Managing an Invoice Billing Schedule

Objective

After completing this lesson, you will be able to create an Invoice Billing Schedule in SAP Fieldglass.

Invoice Billing Schedule

An Invoice Billing Schedule is a schedule that an organization can establish for suppliers to submit invoices on a systematic basis.

For example, WorkingNet wants suppliers to submit invoices every Monday. They would set up an Invoice Billing Schedule to do that. However, if auto invoicing is enabled for a worker, Invoice Billing Schedules are unnecessary because invoices are created automatically when the worker's time sheet is approved.

Navigating the Invoice Billing Schedule Admin Object

The Financial Data section of the Admin Menu, the Invoice Billing Schedule selection is highlighted.

1	To view a list of invoice billing schedules associated to the tenant, select Invoice Billing Schedule from the Financial Data section of the admin menu.

Invoice Billing Schedule List page

The Invoice Billing Schedule list page displays limited information, such as:

Scope determines the suppliers that can submit invoices against this billing schedule. Scope cannot be changed after the schedule is saved.

If users select Supplier, Business Unit, or Site, they must manually associate the related items to the schedule.
If Company Wide is selected, the invoice billing schedule is available to all suppliers.
If Labor Type is selected, the invoice billing schedule will be available to the suppliers having workers who are related to job postings with the labor types associated to the billing schedule.

Schedule Type is the frequency in which Suppliers can create invoices.

On Demand = Suppliers can select the end date for invoices.
Weekly = Suppliers should prepare invoices once a week. If this choice is selected, select the day on which invoices should be created.
Specific Dates = Suppliers should prepare invoices on specific dates. If this option is selected, select the date(s) on which invoices should be prepared.

To view the details of an invoice billing schedule, select an appropriate link in the Name column.

Invoice Billing Schedule Details page

An Invoice Billing Schedule record requires few characteristics, as listed here.

Invoice Billing Schedule - GBP Details page, highlighting the Item Selection detail and the Include All Company Wide detail.

5	Item Selection indicates whether the invoice billing schedule should apply to Time Sheets, Expense Sheets, or Both.
6	The Include All Company Wide field is displayed if Company Wide is selected in the Scope field. If this is enabled, all supplier, business units, sites, and labor types that are created in the future should be associated with this invoice billing schedule.

Create an Invoice Billing Schedule

WorkingNet, a global manufacturer of data networking equipment, wants to have invoices automatically sent every Monday from reCrewIT, a supplier of IT professionals that it has partnered with.

As the SAP Fieldglass administrator for WorkingNet, you will need to set up an Invoice Billing Schedule to do that.

ExerciseStart Exercise

Summary

An Invoice Billing Schedule helps organizations manage supplier invoices systematically. It sets a specific schedule (e.g., weekly) for suppliers to submit invoices. Auto invoicing, if enabled for a worker, makes these schedules unnecessary as invoices are created upon timesheet approval.

Key Points:

Scope: Determines which suppliers can submit invoices against the schedule. Options include Supplier, Business Unit, Site, Company Wide, and Labor Type.
Schedule Type: Specifies the frequency of invoice creation. Options include On Demand, Weekly (with a selected day), and Specific Dates.
Item Selection: Indicates whether the schedule applies to Time Sheets, Expense Sheets, or Both.
Include All Company Wide: If enabled, associates all future suppliers, business units, sites, and labor types with the schedule if Company Wide is selected in the Scope.

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