SERPInvoicing Part 1

One-SERP
Eliminate, Simplify, Standardise, Automate
OTC 03 - SERP Invoicing Module (Part 1) (SIM / DocuSphere)
Learning Objectives
At the end of this course you will be able to...
Describe the SERP Invoicing Module (SIM) and understand its importance in the SERP Billing Process Log into the application Review and Process an AR invoice Review and Edit Invoice information in SIM Understand Customer Routing Codes Review the Missing Documents Report and add extra information Review Work Item History Annotate Supporting Details to hide or highlight information Action SERP to SERP Billing in SIM Complete Error Handling in SIM Cancel Invoices Understand the RTP impact in SIM Know who to contact for assistance
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Course Agenda
OTC End to End Process Overview Lesson One: SERP Invoicing Module Introduction Lesson Two: SERP Invoicing Module Workflows Lesson Three: Process an AR Invoice Lesson Four: Invoice Approval and Distribution Lesson Five: Customer & Material Profiles & Missing Document Report Lesson Six: Processing Invoices Lesson Seven: Annotating Documents in SIM Lesson Eight: Revise an Invoice already Sent to Customer Lesson Nine: Cancellation of Invoices (SIM & SAP) Lesson Ten: SIM Errors Lesson Eleven: Overview of Business & German Review (SIEP/GS only) Course Review
Services ERP
35 minutes 60 minutes 30 minutes 60 minutes 120 minutes 60 minutes 60 minutes 30 minutes 30 minutes 60 minutes 60 minutes 10 minutes 30 minutes
Objectives
This OTC End to End overview will provide you information on
Sales Master Data Contracts & Sales Order Processing Process flow for Billing SERP to SERP Cross-Entity Charging
Invoicing
SERP Invoicing Module (SIM) Accounts Receivable Credit Management Controls Engagement Tool Generic Sources of Charge Difference between RTP and FI Processes Z-Option Processing AR Invoice Distribution, Paper Invoices, SERP-to-SERP billing, GL Transform
Services ERP
High-level Process Overview

Data Flow
Purchase Order
MRD
Sales Order/ Contract Created
Billing
Invoicing
Accounts Receivable
Credit Management
Doug Groves Importance of understanding end-to-end process
Demand: GCC/IQN RTP Payment Request
FI/C O
Invoice Received & Processed Payment BANSTA/ FINSTA
External
Management Information (Business Objects)
Vendor Invoices
RTP
MRD/CONTROLS
Requisition Created Goods/Services Receipt
Business Consolidation System (BCS)
eBCS
TAX(Direct & Indirect)
Internal
Project Settlement Asset Accounting Module Investment Mgmt Module
Revaluation & Assessments Depreciation Customer & Deals Mgmt (CDM)
Projects OTC
Time-writing (CATS)
Projects
Capital Approved Project Budget
IG Engagement
Billable Projects
Accruals
Accounts Receivable
Cash Allocation
eBCS
Customer ERP
*Credit Management
Dispute Mgt
IG Dispute Mgt
Billing
Invoice
E-Approval WF Paper Invoice T&E Receipts
Dunning
Cluster Reports SERP Invoice Module
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Tax/MRD Taxability and Master Data
MRD Processes where Master Data is used
White No Taxability or Master Data Relationship
End to End Process Overview

5
Accounts Receivable
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Cash Allocation
eBCS
Customer ERP

2
Credit Management
Dispute Mgt
IG Dispute Mgt
Billing
Invoice 6
3 3 Dunning 4
E-Approval WF Paper Invoice T&E Receipts
Services ERP
OTC
Cluster Reports SERP Invoice Module Outbound Billing Interfaces
Tax/MRD Taxability and Master Data
MRD Processes where Master Data is used
White No Taxability or Master Data Relationship
Sales Master Data
Contract & Sales Order Processing
Billing & Invoicing
SERP Invoicing Module (SIM)
Accounts Receivable
Credit Management
Controls
OTC Master Data
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Master Reference Data is the primary source of data that is used to manage business interactions between services, their customers and vendors whilst fulfilling business information needs.
Master Data Object Definition
Customer MRD includes four partner functions. Sold-to (1): Used for calculating indirect tax (VAT, US Sales & Use, WHT)
Importance to OTC
Sold-to: Sales order creation Bill-to: Sending the invoice
Customer
Ship-to (2): Address where the services or goods are delivered. Also used for calculating indirect tax
Bill-to (3): Address where the invoice is sent for consideration for payment; Authority to authorize payment has been delegated here Payer (4): Accounts receivable account in SERP and responsible for payment. In SERP there is one payer per legal entity
Payer: Recording financial entry

Ship-to: Where to deliver the product/service
Sales Material Pricing

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Product or Service used in the Sales Order and Billing functions Value assigned to goods or services.
Required for sales order creation and tax determination Required for billing a customer
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OTC Master Data - Process

PROCESS
Master data shared by all companies and managed centrally
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Monitor master data quality

One Sales Organization per company code One Plant per Sales Organization Distribution Channel equals line of business Sales Material and customer master data used to determine tax information Credit Control functionality for 3rd party customers Pricing conditions used for standard tariffs, as well as uplifts
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OTC Contract & Sales Order Processing
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
A sales order represents a request from a customer to a company regarding the delivery of products, or provision of a service for defined price, quantity and time period.
SERP has functionality to create one time project and non-project related sales orders and also reference sales orders. Reference sales orders bill on time, materials and expenses. Sales contract is a specific kind of sales order for billing of periodically recurring fixed fees for a predefined period
In SERP, the Sales Order process focuses on charging of services but also allows for charging simple products (without stock or delivery functionality). Sales orders/contracts define:
Customer information Services provided Pricing Indirect Tax determined by automated call to Sabrix Withholding tax handling through standard SAP tables Additional billing information (i.e. Payment Terms, billing currency)
Ability to upload mass number of sales orders/contracts
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OTC Billing

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
The billing document facilitates the financial postings to the customers Accounts Receivable and General Ledger in the SAP system A billing document is not an invoice print-out sent to the customer
In SERP billing process is executed daily during billing period via a batch-billing program, but manual billing exceptions may be required from time to time
Manual (or individual) billing is restricted to specific business cases where immediate creation of billing document or action is required
Billing executed daily starting WD-9 until early WD-6 to comply with IGB requirement to have all IG invoices processed by WD-5
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SERP to SERP Billing

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
The SERP to SERP billing process automates the Accounts Payable posting to offset the Accounts Receivable postings generated from billing when the customer is another SERP entity This Billing must be executed prior to any other billing run each day in the Closing schedule
SERP to SERP Billing and Invoicing tasks will be executed daily starting with WD-9 until WD-6. This means the Invoice Lists for SERP to SERP billings will be sent to the SERP Invoicing Module via the Closing Cockpit each day and ready for processing by the AR Invoice Processor
The Invoice List has to be reviewed and approved in SIM and the process completed in order for the invoice image to be linked to the AP document. The posted AP invoice for each company and/or function will include the Invoice List number from the sending SERP company and/or function in the Reference field. This field is used to reconcile transactions between SERP entities AP Payment terms are defaulted to Net 30 days and are set for automatic, unapproved payment unless blocked due to a raised IG query (dispute).
SERP to SERP Billing Process The SERP to SERP Billing process consists of the following key process steps:
Requestor Sales Order Process Sales Order Billing Process Invoice Closing
Requestor Sales Order
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Sales Order Processing (SSSC)
Billing / Invoicing (SSSC)
AR Invoice Processing (SSSC)
Process Period End (Central Closing Team)
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Cross Entity Charging

Cross company time writing allowed where there is a supporting contractual framework Transfer of time to controlling in company owning the project Resource Related Billing in the Provider Company
Company A (SERP)
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Cost Posting (CO) direct
Financial settlement (FI) via Hub
T/W
RtP
T&E
FI/CO
Assessments
A/R
Billing in the Provider Company

Invoice List and output in the Provider Company Receipt of IDOC in Receiver Company and Processing (Follows SERP to SERP process)
T/W
A/P
Company C (Hub)
A/R
WBS element / Cost Center

A/P RtP
T&E
FI/CO Assessments
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OTC Invoicing
An invoice is not a billing document It is an output containing the customers required billing information
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
An invoice list can be a group of SAP billing documents with the same payer. In SERP an Invoice refers to an Invoice List Invoice run will summarize the multiple billing documents into a final invoice list. Current Invoice will be split based on the following.
Sales Organization Distribution Channel Payer Bill-to Purchase Order field (based on customer master)
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OtC Accounts Receivable - Process

Automatch process Process unapplied receipts
MR D
Billing
Invoicing
Accounts Receivable
Credit Management
Process highlights:
Automatch could reduce current manual allocations by 60% to 70%
Process unallocated receipts

Process partial payment within Tolerance levels Process partial payment outside Tolerance levels Match credits to an open item A/R customer refunds Settle Credit card payment Process refunds for payments received in error
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OTC Credit Management
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Credit Management functions perform credit assessments, debt collection to recover funds, analyse bad debt, generate customer statements, perform dunnings, charge interest and handle the dispute management process
Credit limits can be set on customer credit masters, giving ability to amend the credit control data such as credit limits, risk categories and review dates
Suite of standard debt related reports that will enable efficient and detailed analysis, and also improve efficiency of bad debt provisions and reporting Ability to calculate interest charge by customer, review, make changes, and generate final invoice Enhanced dispute tool functionality allows dispute cases to be opened at invoice level, with fields and workflow to keep track of dispute status
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OtC Credit Management Process

Credit Assessment Maintain customer credit information Calculate exposure against credit limit Proactive and Re-active debt chasing Generate monthly customer statements Review Dunning proposal Dispute Management process
MR D
Billing
Invoicing
Accounts Receivable
Credit Management
Process highlights:
Standard customer statement formats One credit control area Standard dispute Reason codes across all businesses
Create Customer refund

Charge customers with interest on overdue amounts Identify doubtful accounts Identify write offs
Process recoveries
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Services ERP
OTC Enhanced Receivable and Credit Management processes

What?
MR D
Billing
Invoicing
Accounts Receivable
Credit Management
Accounts Receivable functionality refers to the managing of incoming funds from receipt through to customer account clearing. Credit Management functions perform credit assessments, debt collection to recover funds, analyse bad debt, generate customer statements, perform dunnings and handle the dispute management process
What this means to me?

Automatch functionality will check details in bank statements and automatically allocate incoming receipt against invoice if sufficient information is available Standard IGB invoice dispute process across the Group brings standardisation and efficiency
IGB query (dispute) process interfaced manually with SERP, allowing invoice payment status for tracking and reporting (e.g., promise to pay, dispute, action parties)
SERP dispute tool functionality allows dispute cases to be opened at invoice level. The dispute cases have all necessary fields to keep track of dispute and with workflow will be able to be forwarded and tracked internally. Central Credit assessment team to set credit limit and amend the customer credit master data e.g credit limits, risk categories
Dunning letters sent electronically or via mail to customers. Ability to exclude customers or invoices from the dunning run before final execution.
Ability to calculate interest on overdue receivables
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SERP Invoicing Module (SIM) (1/2)

The SERP Invoicing Module (SIM) is an application attached to SERP SAP SIM is built on DocuSphere Workflow, in the same way as SERP is built on SAP
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
SIM gives the manage invoice dispatch role the ability to review the AR invoice and supporting backing documentation prior to sending it to the customer All SERP AR invoice images will be sent (as a PDF document) automatically from the SAP system to the SERP Invoice Module, as part of the billing process SIM then calls SAP to determine whether any charges on the invoice need extra supporting detail to be attached
It automatically attaches the relevant pages of AP documents linked to costs coming through FI invoices or Purchase Orders. Also from R3.0 onwards it will also start attaching those Trip reports linked to costs coming through Travel and Expenses
The analyst can also, manually, attach additional supporting backing documents to the invoice such as a word document, excel spreadsheet or PDF file The analyst can revise (redact or attach additional documents) an invoice even after it has been sent to the customer (status = completed)
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SERP Invoicing Module (SIM) (2/2)

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
All attachments can also be electronically annotated (redacted) to hide or highlight information, to help improve understanding for the customer Once the invoice package is complete, SIM can either send the invoice to the customer electronically via E-pproval, or it can be printed The E-pproval system will continue to be used, but only for the electronic distribution of SERP AR invoices SERP to SERP AR invoices (also known as IntraSERP Invoices) are also processed through the SERP Invoicing Module, and once reviewed are automatically attached to the resulting AP invoice in the receiving SERP company
All paper invoices should ALWAYS be printed from SIM and NOT from SAP
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SIM Process Overview (Docusphere)

SERP (SAP ECC)
WBS elements/ Sales Orders
Approved For approval
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
A-pproval (SERP Portal)
AP
Confirmed transactions
Generate AR invoice
AP AP AP T&E
SAP TMS/ Promaster
Docusphere
SERP Invoicing Module (Docusphere Workflow)

Attach Backing Doc
AP AP Images
Send to Customer
Invoice inv Printout Inv
AR AR AR
E-pproval
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SERP Invoicing Module Summary

It is used to
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
SIM handles attachments of backing documents, creation of PDF documents and sending AR invoices to E-pproval
Manage the invoice produced by the SAP system and attach images to support the charge Provide flexibility around whether supporting documents are attached and what checks are done Manually attach additional details (either scanned documents or electronic documents off the desktop/shared folder) Attach specific pages rather than whole document when AP document is linked to FI invoice. If the AP document is linked to an LIV invoice it will no longer be possible to attach specific page numbers but the whole document. Annotate/redact images Produce the final invoice package in PDF format and either print or send it to the customer in E-pproval or email it to customers or will become a SERP to SERP attachment
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SERP Invoicing Module Key Benefits

The SERP Invoicing Module:
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Will allow invoices to be distributed electronically which will speed up the distribution process. Automatically attaches supporting details which will help eliminate the effort in manually searching, copying and attaching supporting detail Allows other types of electronic documents (WORD, etc.) to be manually attached by the manage invoice dispatch role Also notifies the billing analyst when it cant find supporting details, by creating a Missing Documents Report (MDR). This helps the billing analyst quickly identify what is missing so they can follow up accordingly Can reduce customer disputes due to the lack of supporting documentation of the invoice. This will certainly improve the cash flow, reduce query resolution time and improve the process overall
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SERP Invoicing Module Key Benefits

The SERP Invoicing Module:
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Business Review facility SERP user can be notified that invoice is available to review prior to it being sent to the customer. German Review In-Country focal point has the opportunity to review the document for legal/fiscal accuracy prior to invoice being sent out. Revise Invoice Process If invoice generates questions from customer, a new workflow is being introduced to provide a facility to update the backing documents to provide improved understanding. Auto Attaching of Receipt information to support T&E charges.
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RtP & FI Invoices

RTP Invoices
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
It is possible to allocate costs to billable WBS by creating a Purchase Order (PO), posting a Goods Receipt (GR) and creating an Logistics Invoice Verification (LIV) Costs will be actually booked against WBS when GR is posted but not billed Costs will be billed when Invoice receipted FI Invoices It is also possible to post to billable WBS via FI invoices that is approved by the business
From a DocuSphere perspective this means that the reach back function will also start looking for this particular document type in SAP and DocuSphere will start attaching AP documents related to LIV invoices as backing data as well as FI invoices
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Z-option Processing
Tool that allows you to create journal entry into SERP via a spreadsheet
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
How is it used in OTC?
1.
Reallocate Pass Thru Costs:

Costs that is originally coded to a balance sheet account will not create a billing document to pass the charge to the intended cost receiver. In order to pass the cost, a Z-option entry should be made to move it to a billable WBS element that would trigger the RRB sales orders to pick up the costs and create billing documents and invoices. Once this process of entering cost is followed, SAP makes makes reference to the GL Document number, thus no backing data is attached to the invoice In order to ensure that backing data is attached to the invoice, the AP document should be provided in the Zoption entry to facilitate the embedded macro facility (in Zoption) that links the GL doc # to the AP doc # (see illustration in next page)
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Z-option Processing
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Ensure that you use the ZoptionPassThruBill template when reallocating a pass thru cost to a billable WBS Element
Ensure that SA Doc Type is used Provide specific page number you wish to attach to the invoice GL Document number created after processing the Zoption entry AP Document number should be provided by the analyst creating the entry
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Z-option Processing
2. Reallocate T&E Costs Travel and Entertainment costs (T&E) that has no code in SAP TMS are automatically coded to an overhead cost. This will not create a billing document in SERP to pass the cost to the intended receiver. In order to pass the cost, a Z-option entry should be made to move it to a billable WBS element that would trigger the RRB sales orders to pick up the costs and create billing documents and invoices.
Ensure that MI Doc Type is used
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AR Invoice Distribution
Invoice distribution in SIM follows various distribution routes: Customers user ID (E-pproval User ID) PAPERINV
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
INTRSERP
(More discussion on Lesson 4)
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Overall Summary
Having completed this E2E overview, you should now have a general understanding of:
Sales Master Data Contracts & Sales Order Processing Process flow for Billing SERP to SERP Cross-Entity Charging Invoicing SERP Invoicing Module (SIM) Accounts Receivable Credit Management Controls Generic Sources of Charge Difference between RTP and FI Processes Z-Option Processing AR Invoice Distribution, Paper Invoices, SERP-to-SERP billing, GL Transform
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Course Agenda
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Lesson One Objectives

By the end of this lesson, you will have learned about
SIM Overview Public Area Inbox Area Work Items PRD Values Workflow Inquiry
Content Manager
Security Indicators E-pproval Overview
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SIM Overview Public Area
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Shows work items that are available to be processed Work Items in this area can only be viewed and accessed for review of History and Notes.
Public area (or Worklist) shows work items available to be selected
Activities
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SIM Overview - Inbox

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Shows work items that have been selected from the Public Area/Worklist and moved into the Inbox so that they can be processed. Reserved work items appear in a corresponding activity in the Inbox
Inbox shows work items reserved for the specific user
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SIM Overview Work Items

Each item represents an INVOICE that needs to be processed by a USER
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
The Inbox represents the users personal worklist
Work Items in a Worklist
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SIM Overview PRD Values

PRD Values stands for Process Relevant Data
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
This values are used to track work and retrieve work items
Each of this columns have PRD Values.
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SIM Overview Workflow Inquiry (1/4)
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Inquiries can be executed to view work items in the workflow, regardless of whether you have access to the activity the work item may reside in.
Enable you to view the invoices and attachments only, but not perform any processes on them Help you determine the following information:
Where a work item is in the workflow process

Who owns it at that time What processes have been performed on the work item
Any notes associated with the item
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Click Workflow Inquiry
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Choose SERPP Billing R3 Button
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MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Input information in the fields to get the exact invoice or invoices you need
Tip: One of the most used field is the Invoice Number
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MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Credit Management
Click here to view
Search Results
Any work item that contains attachments from an index definition to which you do not have access in Content Manager to view the documents will appear as locked and you will not be permitted to view the record
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SIM Overview Content Manager (1/3)

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Content Manager is a main document repository that stores all the Billing, Trip and A/P Documents Helpful when trying to find a document that needs to be attached to a work item in the workflow
Click CM Inquiry button
Choose desired Index Definition
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MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Index Definition is a storage area in DocuSphere Content Manager that holds a certain class of document.
It is the user defined meta data used to describe the images and enable search and retrieval of the documents.
Index Definition in SIM starts with the following prefixes: Prefix Type of Document
AP10X
AR10X TR10X GL10X GB10X AH10X
Accounts Payable Documents

AR Sales Invoice Travel & Expense reports Z-option Document German and Business Review Support Docs Ad-Hoc Documents
Note: X = P (in Production), A (in Acceptance), R (in Training, D (in Development)
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MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Search Results
Sample document from the Content Manager that can be attached to the AR invoice
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SIM Overview Security Indicators
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Security Indicator is a functionality in SIM that assigns users to specific Business Line that they work for
Each invoice has a Security Indicator associated with it. This Security Indicator is then used to identify which invoices the Invoice Dispatch Role will have access to based on the customer assigned to him/her. Different access for Invoice Dispatch Role and the Billing Supervisor
Sec urity Indic ator GS GP SITI SIEP GB03_DC11 US84_AL L GENER AL GS_FP EV _R
Des ription c Global Solutions Gas and P ower SITI Companies SIEP Companies GB03 Confidential SEEUS Other R etrofit Companies German Invoices
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SIM Overview - E-pproval

E-pproval is an on-line invoice processing system.
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
It is used by Shell companies to manage both AP invoice approval process and AR invoice delivery to Shell Group customers.
A customer must be a Shell non-SERP company in order to receive invoices via E-pproval The NON-IG customer can approve/reject the invoice in E-pproval. However, IG customers must ALWAYS approve their invoices in E-pproval as per IG initiative
Note: SERP uses A-pproval for FI only AP invoice process
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SIM Overview - E-pproval

HOW is SIM linked to Epproval?
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
When an invoice is already processed in SIM, if it has a proper user-id in the EUSER field, it will get sent to E-pproval.
Once E-pproval receives it, it will send an e-mail to the customer notifying them of the invoice.
From E-pproval the customer can view the invoice online; print the invoice; dispute the invoice; forward it around their organisation; and when theyve processed it, mark it as processed.
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Lesson1 Exercise: SIM Overview

You need to access the SERP Invoicing Module to identify the components of of the initial SIM screen
Log into the application https://amsd2a-s-6060/dswf/ Identify the Worklist Area, Inbox, Work Items, Workflow Inquiry, Content Manager
User Guide Exercise No.
NA
OTC03_L1_S1
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Lesson One Summary

During this lesson you have learned to:
Describe the parts of the initial SIM screen Public Area, Inbox, Work Items, PRD Values, Workflow Inquiry, content Manager, Security Indicators Identify the relationship between SIM and E-pproval
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Course Agenda
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Learning Objectives
At the end of this course you will be able to...
Understand the Billing Workflow overview Understand Revise Invoice Workflow overview
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How does the process get started? (1/2)

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
The process starts when an AP Invoice Image is scanned into DocuSphere (it is stored into the AP10P Index definition). The AP image could be linked to an FI invoice or and LIV invoice For FI invoices, this triggers a workflow in the SAP Business Workplace. From there the AP Processor views the image and creates a new AP document that is sent to the Portal for coding and approval Then someone from the business will proceed with the coding of the relevant costs to the specific WBS element as well as what pages of the AP invoice image are relevant for that cost (this applies only to FI invoices not to LIV) Once this is approved, the actual posting of the costs to the WBSE occurs and the pages number specified are sent to the Pass Through Billing (PTB) table in DocuSphere Content Manager (DSCM) for use in the attached backing process (see later)
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How does the process get started? (2/2)

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
For LIV invoice, it is linked to the approved Service Entry/Goods Receipt, which is the trigger for cost posting to the WBS element. Then RRB is run, Debit Memo Request followed by Billing Document and Invoice list are created. Invoice is then sent from SAP to DS in PDF format Once the document reaches DSWF, it goes through the following steps: Attach Backing, Review Backing Docs, Generate PDFand Final Review. Then, the invoice is sent to customer via E-pproval or printed For T&E charges, the employee will print an expense cover sheet from SAP TMS with the generated trip number, attach the receipts to it and send the document to the scanning hub. The generated trip number is used as reference for the reach back program to pick up the supporting documents to be attached to the invoice
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SIM Process Overview (Docusphere)

SERP (SAP ECC)
WBS elements/ Sales Orders
Approved For approval
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
A-pproval (SERP Portal)
AP
Confirmed transactions
Generate AR invoice
AP AP AP T&E
SAP TMS/ Promaster
Docusphere
SERP Invoicing Module (Docusphere Workflow)

Attach Backing Doc
AP AP Images
Send to Customer
Invoice inv Printout Inv
AR AR AR
E-pproval
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Understand Customer Routing Codes
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Customer Routing Code is a code that is maintained in the SERP Customer Master Bill-to record. This code helps to route a work item through the SERP Invoicing Module (DocuSphere Workflow). The codes are:
A = Always Review (These documents will always stop in one of the Review activities of the Public Worklist area to be reviewed) B = Backing Documents (Only stop for review if there should be attachments or if there is a MDR (Missing Documents Report). You should use this code if the customers backing document must be reviewed, revised or annotated M = MDR (Missing Documents Report) (Only stop for review if a MDR is attached which indicates that a backing document could not be found) N = Never Review (These documents will never appear in the Review activity. The documents will go straight through the Attach Backing and PDF Creation process and to E-pproval or stored in the Content Manager to be printed.) Note: Currently, the only routing code that is used in the SERP Invoicing Module is A for Always Review. This ensures that the AR Billing Processor has the opportunity to review the invoice list package prior to it being sent to the customer
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Course Agenda
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Lesson Three Objectives

At the end of this lesson you will be able to...
Log On to SIM Filter Retrieving Invoices Reserve a work item Review the AR invoice sent from SAP to SIM Filter, sort & inquire the data in SIM
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How to Log on to SIM
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
DocuSphere Workflow is a web-based client interface and can be accessed by navigating to this address (TEST SYSTEM), https://amsd2a-s-6060/dswf/ A log on screen will be launched as seen here Enter the username and password assigned by your DocuSphere administrator

Enter username and password, then click Logon
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How to Filter in SIM (1/3)

Filtering is a way to limit the work items that will be seen in a particular activity.
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
The Invoice Dispatch needs to first find the relevant invoices in the Public Area. This can be done using the filtering option, available on the right bottom corner of the screen
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MRD
Billing
Invoicing
Accounts Receivable
Credit Management
The following screen would appear and then the Invoice Dispatch role should decide which filtering criteria to use to locate the relevant invoices.
If you dont know the invoice number, you can filter by customer (Billing Party number).
3 Enter the value in the PRD field which is the filter, chooses the operator and click update, then close 1
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MRD
Billing
Invoicing
Accounts Receivable
Credit Management
The system will locate the invoice requested based on the filter information inputted in the PRD fields
Note that only those invoices that are in the Invoice Dispatchs inbox will be able to be processed.
Filter Indicator
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How to Sort Data in SIM (1/3)

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
SIM can filter the work items to only see the subset or to sort them to make them easier to manage. Both of these functions are available in the SIM Workflow Inquiry and in both the Public/Worklist and Inbox areas.
Sort/Filter Points
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MRD
Billing
Invoicing
Accounts Receivable
Credit Management
To always see the information in an activity displayed in a certain way click the View Options icon in the bottom right corner of either the public or inbox detail areas.
1st
2nd
Sorting can be done in two different ways: First, any of the underlined column headers in the detail screen of the public or inbox areas can be clicked to sort the data in ascending or descending order. Second, In the Filter/Sort Options window, click the SORT tab. Here you can select the field you want to sort on.
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MRD
Billing
Invoicing
Accounts Receivable
Credit Management
The order displayed in the box on the right is the order in which the sort will be executed. Click Update once the fields have been selected.
4 1
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How to Reserve Work Item in SIM

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
To reserve a work item, the Invoice Dispatch role should tick on the work item and click Process This activity will move the work item from the Worklist to the Inbox Area
Note that only those invoices that are in the Invoice Dispatch roles inbox will be able to be processed.
Tick the work item you want to work on
Click Process to move the work item from Worklist to Inbox Area
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How to Review Invoice Package in SIM (1/2)
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
When a new work item gets into SIM, this will be waiting for the Invoice Dispatch role in the Public Area/Worklist in the Review Invoice Package folder of Business Review Folder Once the invoice has been moved to the Users inbox, the Invoice Dispatch role should start with the Review Invoice Package process. This activity has been designed to allow the user to review the AR invoice as well as any backing documents that have been automatically attached First the Invoice Dispatch role should review the AR invoice sent from SAP. This can be done by clicking in the QV column
Once Invoice Dispatch role is happy with the AR invoice then it should review the invoices attachments
In using quick view, the user automatically sees the invoice and the attachment
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How to Review Invoice Package in SIM (2/2)

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Only after the AR invoice has been reviewed as well as the invoices attachments, the Invoice Dispatch role is in a position to approve the invoice Several other functions can also be performed, such as:
Insert new document
Remove attachments
Edit Page Numbers These functions will be explained in the next lesson
Note: You may not be authorized to access all the activities explained here. In the Workflow client you will only see the activities for which you have authorization and hence some explanations may not apply to your role in the process
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How to Inquire Data in SIM (1/2)

MRD
Billing
Invoicing
Accounts Receivable
Credit Management
Inquiries can be executed to view work items in the workflow, regardless of whether you have access to the activity the work item may reside in. These inquiries enable you to view the invoices and attachments only, but not to perform any process on them.
To do the workflow inquiry, click the Workflow inquiry link in the green bar at the top of the screen. In the next screen, choose the name of the workflow into which you want to inquire, then click Execute Search.
1 4
3 2
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How to Inquire Data in SIM (2/2)
MRD
Billing
Invoicing
Accounts Receivable
Credit Management
To view the work items, click the Attachment icon and then click View next to the detail line under the AR10P index definition or the Notes or History . In addition, the results of a Workflow inquiry may be copied and pasted into Excel for further manipulation.
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Lesson 3, Scenario 1: Reserve an Invoice

You need to access the SERP Invoicing Module to reserve an invoice
Log into the application https://amsd2a-s-6060/dswf/ Locate the Public area and your Personal Inbox Apply the filter to locate the invoice number assigned to you
Apply sorting of invoices

Reserve the work item by moving it to your personal inbox Review the invoice attachment
Apply Workflow Inquiry to the invoice assigned to you

User Guide
Exercise #
OTC03 Lesson 3 Process AR Invoice User Guide

OTC03_L3_S1
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Lesson Three Summary

During this lesson you have learned to:
Log into SIM
Locate the Public area and your Personal Inbox Apply the filter to locate invoices Reserve the work item by moving it to your personal inbox Review the invoice attachment To be continued in Part 2
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SERPInvoicing Part 1

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SERPInvoicing Part 1

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One-SERP

Eliminate, Simplify, Standardise, Automate

OTC 03 - SERP Invoicing Module (Part 1) (SIM / DocuSphere)

High-level Process Overview

Sales Order/ Contract Created

Doug Groves Importance of understanding end-to-end process

Demand: GCC/IQN RTP Payment Request

Requisition Created Goods/Services Receipt

Business Consolidation System (BCS)

TAX(Direct & Indirect)

Project Settlement Asset Accounting Module Investment Mgmt Module

Revaluation & Assessments Depreciation Customer & Deals Mgmt (CDM)

Capital Approved Project Budget

Sales Order/ Contract Created

E-Approval WF Paper Invoice T&E Receipts

Cluster Reports SERP Invoice Module

Tax/MRD Taxability and Master Data

MRD Processes where Master Data is used

White No Taxability or Master Data Relationship

End to End Process Overview

Sales Order/ Contract Created

Sales Order/ Contract Created

E-Approval WF Paper Invoice T&E Receipts

Cluster Reports SERP Invoice Module Outbound Billing Interfaces

Tax/MRD Taxability and Master Data

MRD Processes where Master Data is used

White No Taxability or Master Data Relationship

Sales Master Data

Contract & Sales Order Processing

Billing & Invoicing

SERP Invoicing Module (SIM)

OTC Master Data

Sales Order/ Contract Created

Payer: Recording financial entry

Sales Material Pricing

OTC Master Data - Process

Sales Order/ Contract Created

Monitor master data quality

OTC Contract & Sales Order Processing

Sales Order/ Contract Created

Ability to upload mass number of sales orders/contracts

Sales Order/ Contract Created

SERP to SERP Billing

Sales Order/ Contract Created

Requestor Sales Order

Sales Order Processing (SSSC)

Billing / Invoicing (SSSC)

AR Invoice Processing (SSSC)

Process Period End (Central Closing Team)

Cross Entity Charging

Sales Order/ Contract Created

Cost Posting (CO) direct

Financial settlement (FI) via Hub

Billing in the Provider Company

WBS element / Cost Center

Sales Order/ Contract Created

OtC Accounts Receivable - Process

Sales Order/ Contract Created

Automatch could reduce current manual allocations by 60% to 70%

Process unallocated receipts

OTC Credit Management

Sales Order/ Contract Created