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NON-PO Invoice Processing:

NON-PO Invoice Processing:

Owned by Rafael Gonzalez
Last updated: Feb 13, 2025
5 min read

Background: There will be instances where we need to process both NON-PO Invoices within our SAP system

Table of Content:

Process:

Step

Action

Step

Action

1

  • First, you'll receive Email notification from Jira via Outlook with the corresponding NON-PO ticket.

    • When you click the Jira link, you'll find the invoice attached as a PDF, along with all the information you'll need for the rest of the process.

 

image-20250212-131716.png

  • Once you have the Jira Open then; Access the following eWeb Site:

Note: You may need special access to this section

 

 

(Click Here)

2

  • Click on “SAP Financial”

 

image-20250210-202546.png

3

  • Select the “Invoice Processing” Tab

 

4

  • Then; click on “Submit NON-PO Invoice” to start entering the invoice details

 

5

  • You will now go through 4 Key steps to submit the invoice:

    • SELECT VENDOR

    • ENTER DETAILS

    • ENTER GL DETAIL

    • REVIEW/APPROVE

 

 

(SELECT VENDOR):

  • A new window will appear asking the following:

“Is this a system or device purchase in which the supplier will provide products (software/hardware) or consulting services, and/or have physical or cyber/logical access to a control center, data center, substation, or generating site?”

  • Select “NO”

 

 

 

Please note that if the invoice amount exceeds $25,000, it won't be considered a NON-PO. However, in some cases, we may encounter special situations where the amount is slightly higher.

  • If approved, we may still be able to process it as a NON-PO despite the higher value. meaning that we might still select “NO”

  • Then; Fill in the following fields with the details provided in the Jira NON-PO Ticket received

Trade Business Partner:

  • Vendor Number

If you receive a request where the Jira Ticket includes the Vendor Name but NOT the Vendor Number, you can easily find the Vendor Number by following these Steps:

  • In the “Trade Business Partner” Section, locate the Double-Square Icon at the end of the field. Click on this icon to open a new window

  • In the New Window, enter the Vendor Name in the “Name” Field. Be sure to add an asterisk (*) at both the beginning and the end of the name (e.g. * DERSE * )

  • In the “Company Code” field, enter the EB Code (5775)

This will populate the Vendor Number for you:

 

Company Code:

  • 5775 (Our EverBright Company Code)

Payment Method:

  • This will be automatically populated, but if not then the ticket will tell you wich payment method to select

    • (You can click the double box icon next to this field to view payment method options)

Doc Header Text:

  • EB-Invoice Number

    • (e.g. EB-90893)

Is this a Credit Memo?:

  • Specify if its a credit memo in the Jira ticket, otherwise leave it blank

 

 

 

 

  • Finally Click on “Next” to proceed:

 

(ENTER DETAILS):

  • Fill out the following information based on the information provided within the Jira ticket:

    • Invoice Number

    • Invoice Date

    • Memo (Line Item Text)

      • This should be the same as the Doc Header Text (e.g. EB-90893)

 

  • Click on “Next” to continue

 

(ENTER GL DETAIL):

  • Fill out the following Information:

    • Total Payment Amount

    • Tax Code

      • (This will auto-populate)

    • Cost Object Type

      • (Select WBS)

    • G/L Account:

      • Provided in the Jira Ticket

  • Click “Next” to move forward

 

 

(REVIEW/APPROVE):

  • Review the Information you have entered. Specifically, check:

    • Payment Terms:

      • If Auto-populated, leave it. If not, refer to the invoice attached in the JIRA Ticket to verify the payment terms

        • If the payment term is unclear from the invoice, refer to the workaround provided for determining the payment terms

  • Once everything looks correct, Click Submit

 

 

 

6

  • The system will show a new screen with the SAP Document Number, be sure to notate this number as you will need it later

 

 

7

  • Go to the Jira ticket and add a comment stating:

    • “Invoice Submitted” and include the SAP document number you noted in Step 6

 

How to Check if Payment Has Cleared:

NEE won't notify you directly when the payment clears, so you'll need to check it manually

Step

Action

Step

Action

1

  • Go to the following link to check payment status

 

(Click Here)

 

2

  • Fill out following Information:

    • Trade Business Partner

      • Vendor Number

  • Then Click “Next”

 

 

3

  • Once you click Next then just fill the following:

    • Company Code:

      • 5777 (The Everbright company code)

    • Amount:

      • Enter the Invoice Amount

 

  • Then Click “Search” to proceed

 

4

  • A new window will display the results. Look for the payment linked to the SAP Document Number from the previous step, which you also included in the JIRA ticket

 

5

  • Once you have confirmed the payment based on the SAP number then

    • Submit a ScreenShot of the proof of payment

    • Add a comment in the Jira ticket with the status (e.g. “Paid”), attaching the screenshot

 

  • Finally: Close the Jira Ticket