Managing Services Invoices

After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Describe the process of creating Invoices for SOWs in SAP Fieldglass.
  • Demonstrate Invoice creation and export processes.
  • Create a Consolidated Invoice.
  • Mark Invoices as paid.


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.

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.

However, the recommended practice is to configure auto invoicing.

When auto invoice is enabled, 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.

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.

View SOW Invoices

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.

Consolidated Invoices

If a buyer chooses to enable consolidated invoicing for their tenant, a consolidated invoice is a single invoice consisting of one or more:

  • Standard invoices
  • Credit/Debit Memos, or
  • Miscellaneous Invoices

The buyer is responsible for consolidating invoices based on one or more:

  • Business Unit
  • Site
  • Supplier
  • Currency, or
  • Procurement Type, such as
  • Contingent
  • Services, or
  • Both

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.

Create a Consolidated Invoice for an SOW

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.

Marking Invoices as Paid

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.

Exporting to AP

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,
  • and finally, and fully-automated integration process can be configured between the two applications and run on a predetermined schedule.


Invoice types

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:

ModuleDefinitionContingent or Services?
InvoiceResults from time sheet or expense sheetContingent
Consolidated InvoiceMultiple invoices grouped into a larger invoice.Both
Miscellaneous InvoiceWorker specific invoice for items other than time or expenseBoth
Credit/Debit MemoCan be used to correct time sheet or expense sheetsContingent
Statement of Work Credit/Debit MemoUsed to correct an SOW event, schedule, fee, or an SOW worker time sheet or expense sheetServices
Statement of Work InvoiceResults from an SOW event, schedule, fee, or an SOW worker time sheet or expense sheetServices

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