Creation of Invoice andContract Reference Invoicing
3/31

Positioning of This Document
This document shows operation of invoice creation in the procurement process with using Ariba.
Operation in the Supplier Side

Image Diagram

Quote
Response
Quote

Shipment

Purchase Order

Receipt
Ship Notice

Invoice
Confirmation

On SAP Ariba, click "Create Ship Notice" tocommunicate the shipping date anddelivery date. It is not eligible for any
services that do not have shipments.
You can click the receipts tab to view theorders which already have been done tillreceiving process on the JAL side.

InvoiceCreationReceive

Receipt
Information

Order
Confirmation

After you review the purchase order, click"Create Order Confirm" on SAP Ariba tocontact that you received the order.

Refer to the order information and register
the "Invoice" on SAP Ariba.

Ship Notice

Order

Delivery of the quote’s request/response isdigitized. Enter the information for thequote on the system.

Order
Confirmation

Specification
Information

Request for
Quote

Supplier

Quote
Response

JALRegister
InvoiceInvoice©Japan Airlines, ALL rights reserved.

1

Table of Contents
1. Notes

3. Create Contract Invoices (Payment of Actual
Cost, Deferred Payment)

2. Create Invoice

3-1: Access the Screen to Create Contract
Invoices

2-1: Access Invoice Creation Screen From POMail

3-2: Input Prerequisite

2-2: Invoice Header and Line Items

3-3: Enter Header Information

2-3: Enter Header Information

3-4: Enter Line Information

2-4: Enter Line Items Information
2-5: Modify Tax Difference
2-6: Publish Invoice

4. Other Features
4-1:Re-send Purchase Order Email

2-7: Checking the status of the invoices21. Notes•Be aware of the following when entering values in Ariba:•Fields with "*" next to the input item
name are input-required items.

••example)example)

If you press "Next" without entering arequired item, the screen will not change
to the next screen but the error items are
displayed in the red.

Don’t use

Don’t use the browser’s "Back"and"Next".
Use "Exit" or "Next" button which are top-right or bottom-left of the screen.
Use either one.

©Japan Airlines, ALL rights reserved.

3

Table of Contents
1. Notes

3. Create Contract Invoices (Payment of ActualCost, Deferred Payment)

2. Create Invoice

3-1: Access the Screen to Create ContractInvoices

2-1: Access Invoice Creation Screen From POMail

3-2: Input Prerequisite

2-2: Invoice Header and Line Items

3-3: Enter Header Information

2-3: Enter Header Information

3-4: Enter Line Information

2-4: Enter Line Items Information
2-5: Modify Tax Difference
2-6: Publish Invoice

4. Other Features
4-1:Re-send Purchase Order Email

2-7: Checking the status of the invoices

4Important

2. Create Invoice• Describes the procedure for creating invoices for a received purchase order. The information of the purchase order(order content, billing information, etc.) is automatically copied to the invoice , so you can easily submit the invoice.
• The invoice has a header part and a line items part for each product. When the invoice is issued, you will need to fillin the header and the lines parts.
• You can also split the contents of one purchase order into multiple invoices.
• Please create an invoice immediately. In the case of the delivery of goods, create invoice after the shipment isnotified. In the case of the service, do it after the service is provided.

• Please issue the invoice before the deadline (the second business day of the monthfollowing the month of delivery).

©Japan Airlines, ALL rights reserved.

5

2. Create Invoice• Describes the invoice registration for the following purchasing patterns marked with red border :©Japan Airlines, ALL rights reserved.

6

2. Create Invoice
2-1: Access Invoice Creation Screen From PO Mail (1/3)(1) Click the "Process Order" in the order email when you receive it. The Ariba login screen is displayed.
*Please keep purchase order mails sent from the Ariba Network. You can do order confirmation, create shipment
notice and create invoice from the PO mail. If you lost the purchase order mail, see P43 to P45.

①Click©Japan Airlines, ALL rights reserved.

7

2. Create Invoice
2-1: Access Invoice Creation Screen From PO Mail (2/3)(2) Log in to the Ariba Network and open the PO screen.
①Enter the username and password that you registered in advance.
②After entering your login information, click "Login". After clicking it, you will transition to the PO screen.

①Input②Click©Japan Airlines, ALL rights reserved.

8

2. Create Invoice
2-1: Access Invoice Creation Screen From PO Mail (3/3)(1) Open the invoice screen from the PO screen.
①Click "Create Invoice" to transition to the invoice creation screen.

①Click©Japan Airlines, ALL rights reserved.

92. Create Invoice
2-2: Invoice Header and Line Items
The invoice is divided into a header part and line items’ part. Please enter each required item.
HeaderInformation on the entire
invoiceex)
Invoice #:Attachments: Please attach
the invoice in PDF as needed.

＜Invoice Creation Screen＞(Omitted)Line Items
Information on each productex)
・The subtotal of the product(unit price * quantity)
・Tax: In the case that the tax
is calculated for each productand summed up.
©Japan Airlines, ALL rights reserved.

10

2. Create Invoice
2-3: Enter Header Information (1/3)(1)Enter the invoice header information.
(A) Invoice #Please enter an Invoice Number.
*Invoice numbers that you
have entered in the pastcannot be used.
(B) Invoice Date
The date on which you creat theinvoice is entered as a default date.
Re-enter the billing date if required.
*The future date cannot be entered,and the date until 28 days ago can beentered .

AB©Japan Airlines, ALL rights reserved.

112. Create Invoice
2-3: Enter Header Information (2/3)(1)Enter the invoice header information.
(C) Attachment
Attach the invoices that havebeen PDF.
①ClickThe attachment procedure isas follows.
①Click "Add to Header".
②Click "Attachment".
After clicking it, a section foradding attachments is addedin the bottom of the invoiceheader.
Scroll down the screen toconfirm.

②ClickGo to the next page

©Japan Airlines, ALL rights reserved.

122. Create Invoice
2-3: Enter Header Information (3/3)(1)Enter the invoice header information.
(C) Attachment
Attach the invoices that have been PDF.

C
③ClickThe attachment procedure is as follows.
③Click "Browse…" in the attachmets’section.
④Select the appropriate file from yourPC.
⑤Make sure that the file is selected
and click ' Add Attachment '⑥Confirm that the attached file has
been added.

⑤Click
④Click

⑥Confirm©Japan Airlines, ALL rights reserved.

13

2. Create Invoice
2-4: Enter Line Items Information (1/4)

ImportantPlease edit the following information mainly in line item.
(1) Select the products to be included in the invoice.
(2) Select the quantity of the goods to be billed.
(3) Confirm and correct the tax amount of line UOM. (Please do not forget to do so.)Do not edit any other part.

©Japan Airlines, ALL rights reserved.

14

2. Create Invoice
2-4: Enter Line Items Information (2/4)(1) Select the products to be included in the invoice.
The initial values of the products in the invoice line are the same products as the products that are included in thepurchase order.
If you have any products that you do not want to bill in the purchase order, do the following actions.
(A) Include
Click with the mousewhich is next to the productnumberA→ It is replaced by thefollowing marks:* If you click it again, it will
return to "include" (green)mark.
①Click©Japan Airlines, ALL rights reserved.

15

2. Create Invoice
2-4: Enter Line Items Information (3/4)(2) Select the quantity of the goods to be billed.
The initial value of the product quantity in an invoice line items is the same quantity as the one in the purchase order.
If you want to change it, please do the following actions.
(B) Quantity
Please enter thequantity billed.
B①Enter©Japan Airlines, ALL rights reserved.

16

2. Create Invoice
2-4: Enter Line Items Information (4/4)

Important(3) Confirm and correct the tax amount of line UOM. * See "p. 18 ~ 21".
(Please do not forget to do so.)©Japan Airlines, ALL rights reserved.

17

2. Create Invoice
2-5: Modify Tax Difference (1/4)

Important

If there is a difference in tax amount, you must make corrections at the line level.
(1) Before submitting the invoice, check the calculated total tax amount to see that there are any differences theamount and the tax calculated by the supplier.
①The invoice header contains a "subtotal" and "total tax". Please verify that this tax totals and the tax total
calculated by the suppler are the same. If it does not match, you will need to modify the tax amount.

①Confirm©Japan Airlines, ALL rights reserved.

18

2. Create Invoice
2-5: Modify Tax Difference (2/4)

Important(2) If there is a tax difference, adjust the amount in each line item.
①Fix the tax amount in the line items when there are a tax differences.
②Click on "Update".

①Fix②Click©Japan Airlines, ALL rights reserved.

19

2. Create Invoice
2-5: Modify Tax Difference (3/4)

Important(2) If there is a tax difference, adjust the amount in each line item.
③Confirm that the tax rate is updated along with the revised tax rate.

③Confirm©Japan Airlines, ALL rights reserved.

20

2. Create Invoice
2-5: Modify Tax Difference (4/4)

Importance(2) If there is a tax difference, adjust the amount in each line item.
④ Confirm that the tax amount in the header part has been modified.

④Confirm©Japan Airlines, ALL rights reserved.

21

2. Create Invoice
2-6: Publish Invoice (1/3)(1) Review the invoice contents and issue it.
①After you have finished entering the header and line items’ information, click the "Next" button at the top right orbottom right of the screen.
You will transition to the confirmation screen of the invoice.
* If the screen does not change, it is possible that the required fields have notbeen entered. Scroll the screen to find out the error item in red.

①Click©Japan Airlines, ALL rights reserved.

22

2. Create Invoice
2-6: Publish Invoice (2/3)(1) Review the invoice contents and issue it.
②After the content confirmation screen is displayed, confirm it while scrolling.
③Click the "Submit" button after confirming the contents. You will transition to the screen which shows that theinvoice has been submitted.
③Click

②Confirm©Japan Airlines, ALL rights reserved.

23

2. Create Invoice
2-6: Publish Invoice (3/3)(1) Review the invoice contents and issue it.
④Click "Exit" to transition to the purchase order screen.

④Click©Japan Airlines, ALL rights reserved.

24

2. Create Invoice
2-7: Checking the status of the invoices
Confirm that the status of the purchase orders screen is "Invoiced".

Confirm©Japan Airlines, ALL rights reserved.

25

Table of Contents
1.

Notes

2. Create Invoice

2-1: Access Invoice Creation Screen From POMail3. Create Contract Invoices (Payment of ActualCost, Deferred Payment)
3-1: Access the Screen to Create Contract
Invoices

3-2: Input Prerequisite

2-2: Invoice Header and Line Items

3-3: Enter Header Information

2-3: Enter Header Information

3-4: Enter Line Information

2-4: Enter Line Items Information
2-5: Modify Tax Difference
2-6: Publish Invoice

4. Other Features
4-1:Re-send Purchase Order Email

2-7: Checking the status of the invoices26

3. Create Contract Invoices (Payment of Actual Cost, Deferred Payment)• Describes the invoice registration for the following purchasing patterns marked with red border :©Japan Airlines, ALL rights reserved.

27

3. Create Contract Invoices (Payment of Actual Cost, Deferred Payment)• Describes the procedure to create an invoice in the case that the payment is done based on the actual cost inaccordance with the price and conditions that are agreed in advance by contracts etc.
• When the contract terms are published, you will receive an email notification which is similar with the following.
Please create a contract reference invoice after confirming the contract number.
• Please print the contract number to the delivery label or the product label at the time of delivery.

Confirm©Japan Airlines, ALL rights reserved.

28

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-1: Access the Screen to Create Contract InvoiceTransition to the screen of create contract invoices .
①Click "Create" at the top right of the home screen.
②Click on the "Contract Invoice" from the list.

①Click

②Click©Japan Airlines, ALL rights reserved.

29

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-2: Input Prerequisite (1/5)(1) Select the company for which the invoice is created.
①Select "日本航空株式会社 /Japan AirlinesCo.Ltd."*Please select above name in order to charge to an JAL Group company also.
②Click "Next".
②Click

①Select©Japan Airlines, ALL rights reserved.

30

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-2: Input Prerequisite (2/5)(2) Select the contract site.
① Select "CHILD1" for the business unit address.
② Click "Next".
②Click

①Select©Japan Airlines, ALL rights reserved.

31

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-2: Input Prerequisite (3/5)(3) Select the contract to be billed.
①Click "Select" to the right of the contract. And you will transition to the screen where the list of contracts isdisplayed.

①Click©Japan Airlines, ALL rights reserved.

32

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-2: Input Prerequisite (4/5)(3) Select the contract to be billed.
②Find the contract which is to be billed by the contract number, and click "Select" on the right of the target contract.
* The project title is displayed in the contract title.

②Click©Japan Airlines, ALL rights reserved.

33

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-2: Input Prerequisite (5/5)(4) Enter billing information for the contract.
①Enter the information about the contract which is to be billed.
②After entering the information, click "Next". And you will transition to the screen of creating an invoice.
②Click(A) Invoice #Please enter an Invoice
Number.
*Invoice numbers thatyou have entered in thepast cannot be entered.
(B) Invoice Date
The date on which you
created the invoice isentered as a default date.
Re-enter the billing date
if required.
*The future date cannot
be entered, and the datecan be entered until 28
days ago.

①EnterAB©Japan Airlines, ALL rights reserved.

34

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-3: Enter Header Information
You don’t need to enter the invoice number or invoice date as the header information of the contract reference invoicebecause those information is entered on the previous screen.
Please attach only PDF file of the invoice. * Refer to the P12 - 13 for more detail procedure.

©Japan Airlines, ALL rights reserved.

35

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-4: Enter Line Information (1/6)
When you create a contract invoice, you need to add the item because the items are not set automatically.
(1) Add a line item.
①Click "Add Items". After clicking it, a screen for selecting and adding the items that are assigned to the contract isdisplayed.

①Click©Japan Airlines, ALL rights reserved.

36

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-4: Enter Line Information (2/6)
When you create a contract invoice, you need to add the item because the items are not set automatically.
(1) Add a line item.
②Enter the quantity on the right of the line item.
③Click "Add Line Item" after entering the quantity.
④After carrying out the step ③, confirm that the quantity displayed on the cart has been updated.
⑤Click "Done ".

④Confirm②Enter

③Click⑤Click©Japan Airlines, ALL rights reserved.

37

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-4: Enter Line Information (3/6)
When you create a contract invoice, you need to add the item because the items are not set automatically.
(2) Verify that the item has been added.
① Confirm that the selected line item has been added.

①Confirm©Japan Airlines, ALL rights reserved.

38

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-4: Enter Line Information (4/6)
When you create a contract invoice, you need to add the item because the items are not set automatically.
(3) Enter the tax information.
①Click on "Line Item Actions".
②Select "Tax".

②Select①Click©Japan Airlines, ALL rights reserved.

39

3. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-4: Enter Line Information (5/6)
When you create a contract invoice, you need to add the item because the items are not set automatically.
(3) Enter the tax information.
③ Enter the tax rate.
④ Click "Update".

③Enter

④Click©Japan Airlines, ALL rights reserved.

403. Creating Contract Invoices (Payment of Actual Cost, Deferred Payment)
3-4: Enter Line Information (6/6)
When you create a contract invoice, you need to add the item because the items are not set automatically.
(3) Enter the tax information.
⑤ Confirm that the tax amount has been updated.
For further processing, see from P18 in this manual.

⑤Confirm©Japan Airlines, ALL rights reserved.

41

Table of Contents
1. Notes

3. Create Contract Invoices (Payment of Actual
Cost, Deferred Payment)

2. Create Invoice

3-1: Access the Screen to Create Contract
Invoices

2-1: Access Invoice Creation Screen From POMail

3-2: Input Prerequisite

2-2: Invoice Header and Line Items

3-3: Enter Header Information

2-3: Enter Header Information

3-4: Enter Line Information

2-4: Enter Line Items Information
2-5: Modify Tax Difference
2-6: Publish Invoice

4. Other Features
4-1:Re-send Purchase Order Email

2-7: Checking the status of the invoices424. Other Features
4-1: Re-send Purchase Order Email (1/3)
If you accidentally delete or lose the "purchase order email", or you want to do the "order confirmation" or "shipmentnotice" again even if you have already did them, you can re-submit the purchase order email from the Ariba Network.
(1) Log in to the Ariba Network. (https: //supplier.ariba.com)①Enter the login information.
②Click "Login". After clicking it, youwill transition to home screen.

①Enter②Click©Japan Airlines, ALL rights reserved.

43

4. Other Features
4-1: Re-send Purchase Order Email (2/3)(2) Resend a purchase order from the home screen.
①Click on the "Order" tab.

①Click©Japan Airlines, ALL rights reserved.

44

4. Other Features
4-1: Re-send Purchase Order Email (3/3)(2) Resend a purchase order from the home screen.
②Click "Actions" on the right of the order whose email is needed to be sent.
③Click "Send me a copy to take action".
* You can change the e-mail address from "My Account" at the top right of the home screen.

③Click©Japan Airlines, ALL rights reserved.

②Click45

Modification Log
File Name

JAL_Ariba_SA_3_Suppliers Manuals _ Creation of Invoice andContract Reference Invoicing _v0.1

File Location Change History
Date
Where toResponsible
What to changeVer.
Modifiedchange0.1
Draft Creation
2021/4/7 IBM Iwasaki 0.1
Create English Version
2021/4/23 IBM Utsumi -Approval History
ApprovalVer.
dateapprovedby

Review
date

Reviewby

2021/4/26 IBM Arai

Approval Comment©Japan Airlines, ALL rights reserved.

46