How to submit a Milestone Achievement Certificate or ... - esa-p

How to submit a Milestone Achievement Certificate or Invoice in 6 steps3. Select the Milestone within the PO against which the MAC or Invoice shall be createdBy default, all open milestones are included when creating an invoice. To select only one line, click „Exclude All‟button and include only the line item which you want to post the invoice against.1 221| Page 3

How to submit a Milestone Achievement Certificate or Invoice in 6 steps4. FOR INVOICE (part 1): Complete mandatory fields marked with an asterisk / highlighted in red= Payee of the invoice= Prime vendor= Originator Invoice number= Invoice text= e.g. Payee Invoice nr, Confirmation nrAttention:The fields “Supplier” (=Prime Contractor) AND “Invoicing Party” (Payee of the invoice) are always automatically defaulted tothe Prime. This is correct when the invoice is payable to the Prime. For invoices against a Milestone of a sub-contractor to bepaid directly by ESA to this sub-contractor, this default setting is by default wrong and has to be changed to the correctpayee of the invoice (click „CHECK‟ button to see the correct Invoicing Party # in the error message).Title Field usage: It is recommended to also copy the Description of the milestone (line number) into the invoice title field.Invoice Name: Although not mandatory, it is strongly recommended to enter an identifier for this invoice (e.g. Payeeinvoice nr or Confirmation nr)| Page 4

How to submit a Milestone Achievement Certificate or Invoice in 6 steps4. FOR INVOICE (part 2a): Enter invoice amountThis is a workaround.ESA is working on the defect toenter invoice amountalso as a value431 21Enter quantity (*)3Calculate Total Taxes2Select Tax code (if applicable)4Calculate Total Value(*) If „Unit‟ is %: enter quantity as percentage amount of total milestone value to calculate the correct net invoice valueIf „Unit‟ is EA: directly enter the net invoice value into the Quantity field (see also page 9)| Page 5

How to submit a Milestone Achievement Certificate or Invoice in 6 steps4. FOR INVOICE (part 2b): Enter invoice amount (% of milestone)In case you need to invoice a partial amount which is not precisely attainable by entering a % quantityamount (max. 3 digits!), please see the following example:Net invoice amount = EUR 992 Total MS = EUR 2.000Gross invoice amount = EUR 1.165,601Enter % quantity which24comes closest to the desirednet invoice value (round down)23Calculate total valueEnter the delta of desirednet value and calculated net3value into Incidental Costs field4Calculate total value againIF REQUIRED1slide)Add tax amount (see next| Page 6

How to submit a Milestone Achievement Certificate or Invoice in 6 steps4. FOR INVOICE (part 2c): Enter invoice amount (% of milestone)Example continued: include 17,5% taxNet invoice amount = EUR 992 Total MS = EUR 2.000Gross invoice amount = EUR 1.165,601 Enter % quantity whichcomes closest to the desirednet invoice value2Calculate total value3Enter the delta of desirednet value and calculated netvalue into Incidental Costs field4Calculate total value again7IF REQUIRED6567Select tax from drop listCalculate total taxesCalculate total value5| Page 7

How to submit a Milestone Achievement Certificate or Invoice in 6 steps4. FOR MAC: Complete mandatory fields marked with an asteriskMAC/Confirmation numberReference contract/POTotal confirmed valueStandard esa-p buttonsTabs with subjects related to MAC/ConfirmationLong description of MAC/ConfirmationShort description of MAC/Confirmation1 line is related to 1 milestoneTip ‘Reference Document’:Into the non-mandatory „Reference Document‟ field you can enter additional information which will be displayed to theapprover in the inbox (examples: Invoice #; Contract# + contract line item#; Supplier; Project; etc.)| Page 8

How to submit a Milestone Achievement Certificate or Invoice in 6 steps4. Invoicing/ Confirming of milestone with Unit of Measure “EA”1Enter total value of invoice/confirmation into the quantityfield11| Page 9

How to submit a Milestone Achievement Certificate or Invoice in 6 steps5. Check the Confirmation or Invoice for missing data or errors| Page 10

How to submit a Milestone Achievement Certificate or Invoice in 6 steps6. Submit the Confirmation or Invoice for approval„Post‟ the Invoice„Confirm‟ the MAC/ConfirmationTo submit an invoice for approval, click the POST button.After clicking „Refresh‟ the status of the invoice will changefrom „In Process‟ to „Awaiting Approval‟.To submit a MAC/ Confirmation for approval, click theCONFIRM button. After clicking „Refresh‟ the status of theconfirmation will change from „In Process‟ to „AwaitingApproval‟.| Page 11

How to submit a Milestone Achievement Certificate or Invoice in 6 stepsWhy my invoice is with status “ To be Corrected manually”The invoices become with status "To be corrected manually" when the button "Post" is pressed and the invoice containsstill errors. The invoice is not sent for approval and following warning message is displayed on the invoice:The reasons why invoices in ESA-p are with status "To be corrected manually" are following:1. Mandatory Data (highlighted in page 6) not entered as requested2. Invalid items are selected via the Include check box (e.g. items not to be invoiced)3. In the Header of the invoice Requester and Good Recipient fields are invalid4. Accounting Information is duplicated5. Incorrect data entry Procedure6. Incorrect tax information entered for Incidental CostsFor a detailed description of the above 6 points and thesolution to overcome this blocking point for invoicing pleaserefer to the Job Aid: Invoices to be correctedpublished on the Industry Portal:http://www.esa.int/SPECIALS/Industry/SEMYF4DKP6G_0.htmlPoints 3 & 4 can only befixed by ESA Finance.| Page 12