Quick Guide to electronic invoicing with EFIS (ESA Financial and Invoicing System)

Transcription

1 Quick Guide to electronic invoicing with EFIS (ESA Financial and Invoicing System) ESA has developed the web-application EFIS in order to ensure efficient and accurate invoicing and timely payments. This is a short guide (including screen prints of fictitious examples) describing how to issue an electronic invoice to ESA. More general information on EFIS can be accessed via the EFIS Portal ( at the EFIS User Information Centre in particular: The PDF brochure Getting Started. The Manual for electronic invoicing with EFIS (it is recommended to read in particular chapters 2.1 and 3) The FAQ section at the User Info Centre This Quick Guide focuses on the task of invoice submission only. For any other questions such as How do I find my invoice(s)? What s the status of my invoice? How do I place attachments? etc. please consult the 2 documents mentioned above.

2 STEP 1: CONNECT TO THE SYSTEM: Connect to the Internet to It s the EFIS Portal. Click the logon button. A new window will pop-up: Enter your user name and password and click on login. 1 You are now in the secure system (EFIS Main Page) and ready to issue your invoices. 1 In case this window should NOT pop-up, your pop-up suppressor needs to be disabled for EFIS and/or your current settings of Internet Options optimised. How? Read chapter of the abovereferenced Getting Started Manual and FAQ#3 For information on Security (including troubleshooting connection issues) see FAQ#4

3 STEP 2: SELECT THE CONTRACTUAL OBLIGATION From the EFIS Main Menu navigate via the blue toolbar to Query > Obligation On the next screen enter your contract number (starting with a c plus five digits, e.g. c12345) and press This command will open a new screen to insert the invoice, which is, depending on the type of contract, either the EFIS LIGHT screen (for simple, less complex contracts) or or the OBLIGATION LIST screen will open (for standard contracts) see next STEP 3

4 STEP 3: INSERT and SUBMIT your Invoice 3.1 Go to the Insert Invoice Screen by Clicking on the Insert Invoice icon to call up the Insert Invoice Screen, either from the EFIS LIGHT screen 2 FICTITIOUS EXAMPLE or from the OBLIGATION LIST screen 3.2 Complete the required the Insert Invoice Screen 2 The main advantage of the EFIS LIGHT screen is that it condenses all relevant information on one screen. By clicking on icons on can drill down to specific information. For a brief description of all icons displayed on the EFIS Light Screen see chapter 6 The 23 features of EFIS Light of the Getting Started Manual quoted above.

5 (a) Select the correct CONTRACT identifier of the obligation [submitting your invoices OR invoice submission of behalf of a Sub] By default it will be your contract. In case you were Prime contractor: this is the place where you can define via the ticklist an invoice submission on behalf of your subcontractor(s) [and payable to your subcontractor(s) directly by esa] Example c18858: If the Prime (here: CNES) wants to submit The Prime s own invoice: leave the setting with the defaulted main contract c Invoice submission on behalf of a Sub: e.g for / payable directly to Arianespace: click on the blue contract ID of the respective Sub-contractor, e.g. AESP for Arianspace FICTITIOUS EXAMPLE (b) Select the correct MPP identifier and MILESTONE/PERIOD identifier By using the tickbox, you are requested to specify against which MPP (and withing this MPP: against which Milestone of this MPP) the invoice is to be submitted. Obviously this is only applicable to those contractual obligations that are defined including MPP and Milestone data. 3 (c) and complete all mandatory fields, i.e. all fields marked with an asterisk (*) [see red circles] re. Bank account: instead of entering a number, click on the tick box on the right side and choose among the available bank accounts in the pop-up by clicking on the box [see purple circles 4 ] if applicable (thus, if you see this choice, since you shall receive payments from more than 1 ESA establishment): choose the ESA establishment to which the invoice is to be sent [orange circle]. Once you are sure that all information is correctly entered: SUBMIT the invoice and the invoice will arrive at ESA [blue circle]. [If you wanted to add attachments to your invoice, first save as draft (click ), produce attachment and SUBMIT afterwards; How to create attachments see chapter 3.8 of the Getting Started Manual, page 38 ] The message Success appears top left of your screen. You have successfully registered the invoice directly with ESA. 3 = these obligations are labelled in the OBLIGATION LIST by green light 4 If your bank account had changed submit new bank details by Fax to ESA Finance separately, see