How To Submit A Confirmation / Invoice / Advance In 6 Steps
QUICK GUIDEHow to SUBMIT a Confirmation / Invoice / Advance in 6 stepsThis is a Quick Guide how to submit an Invoice and a MilestoneAchievement Certificate ( ‘Confirmation’) against an ESAContract in six steps.This is what you see after login:The ‘Home’ Screen, sub-Tab ‘Welcome’The submission of both documents is a pre-requisite for directpayment by ESA.Your Contract may also exceptionally foresee the payment ofan Advance, typically upon signature of a Contract Action.In Annex 1 you will see how to submit an Advance PaymentRequest in 6 steps.More detailed information incl. FAQ’s is accessible under http://esa-p-help.sso.esa.intStep 1: Log inhttp://esa-p.sso.esa.intprompts you to the esa-p login screen.In Step 2 you will navigate to the 2nd Tab labelled ‘OrderCollaboration’ from where you can access the screens tocreate, one after the other, ‘Confirmation’ and ‘Invoice’.If you had forgotten your usernameor password: contact idhelp@esa.intSlide 1ESA UNCLASSIFIED – For Official Usev2.0 May 2015
Step 2: Navigate to ‘Create Documents’:‘Confirmation’ and ‘Invoice’Change Tab to ‘Order Collaboration’, then choose which type of document you want to create.We recommend you create first the Confirmation, then the Invoice,against the same Milestone and with the same Confirmation/Invoice amount.After selecting the document type, you will beprompted in Step 3 to a screen where to selectthe ESA Contract ‘Purchase Order’ againstwhich the Confirmation or Invoice is to besubmitted.Slide 2ESA UNCLASSIFIED – For Official Usev2.0 May 2015
Step 3: Select the ESA ‘Purchase Order’Step 3a: Select PO to create ‘Confirmation’After selection to ‘Create Document: Confirmation’ in the‘Order Collaboration’ Tab:After selection to ‘Create Document: Invoice’ in the ‘OrderCollaboration’ Tab:1. In a first screen you select the type ‘Invoice’(or in seldom cases ‘Credit Memo’), then2. Click Continue. You will be prompted toanother screen where you3. Enter your ESA Contract Number*), then4. Click Add1. Enter your ESA Contract Number *)2. Click on Search; then3. Click Continue*) The ‘Purchase Order Number’ ESA Contract Number a 10-digit number mentioned on the ESA contract.If you are a Sub-Contractor: in doubt ask your PrimeContractor for this number.Slide 3ESA UNCLASSIFIED – For Official UseStep 3b: Select PO to create ‘Invoice’v2.0 May 2015
Step 4: Select the particular Milestonewithin the chosen ‘Purchase Order’After selection of the Purchase Order in Step 3 you now need to specify against which Milestone ( ‘line item’) exactly you want tosubmit your Confirmation or Invoice:Step 4a: Select MS to create ‘Confirmation’The Screen ‘Create Confirmation’ initially displays by defaultALL Milestones.How to choose the one you want to (partially of fully) confirm?Enter in the field ‘Confirm Quantity’ of the chosen Milestone therespective amount (typically in sync with the invoice amount)[Example below: full Milestone amount of 50,000 confirmedby entering 50000 in field ‘Confirm Quantity’]Slide 4ESA UNCLASSIFIED – For Official Usev2.0 May 2015Step 4b: Select MS to create ‘Invoice’The Screen ‘Create Invoice’ initially displays by default ALLMilestones. So you need to1. Click on the button ‘Exclude All’. This will un-tickall markings in the 2nd column. Then2. Tick the box next to the SINGLE Milestone youchoose for invoicing.
Step 5: Complete all Mandatory FieldsStep 5a: ‘Confirmation’ – Details (part 1)1. Choose the Milestone and specify amount (done in previous step 4)2. Specify details (Title, Name, Date, Reference)3. Add attachments as necessary to substantiate proof of Milestone Achievement see next pageSlide 5ESA UNCLASSIFIED – For Official Usev2.0 May 2015
Step 5: Complete all Mandatory FieldsStep 5a: ‘Confirmation’ – Details (part 2): AttachmentsFurther to point 3 on to how to add attachments to Confirmations in order to substantiate proof of Milestone Achievement:a) Change Tab from Overview to ‘Notes & Attachment’b) Click in the lower part the button ‘Add Attachment’c) Upload from PC chosen file(s) and assign a meaningful ‘Description’; finish with ‘OK’.Slide 6Procedural note: It is highly recommended to attach meaningful and substantial proof ofMilestone Achievement (on goods delivered, service rendered) in order to bring ESA in aposition to swiftly approve the Confirmation and release payment.ESA UNCLASSIFIED – For Official Usev2.0 May 2015
Step 5: Complete all Mandatory FieldsStep 5b: ‘Invoice’ – Details (part 1) Payee of the invoice Prime vendor Payee Invoice number Invoice text e.g. Originator Invoice nr., Confirmation nr. Invoice textThe fields “Supplier” ( Prime Contractor) AND “Invoicing Party” ( Payee of the invoice) are always defaulted toPrime. This is correct if the invoice is payable to the Prime. If however the selected Milestone relates to a SubContractor to be paid directly by ESA, this default setting is wrong and has to be changed to the correct payee ofthe invoice.How? click ‘CHECK’ button to see the correct Invoicing Party # in the error message).Complete all fields marked in green. To select the bank account: choose among values from the picklist.Slide 7ESA UNCLASSIFIED – For Official Usev2.0 May 2015
Step 5: Complete all Mandatory FieldsStep 5b: ‘Invoice’ – Details (part 2)4311Enter quantity invoice amount (here: 500000)2Select Tax code, if applicable (here: left to default 0%)Slide 8ESA UNCLASSIFIED – For Official Use523Calculate Total Taxes4Calculate Total ValueCheck-button – verify if invoicecontains errors BEFORE Postingv2.0 May 2015
Step 6: Submit the Confirmation / InvoiceStep 6a: ‘Confirm’ the ‘Confirmation’Step 6b: ‘Submit’ the InvoiceFirst verify via the ‘CHECK’ button that all entries are OK.Then, to submit a MAC/ Confirmation for approval, click theCONFIRM button.After clicking ‘Refresh’ the status of the confirmation willchange from ‘In Process’ to ‘Awaiting Approval’.Slide 9ESA UNCLASSIFIED – For Official Usev2.0 May 2015First verify via the ‘CHECK’ button that all entries are OK.Then, to submit an invoice for approval, click the POSTbutton.After clicking ‘Refresh’ the status of the invoice willchange from ‘In Process’ to ‘Awaiting Approval’.
Annex 1: How to submit an Advance in 6 stepsYour Contract may exceptionally foresee the payment of an Advance, typically upon signature of a Contract Action.In this Annex you will see how to submit an Advance Payment Request in 6 steps, very similar to Confirmation and Invoice:Step 2: select Doc. typeStep 3: select PO1.2.3.4.5.6.Login (see page 1)Select Document TypeEnter PO Number and ‘Add’Select the Advance Payment Plan (via picklist)Complete DetailsCheck and SubmitStep 4: Select Advance Payment PlanProcedural note: Advance Payment Requests do notrequire a Confirmation / Milestone Achievement CertificateSlide 10ESA UNCLASSIFIED – For Official Usev2.0 May 2015
Step 5: Complete all Mandatory Fields andStep 6: Submit Advance Payment RequestSlide 11ESA UNCLASSIFIED – For Official Usev2.0 May 2015
Annex 2: Status Information for INV / MAC / ADV–and what they meanesa-pstatusDescriptionesa-p sub statusfor documents ‘Awaiting Approval’In ProcessDocument is in the process of being created.SavedA draft status; document can be re-opened for editingby author. ATTENTION: A Saved document is NOTsubmitted will never reach ESAAwaitingapprovalApproval workflow has started, document is now inInbox of upper level for approval. Upon Prime approval:Document is submitted to / received by ESAApprovedStatus after approval by ESA.Awaitingapproval byVendorDocument is under approval withinconsortium awaiting approval byupper-tier supplier / PrimeParked waitingGRN approvalElectronic Invoice approved by Prime submitted to ESA but Invoice amount not(fully) covered by confirmed Milestoneamount Missing Confirmation.Paper Invoice received and registered byESA but Invoice amount not (fully)covered by confirmed Milestone amount Missing Confirmation.Posted intheBackendFor Confirmation: this is the final status upon approvalby ESA ( best case)Approvedawaiting GRNapprovalPaidFor Invoice and Advance: this is the final status uponapproval by ESA; trigger for bank transfer by ESA( best case)AwaitingApproval byESADocument is under approval by ESA.(Release)RejectedDocument was rejected by an upper-tier within theIndustry consortium or within ESAWorkflow errorsDeletedDocument was withdrawn by authorApproval workflow has resulted in atechnical error.CancelledInvoice was cancelled.To becorrectedmanuallyInvoice is incomplete and cannot be posted (submitted)unless edited and corrected by author/PayableAdministrator or deleted by ESA Finance.Slide 12ESA UNCLASSIFIED – For Official Usev2.0 May 2015
Annex 1: How to submit an Advance in 6 steps. Your Contract may exceptionally foresee the payment of an Advance, typically upon signature of a Contract Action. In this Annex you will see how to submit an Advance Payment Request in 6 steps, very similar to Confirmation and Invoice
How to submit a Confirmation or Invoice or Advance in six steps 3 Page Introduction This is a Quick Guide how to submit a Milestone Achievement Certificate ( ‘Confirmation’), an Invoice or an Advance Payment Request against an ESA Contract. The correct submission of all documents is a
TRANSFER STUDENT APPLICATION GUIDE CSU OFFICE OF THE CHANCELLOR, 2017 4.0 Submit your application 4.1 Select Submit Application from the top navigation bar. 4.2 Submit applications Select Submit All to submit applications for all programs selected or select Submit button under each program to select those programs to submit.
What if my completed confirmation has errors? You can request additional information from the bank by clicking the ‘Re-confirm’ button at the bottom of the confirmation and enter appropriate details. The confirmation will be sent back to the bank for review and further processing. What if I can’t find my completed confirmations?
Confirmation” pages. Questions can be found on the parish website. (Note: Resources include: information covered in class, Youcat, Holy Bible and the CCC book. 1. What is the Sacrament of Confirmation all about? 2. What does Confirmation do? 3. What does it mean to be “an adult” in the Catholic Church? 4.
Delete or Cancel a Confirmation of Goods Receiptthrough SAP A department will need to delete the confirmation of goods receipt if a goods receipt is created for the wrong shopping cart numberor for the wrong quantities. This transaction will reverse the entire confirmation of goods receipt. If the quantity was for 100, the entire quantity
Confirmation the power of the Spirit and the sign of the Cross complete the grace begun in baptism so that Christians may bear witness to Christs Passion and Resurrection in their lives. Confirmation conforms the baptized to Christ and makes them more fully members of the Church. In this way, the Sacrament of Confirmation perpetuates the
celebrated. Rather than replacing seasonal environment with Confirmation banners and symbols, "keep the season" and highlight the significance of the Confirmation liturgy with elements such as water, oil and flame; all symbolic of Confirmation. 4. Music is a very important part of a celebration such as Confirmation. Careful
the Sacrament of Confirmation on the candidates for confirmation from our schools (name schools). As their names are called out, each candidate stands. Bishop Fintan's homily follows. The Profession of Faith The candidates for confirmation are invited to stand. Bp. Fintan: Dear People of God, dear young people who will
