Last Updated 11/13/15 LM Procure to Pay Quick Reference Guide For Suppliers Using einvoicing Lockheed Martin Procure to Pay November 2015
Procedure This quick reference guide navigates through the DCI einvoicing application and discusses how to view the purchase order, create an invoice and send inquiries to Lockheed Martin personnel. 1. Log in to Exostar using Internet Explorer. When the screen above appears, click the Exostar login link at the top right of the page to access the Exostar login screen. 2
2. Enter your User ID and password into the appropriate fields and click the Login button. 3
3. Click the Open Application link. 4
4. From the LMP2P homepage, click the DCI einvoicing tab. 5. Note: If you continue to see a loading symbol when selecting the Accounts Payable link, please use the following steps. 6. To fix this issue, select the compatibility button located in your address (URL) bar. The button looks like a page torn in two pieces and is located next to the Refresh button. 7. To contact LMC for help, log in to the LMP2P Vendor Portal. From the Home tab, click the Accounts Payable link and from the drop-down, choose Email Inquiry Form. 5
8. To locate a PO to bill as an invoice, you can either click on the link in the Activity Center to List Open Purchase Orders (preferred method), or you can click the Open link under the PO Lists. In addition, if you know the PO number, you can also use Search at the top of the page. Type in the PO number in the Doc # field, change the drop down to POs and click Go. 6
9. Here you will see the purchase orders from Lockheed Martin which you have approved. These Purchases Orders are open and ready for invoice submittal. To select a PO, click on the link in the PO # column. 7
10. The top of the screen displays the PO header information. 11. The lower half of the screen displays the PO line item information. 8
12. The History section shows the history of the PO, which are all the changes that have been made to this PO by the Buyer. 13. The Related Documents section shows all invoices that have been submitted against this PO. 9
14. When you are ready to submit an invoice, click the Create Invoice button 10
15. Follow these steps to submit an invoice: Input the invoice number in the Invoice Number field The Current defaults to US Dollars, but can be changed using the drop down Check this box if the invoice is a credit memo, if not, leave blank Enter the invoice date. This field defaults to the current date, but can be modified. 11
Material Line Item 16. To continue at the line item detail level for a material line item: Input the quantity at the line item level Input a description in the Invoice Line Description field Click the Save link at the line item level Service Line Item 17. To continue at the line item detail level for a service line item: Verify the total in the Value box Input a description in the Invoice Line Description field Click the Save link at the line item level 12
Condition Line Item 18. To continue at the line item detail level for a condition line item: Input the condition value in the Value box Input a description in the Invoice Line Description field Click the Save link at the line item level 13
Down Payment Line Item 19. To continue for a down payment invoice: If the invoice is a Down Payment invoice, the screen will look like the image above. This is an example of the Special Payment Information (SPI) set at the line level. Note that down payment invoice line items will be updated by Lockheed Martin directly based on the attachments provided. Note, you must attach documentation to any invoice marked as Down Payment. 14
ERS Line Item 20. If the line item is marked as ERS, then you will see the verbiage above. You will not be able to invoice these lines because it is not necessary or accepted for this type of line item. The line will actually disappear when you go to create the invoice. 15
21. To continue on the Invoice Footer: Add tax if needed in the Tax field If tax has been added, click the Recalculate button to recalculate the total 16
22. Browse for a document to attach using the Browse button under the Add PDF File section of the screen. You are not required to submit a document; however, if the LM invoice approver requires documentation prior to approving your invoice, it must be attached. Note: The only exceptions to this are Down Payment and/or Construction Order invoices. A copy of the invoice MUST BE attached in this case. If there are any attachments already on the invoice, they will be visible under the Attachments heading. 17
23. After hitting Submit, you will get this confirmation screen where you will need to hit Submit Invoice again. Or, if additional changes need to be made, click Return to Invoice. 18
24. Once the invoice is submitted, the home screen will appear. The invoice the supplier just submitted will be in the Received status. 19
25. If you wish to submit a dialog message related to a submitted transaction, you must first locate the invoice. To locate the invoice you can use one of the following processes: If you know the document number, use the Search feature and type in the number in the DOC# field and click Go. Make sure Invoice is selected from the drop down menu. If you know the status of the invoice, you can click on the Invoice Status in the left navigation. Then you can search for your invoice in the listing screen. Note: Dialogue messages cannot be sent on invoices that are in a draft status. 20
26. Click on the invoice number you wish to open. 21
27. Scroll down to the bottom of the screen to see the Add Dialog area. Take the following steps to add a dialog message: If you wish to send a message to LM Accounts Payable, click the Send to AP checkbox. This will populate the correct email address in the To field automatically. If you wish to send a message to the LM Buyer, do not click the Send to AP checkbox. Instead, you must type their email address in the To field. Include the Invoice and/or PO number in the Subject line Input as many specifics as possible in the body of the message. This will aid Accounts Payable and/or the Buyer in answering your question promptly. You have the option of clicking the Attach copy of invoice checkbox. This will attach a screenshot of the invoice as it has been submitted in the DCI einvoicing application. Click the Send link to submit the message 22
28. You will see the response from Accounts Payable and/or the Buyer on the invoice. 23
29. You will also get an email notification of the response if you click the Email checkbox for Incoming Dialog Message. This can be found under Settings > Edit Your Settings 24