I/P From 05.PR001 Project Delivery

Operations are notified that a project is ready to be invoiced by:
-Receiving a task for this to be completed - based on the project programme
-The Workshop Coordinator notifying Operations that goods have been dispatched.

Prepare an email stating what is ready to be invoiced or credited. Ensure the project number and title are listed in the invoice subject line and as per the below, attach any required supporting evidence to the email and state whether the CRM has requested to approve the invoice (as will be stated in the individual project PDP document).

For some more complicated projects, a spreadsheet may require being created and sending to ensure absolute clarity on what’s required from each invoice or credit.

During this stage, check all documentation and ERP for the following:

PDP and Project Plan
- Check if there are any variations in the Project Plan
- PO against issued quote
- Values are correct (check currency and VAT requirements)
- Line items are correctly named-Delivery and registered address (including if invoice should be for the attention of personnel)
- If there are any special requirements i.e. invoicing and submission requirements
Timesheets
- Check number of days aligns with mobilisation in ERP.
- Check number of hours worked (if greater than 12 hours per day for offshore works, this needs to be added as extra on invoice)
- Mobilisation dates are correct
- Check it has been signed by offshore representative

Delivery Notes
- Date item sent
- Address being sent to (including if invoice should be for the attention of an individual)
- Correct items listed
- PO number has been entered correctly.
- WO/PR number has been included (if applicable)
- Signed as accepted or delivered (if applicable)
- If a Delivery note is not required, confirm delivery address to be stated on invoice

Attendance Certificates/Course Register
- Attendance certificates should be included for all delegates who attended the course
- Register should be signed by each delegate every day that the course is running

VAT
- Whether VAT is required to be charged and for what line items and ensure the correct rate is used (discuss with the Finance or Operations Manager if unsure)

Sage Tax Codes
T0 Zero rated transactions
T1 Standard rate transactions
T4 Sales of goods to customers in the EC
T5 Lower rate transactions at 5% VAT
T7 Zero rated purchases from suppliers in the EC
T8 Standard rate purchases from suppliers in the EC
T9 Transactions not involving VAT

ERP
- Check invoice totals match with the quote, PO and any approved variations
- Check SOA tab for any special requirements listed
- Check notes section in Asset register
- Check for any equipment that is/was on hire (also check the equipment tab on ERP).

Once complete, send the email to the Operations Administration Assistant for invoice or credit creation. Ensure operations@gtsmetron.com is cc’d in all correspondence.

If an invoice is being produced, proceed to 2.1. If a credit note is being produced, proceed to 2.2.

Locate quote within Sage (Note - if an official quote has not been issued, no quote will be on Sage)
Quotes can be searched for within Sage using the Metron project number.
If this is a new customer, speak to finance to get a new customer set up in Sage.

If there is a quote, mark quote as 'Won', update allocations (these can be amended if invoice amount will differ to quote/PO amount). 'Dispatch' quote to convert to invoice.

If there is no quote, go to the 'Invoices & Credits' tab and 'Create New' Add line items as per CTR tab in ERP, PO and any variations

Note: The draft invoice amount may be different to the original CTR due to additional works, agreed variations etc. If in doubt, check with Project Planner & Controller.
Once the quote has been converted a new invoice is created, this will form the draft invoice.

At this stage, ensure that:
- PO number is included on 'Details' tab in 'Customer Order Number' field
- In the 'Order' tab, update the delivery address to reflect client requirements
- Ensure project number has been entered in 'Order No.' field
- Go back to invoice details page and check the correct values are being invoiced (as per earlier checks on time sheets, delivery notes etc.)
- Check invoice is prepared as per client requirements
- Ensure correct template is used for VAT requirements
- Check spelling
- Print a copy of the quote

Note - at this stage do not update ledgers on Sage, this must only be done once an invoice is approved and sent, as this is irreversible in Sage.

Proceed to 3.1.
 

-Verify if the credit note is internal, or to be issued to client, based on if the client has accepted or rejected the Invoice.
-Locate the Invoice to be credited within Sage.
-Press the Credit Invoice button on the top tab. Sage will ask you if you wish to allocate the credit note to the invoice, choose NO, as you have not yet gained approval.
- Open the credit note
-Re-enter the Project number (order number) number and PO number (Customer order number).
-Make any required changes to the credit note, for example if only a partial credit is required, update the lines and costs to reflect requirement. A full credit will require no changes.
-Print off the credit note and hand write on the reason this is required.
-Gain Approvals
-DO NOT allocate to the invoice until the credit note has been approved.

Proceed to 3.1

Print off the invoice or credit note and stamp with the approvals stamp. Another staff member (generally the person who requested the invoice, otherwise any staff member can complete the check) should carry out a peer review of the invoice or credit note along with the supporting documentation to check the following:

PO against issued quote and any approved variations
- Values are correct (check currency and VAT requirements)
- Line items are correctly named
- Delivery and registered address (including if invoice should be for the attention of an individual)
- If there are any special requirements i.e. invoicing and submission requirements
Timesheets
- Check number of days aligns with mobilisation in ERP.
- Check number of hours worked (if greater than 12 hours per day for offshore works, this needs to be added as extra on invoice)
- Mobilisation dates are correct
- Check it has been signed by offshore representative

Delivery Notes
- Date item sent
- Address being sent to (including if invoice should be for the attention of an individual)
- Correct items listed
- PO number has been entered correctly
- WO/PR number has been included (if applicable)
- Signed as accepted

Attendance Certificates/Course Register (only applicable for training courses)
- Attendance certificates should be included for all delegates who attended the course
- Register should be signed by each delegate every day that the course is running
VAT
- Whether VAT is required to be charged and for what line items is correct

ERP
- Check invoice totals match with the quote, PO and approved variations
- Check SOA tab for any special requirements listed

General Invoice
- Invoice to be checked that (check against PO):
- PO number is included - Delivery address is correct
- Registered address is correct
- Ensure quote number has been completed
- Correct date has been entered on to invoice (for the date invoice is being sent)
- Correct values and line items have been entered
- Check invoice is prepared as per client requirements
- Check spelling
- Check invoice has been named and saved correctly
- Once peer review completed and agreed, this is to be signed by the person completing the peer review.

If changes are required, confirm with the Project Planner & Controller and go back to 2.0.
If no changes are required, proceed to 4.0.
 

Take the invoice or credit along with all supporting documentation to the Operations Manager for approval.

If changes are required to the invoice, confirm with the Project Planner & Controller and go back to 2.0.
If no changes are required, Operations Manager will sign the invoice in the allocated stamped section. Proceed to 4.2

For some projects, CMR approval of the invoice or credit will be required before it is sent. If this is required, it will be stated in the original email requesting an invoice be prepared. Alternatively, this can also be checked in the PDP under 'Project Scope' where it will be defined as to whether the Customer Relationship Manager (CRM) has requested to review the invoice. If this has not been stated either way, check with the Project Planner & Controller, to discuss with the CMR.

If CMR approval is required, take invoice and supporting documentation to the CRM for signing off. CMR to sign invoice, under already stamped approvals. Proceed to 5.0

If the item for approval is an invoice and no CMR approval is required, go to 5.0
If the item for approval is a credit note, proceed to 4.3.

Check for client specific processes and client specific documentation within IMS and Share (Site 29905) and follow instructions as necessary.
Issue the approved invoice as per client requirements (most are email, however some may be by post) check the PO for any instructions if unsure.
To issue the invoice:
Export the Invoice from Sage and save as a PDF in the operations drive under the relevant project folder with the following format
[PO NUMBER]_METRON_INVOICE_[INVOICE NUMBER]_[QUOTE NUMBER]
ensure supporting documentation that is required has been included in the one PDF with the invoice (if required).
This should be merged into one pdf file & named correctly (as per the naming convention in 2.1).

The email to the client accounts dept. with the invoice and supporting documentation attached should use the following naming convention in the title of the email [3xxxx Project title - Invoice xxxx], and follow the below template:

Good morning / afternoon,

Please find the attached invoice no. [Invoice number] including any supporting documents in relation to your purchase order no. [PO number].

If you have any queries please feel free to contact our finance department (CC’d).

Kind regards,
[Name]

Ensure finance@metrongroup.co.uk is Cc’d in all invoice submission emails.

If the invoice is sent by post, ensure it is sent on the day it is created and send an email to finance@metrongroup.co.uk with notification of this and log a note in ERP to state the invoice has been issued via post.

If confirmed that a credit is to be issued to client, follow same process, substituting invoice for credit in email & naming conventions.

Sage
- 'Update ledgers' to ensure that an invoice has been posted in Sage
- For Credit Notes, Go to the customer tab, find the customer and click customer receipt
-In account, choose customer name from list
-In the Ref column find the Invoice & Credit note number you need to balance to zero
-Click each row (Multiples lines on an invoice or credit will result in multiple lines relating to the same Invoice or credit) and for each row, click pay in full (F3)
-When all lines from Invoice and Credit have been chosen in this method, the Amount in the Receipt details section should be zero. If not, check your rows again.
- Once this balance is zero, hit save. Your credit has now been matched to the invoice.

ERP
- Locate relevant project in ERP
- Go to 'Invoice' tab and update invoice or credit number and tick the box to show the invoice has been sent, (ensuring the amounts match!). Ensure that any costs associated with the project do not have the invoice or credit note number in the invoice line and are not ticked
- Ensure date certainty is set at 100% - Check invoice amount is excluding VAT
- Log a note to say that the invoice (number) has been approved and sent (add date)
- If required (e.g. at the end of a project) move the opportunity to 'Invoiced and Closing Out' based on instructions given when moved to ‘Ready to invoice’ stage