Managing Services Invoices

The final step in SAP Fieldglass Services workflow is invoicing.

From an application perspective, an invoice is essentially a file that includes all the data required for the buyer company to pay a supplier and the supplier to pay their worker. Within services, the invoice file will contain data related to SOW worker payments such as time and expense sheets, as well as SOW line Items, such as schedules, events, and fees.

Creating SOW Invoices

In SAP Fieldglass, SOW invoices can be created manually—either the buyer determines the invoice billing schedule (by currency), or the supplier is responsible for creating invoices by running an invoice file each time a payment milestone is achieved.

However, the recommended practice is to configure auto invoicing. Auto invoice essentially means there is no manual intervention needed from the supplier. When auto invoice is enabled, the system will generate an invoice automatically from a completed SOW characteristic or approved time or expense sheet.

Once the work items are in approved status, the application creates an invoice line item for each individual time sheet, expense sheet, or characteristic that was approved. Based on the invoicing schedule determined by the buyer, all new work items are pulled into one invoice file.

There is an optional step in SAP Fieldglass to mark invoices, whether consolidated or not, as paid. This helps suppliers with their audits and can assist buyers in ensuring their books are up to date. This can be done through the UI or through an upload. Many times, customers will have an integration between their accounts payable system and SAP Fieldglass to have this updated automatically, as is the case for WorkingNet and so no further action is required.

Once an invoice file is created in SAP Fieldglass, there are a few options available for making sure the data is processed appropriately outside of the application.

• It can be downloaded and shared manually with the buyer's accounts payable (AP) system.
• A manual integration can be configured, where users with appropriate permissions can trigger the electronic communication between SAP Fieldglass and the AP system to send and load the data more seamlessly.
• Fully-automated integration process can be configured between the two applications and run on a predetermined schedule.

The final step in the SAP Fieldglass Services workflow is invoicing, which involves generating a file that includes all the necessary data for the buyer to pay the supplier and the supplier to pay the worker.

Key Points:

• Invoice Creation: SOW invoices in SAP Fieldglass can be created manually or through auto-invoicing. Auto invoicing, where the system generates invoices automatically from approved time or expense sheets, is the recommended practice.
• Viewing SOW Invoices: Users can view invoices by navigating to the Payments menu and selecting the Invoice option. They can filter by type, such as "Statement of Work," to see relevant invoices.
• Marking Invoices as Paid: Invoices can be marked as paid in SAP Fieldglass, either through the UI or via an upload. This helps with audits and ensures up-to-date records. Many customers automate this process through system integrations.
• Exporting to AP: Once created, invoices can be exported to the buyer's accounts payable system. Options include manual download and sharing, manual integration, or fully-automated integration processes running on a schedule.