EBS: Credit/Debit

Note Creation

Team Fifidus

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 INDEX
∫ Background
∫ New Way - Synopsis
∫ Where to find
∫ Options
∫ Common Fields
∫ Volume discount, Credit Note with/without reference
∫ Email format
∫ Status enquiry
∫ Approval Matrix
∫ FAQ

2
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 BACKGROUND
EXISTING :

• TM/PM/PMO fill and send the excel sheet to invoicing team

• Approvals by TM/PM, SBU BFM, Controller, CFO, VH, SDH, etc are
given over emails and tracked manually.

• IC verifies the templates, checks for approvals availability received

over emails and create the request for credit note in SAP.

• O2C Lead will verify the supportings/Approvals as per the matrix

and releases the Credit Memo Block in SAP

• IC will then post the Credit note request in SAP and share the copy
of Credit note to Delivery/ARMS.

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 NEW WAY - Synopsis

• Web-based system (in EBS screen) for capturing/approving

the information & documents.

• Approvals by Delivery/BFM in system which was earlier

over emails.

• Option to upload one file in any format (multiple thru

zipped format)

• Will be available on Universal Work List and also provides

the visibility of Q to the supervisors.

• Checks for existing records to avoid duplicate

• Auto emails triggered to the next approving authority based

on the approval grid maintained in SAP.
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 WHERE TO FIND
My WiproMy ForumEbilling Create Request: Credit/Debit Note

Auto Access to respective project’s DM/TM or PM

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 OPTIONS
Credit Note (CN)

Usual CN Volume Discount CN

With Ref. CN Without Ref. CN

Usual CN : For minor differences in Reimbursement /Efforts / Other errors.

Invoice with reference : The invoice for which correction is required is known.
Partial CN – Only the difference/error related CN is issued.
` CN for full invoice – Here customer insists on getting completely new, fully
corrected fresh invoice.

Invoice without reference : To raise the CN for clearing out old balances in one
go. Mostly will be used by Finance.

Volume Discount : For enabling the Volume based discount as agreed in

the MSA, and usually given once a year or quarter.
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 COMMON FIELDS
1. Billing Date : CN date can be selected. Will allow the date which is within the
current open billing period as displayed on the screen.
2. Reason : Appropriate reason to be selected which is a cause to cancel and re raise
the invoice. Volume discount, it will auto-default. (Please refer Appendix)
3. Split No. : Split No for multiple credit notes. Same as in Invoice EBS.
4. Project Name : Project name to entered as required on the face of the invoice.
5. Kind Attention : Customer contact to whom the CN to be addressed.
6. Upload File : Email interaction with customer, Workings for rate difference. MSA
copy and VD Working file for Volume discount to be attached.
7. Header Description for Credit/Debit Note : Credit Note description which is
required on face of the invoice.
8. Detailed Reason for Credit/Debit Note : Free flow text reason for CN be
provided here for the better understanding of the subsequent approving
authorities.
9. Save/Submit : Details entered can be saved, internal reference request no will
be generated and can be submitted later.
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 CREDIT NOTE WITH REF. - Selection Screen

Enter Invoice
Number here

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 CREDIT NOTE WITH REF. - Selection Screen

Cons Invoice
Number lists

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 CREDIT NOTE WITH REF. - Selection Screen

Invoice No. : To be entered and by clicking on the search it gives the summary of the
invoice.

Consolidated Invoice No. : As per customer requirement for offshore/onsite, invoice

with volume discount , etc., SAP invoices are consolidated and usually these invoices
are of 5*********** series.

Selecting consolidated invoice will list out the individual SAP invoice numbers
consolidated and allows to selection of a single actual SAP invoice for which the Credit
invoice is required.

Reraise only Difference CN : This needs to be selected for the minor corrections on
the original invoice, and customer requires just the error related CN.

Reraise full Invoice : Where the customer insists or when the entity is wrong, taxes
are wrong, the original invoice is to be fully cancelled and new one raised.
Pl. note : Inputs provided are for new invoice. CN will be ‘automatically’
raised in backend for the ‘full’ value of original invoice.

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 CREDIT NOTE WITH REF. - Inputs Screen

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 CREDIT NOTE WITH REF. - Inputs Screen

Reasons
dropdown

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 CREDIT NOTE WITH REF. - Inputs Screen

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 CREDIT NOTE WITH REF. - Fields

Reason : Appropriate reason to be selected which is a cause for

cancelling and re raise the invoice.

Billing Date : Credit Note date can be selected and has to be from
current open billing period as displayed.

Common fields : Split No / Kind Attn / PO No / Header description

for Credit/Debit Note/ Details Reason for Credit/Debit Note /Upload
File [Please refer COMMON FIELDS Slide]

Reference Invoice Summary : Link to view the original invoice

contents, only for reference (not editable).

Save/Submit : Details can be saved and internal reference request

number will be generated.

ADD ROW : Employee material / reimbursement can be added to

the existings line item in Debit note inputs.

Email will be triggered [Please refer Email format Slide]

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 CREDIT NOTE WITHOUT REF. - Selection

Customer Name, Address is based on the SO /Contract – Invoice name & Address is
of Bill to Party/Invoice Address defined in Sale order/Contract

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 CREDIT NOTE WITHOUT REF. – Inputs Screen

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 CREDIT NOTE WITHOUT REF. – Fields
Reason : Appropriate reason to be selected which is a cause to cancel and re
raise the invoice.[ Refer Appendix ]

Billing Date : Credit Note date can be selected and has to be from current open
billing period as displayed.

Material Selection / Qty / Rate : Employee/ Reimbursement code can be

entered along with qty rate along with the line item description required to be
entered in Remarks.

Common fields : Split No / Kind Attn / PO No / Header description for

Credit/Debit Note/ Details Reason for Credit/Debit Note /Upload File [ Please
refer COMMON FIELDS Slide]

Reference Invoice Summary : Link to view the original invoice contents, only
for reference (not editable).

Save/Submit : Details can be saved and internal reference request number

will be generated.

ADD ROW : Employee material / reimbursement can be added to the existings

line item in Debit note inputs.
Email will be triggered [Please refer Email format Slide]
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 VOLUME DISCOUNT – Selection Screen

Project – Select the project against which the Volume discount to raised, preferably
the project for which provision is created.

Sales Order/Contract Line Item - Select the relevant SO/Contract against which
the credit invoice is required, this is only for capturing Customer address/ Currency.

Volume Discount Period for - Enter the period for which the Volume Discount
applies, mostly a full year or quarter.

For information –
Customer Name and address displayed is Bill to party/Invoice address
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 VOLUME DISCOUNT – Input screen

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 VOLUME DISCOUNT – Field Details
As per MSA : YES/NO – If expressed and agreed in MSA. Will affect approval
Matrix.

Provision Exists : BFM will create the provision each month for the Volume
discount to be provided to customer, please check and select.

Reason : By default it is set to Volume Discount

Billing Date : Select the date required on the credit invoice for VD. Has to be from
Current Open Billing period

Description : Description of the line item on the credit note required to be filled.

Common Fields : Split No / Kind Attn / PO No / Header description for

Credit/Debit Note/ Details Reason for Credit/Debit Note [Pl. refer COMMON
FIELDS Slide]

Upload File : Copy of MSA/ Emails exchanged /Workings of Volume discount to be

zipped and attached for reference. [Also, refer Common fields Slide]

Save/Submit : Details can be saved and internal reference request no will be

generated and later submitted.

20 Email will be triggered : [Pl. refer Email format slide]

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 EMAIL FORMAT

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 Status Enquiry

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 APPROVAL MATRIX

DELIVERY VERTICAL SBU SR RA TAX CONTROL-

BFM CFO
MANAGER HEAD BFM TEAM TEAM LERSHIP
Volume Discount / Discount / Rebate
Upto 3 Years a a a
As per MSA & Provision Existing > 3 Years a a a a a
Upto USD 100 K a a a
Others > USD 100 K a a a a a

Invoice Correction - Rate/Effort Mismatch etc

Upto USD 500 K a a
Upto 1 Year a a
> USD 500 K
Impact on Revenue Upto USD 500 K a a
> 1 Year a a a a
> USD 500 K
Upto 1 Year a a
No Impact > 1 Year a a

TAX Reasons
No Loss for Wipro a a
Tax related Loss for Wipro a a a

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 FAQs
Q1. Who would be the point of contact & escalation ?
Ans. Regular Invoice Co-ordinator (IC) shall be the SPOC, and the supervisors in the LDAP shall
be the escalation matrix.

Q2. Does system have any known short-comings ?

Ans. The major scenarios are covered. One customer in ENU shall be outside the scope as of
now. Other exceptions shall be done by as required by O2C Lead/Fifidus Head.

Q3. Is the delegation access available at PM level?

Ans. Yes, delegation available for projects provided in EBS.

Q4. Every invoice has CN to be raised for discount or Retention. How is it covered ?
Ans. This was happening with IC independently, and will continue so outside this system.

Q5. It does not throw up the entire list of approvers on the email ?
Ans. Feature will get added as the system stabilizes over the next few days.

Q6. System is not displaying the invoice number mentioned.

Ans. The invoice number belongs to project where you are not tagged as PM or DM. Or its
wrongly entered.

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 Thank you

Team Fifidus
O2C-lead@wipro.com

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APPENDIX – Reason Codes of Credit Note

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APPENDIX – Reason Codes of Credit Note…contd

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