invoice allowed • Only one Tax line per invoice allowed

• Line Amount cannot be zero • Quantity must be a whole number for Goods based invoice lines

Documents

iSupplier - AT&T...iSupplier Job Aid : Create Invoice For Internal Use Only-All information in this document in confidential Last changed on: 07/23/2014 Last changed by: cb5679 Page