Husky Energy Inc. Services Supplier Guide

Transcription

1 Cortex Desktop Husky Energy Inc. Services Supplier Guide April 2016 Document Version L1

2 Version L of the Services Supplier Guide corresponds to the Cortex Desktop update released on May 26, 2015.

3 Contents Preface... 1 About Cortex Business Solutions... 1 About Cortex Desktop... 1 Cortex Desktop Features and Benefits... 2 What s New... 3 About This Guide... 4 Chapter 1 Getting Started with Purchase Orders... 5 Receiving Purchase Orders... 6 Opening and Printing Husky Original Purchase Orders... 7 Opening and Printing Electronic Purchase Order Details... 9 Identifying Purchase Order Types How to Proceed Mixed Purchase Orders Chapter 2 Services Workflow in Cortex Desktop Services Workflow Stages Services Workflow Diagram Chapter 3 Understanding Services Purchase Orders Understanding Electronic Purchase Orders Purchase Order Header Purchase Order Tabs General Tab Item Details Tab Cost Objects Tab PO Details Tab PO Terms & Conditions Tab Evaluated Receipt Settlement (ERS) Understanding Services Purchase Order Statuses Chapter 4 Service Receipts and Service Receipt Acknowledgements Creating Service Receipts Understanding Service Receipt Forms Service Receipt Header Service Receipt Tabs Line Items Tab Managing and Using Rate Schedules Receiving Rate Schedules Viewing and Printing Original Husky Rate Schedules Viewing Rate Schedules Understanding Rate Schedule Forms Cortex Desktop TM Husky Energy Inc. Services Supplier Guide i

4 Rate Schedule Header Rate Schedule Line Item Area Rate Schedule Service/Material Specification Area Rate Schedule Pricing Conditions Area Using Rate Schedules Retrieving Accidentally Archived Rate Schedules Rate Sheets Charging Taxes on Service Receipts Using Default Tax Types Defining Tax Exemption Charging No Taxes Defining Tax Rates Manually Entering Cost Objects On Coded Purchase Orders On Non-Coded Purchase Orders Entering Multiple Cost Object Types for Each Line Item Applying Discounts Using the Discount Column Deducting the Quantity or Price of the Line Item Useful Tips for Filling out Service Receipts Tabbing Support of Standard Windows Shortcuts Hotkeys Support Service Receipt Drafts Saving Service Receipt as Drafts Viewing Service Receipt Drafts Deleting Service Receipt Drafts Service Receipt Templates What Is Saved in a Service Receipt Template Managing Templates Saving Templates Loading Templates Deleting Templates Storing Templates Receiving Service Receipt Acknowledgements Accepted Service Receipts Acknowledgements Accepted ERS Service Receipt Acknowledgements Rejected Service Receipts Acknowledgements Correcting Rejected Service Receipts Chapter 5 Invoicing Services Creating Invoices for Services Receiving Invoice Acknowledgements Accepted Invoice Acknowledgements Rejected Invoice Acknowledgements ii Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

5 Correcting Rejected Invoices Changing and Resubmitting Rejected Invoices Releasing Invoiced Service Receipts Chapter 6 Credit Invoices Creating Credit Invoices for Services Receiving Credit Invoice Acknowledgements Chapter 7 Working with Attachments When and What to Attach Attachment Requirements Attaching Files to Your Documents Removing and Replacing Attachments Chapter 8 Getting Help Who to Contact? Cortex Customer Support Call Help Desk Send Submit Your Inquiry Online Appendix A: Detailed Services Workflow Appendix B: Documents, Statuses and Actions Cortex Desktop TM Husky Energy Inc. Services Supplier Guide iii

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7 Preface About Cortex Business Solutions Cortex Business Solutions Inc. is an industry-leading service company that improves efficiencies, reduces costs and streamlines procurement and supply chain processes for its customers. Accessing the Cortex Trading Partner Network enhances the exchange of business critical documents, such as purchase orders, receipts and invoices resulting in improved cash flow management and business controls, while reducing the day s outstanding and administrative costs. Cortex is a low-cost, low-risk solution that can be implemented quickly by leveraging its customers existing business environment evolving business. Cortex products and services are non-intrusive and allow our customers the freedom to leverage and optimize their existing processes and information technology assets when it makes the best business sense for them. This approach improves the productivity, cash flow and profitability of our customers, while avoiding the risk and delays associated with large information technology or business processes re-engineering initiatives. For more information please visit our website at About Cortex Desktop Cortex Desktop provides businesses with the ability to manage all document exchange involved in the procurement process. By facilitating the transaction of purchase orders, invoices and associated documents electronically, Cortex Desktop simplifies the process between Trading Partners and replaces the current setup of multiple systems with a single powerful tool. In electronic transactions with Husky Energy Inc., Cortex Desktop provides a single environment for the electronic processing of several Purchase Order (PO) types. These include: Consignment POs for replenishing consignment stock. Materials POs for equipment or goods that involves the shipment of the ordered items to Husky s warehouse or other location. Services POs requesting to render specific services. The processing of each PO type involves a series of steps, referred to as a workflow. Depending on the PO type, different workflows are taken in Cortex Desktop. Each workflow supports electronic communication of all the information and issues typical to a certain PO type. For example, the Materials workflow includes a mechanism for handling material exchanges, while the Services workflow implies creating Service Receipts. As a services supplier, you will be working with Services purchase orders. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 1

8 Preface Cortex Desktop Features and Benefits Cortex Desktop improves efficiencies, reduces costs, and improves cash flow management by: Allowing you to submit documents to other Cortex system connected trading partners. Offering guidance on all of your different trading partner s document requirements. Communicating updates on your document s status in the system and helps your trading partner pay you on contract terms. Submitting your documents instantly to your trading partner(s). Offering full support with any Cortex issues you may have. Please refer to Getting Help on page 84 for full support details. What Cortex Desktop Does Transmits your documents to your trading partner(s). Reduces paper and shipping related charges by transmitting paperless documents. Allows you to load price sheets into the Cortex system. Lets you create templates to save time entering standard documents. Allows you to use the Cortex Inbox as a log for all of your documents. Reduces cycle time on rejected documents. Standardizes your documentation processes. What Your Trading Partner Does Provides purchasing details, coding information or pricing details. Approves or rejects your documents. Processes and issues payment of your Invoices. Establishes pricing in collaboration with your company. Requests materials or completion of services. 2 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

9 Preface What s New Husky Energy is upgrading its enterprise business system. As part of this upgrade, Husky Energy is using a new number system for cost objects such as: item descriptions, AFE numbers, G/L codes, cost centers, vendor numbers, Network and Network Activity codes, etc. Your Husky representative requesting goods and/or services will begin using the new numbers after June 22, Additionally, Advanced Shipment Notification (ASN) is no longer supported. Cortex Desktop has been updated to reflect and accommodate these changes. New Network and Network Activity fields have been added to the Cost Objects area of the Invoice form. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 3

10 Preface About This Guide The Services Supplier Guide is intended for your company s personnel responsible for the transactions of Services Purchase Orders, Invoices and associated documents with Husky Energy Inc. The Guide explains how to use Cortex Desktop to handle electronic Services Purchase Orders from Husky Energy Inc. and includes the following chapters: Chapter 1 Getting Started, page 5, explains your first steps after receiving a Purchase Order and how to select the correct workflow. Chapter 2 Services Workflow in Cortex Desktop, page 13, outlines how to process Purchase Orders in Cortex Desktop for services from Husky Energy Inc. Chapter 3 Understanding Services Purchase Orders, page 17, explains how to view and understand Services Purchase Orders in Cortex Desktop. Chapter 4 Service Receipts and Service Receipt Acknowledgements, page 25, details how to create and submit a Service Receipt, how to use Rate Schedules, how to save and use drafts and templates, and how to respond to Service Receipt Acknowledgements. Chapter 5 Invoicing Services, page 65, explains how to submit Invoices and complete the invoicing process in Cortex Desktop. Chapter 6 Credit Invoices, page 75, explains how to create Credit Invoices for Services PO. Chapter 7 Working with Attachments, page 79, describes how to submit an attachment with your documents in Cortex Desktop and provides the attachment requirements. 0 Getting Help, page 82, explains which support teams can best assist you with your questions and provides their contact information. Appendix A: Detailed Services Workflow, page 85, contains a detailed diagram of the Services workflow. Appendix B: Documents, Statuses and Actions, page 87, lists the statuses of available document types and outlines the steps you should take for each of the statuses. NOTE This Supplier Guide focuses on only those Cortex Desktop operations that are specific to processing Purchase Orders for services for Husky Energy Inc. Refer also to: Husky Energy Inc. Materials Supplier Guide for information on Purchase Orders for materials. Cortex Desktop Feature Guide for a detailed description of the Cortex Desktop generic features. All documents and training materials can be accessed from the Cortex Training and Support web site ( 4 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

11 Chapter 1 Getting Started with Purchase Orders Your workflow in Cortex Desktop begins with the receipt of a Purchase Order from Husky Energy Inc. in your Cortex Inbox. Your first step upon receiving a PO is to identify its type. The PO type determines which workflow you should follow in Cortex Desktop for that PO. This chapter explains in detail some basic procedures that apply to all Purchase Orders (regardless of their type) and explains how to determine the PO type. The chapter includes the following sections: Receiving Purchase Orders, page 6, describes how new Purchase Orders appear in your Inbox. Opening and Printing Husky Original Purchase Orders, page 7, explains how to open and print the Husky original version of a Purchase Order. Opening and Printing Electronic Purchase Order Details, page 9, explains how to open and print electronic Purchase Orders. Identifying Purchase Order Types, page 10, explains how to differentiate Services Purchase Orders from other PO types. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 5

12 Chapter 1 Getting Started with Purchase Orders Receiving Purchase Orders Purchase Orders are legally binding commercial documents that are issued by Husky Energy Inc. following the negotiation of services/materials and pricing with a supplier. All new Purchase Orders placed by Husky Energy Inc. arrive in your Cortex Inbox. TIP Remember that to view the latest documents in your Inbox, you need to click the Refresh button. You can easily distinguish a new PO among other incoming documents by its appearance: A new PO appears in black bold font. The document type, displayed in the Doc Type column, is PO followed by a letter indicating the type of PO. For example, Services POs are displayed as PO-S. For more details on PO types, refer to Identifying Purchase Order Types on page 10. The document status, displayed in the Status column to the right, is New. NOTE You may also receive POs that appear in blue bold font and have the Ack Required status. These POs are for materials only. For information on processing these POs, refer to Husky Energy Inc. Materials Supplier Guide, which can be accessed from the Cortex Training and Support web site ( You can single-click a Purchase Order in your Inbox to preview it in the Preview pane. The following is an example of a new Services Purchase Order in your Inbox: 6 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

13 Chapter 1 Getting Started with Purchase Orders In Cortex Desktop, a Purchase Order arrives in its electronic version and contains the Husky original version as an attachment. Both versions include essential information such as the PO identification number, description of items ordered, prices and charging instructions. Upon receiving a new Purchase Order in Cortex Desktop, you can review the details in the electronic version or in the attached Husky original copy. Use the Husky original PO as the primary reference for all legal information on the PO such as payment terms and pricing. It is recommended to print the Husky original Purchase Order so that you can refer to it at any time. For more details, refer to Opening and Printing Husky Original Purchase Orders on page 7 and Opening and Printing Electronic Purchase Order Details on page 9. Opening and Printing Husky Original Purchase Orders Preview and print Husky original Purchase Orders, as they are your main reference for all legal information on the order. To open and print the Husky original Purchase Order: 1 To display the Husky original PO, do any of the following: If you are viewing the PO in a Preview pane, click the View Attachment button at the top of the Purchase Order header. If you displayed the PO in a full-sized window, click the View Attachment button at the bottom of that window. TIP To learn about the full-sized view of the PO, refer to Opening and Printing Electronic Purchase Order Details on page 9. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 7

14 Chapter 1 Getting Started with Purchase Orders The Husky original Purchase Order is displayed in your PDF viewer application. The following is an example of the Husky original PO in Adobe Reader: NOTE Depending on your PDF reader application, the Purchase Order preview window may differ slightly. If no PDF reader application is installed on your computer, you will be prompted to download and install Adobe Reader from the Adobe website. 2 When the Husky original PO is displayed, you can increase or decrease the magnification settings to your preferred size using the zoom buttons Preview pane. at the top of the 3 To print the Husky original PO: a Click the Print icon in the top left corner of the Preview pane. A standard Page Setup window is displayed. b Change any print settings, if desired, and then click OK to print the Purchase Order. 8 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

15 Chapter 1 Getting Started with Purchase Orders 4 If you wish, you can also save the printed version of the PO in PDF format. To save the PO, click the Save button in the top left corner of the Preview pane. 5 Close the Husky original Purchase Order by clicking the Close button in the top right corner of that window. Opening and Printing Electronic Purchase Order Details The easiest way to view all of the details of an electronic Purchase Order is to display it in a fullsized window. To open and print electronic Purchase Order details: 1 In the Inbox, double-click on the row of the desired Purchase Order. The Purchase Order is displayed in a full-sized window. For a detailed description of the Purchase Order, refer to Understanding Electronic Purchase Orders on page 18. You can click the View Attachments button to display the original Husky Purchase Order. For more details, see Opening and Printing Husky Original Purchase Orders on page 7. 2 If you wish to print the electronic version of the PO, click the Print button. The Purchase Order preview window opens. On the File menu, select Print. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 9

16 Chapter 1 Getting Started with Purchase Orders NOTE You may also see the Mark As Actioned button on New Purchase Orders. This button is not relevant for Services Purchase Orders. 3 Click the Close button to return to your Inbox. Identifying Purchase Order Types There are several Purchase Order types that you can process in Cortex Desktop: Consignment POs for replenishing consignment stock. Materials POs for equipment or goods that involves the shipment of the ordered items to Husky s warehouse or other location. Services POs requesting to render specific services. Depending on the PO type, different workflows are used in Cortex Desktop; therefore identifying the PO type is a very important step. The easiest way to identify the PO type is to take a look at the Doc Type column in Cortex Inbox. This column shows a letter, indicating the PO type: C for Consignment M for Materials S for Services For example, a Services PO will be shown in the Cortex Inbox as PO-S. You can also view a brief explanation of PO types in the tooltip over the Doc Type column header. To view the tooltip, hover your mouse over the column s header. NOTE Services POs (PO-S) can be used for both services and/or materials. For example, you may receive a PO-S for materials if you are providing items that require constant replacements or refills, but the final quantity is not known. If the PO type is PO-S, always follow the Services workflow (even if materials are being ordered). 10 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

17 Chapter 1 Getting Started with Purchase Orders You can also determine the PO type from the Item Category that the items on the PO fall into. 1 In your Inbox, double-click on the row of the desired Purchase Order. The Purchase Order is displayed in a full-sized window. 2 Look at the Item Category column in the General tab. All Line Items on the PO are marked with the same letter: C for Consignment, M for Materials, or S for Services. How to Proceed Upon determining the PO type, follow the appropriate workflow: For Services POs, proceed to Services Workflow in Cortex Desktop on page 13. For Materials and Consignment POs, refer to Husky Energy Inc. Materials Supplier Guide, which can be accessed from the Cortex Training and Support web site ( Mixed Purchase Orders In rare cases, you may receive mixed Purchase Orders that include Line Items from multiple categories, for example, both Services and Materials. In this case, the PO type will hold a combination of the relevant letters, for example, PO-SM. Contact the PO issuer to confirm that was the intent. If so, process each of the PO Line Items according to its specific workflow. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 11

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19 Chapter 2 Services Workflow in Cortex Desktop The Services workflow in Cortex Desktop allows you to manage the execution of Purchase Orders for services. This chapter outlines the workflow that you should follow upon receiving a Services Purchase Order and includes the following sections: Services Workflow Stages page 14, provides a brief description of the stages your document will go through, and provides links to detailed descriptions and instructions. Services Workflow Diagram, page 15, illustrates the main stages of the Services workflow in Cortex Desktop. IMPORTANT Any documents dated before your Go Live date (which has been provided to you by the training and on-boarding team) may be handled manually by Husky in Husky s procurement system. All documents dated after your Go Live date, must be submitted through Cortex Desktop. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 13

20 Chapter 2 Services Workflow in Cortex Desktop Services Workflow Stages The Services workflow begins when you receive a Services Purchase Order in Cortex Desktop. NOTE To find out the PO type, refer to Identifying Purchase Order Types on page 10. The Services workflow main steps are: 1 Receiving and reviewing a new Purchase Order for services. Review the Purchase Order attentively and make sure all details are clear and correct. For a detailed explanation of Purchase Orders for services, refer to Understanding Services Purchase Orders on page Creating a Service Receipt. Upon providing an ordered service, create a Service Receipt and submit it to Husky Energy Inc. Expect to receive a Service Receipt Acknowledgement for your Service Receipt. Once the Service Receipt is approved, you can invoice it. If your Service Receipt is rejected, you need to fix and resubmit it. You cannot proceed to invoicing until the Service Receipt is accepted. For more details, refer to Service Receipts and Service Receipt Acknowledgements on page Invoicing rendered services. The invoicing process in Cortex Desktop allows you to invoice rendered services using their approved Service Receipts. Upon sending an Invoice, wait to receive an Accepted Invoice Acknowledgement. That acknowledgement means that Husky Energy Inc. has committed to pay the Invoice. At this stage, your workflow for that service may be complete. If your Invoice is rejected, you need to correct it according to the rejection reason and resubmit it. IMPORTANT Service Receipts must be invoiced within 60 days of approval or else Husky may require you to resubmit the Service Receipt so that it can be reapproved. For more details, refer to Invoicing Services on page Issuing a Credit Invoice. This stage is optional and occurs only if you are going to credit Husky Energy Inc. after invoicing. Similar to regular (debit) Invoices, Credit Invoices require an Accepted Credit Invoice Acknowledgement. If your Credit Invoice is rejected, you may need to correct and resubmit it. For more details on Credit Invoices, refer to Creating Credit Invoices for Services on page Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

21 Chapter 2 Services Workflow in Cortex Desktop Services Workflow Diagram The following diagram illustrates the main stages of the Services workflow in Cortex Desktop: Services Workflow 1 Receive a Services PO. 2 Create a Service Receipt (with attachment). 3 Receive a response from Husky. 4 Create an Invoice. 5 Receive a response from Husky. 6 Create a Credit Invoice, if required. NOTE See also a detailed Services workflow in Appendix A: Detailed Services Workflow on page 85. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 15

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23 Chapter 3 Understanding Services Purchase Orders This chapter includes the following sections: Understanding Electronic Purchase Orders, page 18, describes the main parts of an electronic PO and explains the key information a Services PO contains. Understanding Services Purchase Order Statuses, page 24, describes the life cycle of a Services Purchase Order by explaining the possible PO statuses. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 17

24 Chapter 3 Understanding Services Purchase Orders Understanding Electronic Purchase Orders The information on a Purchase Order is organized into a Header, appearing at the top, and Tabs that are displayed in the lower area of the PO, as shown here: TIP To better view a PO s details, double-click on it to display it in a full-sized window. In this section, learn about: Purchase Order Header, page 18 Purchase Order Tabs, page 20 Evaluated Receipt Settlement (ERS), page 23 Purchase Order Header A PO header displays details pertaining to the entire Purchase Order. These details include: Purchase Order number the identification number of the PO. PO Date the date this PO was issued. Currency the indicated currency applies to all Line Items on the PO. Validity Start Date and Validity End Date these dates are not mandatory on Purchase Orders. If the Validity Start Date and Validity Date End are provided, the ordered services must be rendered within this time frame. Unless instructed by Husky, always use the PO with the validity date based on when the work was performed or activity was completed. 18 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

25 Chapter 3 Understanding Services Purchase Orders Contact the details of the Purchase Order issuer. This is your Husky Energy Inc. contact person for questions about the PO. Delivery Location the address where the services should be rendered. TIP If the services have to be rendered in multiple locations, this field reads See Line Items. In that case, view locations for each Line Item in the Item Details tab of the PO. For more details, refer to Item Details Tab on page 22. You can also check the Husky original Purchase Order for the locations. Refer to Opening and Printing Husky Original Purchase Orders on page 7 for details. ASN Enabled is not applicable to Services Purchase Orders. Incoterm and Incoterm Description not applicable to Services Purchase Orders. Payment Terms the terms of payment according to your agreement with Husky. Vendor Info. your company s details. Billing Address not applicable, as Invoices must be submitted electronically using Cortex Desktop. The following is an example of a Purchase Order header: Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 19

26 Chapter 3 Understanding Services Purchase Orders Purchase Order Tabs Purchase Order tabs provide details specific to the ordered items. By default, when a PO form is opened the General tab is displayed. Click the other tabs to review the available information for this Purchase Order. NOTE The information in a displayed tab applies to the Line Item that you have selected on the General tab. You can view the number of the selected PO Line Item above the tabs on the right. General Tab The General tab of the Purchase Order itemizes the items and services ordered, with their quantity and price. Each ordered item or service appears on a separate line and is referred to as a PO Line Item. A PO can contain one or multiple Line Items. For each Line Item, the following information is provided: Field Name Item Category Delivery Complete PO Line # Description Quantity UOM Description Categorizes items ordered: C for Consignments M for Materials S for Services In Cortex Desktop, you need to follow different workflows for each of these item categories. Typically, all Line Items on the PO are of the same category, and they determine the PO type. Note that this Guide describes how to handle Services POs only. For details on handling Materials and Consignment POs, refer to the Husky Energy Inc. Services Supplier Guide. You can access the guide from the Cortex Training and Support web site ( Always displays No on new Purchase Orders. This value can be changed to Yes if Husky Energy Inc. sends you a Changed PO after the ordered service has been completed. For more details, refer to Understanding Services Purchase Order Statuses on page 24. The PO Line Item number. The PO Lines Items are automatically numbered in increments of 10. The description of the services ordered. The quantity ordered. The unit of measure. 20 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

27 Chapter 3 Understanding Services Purchase Orders Field Name Unit Price Per UOM Net Amount Tax Type Description The price per unit of measure. The unit of measure to which the price applies. The net amount to be paid for the ordered item. This field displays the applied tax type and allows you to view complete tax package information. Click the tax type link to view the tax package in a pop up window. ERS Indicator If marked with an X, the Line Item includes the ERS indicator. Line Items with the ERS (Evaluated Receipt Settlement) are automatically invoiced once their Service Receipts are accepted. You only receive an Invoice Acknowledgement, without actually creating and submitting an Invoice. For more details, refer to Evaluated Receipt Settlement (ERS) on page 23. Material Return Indicator Husky Material Id These fields are not applicable to Services Purchase Orders. Vendor Material Id Delivery Schedule Click the Delivery Schedule link to view the requested quantities and delivery dates for that Line Item. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 21

28 Chapter 3 Understanding Services Purchase Orders This is an example of the General tab on a Purchase Order: NOTE Use the horizontal scroll bar at the bottom to view all fields of the PO. Item Details Tab The Item Details tab displays additional details for a selected Line Item. For example, if the PO header indicates that the PO has multiple delivery locations (the Delivery Location field reads See Line Items ), then you can check the Item Details tab for the exact delivery address for each Line Item on the PO. To view additional details of any Line Item: 1 Select the Line Item in the General tab. The selected Line Item number is displayed in the top right corner, above the tabs. 2 Click the Item Details tab. Cost Objects Tab Services POs may or may not include Cost Object data in the Cost Objects tab. To view Cost Objects of a Line Item: 1 Select the Line Item in the General tab. The selected Line Item number is displayed in the top right corner, above the tabs. 22 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

29 Chapter 3 Understanding Services Purchase Orders 2 Click the Cost Objects tab. If the PO is coded, the Cost Objects tab is filled in, as shown below. These details are automatically populated into the Cost Center/AFE/Work Order/Network/Network Activity pop up window on Service Receipts for that Purchase Order. PO Details Tab If the PO is non-coded, the Cost Objects tab is empty. You will need to manually complete this information on Service Receipts (in the Cost Center/AFE/Work Order/Network/Network Activity pop up window) for this PO. You can obtain the coding details from your Husky contact point, indicated on the PO header. For details of the PO header, refer to Purchase Order Header on page 18. For more details on completing the Cost Center/AFE/Work Order/Network/Network Activity pop up window on Service Receipts, refer to Entering Cost Objects on page 49. If Husky Energy Inc. provides any additional details as part of their Purchase Order, these details are displayed in the PO Details tab. This information is not mandatory and therefore may not always appear on a PO. PO Terms & Conditions Tab If Husky Energy Inc. includes terms and conditions on their Purchase Order, these details are displayed in the PO Terms & Conditions tab. Evaluated Receipt Settlement (ERS) Evaluated Receipt Settlement (ERS) is an agreement between a supplier and Husky Energy Inc. that states that Husky Energy Inc. will pay the Supplier when Husky Energy Inc. accepts Service Receipts or materials. To be paid on the ERS process, the supplier would have to reach an agreement with Husky Energy Inc. Please contact your Husky Energy Inc. representative for more information. Line Items to which the ERS processing applies include an ERS indicator on their description in the General tab of the Purchase Order. For more details, refer to Understanding Electronic Purchase Orders, on page 20. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 23

30 Chapter 3 Understanding Services Purchase Orders Understanding Services Purchase Order Statuses A Purchase Order may have the following statuses: New: A brand new Purchase Order has been issued by Husky Energy Inc. The Purchase Order remains in the New status and appears in bold font until at least one Service Receipt is submitted against it. Actioned: A Services PO status automatically changes from New to Actioned once your company has submitted at least one Service Receipt against that Purchase Order. The PO in that status is still actionable, and you can submit Service Receipts against it until the PO is completed or cancelled. Cancelled: The Purchase Order has been cancelled by Husky Energy Inc. and can no longer be actioned. Changed: The Purchase Order has been reissued by Husky Energy Inc. with some modifications. NOTE Before you receive a Changed PO, you will receive a Cancelled PO. The PO number remains unchanged on both orders. A PO can be changed for a variety of reasons; for example, if Husky wants to order additional items. It can also change after you have completed the delivery of the services on one or more Line Items. In this case, all of the delivered Line Items display Yes in the Delivery Complete column. This type of the Changed PO enables you to clearly view the most updated delivery status which Line Items have been completed and which are still open. For more details, refer to Opening and Printing Electronic Purchase Order Details on page 9. Complete the overall value of the PO has been reached, or the validity end date has expired. This PO is no longer actionable. POs can be submitted, changed, cancelled, or set to the Completed status by Husky Energy Inc. only. 24 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

31 Chapter 4 Service Receipts and Service Receipt Acknowledgements This chapter covers all the operations that are related to Service Receipts and Service Receipt Acknowledgements. The chapter includes the following topics: Creating Service Receipts, page 26, outlines the steps necessary to create and submit a Service Receipt. Understanding Service Receipt Forms, page 30, describes the main elements of a Service Receipt and explains how to fill in the Service Receipt fields. Managing and Using Rate Schedules, page 35, explains Rate Schedules and Rate Sheets and how to use them to add Line Items to your Service Receipts. Charging Taxes on Service Receipts, page 46, describes how to enter taxes for your Line Items. Entering Cost Objects, page 49, details how to enter Cost Objects for Line Items. Applying Discounts, page 51, explains how to apply a discount when creating a Service Receipt. Useful Tips for Filling out Service Receipts, page 53, offers some helpful hints to streamline your data entry process. Service Receipt Drafts, page 54, illustrates how to use Service Receipt drafts. Service Receipt Templates, page 56, explains how to manage Service Receipt templates. Receiving Service Receipt Acknowledgements, page 60, describes the types of Acknowledgements you may receive in response to your Service Receipt. Correcting Rejected Service Receipts, page 62, explains how to fix and resubmit a rejected Service Receipt. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 25

32 Chapter 4 Service Receipts and Service Receipt Acknowledgements Creating Service Receipts A Service Receipt is an electronic description of a provided service. It serves as a verification and validation of your charges for provided services and ensures a smooth invoicing process afterwards. You create a Service Receipt after a requested service was provided and you receive a work ticket. Your work ticket, as well as the generated Service Receipt, corresponds to a single Line Item on the PO. But you still can create multiple Service Receipts for a single Line Item until either the PO validity date or the Line Item dollar value is reached. Here are some important guidelines for creating a Service Receipt: When creating a Service Receipt, have your printed Purchase Order in front of you, as you may need to reference it. If you have not received your PO in Cortex Desktop, contact the person who requested the work or signed your work ticket. Request that the PO be sent to you. If that person is not able to help you, contact Cortex Customer Support. For details, refer to Cortex Customer Support on page 84. You cannot create your Service Receipt without the PO. If you are working with blanket POs, it is a good practice to double-check the validity date on your PO. If the validity end date has expired, your Service Receipt will be rejected. To avoid the rejection, contact the person on the expired PO and request a new or updated PO. Create the Service Receipt only when you receive a valid PO. IMPORTANT Unless instructed by Husky, always use the PO with the validity date based on when the work was performed or activity was completed. Once you have completed the Service Receipt, submit it to Husky Energy Inc. for approval. You cannot progress further until the Service Receipt is approved. To create a Service Receipt: 1 Under All Trading Partners, click Husky Energy Inc. 2 Click the Purchase Order in your Inbox. The Purchase Order is displayed in the Preview pane. 3 Click the Service Receipt button. The Service Line Item Selection window is displayed listing all Line Items of the selected PO. 26 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

33 Chapter 4 Service Receipts and Service Receipt Acknowledgements 4 In the Service Line Item Selection window, locate the Line Item for which you want to create a Service Receipt. NOTES You can select one PO Line Item only. If you select a wrong PO Line #, your Service Receipt will be rejected. 5 Click the Create Service Receipt button. A new Service Receipt form is displayed. The PO # and Line # in the Service Receipt header are automatically populated, and the date fields default to the current date. Please revise the Reporting Period Start Date and Reporting Period End Date to reflect when the work was performed. 6 Fill in the Service Receipt details. For an explanation of each field in the form, refer to Understanding Service Receipt Forms on page 30. NOTES When creating a Service Receipt, be detailed and accurate. Enter all relevant information, including labour, materials used, hours of work and hourly rates. If you are not sure whether to put all the items on the ticket as one line on the Service Receipt, contact your Husky representative. If you wish to apply a discount to your service charges, make a reduction in your Service Receipt. For more details, see Applying Discounts on page Click the Attachments button to attach a scanned copy of your original work ticket, preferably stamped. For more details, refer to Working with Attachments on page 79. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 27

34 Chapter 4 Service Receipts and Service Receipt Acknowledgements 8 Click the Calculate button. The Sub-Total, taxes, and Total of the Service Receipt are calculated. The Service Receipt is ready for submission. 9 Click the View button to preview the Service Receipt and ensure it is ready for submission. 10 Click the Submit button. 11 If any warning messages are issued for example, about missing an attachment or Cost Objects, review the message attentively and choose how to proceed. You can either submit the Service Receipt without these details, or provide them first. Keep in mind that attachments and/or Cost Objects are mandatory for some Husky Business Units. If you submit a Service Receipt to those Business Units without any of the mandatory details, the Service Receipt will be rejected. Continue as follows: Once you have added the appropriate Cost Objects, click Submit again. Once you have added an attachment, click Close in the Attachments window, and then click Submit again. 12 If your PST/QST number is not entered at the time you submit the Service Receipt, the PST Entry window opens. 13 Enter your PST/QST number for the province where the services were rendered and click Submit. NOTE You can choose to either provide the PST/QST number or submit the Service Receipt without the PST number. If you choose to submit the Service Receipt without your PST/QST number, your PST/QST charge is automatically changed to 0%. You need to provide your PST/QST number only once. The number is saved and automatically retrieved for all future Service Receipts for that province. If you do not provide your PST number, you will be requested to provide it on your next Service Receipt for that province. The PST/QST number should be entered without spaces or dashes (-). E.g. PST Click Refresh. The Service Receipt is sent to Husky s procurement system and appears in your Sent folder as follows: Sent to Trading Partner if the Service Receipt is approved in the Husky Procurement System. OR Received by Trading Partner if the Service Receipt is approved in Cortex Desktop by a Husky Field Approver. 28 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

35 Chapter 4 Service Receipts and Service Receipt Acknowledgements 15 Once the Service Receipt reaches Husky s procurement system, a new document, Service Receipt Acknowledgement (Service Receipt Ack) with the Pending Approval status, appears in your Inbox. If this is the first document submitted against this PO, the PO status changes to Actioned, and the PO is no longer displayed in bold font. NOTE You may receive a Pending Approval Acknowledgement Status in your Inbox, that when previewed or opened states Husky Reviewing Document(s). This status indicates that your document has been received by Husky and will be reviewed by a Husky reviewer. When you receive this status, wait for a further acknowledgement; do NOT resubmit the document. 16 Wait for your Accepted or Rejected Service Receipt Acknowledgement in order to proceed. For more details, refer to Receiving Service Receipt Acknowledgements on page 60. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 29

36 Chapter 4 Service Receipts and Service Receipt Acknowledgements Understanding Service Receipt Forms The main areas of a Service Receipt are the Header which displays the general information pertaining to all items on the Service Receipt, and Tabs which itemize the delivered service and provide detailed information, such as price, for each item. Service Receipt Header In the Service Receipt header, you need to provide the following information: NOTE The fields are listed in their tabbing order. Press the Tab key on your keyboard to go sequentially through all the fields. The Template field is not included in the tabbing sequence on the Service Receipt form. It is an optional feature. For more details, refer to Service Receipt Templates on page 56. Field Name PO#/RS#/Line# Service Ticket # Description and Instructions The Purchase Order number and the Line Item number of the service on the Purchase Order, and the Rate Schedule number and the Rate Schedule Line number if a Rate Schedule is referenced on the PO. All fields are automatically populated when you create a Service Receipt. The Supplier s internal number related to the provided service (i.e. service receipt, sales order, or invoice number). It is mandatory to provide a Service Ticket # to submit your Service Receipt. Husky Energy Inc. prefers that you not enter numbers with decimals or dashes in this field; if you must use these, ensure you are entering them in a consistent format every time. 30 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

37 Chapter 4 Service Receipts and Service Receipt Acknowledgements Field Name Service Location External # Ticket Date Location/UWI Reporting Period Start Date Reporting Period End Date Approved in Husky Procurement System Approved/Received in Cortex Husky Receiver/Approver Code Onsite Supervisor Name Job Summary Job Summary Details & Comments Description and Instructions Select the province where the service was rendered. The Service Location determines the tax type to be automatically assigned to all Line Items on your Service Receipt. For more details, refer to Charging Taxes on Service Receipts on page 46. The Ticket Unit, Rig or Personnel Number. The date the service was rendered. This field is automatically filled in with the current date. You can manually change the date if required. Note the required date format: MM/DD/YYYY. The Legal Survey Description or Unique Well Identifier where the work is performed. This field is automatically populated from the Purchase Order but you can overwrite it if the actual location in the work ticket is different. Remember that POs sometimes can contain generic locations, especially if the work needs to be done in several locations. It is important to specify the correct location on Service Receipts, as it facilitates the approval process. The beginning of the reporting period when the service was rendered. Enter the date when the service was rendered. The end of the reporting period when the service was rendered. If the service was rendered in a day, select that date in both the Start and End fields. If the service was rendered over a longer period of time, enter the day the service was completed. You need to select one of these options: Approved in Husky Procurement System - received and approved directly by the Husky Energy Inc. SAP application. Approved/Received in Cortex - received by a Husky Field Approver. Contact the person listed on the PO if you do not know which option to use and/or the Field Approver . Optionally, the person signing the ticket may be able to help. The person who will approve or receive the service ticket on behalf of Husky Energy Inc. This information is provided by Husky Energy Inc. The Supervisor of the work. Can be a Husky Energy Inc. contractor or vendor representative. Typically, enter the first initial followed by last name. Describe the job executed, in brief. The job description in this field is limited to 40 characters. Further explanation of the job executed. If all the details are provided in the attachment, you can specify so in this field. Note: A rejection reason from a Husky Energy Inc. representative is placed here on rejected Service Receipts. For more details, refer to Correcting Rejected Service Receipts on page 62. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 31

38 Chapter 4 Service Receipts and Service Receipt Acknowledgements Field Name Attachments Message Description and Instructions Click the Attachments button to attach a scanned copy of your original work ticket, preferably stamped. For more details, refer to Working with Attachments on page 79. This field appears on Rejected Service Receipts and shows a systemgenerated rejection reason from Husky s procurement system. For more details, refer to Correcting Rejected Service Receipts on page 62. Service Receipt Tabs The Service Receipt tabs are Line Items and Service Description Details. NOTE When going through the tabs, remember that the information in a selected tab applies to the line that you have selected in the Line Items tab. You can see the selected line number and description below the tabs, in the lower left corner. Line Items Tab The Line Items tab of the Service Receipt shows the breakdown of your items or services, where each line represents a separate charge. You should always be detailed and specific in this tab. Itemize labour and materials used, enter information on hours of work and hourly rates, and provide other details. Your Service Receipt may be rejected if the information in the Line Items tab is too general or incomplete. NOTES If you are not sure whether to put all the items on the ticket as one line on the Service Receipt, contact your Husky representative. When summarizing details on your Service Receipt, always attach a detailed backup. For each Line Item, you can provide the following details: Field Delete button Line # Service Description Qty Description Click the Delete button to remove a Line Item from the Line Items tab. An identifier entered in increments of 10 automatically generated per each new line. Enter the breakdown of the service each line represents a separate charge. If you are unsure whether to put all the items on the ticket as one line, contact your Husky representative. Enter a description of the specific service or task executed within the job. If you have an Outline Agreement with Husky Energy Inc., click the Outline Agreement button at the bottom of the Service Receipt form and select the required service. The quantity ordered. If you wish to apply a discount to your service charges, you can reduce the quantity. For more details, see Applying Discounts on page 51. Note that the above columns are not scrollable and are always displayed, even if you scroll to the right most columns of the Service Receipt form. 32 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

39 Chapter 4 Service Receipts and Service Receipt Acknowledgements Field Unit of Measure List Price Tax Type Service Start Date Price Unit Discount (%) Unit Price Cost Center/AFE/ Work Order/Network/ Network Activity Cost Object # GL Account Service External # Mat. Group Description Select the unit of measure (i.e. Each, Hour, Day, Week, etc). To quickly select the unit, just start typing in the desired unit, and the field will be automatically populated, i.e. type E for Each. Make sure you confirm the unit of measure is the same UOM Husky used to create your original PO. Husky will reject your invoice if the UOM is a mismatch. The list price per unit. This field displays the tax type on the Line Item. This field is automatically populated with the default tax types according to the selected Service Location and Ticket Date. If that default is not suitable, you can select one of the predefined tax types, or select the Manual option and enter the required tax rates. For more details, refer Charging Taxes on Service Receipts on page 46. The date the actual service began within the reporting period. The number of units per List Price. Automatically defaults to 1 but can be edited if required. Enter a percentage discount or surcharge. If you wish to apply a percentage discount or surcharge to your charges, you can do so in this column. For more details, see Applying Discounts on page 51. The actual price per unit defaults to the List Price. Contains the View/Edit link that opens the Cost Center/AFE/Work Order/Network/Network Activity pop up window where you can view or edit the specific Cost Objects for each Line Item. For more details, refer to Entering Cost Objects on page 49. This field is automatically filled in as you define cost object details in the Cost Center/AFE/Work Order/Network/Network Activity pop up window. For a single Cost Object, the column displays the Cost Object number. For Line Items with split assignments, this column reads Multiple. For more details, refer to the Entering Cost Objects on page 49. This field is automatically filled in as you define cost object details in the Cost Center/AFE/Work Order pop up window. For a single GL Account assignment, the column displays the GL Account. For Line Items with split assignments, this column reads Multiple. Enter the Service Unit, Rig or Personnel number. The commodity or service code - is automatically populated from the Purchase Order. If an alternate material group is supplied on your coded paperwork, you should override the default with the material group on your paperwork. If no alternate is given, leave as defaulted from the Purchase Order. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 33

40 Chapter 4 Service Receipts and Service Receipt Acknowledgements Field Service Start Time (hh:mm) Service End Time (hh:mm) From Location To Location RS Number RS Item No. Husky Service Code Supplier Service Code User Field 1/ User Field 2/ User Field 3 Line Total Description Enter the start time of the specific service. Enter the end time of the specific service. The Legal Survey Description or Unique Well Identifier where equipment or liquid was moved from. The Legal Survey Description or Unique Well Identifier where equipment or liquid was moved to. Provided by Husky Energy Inc. and automatically populated from the Rate Schedule information, if a Rate Schedule is utilized. Provided by Husky Energy Inc. and automatically populated from the Rate Schedule information, if a Rate Schedule is utilized. Provided by Husky Energy Inc. representative and is the Husky Service master number for master data that describes the service procured. The Supplier or Vendor service master number. Text fields for any additional information on the Service Receipt that does not appear on the form. The total amount charged for this Line Item. NOTE If any fields that must be provided by Husky are missing, contact the person indicated in the PO header. For more details, refer to Understanding Electronic Purchase Orders on page Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

41 Chapter 4 Service Receipts and Service Receipt Acknowledgements Managing and Using Rate Schedules A Rate Schedule is a pricing schedule agreed upon by your company and Husky Energy Inc. Rate Schedules are sent to you by Husky and will appear in your Cortex Inbox. When Husky sends you a Purchase Order that references a specific Rate Schedule, you should use that Rate Schedule to easily add Line Items to your Service Receipt. NOTE For any discrepancies with the content of a Rate Schedule, please contact your Husky representative. Receiving Rate Schedules All new Rate Schedules sent by Husky Energy Inc. arrive in your Cortex Inbox. TIP Remember that to view the latest documents in your Inbox, you need to click the Refresh button. You can easily distinguish a new Rate Schedule among the other documents in your Inbox by its appearance: A new Rate Schedule appears in blue bold font. The document type, displayed in the Doc Type column, is Rate Schedule. The document status, displayed in the Status column to the right, is Activated. You can single-click a Rate Schedule in your Inbox to preview it in the Preview pane. The following is an example of a Rate Schedule in your Inbox: Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 35

42 Chapter 4 Service Receipts and Service Receipt Acknowledgements NOTE When a new Rate Schedule arrives in your Inbox, it will replace the current Activated Rate Schedule with that Doc # and the older version will be automatically archived. You are able to manually archive a Rate Schedule in your Inbox. This is NOT recommended as until Husky sends you an updated schedule, the current one in your Inbox may be needed to create future Service Receipts. Any Service Receipts referencing that Rate Schedule may be rejected if the referenced schedule is not used. For details on how to unarchive accidentally archived Rate Schedule, refer to Retrieving Accidentally Archived Rate Schedules on page 43. Upon receiving a new Rate Schedule in Cortex Desktop, you can review the details in the electronic version of the form, as well as print the original Rate Schedule. For more details, refer to Viewing and Printing Original Husky Rate Schedules on page 36, or Viewing Rate Schedules on page 38. Viewing and Printing Original Husky Rate Schedules You are able to preview and print the original Rate Schedule sent to you by Husky if desired. NOTE Keep in mind that the original Rate Schedule sent to you from Husky could be a very large file and may take longer than normal to view and print. To display the Husky original Rate Schedule, do any of the following: If you are viewing the Rate Schedule in a Preview pane, click the View Attachment button at the top of the Rate Schedule header. If you are displaying the Rate Schedule in a full-sized window, click the View Attachment button at the bottom of that window. NOTE For details on viewing your Rate Schedule in a full-sized window, refer to Viewing Rate Schedules on page Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

43 Chapter 4 Service Receipts and Service Receipt Acknowledgements The original Husky Rate Schedule is opened in a separate window for a full screen view. To print the original Husky Rate Schedule: 1 Click the Print icon in the top left corner of the window. A standard Print window is displayed. 2 Change any print settings, if desired, and then click OK to print the Rate Schedule. 3 Click the Close button in the top right corner of that window to close the original Husky Rate Schedule. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 37

44 Chapter 4 Service Receipts and Service Receipt Acknowledgements Viewing Rate Schedules The easiest way to review all of the details of a Rate Schedule is to display it in a full-sized window. To view a Rate Schedule: 1 In the Inbox, double-click on the row of the desired Rate Schedule. The Rate Schedule is displayed in a full-sized window in the Desktop. NOTE The Rate Schedule window is for viewing purposes only. You are not able to edit any of the fields on this form. For a detailed description of the Rate Schedule form, refer to Understanding Rate Schedule Forms on page Click the Close button to return to your Inbox. Understanding Rate Schedule Forms When viewing a Rate Schedule in a full-sized window, the main areas of the Rate Schedule form are: Header: displays the general Rate Schedule information. Line Item: shows the line numbers contained on that Rate Schedule. Service/Material Specification: contains all of the individual products and services that can be entered as Line Items for the line number of the Rate Schedule selected in the Line Item area. Pricing Conditions: displays the pricing conditions applicable to the product or service selected in the Service/Material Specification area. 38 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

45 Chapter 4 Service Receipts and Service Receipt Acknowledgements Rate Schedule Header The Rate Schedule header displays details pertaining to the entire Rate Schedule. The fields displayed on the Rate Schedule header are: Rate Schedule # the identification number of the Rate Schedule. This number also displays as the Doc # in your Inbox. Rate Schedule Date the date the Rate Schedule was created. Start Date the start date of the Rate Schedule validity. End Date the end date of the Rate Schedule validity. Comments additional comments Husky has added pertaining to this specific Rate Schedule. Vendor Information your company s details. Payment Terms the terms of payment according to your agreement with Husky Energy Inc. Quote Number an external number that allows for unique document tracking. Rate Schedule Line Item Area The Rate Schedule Line Item area lists the line numbers contained within that Rate Schedule. Your Line # selection will determine which items are listed in the Service/Material Specification. The fields displayed in the Line Item area are: Line Item Number the Line Item number for that line of the Rate Schedule. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 39

46 Chapter 4 Service Receipts and Service Receipt Acknowledgements Line Item Category indicates the category for that Rate Schedule line: M for Materials or S for Services. Description the description of that Rate Schedule line. Comments details and comments for that Rate Schedule line. Rate Schedule Service/Material Specification Area The Rate Schedule Service/Material Specification area displays the products and services contained in the Rate Schedule line selected in the Line Item area above. These are the actual items that you will be adding to your Service receipt as Line Items. The fields displayed in the Service/Material Specification area are: Spec Line Number the specification line number. Buyer Master # Husky s master number for this item. External # the external identification number for the item, if Husky has this information. Description the item description. UOM the unit of measure for that item. Rate Schedule Pricing Conditions Area The Rate Schedule Pricing Conditions area displays any pricing conditions applicable for the product or service selected in the Service/Material Specification area. The fields displayed in the Service/Material Specification area are: Validity Start Date and Validity End Date any specific date validity requirements for that item in addition to the overall Rate Schedule start and end dates. List Price the unit price for that item during the specified validity dates. This amount will populate the List Price column for your Service Receipt Line Items. NOTE If your service dates extend beyond the validity date range of the Rate Schedule, you must create another Service Receipt to cover services from outside these date ranges. Using Rate Schedules The products and services contained in your Rate Schedule can be quickly added as Line Items on your Service Receipts. By using the appropriate Rate Schedule for each Service Receipt, you reduce your chances of receiving rejections from Husky Energy Inc. NOTE If Husky has sent you a Purchase Order referencing a Rate Schedule, you must use this Rate Schedule to create your Service Receipt or it may be rejected. When a Service Receipt references a specific Rate Schedule, the Rate Schedule Doc # and the Line # will display on your Service Receipt form. You will not be able use any other Rate Schedule when creating that Service Receipt; however you are able to add items from other line numbers contained on that Rate Schedule. 40 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

47 Chapter 4 Service Receipts and Service Receipt Acknowledgements To use Rate Schedules when creating your Service Receipts: 1 While creating a Service Receipt, click the Rate Schedule/Sheet button at the bottom of the form. The Rate Sheets/Rate Schedules window is displayed. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 41

48 Chapter 4 Service Receipts and Service Receipt Acknowledgements 2 Select the correct Rate Schedule from the Schedule Number drop down list. Only valid Rate Schedules will be available. The associated Rate Schedule Line # will be displayed. NOTE The Rate Schedule validity dates will be applicable to the Rate Schedule selected in the Schedule Number field. You will only be able to select the products and services listed that have pricing conditions applicable to the Service Receipt dates. 3 Check the boxes beside the appropriate products and services. TIP To easily navigate and find items in your Rate Schedule, use one of the following: Use the Sort By field to sort the columns in ascending or descending order. Use the Search field to perform a text search for specific items. 4 Click the Add button. The Information window is displayed, showing how many items were added to the Service Receipt. 42 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

49 Chapter 4 Service Receipts and Service Receipt Acknowledgements 5 Click OK. You will be returned to your Service Receipt. The products and services selected on the Rate Schedule will be listed in your Line Items. 6 Enter the quantity in the Qty column. 7 Ensure a Service Location is selected. 8 Review and complete the rest of the details for your Service Receipt and Line Items. For details, refer to Creating Service Receipts on page Submit the Service Receipt to Husky. Retrieving Accidentally Archived Rate Schedules When a new Rate Schedule arrives in your Inbox, it will replace the current Activated Rate Schedule with that Doc # and the older version will be automatically archived. The status of this automatically archived Rate Schedule will change to Cancelled. You are able to manually archive a Rate Schedule in your Inbox. This is NOT recommended as until Husky sends you an updated schedule, the current one in your Inbox may be needed to create future Service Receipts. Any Service Receipts referencing that Rate Schedule may be rejected if the referenced schedule is not used. Manually archived Rate Schedules will keep the Activated status. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 43

50 Chapter 4 Service Receipts and Service Receipt Acknowledgements To retrieve accidentally archived Rate Schedules: 1 Open the Transaction Report window by selecting Transaction History from the Reports menu. 2 Run a Transaction Report with the following settings: Date Range: enter the applicable date range. Archived: select Yes. Doc Type: select Rate Schedule. 3 Click Get Transactions. 4 Record the Confirmation # of the archived Rate Schedule with the status of Activated. 5 Click the Close button to close the Transaction Report window. 44 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

51 Chapter 4 Service Receipts and Service Receipt Acknowledgements 6 Open the Unarchive window by selecting Archiving/Unarchiving > Unarchive Transactions from the Tools menu. 7 Locate the Rate Schedule with the Conf No that you recorded in step 4. TIP To easily find the correct Rate Schedule, sort the columns by clicking on the column header. Rate Sheets 8 Check the box for the correct Rate Schedule in the Include column. 9 Click the Unarchive button. Cortex Desktop allows you to create your own Rate Sheets, or internal lists of your services and prices, in order to easily populate the Line Items on your documents. Rate Sheets are your internal list(s) of prices and are not negotiated or approved of by your Trading Partner through the Cortex Desktop. To learn about creating and using Rate Sheets, refer to the Rate Sheet Quick Reference Guide on the Cortex Guides and References web site ( Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 45

52 Chapter 4 Service Receipts and Service Receipt Acknowledgements Charging Taxes on Service Receipts When creating a Service Receipt, you can define your taxes in several ways: Use the default tax type Define a tax exception Charge no taxes Define the tax rates manually Using Default Tax Types The default tax type on your Service Receipt depends on two fields: The Service Location field. In this field, you need to select the province where the services were delivered. For example, the default tax type is HST for NS but GST for AB. The Ticket Date For example, the HST rate for NS will be 13% for all work tickets dating earlier than July 1, 2010, and 15% for all tickets after July 1, Once you select the relevant values in those two fields, all following Line Items on your Service Receipt are automatically assigned the same tax type, which is the default for that province. If you wish to change the tax type for a subsequent Line Item, you can select it from the Tax Type column drop-down on the appropriate Line Item. You can view the assigned tax type in the Tax Type column in the Line Items description. The tax rate is not displayed but it will affect the calculation of your totals. To view the updated totals, click the Calculate button at the bottom of the Service Receipt. The following table lists default tax types and rates on Service Receipts (as of July 1, 2010): Province Default Tax Type Default Tax Rates 46 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

53 Chapter 4 Service Receipts and Service Receipt Acknowledgements Province Default Tax Type Default Tax Rates Alberta (AB) GST 5% GST, 0% PST British Columbia (BC) GST/PST % GST, 7% PST Manitoba (MB) GST/PST 5% GST, 7% PST New Brunswick (NB) HST 13% HST Newfoundland and Labrador (NL) HST 13% HST Northwest Territories (NT) GST 5% GST, 0% PST Nova Scotia (NS) HST 15% HST Nunavut (NU) GST 5% GST, 0% PST Ontario (ON) HST 13% HST Prince Edward Island (PE) HST 14 %HST Quebec (PQ) GST/QST 5% GST, 9.975% QST Saskatchewan (SK) GST/PST 5% GST, 5% PST Yukon (YT) GST 5% GST, 0% PST When collecting standard taxes, you do not need to calculate and enter any details manually; all the details are automatically calculated and populated. For example, to collect the default tax in SK (5% GST and 5% PST), you only need to select SK in the Service Location field, and 5% GST and 5% PST will be automatically added to all Line Items on your Service Receipt. The Tax Type will display GST/PST. Defining Tax Exemption For tax exempt Line Items, use the tax type that appropriately reflects the exemption: GST/HST Exempt PST/QST Exempt Tax Exempt - for items that are fully GST/HST and PST/QST exempt Once you select one of these types, the correct tax rates are automatically applied. In addition, more accurate information on your taxes is submitted to Husky. NOTE Use this option only if you have a valid tax exemption. Do NOT specify tax exemption using the Manual option. Charging No Taxes If you are charging no taxes on a Line Item, select No Taxes in the Tax Type drop-down list. Do NOT use the Manual option to charge no tax items. Defining Tax Rates Manually You can also define tax types and rates manually by using the Manual tax type. Use this option only when none of the available tax types is suitable for example, if you are collecting taxes for engineering services in SK, which are 5% GST and 1.5% PST. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 47

54 Chapter 4 Service Receipts and Service Receipt Acknowledgements When defining tax rates manually, you can make the change on any Line Item on the Service Receipt. If needed, you can have this change automatically replicated for all Line Items. To define tax rates manually (for a single Line Item): 1 On the Line Item, from the Tax Type drop-down, select Manual. The Tax Percentage window opens. 2 Enter the GST/HST and PST rates. For example, if you need to collect GST only, enter 5 in the GST/HST % field, and 0 in the PST % field. 3 If needed, choose a different province from the list for this specific Line Item. 4 Click the Done button to close the Tax Percentage window. The tax percentages and province (if applicable) are applied to the Line Item on the Service Receipt. To define tax percentage rates (for multiple Line Item): 1 On your Service Receipt, add all the Line Items where the same manual tax change is needed. 2 Once you have added all the Line Items that require that change, on any of these Line Items, from the Tax Type drop-down, select Manual. The Tax Percentage window opens. 3 Enter the GST/HST and PST rates. For example, if you need to collect GST only, enter 5 in the GST/HST % field, and 0 in the PST % field. 4 If needed, choose a different province from the list for this specific Line Item. 5 Select the Apply to All Lines check box. 6 Click the Done button to close the Tax Percentage window. The tax percentages and province (if applicable) are applied to all Line Items that appear on the Service Receipt. 48 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

55 Chapter 4 Service Receipts and Service Receipt Acknowledgements Entering Cost Objects You are able to enter the following Cost Object types for the Line Items on your Service Receipts: Work Order Cost Center AFE Network Network Activity Cost Object details are entered per Line Item by clicking the View/Edit link in the Cost Center/AFE/Work Order/Network/Network Activity column on the Service Receipt Line Item tab. This opens the Center/AFE/Work Order/Network/Network Activity pop up window where you can view or define your Cost Object details. At the top of the window, the number of the Line Item you are currently defining is displayed for your reference. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 49

56 Chapter 4 Service Receipts and Service Receipt Acknowledgements On Coded Purchase Orders On Service Receipts for coded POs, the information on the Center/AFE/Work Order/Network/Network Activity pop up window is automatically filled in. The details are populated from the Cost Objects tab of your Purchase Order. The only editable field is GL Account, which you can change if needed. The Center/AFE/Work Order/Network/Network Activity pop up window for a coded PO will have the assignment options grayed out and appear like this: On Non-Coded Purchase Orders On Service Receipts for non-coded POs, the Center/AFE/Work Order/Network/Network Activity pop up window is editable, and you need to fill in the details. The Center/AFE/Work Order/Network/Network Activity pop up window for a non-coded PO will have the split options available for editing and appear like this: To enter your Cost Object details for non-coded Purchase Orders: 1. Click the View/Edit link in the Center/AFE/Work Order/Network/Network Activity column for the desired Line Item. 2. Select how you would like to split the Line Item: by Percent or by Quantity. 3. Select the Cost Object Type: Work Order, Cost Center or AFE. 50 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

57 Chapter 4 Service Receipts and Service Receipt Acknowledgements 4. Enter the split percentage/amount in the SplitPercent/SplitAmount column. 5. Enter the Cost Object # information. 6. Enter the GL Account details, if applicable. 7. Select the REPEAT check box at the bottom of the window to apply the same coding to all Line Items on your Service Receipt. 8. Click the Close button. Entering Multiple Cost Object Types for Each Line Item You are able enter multiple Cost Object types in the Center/AFE/Work Order/Network/Network Activity window when splitting Line Items on your Service Receipts. In the example here, the Cost Object details for this Line Item are: 50% Work Order 25% Cost Center 25% AFE If you have split a Line Item between multiple Cost Object types, the Cost Object # column for that Line Item will read Multiple instead of showing the Cost Object details. IMPORTANT When a Service Receipt is saved and then opened from the Drafts folder, the Cost Objects in the Center/AFE/Work Order/Network/Network Activity pop up window are opened for editing for both coded and non-coded Purchase Orders. Be cautious not to change the details for coded POs when editing these assignments, as this may result in a rejection from Husky due to mismatched Cost Objects. For more information on managing Draft documents, refer to Service Receipt Drafts on page 54. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 51

58 Chapter 4 Service Receipts and Service Receipt Acknowledgements Applying Discounts There are two ways to apply discounts to your Line Items: Using the Discount Column The Discount (%) field on each Line Item can be used to enter a percentage discount (positive value) or surcharge (negative value) for that Line Item. For example, a discount value of 5 will decrease the price by 5%, but a -5 discount will increase the price by the same amount. NOTE Do NOT enter the percentage sign in this field. This will prevent the discount/ surcharge from calculating. Note that a discount of more than 100% will result in a negative price and will cause a rejection by Husky. Therefore, to prevent this specific rejection, any discount of more than 100% is automatically defaulted back to a discount of 0%. There is no warning on this change. Please keep in mind that the purpose of the Discount column is to help you calculate the final Service Receipt price. These calculations are not seen by Husky when your Service Receipt is submitted. Therefore, only the final price is displayed on all documents that are based on that Service Receipt - Invoices and Rejected Service Receipts. Deducting the Quantity or Price of the Line Item By deducting either the quantity or price of the Line Item, you can apply a discount to your trading partner. Example: If your charge is ten hours at $10 and you wish to give a 10% discount, then your Line Item could read as ten hours at $9, or nine hours at $10. The 10% discount is applied, and the deducted amount is entered. For more details on creating Service Receipts, refer to Creating Service Receipts on page 26. NOTE Husky Energy Inc. does NOT accept credit Service Receipts with negative values. Any Service Receipt with a negative value in the price or quantity will be automatically rejected by Husky Energy Inc. 52 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

59 Chapter 4 Service Receipts and Service Receipt Acknowledgements Useful Tips for Filling out Service Receipts Tabbing The following suggestions can make your data entry process more efficient. Use the Tab key to go sequentially through all the fields of the form. This method is faster than clicking with your mouse in each single field. In addition, it ensures that you review or fill in all the fields on the form. Use SHIFT+Tab to move through the fields in reverse order. Example: In the picture on the right, the field is highlighted. You can change the address, or just review it without making any changes. Once done, press the Tab key to move forward to the Phone field, or press SHIFT+Tab to move backwards to the Name field. Support of Standard Windows Shortcuts Hotkeys Support The Service Receipt form supports standard Windows shortcuts for text-based fields on all forms: CTRL+C (copy the selection) CTRL+V (paste) CTLR+X (cut) CTRL+A (select all selects the entire text in the field) CTRL+Z (undo) Each button on the Service Receipt form is assigned a hotkey. A hotkey is a letter that, when pressed in combination with the ALT key, activates that button. To view the hotkeys for the Service Receipt form, press the ALT key on your keyboard. The hotkey letter is underlined in the button name. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 53

60 Chapter 4 Service Receipts and Service Receipt Acknowledgements Service Receipt Drafts When creating Service Receipts, you can save them when they are partially finished, without completing and submitting them. These Service Receipts are stored as draft documents in the Drafts folder, and you can open and complete them at a later time. Saving Service Receipt as Drafts To be able to save the Service Receipt as a draft, you need to enter at least one Line Item with its price and quantity. Attachments are not saved as part of the draft. You must add the attachment before submitting the Service Receipt. To save Service Receipt drafts, click the Save and Close button in the lower left corner of the form. If you attempt to close a Service Receipt without saving or submitting it, a message is displayed prompting you to save the document in the Drafts folder. Select Yes to save the Service Receipt in the Drafts folder, or No to close the document without saving. NOTE In addition to saving Service Receipt drafts, you are also able to save drafts of other document types - Invoices, Credit Invoices. However, since these documents typically imply completing just a couple of fields, saving them as drafts may not be necessary. If needed, rejected Service Receipts that are being corrected can also be saved as drafts. 54 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

61 Chapter 4 Service Receipts and Service Receipt Acknowledgements Viewing Service Receipt Drafts In the Drafts folder, all drafts appear with the confirmation number of 0 (displayed in the Conf # column) and a status of New. The Received Date column shows the date and time you saved the draft. The draft s preview appears in the Preview page in the lower area when you single click on it. In the Drafts folder, you can double-click on a draft to open, complete and then submit it. Deleting Service Receipt Drafts If you do not need to complete a draft, you can delete it in two ways: Straight from the Drafts folder, by clicking the Delete button. By opening the draft Service Receipt and clicking the Delete button at the bottom of the form. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 55

62 Chapter 4 Service Receipts and Service Receipt Acknowledgements Service Receipt Templates To save the time and effort of creating recurring Service Receipts, you can save them as Service Receipt templates. Once a Service Receipt template has been saved, you can load it into the Service Receipt form at any time. Instead of entering data in each field manually, you will have all of the fields automatically populated with the details contained in the template. You only need to complete the form by providing any missing or unique details and adding an attachment. What Is Saved in a Service Receipt Template A template can include almost all data on the Service Receipt form either in the header or in the Line Items, with the exception of a few fields. The fields which are not saved on the Service Receipt templates are: The PO and PO Line number. These fields will automatically populate from the Purchase Order for which the Service Receipt is being created. All date fields (Ticket Date, Reporting Period Start Date and Reporting Period End Date). These fields always default to today s date. Attachments Note the specific rules for templates with saved Cost Object details: On Service Receipts for non-coded POs, the entire template is loaded into the form, including the Cost Objects, if they are on the template. On Service Receipts for coded POs, the PO Cost Object data overwrites the details stored in the template. Example: You saved your Service Receipt template with Cost Center 1234 and GL Account If you load this template into a Service Receipt for a non-coded PO, the Cost Center and GL Account fields will automatically populate with those values. However, if you if you use the same template when creating a Service Receipt for a coded PO, the Cost Object details will populate from the PO (overwriting the corresponding details from the template). NOTE The Template field is not included in the tabbing sequence on the Service Receipt form. It is an optional feature. If you want to select a specific template, click in the Template field. 56 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

63 Chapter 4 Service Receipts and Service Receipt Acknowledgements Managing Templates Templates are managed from the Template field located in the top right corner of the Service Receipt. Saving Templates Before saving a Service Receipt template, review all of the fields on the form. Make sure they contain the details you are going to use in all Service Receipts based on this template. To save a template: 1 Open the relevant Service Receipt form. 2 Enter the appropriate details. 3 Click the Save Template button beside the Template field in the Service Receipt header. The Save Template window opens: 4 In the Save Template window, enter the template name. TIP Make the template name meaningful and self-explanatory. Names will help you select the right Service Receipt when you have multiple templates saved. 5 Click OK. Your Service Receipt template is saved. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 57

64 Chapter 4 Service Receipts and Service Receipt Acknowledgements Note that if you try to save a Service Receipt with the same name as an existing template, a warning message will appear to prevent you from overwriting existing templates: In order to save a template with an existing template s name, you must first delete the existing template. Loading Templates Loading a template populates all the fields on the Service Receipt form with the values from the selected template. NOTE If you filled in any fields on the Service Receipt form prior to loading a template, all those values will be replaced. Once a template has been loaded, you can modify any field of the Service Receipt form. To load a Service Receipt template: 1 Open a Service Receipt form. 2 From the Template field drop-down list, select the name of the template you want to load. The Open Template window opens: 3 Click Yes. The selected template is loaded. 58 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

65 Chapter 4 Service Receipts and Service Receipt Acknowledgements Deleting Templates If you find you do not need a template anymore, you can delete it at any time. To delete a Service Receipt template: 1 With a Service Receipt form opened, in the Template field, select the template you want to delete. All the details that were saved as part of your template are loaded into the form. 2 Click the Delete Template button. The Template Delete window opens: Storing Templates 3 Click OK. The selected template is deleted. Templates are saved locally and can be accessed for loading, editing or deletion only from the computer on which they were saved and only by the user who created them. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 59

66 Chapter 4 Service Receipts and Service Receipt Acknowledgements Receiving Service Receipt Acknowledgements After you send a Service Receipt to Husky Energy Inc., the Service Receipt is validated, and the service details and charges are verified. The processing time of your Service Receipt by Husky s procurement system varies. The approval estimate is up to ten business days. Once this process is complete, you will receive a new document a Service Receipt Acknowledgement in your Inbox that notifies you whether your Service Receipt was rejected or accepted. Your further actions depend on that response. Your workflow is not complete until you action your accepted Service Receipt by invoicing it. If you have not received an Accepted or Rejected Service Receipt Acknowledgement within the expected period of time, raise your concerns to Cortex Customer Support. For contact details, refer to Cortex Customer Support on page 84. TIP Remember that to view the latest documents in your Inbox folder, you need to click the Refresh button. Accepted Service Receipts Acknowledgements If Husky Energy Inc. approves your Service Receipt, you will receive a Service Receipt Acknowledgement (Service Receipt Ack) with the Accepted status. The entire row is displayed in bold green font. If you single-click the Service Receipt Acknowledgement, a preview of the Service Receipt is displayed in the Preview pane. The following is an example of an accepted Service Receipt at the top of your Inbox: 60 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

67 Chapter 4 Service Receipts and Service Receipt Acknowledgements NOTE Accepted Service Receipts are ready to be invoiced. For more details, refer to Creating Invoices for Services on page 66. Accepted ERS Service Receipt Acknowledgements An Accepted ERS Service Receipt Acknowledgement is similar to a regular Accepted Service Receipt Acknowledgement. It means that your charges were approved by Husky Energy Inc. and can be invoiced. However, with an ERS indicator, the Invoice is automatically created and sent to Husky Energy Inc. For more details, refer to Receiving Invoice Acknowledgements on page 70. Rejected Service Receipts Acknowledgements If your Service Receipt has been rejected, you receive a Service Receipt Acknowledgement (Service Receipt Ack) with the Rejected status. The entire row is displayed in bold red font. If you single-click the Service Receipt Acknowledgement, the Service Receipt preview, with the rejection reason, is displayed in the Preview pane. The following is an example of a rejected Service Receipt at the top of your Inbox: If your Service Receipt was rejected, the original Service Receipt is returned to you, with all the information it contained, except for the attachment. You need to change the Service Receipt according to the rejection reason, reattach the attachment and resubmit it. For more detail, refer to Correcting Rejected Service Receipts on page 62. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 61

68 Chapter 4 Service Receipts and Service Receipt Acknowledgements Correcting Rejected Service Receipts Upon receiving a Rejected Service Receipt Acknowledgement, correct the Service Receipt according to the rejection reason and resubmit it. To correct a rejected Service Receipt: 1 In Cortex Desktop, select Inbox and double-click the Rejected Service Receipt Acknowledgement. The Service Receipt opens in a full-sized window. 2 In the Message field on the right side of the form, read the rejected reason. It is displayed in bold red font and shows a system-generated rejection reason as well as any additional information about the rejection that was entered by the Service Receipt approver or your Husky representative. Additionally, Husky may have provided additional information on the rejection in the Details & Comments field. NOTE The Message field also contains the text that you provided in the Job Summary Details & Comments field on the original Service Receipt. 3 Correct the fields that require changes. Examples: If the Service Receipt was created for a wrong PO Line Item, enter the correct number in the PO#/Line # fields. If you made a mistake in the approver code, correct in the Husky Receiver/Approver Code field. For explanations on the Service Receipt form fields, refer to Understanding Service Receipt Forms on page Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

69 Chapter 4 Service Receipts and Service Receipt Acknowledgements 4 Reattach your work ticket. Service Receipts that come back from Husky s procurement system do not contain the original attachment. For more details on attaching documents, refer to Working with Attachments, on page Click the View button to preview the Service Receipt and ensure it is ready for submission. If any required information is missing, a pop up message is displayed listing the missing fields. Enter the requested information to proceed. 6 Click the Calculate button. The Sub-Total, GST and PST totals, and Total of the Service Receipt are calculated. 7 Click the Submit button. 8 If any warning messages are issued for example, about missing Cost Objects or attachment, read the message attentively and choose how to proceed. You can either submit the Service Receipt without these details, or provide them first. Keep in mind that attachments and/or Cost Objects are mandatory for some Husky Business Units. If you submit a Service Receipt to those Business Units without any of the mandatory details, the Service Receipt will be rejected. Once you have added the appropriate Cost Objects, click Submit again. Once you have added an attachment, click Close in the Attachments window, and then click Submit again. 9 If your PST/QST number is not known at the time you submit the Service Receipt, the PST Entry window opens. 10 Enter your PST/QST number for the province where the services were rendered and click Submit. NOTE You can choose to either provide the PST/QST number or submit the Service Receipt without the PST number. If you choose to submit the Service Receipt without your PST/QST number, your PST/QST charge is automatically changed to 0%. You need to provide your PST/QST number only once. That number is saved and automatically retrieved for all future Service Receipts in that province. If you do not provide your PST number, you will be again requested to provide it on your next Service Receipt for that province. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 63

70 Chapter 4 Service Receipts and Service Receipt Acknowledgements 11 Click Refresh. The updated Service Receipt is sent to Husky s procurement system and appears in your Sent folder. In your Inbox, the original rejected Service Receipt changes its status to Resent to trading partner and is no longer displayed in red font. Once the Service Receipt reaches Husky s procurement system, the status of the Service Receipts changes to Pending Approval. You need to wait for a further Accepted or Rejected Service Receipt Acknowledgement in order to proceed. For more details, refer to Receiving Service Receipt Acknowledgements on page 60. NOTE You may receive a Pending Approval Acknowledgement Status in your Inbox, that when previewed or opened states Husky Reviewing Document(s). This status indicates that your document has been received by Husky and will be reviewed by a Husky reviewer. When you receive this status, wait for a further acknowledgement; do NOT resubmit the document. 64 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

71 Chapter 5 Invoicing Services This chapter explains how to create Invoices and how to handle the Invoice Acknowledgements that you may receive in response. The chapter includes the following sections: Receiving Invoice Acknowledgements, page 70, explains the type of Acknowledgements you may receive for your Invoices. Accepted Invoice Acknowledgements, page 70, shows an example of an Accepted Invoice Acknowledgement, which completes your workflow. Changing and Resubmitting Rejected Invoices, page 72, shows an example of a Rejected Invoice Acknowledgement and explains how to respond to it. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 65

72 Chapter 5 Invoicing Services Creating Invoices for Services The invoicing of Purchase Orders for services is based on Accepted Service Receipt Acknowledgements that you received. IMPORTANT Service Receipts must be invoiced within 60 days of approval or else Husky may require you to resubmit the Service Receipt so that it can be reapproved. You can issue a separate Invoice for each Accepted Service Receipt Acknowledgement or consolidate multiple acknowledgements for the same Purchase Order in one Invoice. Always invoice your Accepted Service Receipts if you do not invoice, you will not be paid. Try to invoice as soon as your Service Receipts have been approved. This ensures you will be paid in a timely manner and within your payment terms. ERS Invoicing For POs with the ERS indicator, the Invoice is automatically created when you receive a Service Receipt Acknowledgement with the Accepted ERS status. You are notified of the submitted Invoice by a new document in your Inbox an Invoice Acknowledgement (Invoice Ack) with the Pending Approval status. Make sure that you receive the Invoice Acknowledgement with the Accepted status afterwards. For more details, refer to Receiving Invoice Acknowledgements on page 70. NOTE You may receive a Pending Approval Acknowledgement Status in your Inbox, that when previewed or opened states Husky Reviewing Document(s). This status indicates that your document has been received by Husky and will be reviewed by a Husky reviewer. When you receive this status, wait for a further acknowledgement; do NOT resubmit the document. For more details on the ERS Indicator, see Evaluated Receipt Settlement (ERS) on page 23. To create an Invoice: 1 On Cortex Desktop, under All Trading Partners, select Husky Energy Inc. 2 Click the Invoice button on the bottom left of your screen. The Create Invoice window is displayed. 66 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

73 Chapter 5 Invoicing Services NOTE By default, the Debit Invoice option is selected. Leave this option selected and proceed to the next step. Note that the Credit Invoice option is not applicable to Services Purchase Orders. To create a Credit Invoice, refer to Creating Credit Invoices for Services on page In the Select PO field, select the Purchase Order to be invoiced. The Create Invoice window lists the Accepted Service Receipts for that PO that have been accepted and have not been invoiced. NOTE The list does not include: Service Receipts that have not been accepted. Service Receipts that have been accepted and invoiced. 4 Indicate the Service Receipts to be included in the Invoice by selecting their Include check box. TIPS When selecting multiple Service Receipts to be invoiced: Click any of the column headers in the Create Invoice window to sort the list. Click the Select All button for faster selection. The button toggles to De-Select All. Click De-Select All to cancel the selection and to select Service Receipts manually. Service Receipts that you do not include in the Invoice can be invoiced at a later time. 5 Click the Create Invoice button. The Invoice form is displayed. All fields, apart from the Invoice number, are automatically populated; the invoiced services with their details appear as separate Line Items on the Invoice. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 67

74 Chapter 5 Invoicing Services 6 Enter a unique Invoice number. 7 Click the Attachments button if you want to accompany the Invoice with another document. For more details on attachments, refer to Working with Attachments on page Review the information on your Invoice to make sure all details are correct. NOTE Unit Price, GST/HST Rate, PST/QST Rate and State Prov Code fields on the Invoice form are automatically populated but not closed for editing. If you have consent from your Husky representative, you can change these details. 9 Click the Calculate button to calculate the Sub-Total, GST/HST and PST totals, and Total of the Invoice. 10 Click the Submit button and then click Refresh. The updated Invoice is sent to Husky s procurement system and appears in your Sent folder. Additionally, some changes occur in your Inbox: Service Receipt Acknowledgements of all the Service Receipts included in the Invoice change their status from Accepted to Invoiced - Invoice# (i.e. Invoiced ). A new document, Invoice Acknowledgement (Invoice Ack) with the Pending Approval status appears, once the Invoice reaches Husky s procurement system. 68 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

75 Chapter 5 Invoicing Services NOTE You may receive a Pending Approval Acknowledgement Status in your Inbox, that when previewed or opened states Husky Reviewing Document(s). This status indicates that your document has been received by Husky and will be reviewed by a Husky reviewer. When you receive this status, wait for a further acknowledgement; do NOT resubmit the document. 11 You need to wait for a further Accepted or Rejected Invoice Acknowledgement in order to proceed. For more details, refer to Receiving Invoice Acknowledgements on page 70. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 69

76 Chapter 5 Invoicing Services Receiving Invoice Acknowledgements After you send an Invoice (or a Credit Invoice) to Husky Energy Inc., it is validated. Once this process is complete, you receive a new document in your Inbox that notifies you whether your Invoice (or Credit Invoice) was rejected or accepted. How you proceed depends on the status of the received Acknowledgement: For Accepted Invoice and Credit Invoice Acknowledgements, your workflow for the invoiced items is complete. For more details, refer to Accepted Invoice Acknowledgements on page 70. For Rejected Invoice and Credit Invoice Acknowledgements, you need to correct and resubmit your Invoice or Credit Invoice. For more details, refer to Changing and Resubmitting Rejected Invoices on page 72. TIP Remember that to view the latest documents in your Inbox folder, you need to click the Refresh button. Accepted Invoice Acknowledgements If Husky approves your Invoice, you receive an Invoice Acknowledgement (Invoice Ack) with the Accepted status. In your Inbox, the entire row is displayed in bold green font. If you single-click the Invoice Acknowledgement, its preview is displayed in the Preview pane. The following picture shows an example of an accepted Invoice Acknowledgement at the top of your Inbox: 70 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

77 Chapter 5 Invoicing Services An Accepted Invoice Acknowledgement means that Husky Energy Inc. has committed to pay the Invoice as per payment terms on your PO. At this stage, no more actions for that Invoice are required from you in Cortex Desktop. Your workflow for the invoiced services is complete. NOTE Credit Invoice Acknowledgements with the Accepted status look identical and do not require any action from you in Cortex Desktop. Rejected Invoice Acknowledgements If your Invoice has been rejected, you receive an Invoice Acknowledgement (Invoice Ack) with the Rejected status. In your Inbox, the entire row is displayed in bold red font. If you singleclick the Invoice Acknowledgement, its preview, with the rejection reason, is displayed in the Preview pane. The following picture shows an example of a Rejected Invoice Acknowledgement at the top of your Inbox: Upon receiving a Rejected Invoice Acknowledgement, you need to correct the Invoice and then resubmit it. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 71

78 Chapter 5 Invoicing Services Correcting Rejected Invoices You are notified of a rejected Invoice by an Invoice Acknowledgement in your Inbox with the Rejected status. Depending on the rejection reason, you can: Fix the rejected Invoice. Create a new Invoice with some of the Invoice acknowledgements. To be able to re-invoice acknowledgements that have already been invoiced, you need to release them. Changing and Resubmitting Rejected Invoices If the rejection reason pertains to the entire Invoice (for example, the Invoice date needs to be fixed), you can correct and resubmit the same Invoice. When resubmitting an Invoice, you need to change the Invoice number; otherwise the Invoice will be rejected. TIP For Invoice tracking, change the Invoice number by adding a standard ending, for example, a letter. Examples: Original Invoice number: 1234 Edited Invoice number: 1234A Remember to make the same change to the number on your original invoice. If these numbers do not match, the Invoice will be rejected. To change and resubmit a rejected Invoice: 1 Double-click the Rejected Invoice Acknowledgement row. The original Invoice is displayed in a full-sized window. The rejection reason appears in red font. 72 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

79 Chapter 5 Invoicing Services 2 Change the Invoice number. If you resubmit the Invoice with its previous number, it will be rejected. 3 Make any necessary corrections to the Invoice, as indicated in the rejection reason by Husky Energy Inc. 4 If you originally attached a document to your Invoice, attach an updated PDF with an image of the new Invoice number. Invoices returned from Husky s procurement system do not contain their original attachments. For more details on attachments, refer to Working with Attachments on page Click the Calculate button after the corrections have been made. 6 Click the Submit button and then click Refresh. The updated Invoice is sent to Husky s procurement system and appears in your Sent folder. In your Inbox, the original Rejected Invoice Acknowledgement changes its status to Resent to trading partner and is no longer displayed in red font. Once the Invoice reaches Husky s procurement system, the status of the Invoice Acknowledgement changes to Pending Approval. NOTE You may receive a Pending Approval Acknowledgement Status in your Inbox, that when previewed or opened states Husky Reviewing Document(s). This status indicates that your document has been received by Husky and will be reviewed by a Husky reviewer. When you receive this status, wait for a further acknowledgement; do NOT resubmit the document. 7 Wait for a further Accepted or Rejected Invoice Acknowledgement in order to proceed. For more details, refer to Receiving Invoice Acknowledgements on page 70. Releasing Invoiced Service Receipts A rejection can be caused by problems with only some of the invoiced Service Receipts. In this case, consider releasing the fully invoiced Service Receipts. This detaches all the invoiced Service Receipts from the Invoice and reverses them to their previous Accepted status. Once released, any of these Service Receipts can be invoiced again, either separately or together with other Service Receipts for that PO. You can then create a new Invoice without the Service Receipts that have caused the Invoice rejection. To release invoiced Service Receipts: 1 In the Cortex Inbox, double-click the Rejected Invoice Acknowledgement row. The original Invoice is displayed in a full-sized window. The rejection reason appears in red font. 2 Click the Release Tickets button. NOTE Tickets are also known as Service Receipts. 3 Click the Close button to return to your Inbox. 4 Click Refresh. 5 Review the documents in your Inbox. The invoiced Service Receipt Acknowledgements have been reversed to the Accepted statuses and appear in your Inbox. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 73

80 Chapter 5 Invoicing Services 6 Create a new Invoice for only those Service Receipts that will not cause another rejection. For more details, refer to Creating Invoices for Services on page Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

81 Chapter 6 Credit Invoices This chapter explains how to create Credit Invoices for services and includes the following sections: Creating Credit Invoices for Services, page 76, explains how to create Credit Invoices. Receiving Credit Invoice Acknowledgements, page 78, describes the Credit Invoice Acknowledgements that you may receive in response to your Credit Invoices. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 75

82 Chapter 6 Credit Invoices Creating Credit Invoices for Services If you need to credit Husky Energy Inc. after your Invoice was accepted, you can issue a Credit Invoice. NOTE If you wish to apply a discount before invoicing, you can do so when creating a Service Receipt. For more details, refer to Applying Discounts on page 51. To create a Credit Invoice: 1 Click the Invoice Ack row that requires a credit. 2 Under All Trading Partners, select Husky Energy Inc. 3 Click the Credit Invoice button in the lower left corner of the window. The Create Credit Invoice form opens. The Invoice No field displays the selected Invoice number, and a list of tickets that were included in the Invoice appears in the lower area of the form. 4 Check the Include boxes of the Ticket Line # from the Service Receipts that you wish to credit back to Husky Energy Inc. 76 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

83 Chapter 6 Credit Invoices 5 Click the Create Credit Invoice button in the lower right corner of the Create Credit Invoice form. A Credit Invoice form opens, displaying a list of the tickets that you selected in the previous step. TIP For easy tracking, it is recommended to add CR at the end of the Invoice number. 6 If you wish to credit the entire amount, leave the Line Item details unchanged. However, if you want to credit a partial amount, you can adjust the Unit Price or the Quantity on the Line Item. Example: Ten hours of work were charged at $70 per hour, but you want to credit 10% of the charge. You can: Change the price from $70.00 to $7.00. OR Change the quantity from ten hours to one hour. NOTE Calculate the credited amount accurately and make sure it does not exceed the actual charge. If your credit is greater than the charge, your Credit Invoice will be rejected. For example, if your original charge was for three hours at $10 and then you issued a Credit Invoice for three hours at $12, the Credit Invoice will be rejected. 7 Click the Calculate button after any adjustments have been made. The Sub-Total and Total of the invoice are calculated. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 77

84 Chapter 6 Credit Invoices 8 Click the Submit button and then click Refresh. The Credit Invoice is sent to Husky s procurement system and appears in your Sent folder. Additionally, some changes occur in your Inbox: Service Receipts included in your Credit Invoice change their status from Accepted to Credit Invoiced-x, where x is the Credit Invoice number. A new document, Credit Invoice Acknowledgement (Credit Invoice Ack) with the Pending Approval status appears. NOTE You may receive a Pending Approval Acknowledgement Status in your Inbox, that when previewed or opened states Husky Reviewing Document(s). This status indicates that your document has been received by Husky and will be reviewed by a Husky reviewer. When you receive this status, wait for a further acknowledgement; do NOT resubmit the document. 9 Verify that you received an Accepted Credit Invoice Acknowledgement. For more details, on Invoice Acknowledgements, refer to Receiving Invoice Acknowledgements on page 70. NOTE If your Credit Invoice is rejected, act according to the rejection reason provided in the Credit Invoice Acknowledgement. You may need to fix and resubmit the Credit Invoice. Receiving Credit Invoice Acknowledgements After you submit a Credit Invoice it needs to be validated by Husky Energy Inc. Once this process is complete, you receive a new document in your Inbox that notifies you whether your Credit Invoice was rejected or accepted. Your further action depends on that status of the received Acknowledgement: For an Accepted Credit Invoice Acknowledgement, your workflow for the invoiced items is complete. For a Rejected Credit Invoice Acknowledgement, you need to fix and resubmit your Credit Invoice according to the rejection reason. TIP Remember that to view the latest documents in your Inbox folder, you need to click the Refresh button. Correcting credit Invoice Acknowledgements is similar to debit Invoice Acknowledgement. For more details, refer to Receiving Invoice Acknowledgements on page Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

85 Chapter 7 Working with Attachments This chapter describes when and how to attachment backup documentation to your documents in Cortex Desktop. The chapter includes the following sections: When and What to Attach, page 80, describes which documents require attachments and what information these attachments should provide. Attachment Requirements, page 80, lists the requirements of a valid attachment. Attaching Files to Your Documents, page 80, explains how to submit an attachment with your document. Removing and Replacing Attachments, page 81, details how to remove an attached file from your document and/or replace it with a different file. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 79

86 Chapter 7 Working with Attachments When and What to Attach You can send attachments with any documents that you are submitting to Husky Energy Inc. It is mandatory to submit attachments with Service Receipts. Attachments that accompany Service Receipts serve as a proof of the charges you are submitting. Without attachments, these documents cannot be processed and your Service Receipt will be rejected. The attachment should be a scanned copy of the original work ticket, preferably stamped. For more details on creating Service Receipts, refer to Creating Service Receipts on page 26. Invoices can be submitted with or without attachments. With Invoices, attach the original invoice issued in your system, specifying the invoiced item, quantities and price. For more details on creating Invoices, refer to Creating Invoices for Services on page 66. When resubmitting Service Receipts and Invoices that were rejected, you must reattach the accompanying documents, because documents rejected by Husky do not contain the original attachments. Attachment Requirements An attachment must meet the following requirements: You can attach one file only. TIP If you need to attach multipage documents, scan them as one file and then attach them. To minimize attachment file size, always scan your documents in black and white. The file must be in PDF format. The file name length must not exceed 90 characters. The file name must not contain: o o Special characters The word Cortex The file size must not exceed 4MB. Attaching Files to Your Documents 1 In the document, click the Attachments button. The Attachments window is displayed. 80 Cortex Desktop TM Husky Energy Inc. Services Supplier Guide

87 Chapter 7 Working with Attachments 2 Click the Add button, browse to your document and click Open. The document name is displayed in the Attachments window. 3 Click OK to close the Attachments window. The document name is displayed next to the Attachments button in the form. NOTE If you click the Close button on the Attachments window, the window will close and will NOT attach your document. Removing and Replacing Attachments If you attached an incorrect document, you can remove and/or replace it. 1 In the form, click the Attachments button. The Attachments window is displayed and the attachment name is highlighted. 2 Click the Remove button. The attachment is removed. 3 Click Close. To replace an attached document with a different one: 1 In the form, click the Attachments button. The Attachments window is displayed and the attachment name is highlighted. 2 Click the Add button, browse to your document, and then click Open. 3 The Update Attachment? window opens: 4 Click Yes. Cortex Desktop TM Husky Energy Inc. Services Supplier Guide 81