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 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 instead.

When auto-invoice is enabled, the system will generate an invoice automatically from a completed SOW Characteristic or submitted Time Sheet or Expense Sheet, once it has been fully approved. Auto Invoice essentially means there is no manual intervention needed from the Supplier again.

Once the work items are in approved status, the application creates an invoice line item for each individual Time Sheet, Expense Sheet, or SOW Characteristic that was approved. Based on the invoicing schedule determined by the buyer, all new work items are pulled into one invoice file.

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.

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