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Contents

1. Introduction on Schlumberger

2. Desk Top Procedures purpose & Details

3. Process Requirements & Flow Chart

4. Introduction to Purchase Order Invoice

4.1 Purchase Requisition

4.2 Purchase Order

4.3 Invoice

4.4 Detailed Work Instruction

4.5 Legal Entities

5. DFM Log in Screen

6. Vendor Compliance

7. Detailed Work Instruction for Single PO & Multiple Pos Invoice

7.1. Login to Oracle

7.2. Creating batch

7.3. Steps to match the invoice

7.4. Multiple Purchase Order Invoice.

8. 3 way match failures

8.1. Goods not received

8.2. Price Variance

8.3. Quantity Variance

8.4. PO Multiple failures

8.5. Distribution Variance holds

8.6. Invoice line item is not appearing on the PO line items.

8.7. Ad-hoc Charges

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9. How to search the coding for freight in the system: (Non Inventory Po)

10. Invoice Received with Fuel Surcharge.

11. Credit memo processing.

12. How to Identify the Po invalid, Po closed & Po cancelled:

13. Purchase Order View to find the buyer name

14. How to release manual hold.

15. Allocating Tax & Freight in Oracle.

15.1. Freight & Tax to Allocate

15.2. Tax accrual allocation

16. Foreign currency Invoices in Po.

17. Urgent Payment Invoice.

18. How to cancel the invoice in oracle.

19. Hold Scenarios.

20. Version Control details.

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1. Introduction to Purchase Order Invoice

Purchase Requisition:

The Purchase Requisition is the procedural method by which departments may request thepurchase of goods and services, the nature of the purchase or the type of goods and services.

Purchase Requisitions are entered into the FMS (Field Management System).

Purchase Order:

A purchase order (PO) is a commercial document issued by a buyer to a seller indicating the

type, quantities and agreed prices for products or services, the seller will provide to the buyer.

A purchase order usually contains: PO number, shipping date, billing address, shipping address,

terms of payment (usually in the form of Net 30, NET 45) depending on requirements set by the

seller), and a list of services/products, often including specifications and reference or part

numbers of the items to be purchased, with quantities and prices. When accepted by the seller

it forms an agreement between buyer and seller.

Invoice:

An invoice or bill is a commercial document issued by a seller to a buyer, indicating the

products, quantities and agreed prices for products or services which the seller has already

provided to the buyer.

Detailed Work Instruction:

The Scanned Images are received through DFM and are sorted based on the document

received. Eg; PO Invoices, Non-PO Invoices,

A PO Invoice is identified by the Purchase Order number on the Invoice. If there is no PO

number on the invoice, it has to be treated as the Non-PO invoice.

For viewing, the invoice image Log on to DFM using your User Id and Password.

Legal Entities:

Smith International SRL

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2. DFM Log In Screen:

DFM (Document Flow Manager) is the tool for online document processing and storage. For viewing, the

invoice image log on to DFM using your user ID & Password.

After the login, you will get the below mentioned screen.

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On the home page choose the Invoices option under the Data Entry folder. The scanneddocuments are listed with details like URN number, Document Type, Country and Language.

URNThis is a Unique Reference Number generated when the document is scanned. Whenthe URN is selected the full page of the document is displayed

CountryThe country column is filled while the document is scanned and is editable ifwrong.

LanguageAlso this column is filled while scanning based on the language of the document.

Document TypeTO BE SELECTED DURING SORTING, critical for Data Entry queuemanagement and for SAP/Lawson/Oracle ERP reporting

6. Vendor Compliance

The next step in invoice processing will be to check the invoice for Vendor Compliance.Highlighted below are the vendor compliance rules.

- Legal entity- Vendor name

- Bank details

- Invoice number

- Invoice date

- Currency

- VAT percentage

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Vendor Name

HT amount

Legal entity

VAT

Total invoice

amount

Inv numberInv date

PO number

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Processing of PO invoice:

1.Login to Oracle

Login into LDAP with Username and Password

Use the below mentioned URL to access login ORACLE

http://etax.apps.smith.com:8081/OA_HTML/AppsLocalLogin.jsp

http://etax.apps.smith.com:8081/OA_HTML/AppsLocalLogin.jsphttp://etax.apps.smith.com:8081/OA_HTML/AppsLocalLogin.jsphttp://etax.apps.smith.com:8081/OA_HTML/AppsLocalLogin.jsp

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2. Creating Batch:

To Create Invoice Batches Go to Invoice Entry Invoice Batches Type Batch name

Invoices

Step 1: Select INVOICES

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Step 2: Double click ENTRY

Step 3: Click on INVOICE BATCHES

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Step 4: Type the Batch Name(Batch Name formatLDAPIDDDMMYY for ex. ESIMION130313)

Step 5: Then Click on Invoices Button

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How to match the invoice with the PO:

Step 1

Check the status of the PO in FMS.

Go to:

1.MAIN tab 2.Movements 3.Purchasing

4. Click on OPEN

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5. Enter the PO number in PO Nbr TAB and OK in order to appear the PO line(s)

6. Double click on PO line in order to appear the BUYER(Entered by), the APPROVER

(Authorized by) of the PO and the PO DETAILS

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Step 2

1. Go to ORACLE in order to process the invoice

- Type: always Standard (for PO invoices)

-

Supplier- Site (if the supplier has more sites it will be populated depending on the currency)

- Invoice date

- Invoice number

- currency

- Invoice amount

- Description: the PO number

- The EXCHANGE DATEmust be the same as INVOICE DATEif the invoice is issued for

other currency than RON

- Tax code ( depending on the rate mentioned on the invoice)

2. After fill in the entire tabs mentioned click the MATCHbutton.

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3. Fill in the PO number tab and then FIND

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5. The PO details will appear

Match the invoice line item with the PO line item and click on Match button (check all the

details qty invoiced, unit price, description for each line in order to correspond with what ismentioned on the invoice)

6. Click the MATCH button

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7. After matching the invoice go to distribution line in order to calculate the VAT

8. Click on CALCULATE TAX in order appear the VAT amount (the vat will be calculated

automatically)

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9. SAVE

10. Go to ACTION 1 VALIDATE OK

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CANCEL A PO INVOICE

Step 1: click on INVOICES in order to fin the invoice that needs to be canceled

kStep 2:fill in the NUMBER tab with the invoice number and FIND in order for the invoicedetails to appear

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Step 3: ACTION 1 CANCEL INVOICES OK

The status of the invoice appears CANCELLED

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NO GOODS RECEIPT

Check the PO details in FMS in order to see if the GR is updated or not. If the quantity ORDERD

appears 0 this means that the goods are not yet received. In this case we add the invoice in

ORACLEonly the header, without Validation and send the invoice to the buyer in order to

update the GR.

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PO CLOSED

-If the Po Quantity & GRN Quantity is already matched with Invoice then it is called as Po Closed

and it needs to route to buyer in DFM. The status of the PO will appear in FMS and also the

buyers name.

PO VARIANCE:

If the PO quantity ishigher than invoice

quantity

Partial match

1.If the PO amount

higher than the invoice

amount

2.If the invoice amount

higher than PO amount

3.If the PO is issued withmore/less line items

than the invoice

4. If the Invoice line is

not available on the Po

line items

Send the invoice to the buyer

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