IOLPortalHelpManual

Table of Contents

Please click the below links to jump to that particular help section.

Creating a PO-based Invoice

Creating a Non-PO Invoice

Uploading an Invoice Spreadsheet

Creating a PO-based Credit Memo

Creating a Non-PO Credit Memo

Payment Status Definitions

 POInvoiceCreation BACK TO TOP
ClickCreateInvoice 8StepProcess

Step1:Entertherequiredfields(andCanadianTax
SelectSOC,typeinthePO#,
RegistrationID,ifapplicable).*=requiredfield
clickCreateInvoicebutton.

Step2:AddContactifyourSiemensbuyerrequiresit.Changethe
ShipToAddressifnecessary(youcannotchangeBillToorRemitTo).
 Step3:AddingLinestoyourPObasedInvoice BACK TO TOP

Step3:EnterQtytoInvoiceintothe LineEditingForm:Selecttheappropriatelineitemtoadd
appropriatefield.AdjustPricePerUnitif tax,enteraSiemensPartNo.,andadjusttheQuantityand
required(i.e.BlanketPOs lowering PricePerUnitifnecessary.
thevaluetothedesiredbillingamount).
ClickAddSelectedLine(s)toInvoice
button.

Thisiswhereyourinvoicelineitemsarelocated.

LegendDefinitions
Lockedinanotherinvoice:Apreliminary(unsubmitted)InvoiceexistslockingthisPOLineItem.Note:LineItemwillremainlockeduntilthatinvoiceis
submitted.
Lockedincurrentinvoice: Thislinehasalreadybeenaddedtothisinvoice.
Closed: YourSiemensBuyerhasclosedthislineitem.Pleasecontactthemtoopenthislineitem.
Step4:Addsurchargesordiscountsif
applicable(freightchargesgohere).

Step5:Reviewyourinvoice
totals,thenclickContinue.

Steps6,7&8:FinalSteps(InvoiceSubmission
Screen)

Step6:Addattachmentssuchasa
PDFcopyoftheinvoice,or
scannedreceipts,oradd
Notes/Instructionstotheinvoiceif
applicable.

Step7:Review/Printyourinvoice
ifnecessary.Ifthereareany
changesyoudliketomake,click
EditthisInvoicetogobacktothe
pagewithSteps1through5.

Step8:ClickthisbuttontosubmityourinvoicetoSiemens
AccountsPayable.
 NonPOInvoiceCreation BACK TO TOP
ClickCreateInvoice 8StepProcess

Step1:Entertherequiredfields(andCanadianTax
RegistrationID,ifapplicable) changetheCurrencytypeif
SelectSOC/MailCode,click necessary.*=requiredfield
CreateInvoicebutton.

Step2:ClickAddContacttoaddyourSiemensbuyersname/email.
FillouttheShipToaddress.

Step3:Entertherequiredfields.
AddTaxifapplicable.ClickAddLine(or
UpdateLineifediting).
Step4:
Addsurchargesordiscountsif
applicable.Note:Pleaseturnoffpop
blockers. Step5:Reviewyourinvoice
totals,thenclickContinue.

Steps6,7&8:FinalSteps(InvoiceSubmission
Screen)

Step6:Addattachmentssuchasa
PDFcopyoftheinvoice,or
scannedreceipts,oradd
Notes/Instructionstotheinvoiceif
applicable.

Step7:Review/Printyourinvoice
ifnecessary.Ifthereareany
changesyoudliketomake,click
EditthisInvoicetogobacktothe
pagewithSteps1through5.

Step8:ClickthisbuttontosubmityourinvoicetoSiemens
AccountsPayable.
 UploadInvoiceSpreadsheet BACK TO TOP

Foreword:SpreadsheetUploadcanonlybeused Step2: ClicktheShow/Hidebuttonandthoroughlyread

withnonPOinvoices.Ifyourcompanysubmits throughtheinstructionsthatappearbelow.
morethan100+invoicesperyeartoSiemens
locations,youcanapplyforapprovaltousethe
spreadsheetforPObasedinvoices.

Step1: ClickUploadInvoice
Spreadsheet

Step3: ClickDownloadExcelTemplate
anddownloadthetemplatefile.

Step5:Youwillreceiveanemail
indicatingthestatusofyour
spreadsheet.ClicktheViewbutton
tobetakentotheUploadHistory Step4:Afterenteringyourinvoiceinformationintothetemplate,
page. clickBrowseandselectyourfinishedspreadsheet.ChecktheAuto
Submitcheckboxifyouwantyourspreadsheetsinvoicestobe
submitteddirectlytoSiemensAP.
 BACK TO TOP

Step6:Ifyourspreadsheetdidnotprocess
successfully,reviewyourerrors,makethe
correctionsonyourspreadsheetfile,andgoback
toStep4.
Clickthisbuttontoviewtheerrorsthat
causedyourspreadsheettonotprocess
correctly.
 CreatingaCreditMemo BACK TO TOP
ClickCreateCreditMemo FOREWORD:IfyouarecreatingacreditmemoforanonPOinvoice,pleasefollowthe
instructionsforNonPOInvoiceCreationandenteranegativenumberfortheQuantityof
eachlineitem.ThisdocumentoutlinesthecreationprocessforPObasedcreditmemos.

Step1:Entertherequiredfields(andCanadianTax
SelectSOC,typeinthePO#, RegistrationID,ifapplicable).
clickCreateInvoicebutton.

Step2:AddContactifyourSiemensbuyerrequiresit.Changethe
ShipToAddressifnecessary(youcannotchangeBillToorRemitTo).
 Step3:AddingLinestoyourPObasedInvoice BACK TO TOP

Step3:EnterQtytoInvoiceintothe LineEditingForm:Selecttheappropriatelineitemtoadd
appropriatefield.Makesureyouentera tax,enteraSiemensPartNo.,andadjusttheQuantityand
negativenumberfortheQuantity. AdjustPrice PricePerUnitifnecessary.
PerUnitifrequired(i.e.ifyouareonlydoinga
partialdiscount).ClickAddSelectedLine(s)to
Invoicebutton.

Thisiswhereyourcreditmemolineitemsarelocated.

LegendDefinitions
Lockedinanotherinvoice:Apreliminary(unsubmitted)InvoiceexistslockingthisPOLineItem.Note:LineItemwillremainlockeduntilthisinvoiceissubmitted.
Lockedincurrentinvoice: Thislinehasalreadybeenaddedtothisinvoice.
Closed: YourSiemensBuyerhasclosedthislineitem.Pleasecontactthemtoopenthislineitem.
Step4:Addsurcharges
ordiscountsifapplicable.

Step5:Reviewyourinvoice
totals,thenclickContinue.

Steps6,7&8:FinalSteps(InvoiceSubmission
Screen)

Step6:Addattachmentssuchasa
PDFcopyofthecreditmemo,or
scannedreceipts,oradd
Notes/Instructionstothecredit
memoifapplicable.

Step7:Review/Printyourcredit
memoifnecessary.Ifthereareany
changesyoudliketomake,click
Editthiscreditmemotogobackto
thepagewithSteps1through5.

Step8:ClickthisbuttontosubmityourcreditmemotoSiemens
AccountsPayable.
 CreatingaNonPOCreditMemo BACK TO TOP
ClickCreateCreditMemo 8StepProcess

Step1:Entertherequiredfields(andCanadianTax
RegistrationID,ifapplicable) changetheCurrencytypeif
SelectSOC/MailCode,click necessary.*=requiredfield
CreateCreditMemobutton.

Step2:ClickAddContacttoaddyourSiemensbuyersname/email.
FillouttheShipToaddress.

Step3:Entertherequiredfields.
Makesureyouuseanegativenumber
fortheQuantityfield.AddTaxif
applicable.ClickAddLine(orUpdate
Lineifediting).
Step4:
Addsurchargesordiscountsif
applicable.Note:Pleaseturnoffpop
blockers. Step5:Reviewyourcredit
memototals,thenclickContinue.

Steps6,7&8:FinalSteps(CreditMemo
SubmissionScreen)

Step6:Addattachmentssuchasa
PDFcopyofthecreditmemo,or
scannedreceipts,oradd
Notes/Instructionstotheinvoiceif
applicable.

Step7:Review/Printyourcredit
memoifnecessary.Ifthereareany
changesyoudliketomake,click
EditthisInvoicetogobacktothe
pagewithSteps1through5.

Step8:ClickthisbuttontosubmityourcreditmemotoSiemens
AccountsPayable.
 BACK TO TOP

InvoiceApproval&PaymentStatus
UsetheInvoiceSearchPaneltodisplayinvoices.InvoiceApprovalandPaymentStatuscanbedeterminedintheStatus
highlightedinred.

Sep09
 PaymentStatusDefinitions
PreliminaryInvoice Electronicinvoicehasbeencreated
andsaved,awaitingsuppliertosubmitinvoicetoSiemens
AccountsPayable.Duringthepreliminarystatus,supplier
caneditinvoice.
Submitted Electronicinvoicehasbeencreatedand
submittedtoSiemensAccountsPayable.Asubmittedinvoice
cannotbeedited.
Cancelled InvoicepreviouslysubmittedtoSiemens
AccountsPayableandprocessedhasbeencancelledand
deletedfromtheaccountingsystem
AwaitingPayment Invoiceisscheduledtobereleasedfor
payment.UnderthisstatustheScheduledPaymentDate
columnwillbepopulated.
Rejected Invoicehasbeenrejectedandreturnedto
supplier.Formoreinformationaboutthereasonforthe
rejection,pleaseusetheinvoicedetailpopupscreen(select
theclickunderthePaymentDetailscolumn).
Paid Invoicehasbeenpaid.Invoicedetailpopupscreen
(selecttheclickunderthePaymentDetailscolumn)will
providepaymentdetailinformation(paymentmethod,
paymentnumber,paymentamount).
AwaitingprocessinginAccountsPayable Invoiceis
currentlywiththeAccountsPayableInvoiceProcessingTeam
awaitingprocessing.
BlockedforOtherReasons Invoicecouldbeblockedfor
multipleofreasons(excludesPOdiscrepancyorawaitingIRS
W9orW8form).Selecttheinvoiceandthenselectthe
CustomerRelationsInvoiceInquiryicontosubmitaninquiry
requesttoAPrequestthereasonfortheblock.
BACK TO TOP
BlockedforPODiscrepancy Invoiceassociatedwithapurchaseorderhasbeen
blockedforpaymentreleaseduetopriceorquantitydiscrepancy
RoutedtoContactnameduetoDiscrepancy Invoiceassociatedwithsome
kindofinvoicediscrepancyhasbeenroutedtotheSiemensbusiness
kbk
representativetoreviewthediscrepancy.Formoreinformation,pleasecontact
yourSiemensbusinessrepresentative.
RoutedtoContactnameforapproval Invoicenotassociatedwithpurchase
orderrequiresreviewandapprovalbySiemens.InvoiceiswithSiemenscontact
awaitingapproval.Formoreinformation,pleasecontactyourSiemensbusiness
representative.
PaymentheldduetoManagementDirection Siemensmanagementhas
instructedAccountsPayabletoholdallinvoicepaymentsuntilfurther
instructions.PleasecontactyourSiemensbusinessrepresentativeformore
information
PaymentheldawaitingIRSW9orW8form Invoiceisheldforpayment
awaitingIRSW9form(USvendor)orIRSW8form(internationalvendor).Please
sendappropriateformtoyourSiemensbusinesscontactinordertoensurea
timelyreleaseofthepayment.
PaymentheldawaitingIRSW9orW8formandblockedforPOdiscrepancy
Therearetworeasonsinvoicepaymentisbeingheldforrelease.Theexplanation
forthesetworeasonsislistedabove.Inorderfortheinvoicetobereleasedboth
reasonsmustberesolved.
PaymentheldawaitingIRSW9orW8formandPaymenthelddueto
ManagementDirection Therearetworeasonsinvoicepaymentisbeingheldfor
release.Theexplanationforthesetworeasonsislistedabove.Inorderforthe
invoicetobereleasedbothreasonsmustberesolved.
PaymentheldduetoManagementDirectionandBlockedforPODiscrepancy
Therearetworeasonsinvoicepaymentisbeingheldforrelease.Theexplanation
forthesetworeasonsislistedabove.Inorderfortheinvoicetobereleasedboth
reasonsmustberesolved.