ERS Configuration

Evaluated Receipt Settlement

ERS Configuration is only available if you are using the Supplier Workbench add-on module for PROCESSIT.

You must enable the ERS process before any invoices will be generated. Also please note necessary Tax settings.

ERS configuration determines the way Evaluated Receipt Settlement is handled by the workflow. ERS is also called Self-Billing because the invoice is generated by the Buyer upon Receipt of Goods.You can configure ERS to automatically generate invoices based on receipt settlements and forward these to the PROCESSIT workflow, including an invoice image. ERS Configuration controls how and when an invoice based on ERS and corresponding purchase orders is generated. Note that Purchase Orders are required for ERS to work.

ERS configuration access

You access ERS Configuration from the Supplier Workbench Admin screen. Click the ERS configuration button to access the administrator.

Schedule tab

You can schedule ERS invoice generation for each Organization. The specified schedule determines when an invoice is generated. Select a process type and the corresponding day and time if applicable. You can always delete or change a schedule. Any processes still in flow will finish their designated workflows.

Organization - The organization to which the schedule applies.
Process Type - Process Type schedule timing: Each (for each receipt), Daily or Weekly
Day of Week - Specifies the weekday if Weekly is chosen in Process Type.
Time of Day - Specifies the daily hour for the schedule.

Creating an ERS invoice generation schedule

Click Create
Select an Organization
Set the Process Type to either Each (for each receipt), Daily or Weekly
Click Save to save your changes or click Cancel to undo your changes.
The defined schedule applies to all Supplier Sites configured in the Supplier / Site configuration tab for the selected Organization.

Deleting a schedule

Select the Organization schedule in the table
Click Delete. (You receive a confirmation warning).
Any processes still in flow queue will complete their workflows.

Disable all ERS configuration

Click Disable All Configurations. (You receive a confirmation warning).
ERS Enabled is set to N for all Supplier Sites for all organizations.
Any processes still in flow queue will complete their workflows.

Supplier / Site configuration tab

Supplier Site configuration applies to the Organization selected in the Schedule tab. You can configure each Supplier Site for the Organization

Organization - The organization to which the schedule applies (set in Schedule tab).
Supplier Site - Supplier effected by the configuration .
Supplier Site - Supplier site effected by the configuration .
ERS Enabled - Determines if ERS is enabled (Y) or not enabled (N).
Mail Notification - Determines if a mail should be sent to the supplier when an invoice is generated.
for the schdeule determines the approach for the invoice generation..
Invoice Num Style - Specifies how the number for generated invoices is constructed.
Supplier Email Address - The email address for the supplier receiving the mail notification regarding new ERS invoices.

Creating a Supplier Site ERS configuration

Click Create
Select a supplier
Select a supplier site (You can only select sites not already configured).
Set ERS Enabled to Y.
Specify if a Mail Notification should be sent to the supplier when an invoice is generated.
Select the ERS Context.
Specify the Invoice Number Style for the generated invoice.
Supply the email address for the supplier of Mail Notification is enabled.
Click Save to save your changes or click Cancel to undo your changes.

ERS context

The defining part for the ERS invoice generation is the ERS Context selected for the supplier site.

Receipt An invoice is generated for each receipt found at the scheduled time (i.e. you receive an invoice pr. receipt).
PO An invoice is generated based for each purchase order with new corresponding receipts at the schduled time (i.e. you receive an invoice pr. purchase order).
Supplier site An invoice is generated for all receipts for the site at the scheduled time (i.e. you receive a single invoice pr. supplier site).

ERS Processor tab

The ERS Processor tab is the main control tab for enabling the entire ERS self-billing process. You must start the process before any invoices will be generated.

Controlling ERS process

Click Start Processor to enable ERS processing.
Click Stop Processor to disable ERS processing.

The ERS process is disabled as default. You must start the process before any invoices will be generated.

Generated invoices

The generated invoices contain all data corresponding to the selected ERS context. They are generated according to the schedule specified for the organization. Invoices are sent to the PROCESSIT workflow and handled according to standard hierarchies. An invoice line is generated for each shipment with tax and freight added.

An invoice image is automatically created and attached to the invoice workflow as with a standard invoice. The invoice image is generated from an html template.

Image logo for generated invoices

You can change the logo used in the standard ERS invoice template:

Create a logo image with height: 70 pixels and maximum width: 200 pixels.
Name the image file ers_logo.png (make sure it is a .png file).
Upload the image to the \tmp directory of your weblogic server.

Tax settings

The configuration parameter Enable Tax Engine must be set to No when using Evaluated Receipt Settlement. Otherwise multiple tax lines might be generated.