Invoice creation in SAP

creating a manual invoice for a statement of work global english in SAP system

1. PUBLIC
Version 3.0
October 2020
Reference Guide
Creating a Manual Invoice for a Statement of Work

2. 2PUBLIC©2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ
Pleaseseebelowthestepintheprocesswhichwillbeexplainedinthisguide

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Invoice settings check (mandatory)
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Important:
Pleaseensureyouselecttherightautoinvoicingsettingforboth
ContingentandServicesmodules.
Todetermineifyoumusthaveautoinvoiceormanualinvoicewhen
usingSAPFieldglass,pleasecheckthe„HOWTOINVOICEINSAP
FIELDGLASSLINKHERE“document,whichisalsoaccessiblefrom
yourSAPFieldglasshomepageinthereferencelibrarysection.Ifthose
settingsarenotcorrectlymaintained,yourinvoicesmightget
rejectedandhencewemighthavedelaysinthepayments.
•Autoinvoicing:Yes–Thismeansinvoiceswillbeautomatically
createdbyFieldglassfortimesheets/expenseswhichhavebeenfully
approvedbySAP(fororderscreatedinFieldglass).
•Autoinvoicing:No–Thismeanstheinvoiceswillhavetobe
manuallycreatedbyyouinFieldglassafterthetimesheets/expenses
havebeenfullyapprovedbySAP(fororderscreatedinFieldglass).
•Lock:IfyouselectYeshere,theautoinvoicesettingsonSOWs
cannotbechangedanymore.Whicheverautoinvoicesettingyou
choose;itwillbedefaultedifthelockisonYes.Werecommendtoselect
“No”hereinordertohavesufficientflexibilityinthefuture.
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5. 5PUBLIC©2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ
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Once the Invoice Settings are checked, the Invoicing can take place.
1.) On the Fieldglass Supplier Home Page, click “Create”
2.) Select “SOW Invoice”

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3.) Select the desired SOW by clicking its ID.
Important Note: only SOWs with approved time/expense sheets or line items/events be
available here, ready for invoicing.
Also, please note that you can only invoice items AFTER their period end date.
E.g. June 2019 timesheet can only be invoiced starting 1 July 2019.
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7. 7PUBLIC©2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ
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4.)EnteraSupplierInvoiceCode.Theinvoice
codeisthenumberofyouroriginalinvoicefrom
yourowninternalinvoicingsystem.Thisisafree
textfield.(mandatory)
5.)SelecttheRemit-toAddressrelevantforthe
invoicefortheorder.Ifyouareunabletoseeyour
Remit-toAddresshere,pleasecheckyourmaster
datasettings.Thestepsaredescribedonpages21-
35oftheSupplierSetupGuide.(mandatory)

8. 8PUBLIC©2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ
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6.)Selecttheitemstoincludeontheinvoicebyplacingacheckinthe
desiredcheckboxes.Toremoveitems,cleartherelatedcheckboxes.
OnlyapproveditemsforthespecificSOWareavailableforselection.
Important:ForSOWitems,youcannotcombinetimeandexpense
sheetsinoneSOWinvoice.However,youcancombinetimesheets
frommultipleSOWworkersinoneinvoice.
7.)ClickContinue.
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9.) Enter Comments, if desired. (optional)
8.)SelectthetaxcodeunderAdjustments,ifnotalready
selected(mandatory).
Ifyouarenotsurewhichtaxadjustmenttoapply,please
refertotheSupplierTaxGuide(clickheretoaccess).

10. 10PUBLIC©2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ
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12.)IMPORTANT:Attachyouroriginalsupplierinvoiceinthe“Attachments”section.Pleasemakesurethatyouroriginal
invoicematchesexactlywiththeFieldglassinvoice,i.e.allinformationandtheamountneedtobeexactlythesame.
Failuretocomplywillcausetherejectionofyourinvoices,delayingpayments.
13.)Onceyouhaveenteredallinformationshowncorrectly,clickSubmit.
Ifyouseeayellowwarningsign,pleaseignoreandclick“submit”oncemore.
Ifyouseearedwarningsign,pleaseviewyourerrorandcorrect,beforesubmitting.
10-11.) Add the Supplier Invoice Date and Work Delivery Location
(City). (mandatory).
Note: It is possible to back date the Supplier Invoice Date.
Attention: For orders from company codes in INDIA only:
Add the SAC code (mandatory).
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11. 11PUBLIC©2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ
14.)TheSOWInvoiceiscreatedandroutedtotheBuyer(SAP)forinvoiceposting.YourreferenceistheinvoiceIDand
status.
Pleasecontacttheaccountspayable(AP)teamifyouhavemorequestionsregardingyourinvoice.FortheAPteam’scontact
detailspleasechecktheappropriatecontactsectionontheSAPSupplierPortal.
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