Customer invoicing

Profesional Services FL310

© Cegeka. This is an electronic document. The online version is controlled and valid. Print-outs are only
intended for information purposes. This print-out was made on February 7, 2011.
 Procedure template

1. INTRODUCTION

In this document  Steps and info we need to follow when invoicing

What do we want to  The objective of this process is to ensure that all changes, steps,
achieve? are formally managed through logging, assessing, authorizing, and
approving for implementation. This ensures the stability and
fairness of the invoicing process.

Applicable to whom?  Corporate Controlling

Applicable to what? 

 Does not apply to:



Definitions and abbreviations: see More information

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2. TABLE OF CONTENTS
1. Introduction.................................................................................................. 1
2. Table of contents............................................................................................ 3
3. Process flow.................................................................................................. 4
4. Process steps................................................................................................. 5
4.1. <Run TS03 report>.....................................................................................5
4.2. <Postback invoice base excel>.......................................................................5
4.3. <Timesheets and purchase orders>.................................................................6
4.4. <Invoice proposal>.....................................................................................7
4.5. <Final invoice >........................................................................................8
5. Roles and responsibilities..................................................................................8

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3. PROCESS FLOW

Customer

@Invoice customer
Time & Material
Fixed price

Correct incorrect
timesheet
Accrual
booked
Invoice
credited Customer invoice
Accrual credited
First day of the month booked
AND Invoice proposal
created
for each customer invoice Book project Create customer Send
hours invoice proposal customer invoice Collect payment
Payment
collected Customer
New Time & Material invoiced

Default

Other infrastructure services

customer
defaulted
Add billable
Infrastructure
services to
invoice base

Month end
AND

for each customer invoice

3-series subscription

Customer invoice

date 2-series
Review Create sales Create customer
subscription order subscription test invoice
New Subscription
invoice

Reselling (B2B)

@Re-sell product
or service

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4. PROCESS STEPS
4.1. <Run TS03 report>

 Run TS03 report in Agresso;

 Correct TS03 validation errors (missing price, etc);
 Run TS03 again so hours move on to invoice base.

4.2. <Postback invoice base excel>

 Use Unit4 Excelerator in Postback invoice base excel, to see all the
work-oders you should be invoicing.
 In this file we need to unload all the sheets, and then load them;

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4.3. <Timesheets and purchase orders>

 Collect timesheets/PO's (by email; other manual search in GL,or on

Podio for people from Smals);
 Add new PO's to workorders (if there is the case).
 We have 4 types of customers:
- Invoicing with layout 6 ( no need of signed timesheet or PO);
- Invoicing with Purchase orders (received from customers via
mail or in GL search);
- Invoicing with signed timesheet ( via mail or in GL search)
- Invoicing with documents from Podio ( only for SMALS projects)

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4.4. <Invoice proposal>

 Check if hours proposal match the hours from the signed timesheet
or PO;
 !! it is very important to check every month the PO, when it is the
case;
 Correct hours if necessary (timesheet maintenance);
 Check if hours on the received timesheets of customers match with
the hours in the Camis Timesheets. In case of differences contact
the resource;
 Create the invoice proposal.

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4.5. <Final invoice>

 Add the BatchId from the proposal invoice and create the final
invoice;
 Merge the signed timesheet, purchase order or an unsigned
timesheet to the invoice;
 Send the final invoice to the customer via Invoicing Be;
 Save all the documents on Teams, in Customers folder.

!! every invoice will be received from noreply.invoicingbe@cegeka.com and we need to forward it

to the customer ( see the print below)

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5. CUSTOMERS RULES

1. SMALS projects: you can always find the purchase orders and timesheets on Podio

https://podio.com/home -> Proposals -> Candidate -> Fill the name of the candidate

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After you fill the name of the candidate, click on it and you should be able to see all the
timesheets. You must click on the mounth you will need to invoice, and then download it.

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