After completing this lesson, you will be able to:
The final step in SAP Fieldglass Services workflow is invoicing.
From an application perspective, an invoice is essentially a file that includes all 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.
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.
However, the recommended practice is to configure auto invoicing.
When auto invoice is enabled, as soon as either an SOW Characteristic is marked as completed, or a worker submits a time or expense sheet, an invoice is generated. No manual intervention is needed from the supplier, and no approval will take place in order for this invoice to be paid.
Once the work items are in approved status, the application creates an invoice line item for each individual item. Based on the invoicing schedule determined by the buyer, all new work items are pulled into one invoice file.
The week is wrapping up and Mateo wants to get all invoices consolidated before the weekend. To remind himself of the past week’s financial approvals, he reviews a few invoices within his list view.
A consolidated invoice is a single invoice consisting of one or more:
The buyer is responsible for consolidating invoices based on one or more:
The responsibility of who creates the consolidated invoice is flexible and could be any user from the buyer side, though typically it is either the PMO or a member of the Finance team.
WorkingNet’s Finance department would like a consolidated invoice for all SOWs tied to the supplier re:CrewIT for the business unit ‘WRKT’.
Mateo, from WorkingNet’s PMO, will create that consolidated invoice.
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.
Based on what module the invoice is generated from and what kind of data it includes, the SAP Fieldglass application provides the following invoice types:
| Module | Definition | Contingent or Services? |
| Invoice | Results from time sheet or expense sheet | Contingent |
| Consolidated Invoice | Multiple invoices grouped into a larger invoice. | Both |
| Miscellaneous Invoice | Worker specific invoice for items other than time or expense | Both |
| Credit/Debit Memo | Can be used to correct time sheet or expense sheets | Contingent |
| Statement of Work Credit/Debit Memo | Used to correct an SOW event, schedule, fee, or an SOW worker time sheet or expense sheet | Services |
| Statement of Work Invoice | Results from an SOW event, schedule, fee, or an SOW worker time sheet or expense sheet | Services |
