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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

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.

1. Introduction to Purchase Order Invoice

Purchase Requisition:
The Purchase Requisition is the procedural method by which departments may request the
purchase 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

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.

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

URN This is a Unique Reference Number generated when the document is scanned. When
the URN is selected the full page of the document is displayed
Country The country column is filled while the document is scanned and is editable if
wrong.
Language Also this column is filled while scanning based on the language of the document.
Document Type TO BE SELECTED DURING SORTING, critical for Data Entry queue
management 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

Vendor Name
Legal entity

Inv date

Inv number

PO number

HT amount

VAT

Total invoice
amount

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

2. Creating Batch:
To Create Invoice Batches Go to Invoice Entry Invoice Batches Type Batch name
Invoices

Step 1: Select INVOICES

Step 2: Double click ENTRY

Step 3: Click on INVOICE BATCHES

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

Step 5: Then Click on Invoices Button

How to match the invoice with the PO:


Step 1
Check the status of the PO in FMS.
Go to:
1.MAIN tab

4. Click on OPEN

2.Movements

3.Purchasing

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

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 DATE must be the same as INVOICE DATE if 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 MATCH button.

3. Fill in the PO number tab and then FIND

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 is
mentioned on the invoice)

6. Click the MATCH button

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)

9. SAVE
10. Go to ACTION 1

VALIDATE

OK

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 invoice
details to appear

Step 3: ACTION 1

CANCEL INVOICES

The status of the invoice appears CANCELLED

OK

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
ORACLE only the header, without Validation and send the invoice to the buyer in order to
update the GR.

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 is
higher 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 with
more/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