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

Table of Content:

Process:

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.

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  • 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”

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3

  • Select the “Invoice Processing” Tab

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4

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

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5

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

    • SELECT VENDOR

    • ENTER DETAILS

    • ENTER GL DETAIL

    • REVIEW/APPROVE

image-20250211-213802.png

(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”

image-20250211-213838.png

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

 What if the Vendor Number is not Included?

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

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  • 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 * )

image-20250213-134706.png

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

image-20250213-134739.png

This will populate the Vendor Number for you:

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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

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  • Finally Click on “Next” to proceed:

image-20250211-214109.png

(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)

image-20250211-214322.png

  • Click on “Next” to continue

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(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

image-20250211-214541.png

(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

image-20250211-214802.png

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

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7

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

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

image-20250211-214925.png

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

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”

image-20250211-215444.png

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

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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

Sometimes, multiple payments may show up with the same amount, which is why the SAP Document Number is crucial to identify the correct payment

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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

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