Create Manual Invoice

in Fieldglass
Reference Guide

Version 3.0
CONTENTS

Guide Overview .......................................................................................................................................................3

Learning Objectives/Agenda ........................................................................................................................3
Introduction to Fieldglass ......................................................................................................................................4
Update Auto Invoice setting in your Fieldglass supplier account master data ...............................................4
Create Manual Invoices in Fieldglass ...................................................................................................................6
Creating Manual SOW Invoice ....................................................................................................................6
Creating Manual invoice for Contingent Work orders ..................................................................................9

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Guide Overview
This guide provides a basic understanding of how to use the Fieldglass application to manage manual
invoicing.

This guide focuses on the most commonly used features of the Fieldglass application. The steps
described in this guide are designed to serve as a basis for understanding the application functionality
and may not fully represent the actions required by all suppliers.

Learning Objectives/Agenda
You will learn how to use the tool for items for manual invoicing.

To accomplish this goal, the following topics will be discussed:

• Update Auto Invoice setting in your Fieldglass supplier account master data.
See which invoice process applies to you for SAP Fieldglass 3rd party services orders – link:
How to invoice in SAP Fieldglass
• Create a manual invoice for orders created in the SAP Fieldglass Contingent and Services
module.

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Introduction to Fieldglass
When an organization implements a contingent workforce management program that uses the
Fieldglass application, the suppliers (or vendors) providing workers will be asked to use Fieldglass to
submit candidates, accept work orders, and submit time and expenses, as well as SOW Line items
(relevant to fixed price project and managed service orders) for SAP approval. Once SAP has
approved, the invoicing process in SAP Fieldglass can start.

Update Auto Invoice setting in your Fieldglass supplier account

master data

Important:
• In certain countries, invoices must be manually created, by the supplier, directly in SAP
Fieldglass, to trigger the SAP invoice posting process.
• The Manual invoice process applies for ordering countries where sequential invoice number
ranges per supplier for self-billing invoices is needed in SAP Fieldglass.

Please do the following:

• Check which type of invoice process applies to you for SAP Fieldglass 3rd party services orders
– link: How to invoice in SAP Fieldglass
• Ensure your Fieldglass supplier account is configured for the correct invoice process -> For
Manual invoicing in SAP Fieldglass, update your auto invoice setting in your supplier
Fieldglass account configuration. See below steps:

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Create Manual Invoices in Fieldglass

Creating Manual SOW Invoice

Only applicable if auto invoicing is set to “no” on the SOW in your Fieldglass supplier account.
You can only create the SOW Invoice to collect payment for events/timesheets/expenses which have
been submitted and approved by the buyer (SAP).

1. From the Create menu, click SOW Invoice in the Payments section.

2. Select the desired SOW by clicking its ID.

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3. Enter a Supplier Invoice Code. The invoice code is a unique number for the invoice and
relate to your internal invoicing system code.
4. Select the Remit-to Address relevant for the invoice for the order

5. Select the items to include on the invoice by placing a check in the desired check boxes. To
remove items, clear the related check boxes. Only approved items for the specific SOW are
available for selection.
6. Click Continue.
7. Enter the requested information about the SOW invoice
8. Important : Select the correct invoice tax adjustment code and percentage in the
Adjustments section. See supplier tax guidance document published on your Fieldglass
supplier account homepage – reference library.
9. Enter Comments, if desired.
10. Attached your supplier original tax invoice in the Attachments section. SAP Accounts
payable need your supplier original tax invoice to post the invoice.

See next page.

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11. Click Submit.

The SOW Invoice is created and routed to the Buyer (SAP) for invoice posting.

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 Creating Manual invoice for Contingent Work orders

Only applicable if auto invoicing is set to “none” on the work order. You can only create manual invoice
to collect payment for timesheets/expenses which have been submitted and approved by the buyer
(SAP).

1. From the Create menu, click Invoice in the Payments section.

2. Select the Invoice Billing Schedule. Based on the ordering currency and whether the invoice is
for timesheets or expenses.

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3. Select the items to include on the invoice by placing a check in the desired check boxes. To
remove items, clear the related check boxes. Only approved items for the work order are
available for selection.
You are able to select multi-work orders for manual invoice creation.
4. Click Continue

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5. Enter your Supplier Invoice Code. The invoice code is a unique number for the invoice
and relates to your internal invoicing system code.
6. Click Continue and Submit

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7. Capture invoice details on the page
8. Important : Select the correct invoice tax adjustment code and percentage in the
Adjustments section. See supplier tax guidance document published on your Fieldglass
supplier account homepage – reference library.
9. Attached your supplier original tax invoice in the Attachments section. SAP Accounts
payable need your supplier original tax invoice to post the invoice.
10. Enter Comments, if desired.
11. Click Next.
12. If the information shown is correct, click Submit.

The Invoice is created and routed to the Buyer (SAP) for invoice posting.

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