ACTIAN

INVOICE

MANAGEMENT

GUIDE

➢ Invoice Templates

➢ Invoicing In Actian

➢ Invoice And Payment Status

ACTIAN INVOICE MANAGEMENT GUIDE

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➢ Submit Inquiries

➢ View Invoice Details

➢ Issue Credit Note

➢ Invoicing In Actian

ACTIAN INVOICE MANAGEMENT GUIDE

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INVOICING IN ACTIAN – WHAT IS CHANGING

Invoice Management

All invoices will run through validation rules within Actian to ensure

compliance

Any invoice non-compliant will be sent back to the supplier for

correction and resubmission

Invoices should retain the same invoice number when returned

with corrections

Invoices cannot be processed until the order confirmation is

complete

Any invoice not submitted electronically through Actian will be

rejected (S/4 deployed locations only)

No fees for Suppliers to use Actian

LOGIN TO ACTIAN ACCOUNT

• Actian will send logon

credentials via email.

• Log in at cloud.webdi.com.

• Enter your User Name and

Password to access your

account.

• First time logging in: Accept

the Terms & Conditions. You

will be instructed to change

your password.

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INVOICE REQUIREMENTS FOR PURCHASE ORDERS

• The default landing page is

the Mailbox Summary. To find

the Mailbox Summary,

navigate to on

TRANSACTIONS tab → and

select Mailbox Summary in

drop down list.

• Click on INBOX tab to view

all of your documents

received from Phillips 66.

• Click on one of the Purchase

Orders line to display the

orders received from Phillips

66.

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INVOICE REQUIREMENTS FOR PURCHASE ORDERS

• Material and Services must be

invoiced in Actian.

• Service Evaluated Receipt Settlement

does require you to submit an invoice

through Actian. This is a new feature as

presently you have to submit hard copies of

the billing request.

• Material Evaluated Receipt Settlement or

Consignment does not require an invoice

through Actian.

• If the purchase order is Mixed Evaluated

Receipt Settlement (Material & Services

Lines), then the same rules apply for the

purchase order lines.

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• The Actian mailbox will note the PO type. PO types are:

o Material

o Service

o Evaluated Receipt Settlement (ERS)

o Mixed Evaluated Receipt Settlement

o Consignment

➢ Invoice Templates

ACTIAN INVOICE MANAGEMENT GUIDE

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INVOICE TEMPLATE

• You will be asked to either create, or choose a template each time you invoice. The system will instruct you to create a template upon creating your first invoice.

• Templates are saved and will be used to populate contact information on your invoice. This means less data entry by end user.

• You can create as many templates as you need. It is a good idea to at least create at least one for each Vendor Number.

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FLIP PURCHASE ORDER INTO INVOICE

• When you are ready to invoice

against a PO, find the PO in

your documents and locate

this icon:

Note: Some POs will require a

PO Confirmation or Ship Notice

before invoicing is available. If

that is required you will be asked

to submit those at this time, via

the same flip method.

If Invoicing is available, you will

see the ‘Invoice’ option in the

Destination Doctype box.

• Click on REVIEW to view the

details.

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FLIP PURCHASE ORDER TO INVOICE

• Select (or create) your

template to automatically fill in

your information.

• After you select the template,

all details related to purchase

order are auto populated on

invoice.

• The invoice webform fields

may change as you enter new

information. It is designed to

help you enter the information

required for each invoice type,

and no more than is needed.

• Be sure to include your

attachments before hitting the

submit button at the bottom of

the page.

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FLIP PURCHASE ORDER TO INVOICE

• You can flip Material Purchase Orders and Service Purchase Orders into an invoice.

• Most of the PO fields will auto-populate on the invoice, depending on the PO type.

• You can manually complete the additional fields, and if applicable, change the quantity and/or price to a lesser value.

Invoice for Material PO

Invoice for Service PO

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INVOICE TEMPLATE – OUTLINE AGREEMENT

• To invoice Phillips 66 against outline agreement (Backflush), hover your mouse pointer on Transactions and click on Create Transaction.

• Click on Phillips 66 link →Invoice Phillips 66 Procurement.

• Select Invoice Type OLA Invoice from drop down list.

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INVOICE TEMPLATE – OUTLINE AGREEMENT

• Enter outline agreement number in OLA Number field. You may select the appropriate outline agreement from the drop-down list.

• You must choose a Plant Codeand Ship-From Country (tax requirement).

• Start by typing in the Service Dates, or the Material Ship date (this depends on the OLA type, which will be automatically detected).

• Click the magnifying glass to look up applicable OLA data.

• Select your line items from the ‘line item lookup’ box. They will be inserted into your invoice.

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INVOICE TEMPLATE – FINANCIAL INVOICE (NO PURCHASE ORDER OR OUTLINE AGREEMENT

• To invoice Phillips 66 for a verbal request (Financial invoice), hover your mouse pointer on Transactions and click on Create Transaction.

• Click on Phillips 66 link →Invoice Phillips 66 Procurement.

• Select Invoice Type FI Invoice (No PO or OLA) from drop down list.

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INVOICE TEMPLATE – FINANCIAL INVOICE(NO PURCHASE ORDER OR OUTLINE AGREEMENT

• Enter the Company Code associated with the work completed.

• GL Account and the appropriate Cost Object fields must be completed for all financial invoices.

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INVOICE TEMPLATE – FINANCIAL INVOICE

All Invoice Webforms:

• Use templates.

• Will have asterisks (*) to indicate required fields. lD’s must be completed for all financial invoices.

• Will contain a section for Charges, Taxes and Allowances.

• Will require you to attach copy of invoice or supporting documentation before submitting the invoice.

• May contain tool tips , where you can find additional information.

➢ Invoice And Payment Status

ACTIAN INVOICE MANAGEMENT GUIDE

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INVOICE AND PAYMENT STATUS

• To check status of invoice submitted to Phillips 66, hover mouse pointer on Transactionsand click on Invoice Payment.

• Enter search criteria – Start Date and End Date and click on Search button.

• Note: You may select additional search criteria by clicking on Advanced Filter.

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INVOICE AND PAYMENT STATUS

• Status of invoice and payment can be seen in Invoice Status and Payment Status columns.

• You can sort by the column headers. The orange text indicates that column is the primary sorting field.

• Invoice goes through different statuses throughout the invoice life cycle.

Invoice Status Payment Status Definition

Draft None Invoice saved in Actian but not submitted to Phillips 66.

Submitted None Actian has transmitted the invoice document to Phillips 66.

Submitted In Process Phillips 66 has received the invoice for review and approval.

Submitted Approved Phillips 66 has approved the invoice and its awaiting payment remittance.

Accept Payment Remitted Phillips 66 has processed the payment.

Accept Cancelled Phillips 66 has cancelled with reversal (Credit Memo)

Accept Rejected Phillips 66 has rejected your invoice.

➢ View Invoice Details

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VIEW INVOICE DETAILS

• You may display details of invoice by clicking on the invoice reference number in Invoicecolumn.

• This document is a visual representation of the invoice or Purchase Order.

• To display supporting documents attached to invoice click on View Attachment hyperlink link at the top of screen.

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VIEW INVOICE DETAILS

• You may export data into an excel file by selecting the invoices and clicking the Export Payment Databutton.

• Note: You can select the Select Allcheck box to select all invoices. However, when selecting specific invoices, it will only select the ones on the current page for export and will not account for other selections on other pages.

➢ Issue Credit Note

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ISSUE CREDIT NOTE FOR A PURCHASE ORDER

INVOICE

Info: As in the case of Purchase Order invoices, a credit note refers to reversing the original invoice due to incorrect information or taxes. Partial credits are not allowed.

After you log into Actian:

• The default landing page is the Mailbox

Summary. To find the Mailbox Summary,

navigate to on TRANSACTIONS tab →

and select Mailbox Summary in drop

down list.

• Click on OUTBOX tab to view all of your

documents sent to Phillips 66.

• Click on the Invoice line to display the

invoice sent to Phillips 66.

Note: you can credit an invoice for both kind of

statuses: submitted / accepted.

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ISSUE CREDIT NOTE FOR A PURCHASE ORDER INVOICE

Once you clicked on the credit hyperlink it

will open the “PO invoice to P66” template

(as shown on the left)

Note: the type of this invoice will be

CREDIT.

• You have to fill in the following

information:

• Invoice number (the new invoice

number)

• Invoice date

• Do not change the original invoice

number.

• The rest of the fields are gray out and

you should notice the amount of the

invoice with (-).

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ISSUE CREDIT NOTE FOR AN OUTLINE AGREEMENT

INVOICE

After you log into Actian:

• The default landing page is the Mailbox

Summary. To find the Mailbox

Summary, navigate to on

TRANSACTIONS tab → and select

Mailbox Summary in drop down list.

• Click on OUTBOX tab to view all of

your documents sent to Phillips 66.

• Click on one of the Invoice line to

display the invoice sent to Phillips 66.

Note: you can credit an invoice for both

kind of statuses: submitted / accepted.

Info: As in the case of Outline Agreement

(backflush) invoice, a credit note refers to

reversing the original invoice due to incorrect

information or taxes. Partial credits are not

allowed.

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ISSUE CREDIT NOTE FOR AN OUTLINE AGREEMENT

INVOICE

Once you clicked on the credit hyperlink it will

be opened on your side the “PO invoice to

P66” template (as shown on the left).

Note: the type of this Invoice will be CREDIT.

• You have to fill in the following information :

• Invoice number ( the new invoice

number)

• Invoice date

• The rest of the fields are gray out and you

should notice the amount of the invoice with

(-).

Note: If you had on the initial invoices taxes, those

can be modified and will influence the Grand Total of

the new invoice – Credit note; while the Subtotal is

the total related to the line amounts.

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ISSUE CREDIT NOTE FOR A FINANCIAL INVOICE (NO

PURCHASE ORDER OR OUTLINE AGREEMENT

After you log into Actian :

• The default landing page is the

Mailbox Summary. To find the Mailbox

Summary, navigate to on

TRANSACTIONS tab → and select

Mailbox Summary in drop down list.

• Click on OUTBOX tab to view all of

your documents sent to Phillips 66.

• Click on one of the Invoice line to

display the invoice sent to Phillips 66.

Note: you can credit an invoice for both

kind of statuses: submitted / accepted.

Info: As in the case of financial invoices,

credit notes or credit invoices are used to

reverse the amount of the initial invoice.

Partial credits are not allowed.

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ISSUE CREDIT NOTE FOR A FINANCIAL INVOICE (NO

PURCHASE ORDER OR OUTLINE AGREEMENT

Note: If you had on the initial invoices taxes,

those can be modified and will influence the

Grand Total of the new invoice – Credit Note;

while the Subtotal is the total related to the line

amounts.

Once you clicked on the credit link it will be opened

on your side the “PO invoice to P66” template( as

shown on the left)

Note: the type of this Invoice will be CREDIT.

• You have to fill in the following information:

• Invoice number ( the new invoice number)

• Invoice date

• The rest of the fields are gray out and you

should notice the amount of the invoice with (-).

• Do not change the original invoice number.

➢ Submit Inquiries

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CREATE GENERAL INQUIRY

You can submit general vendor inquiry tickets in Actian by performing the following steps:

1. Click the Create Transaction tab.

2. Select the Vendor Inquiry – Vendor Inquiry option under Phillips 66.

3. Populate the Vendor Number, Ticket Type, Invoice Number (optional), PO Number (optional) and Inquiry Description fields.

4. Click the Send Document button. You will see a Ticket Number that you can save for future reference.

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CREATE A SPECIFIC INQUIRY

If you would like to send a specific enquiry related to an document in Actian, click the Inquiry icon on the invoice line within the mailbox or Invoice Payment screen. This will automatically pre-populate the required fields for creating a vendor inquiry ticket for Invoice, Purchases Orders and Payments. The Ticket Type, "What is your question" and Vendor number field will have to be populated.

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INVOICE PAYMENT (MULTIPLE INQUIRIES)

You may submit multiple inquiries in one ticket via the Invoice Payment screen. After selecting multiple invoices, the option to send multiple inquiries appears. Clicking the Send Multiple Inquiries button will attach the selected invoices in the Inquiry Ticket. User will have to select the Vendor Number and has the option to add more details in the What is your question free text section.

Note: Attachments will not be viewable until after the inquiry ticket has been submitted.

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TICKET STATUS IN ACTIAN

From the mailbox, you can go to vendor inquiry to see the ticket submitted by you.

This will also give the status of the ticket (Submitted, Assigned, In progress or On hold.)

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EMAIL NOTIFICATION WHEN A TICKET IS CREATED AND COMPLETED

An email notification will be sent to the contact when the ticket is created and closed.

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TICKET UPDATE EMAIL NOTIFICATION

The person working on the ticket may send you “Update” email notification if applicable to your inquiry.