Electronic Invoice Testing with SciQuest

Ask functional staff to create requisitions/POs or create them yourself.
1. Main Menu Tab+Shop Catalogs
2. select items and add to shopping cart
3. Press return to KFS button in upper right hand corner.
4. Fill in required requisition information, calculate, submit.
5. Approve document.
Once the PO is in FINAL Status, go to SciQuest test site to create an invoice.
1. Main Menu Tab+Shop Catalogs
2. Orders&Documents+Search Documents
3. In the search box, select Purchase Order, Enter the Purchase Order Numbers under Purchase Order Identification and press GO button
4. Drop down box needs to say Create Invoice, select the PO(check box to the right of the PO) and press go. Note that you can only create one invoice at a time.
5. The screen will display errors. If the screen darkens, scroll to the bottom and select (save, yes). Enter bogus information for the SupplierInvoice number. Also fill in Remit To information. Press the Save Button. “Invoice was saved successfully” message will appear above the Save button.
6. Scroll to the top of the screen where the boxes add po, entry, review complete appear in the upper right. Entry is darkened, press review, then press Complete. The Buyer Invoice Submission screen appears, showing you the supplier Invoice Number and other pertinent information. This information is needed, if you want to do further queries.
Verify Invoice was created by staying in Sciquest.
1. Orders&Documents+Search Documents
2. In the search box, select Purchase Order, Enter the Purchase Order Numbers under Purchase Order Identification and press GO button. “Fully Invoiced” will appear under the Settlement Status and “Sent” will appear under Supplier Status. This indicates that the invoice has been sent to KFS.
Ask scheduling to run UAT-KFS-SciQuest_data_xfer. This will transfer the invoices to the UAT environment under administration Tab, Batch column, System section, Batch File entry --staging/purap/electronicInvoice
If the invoices are from a different environment, they need to be captured and uploaded to the correct environment. Administration Tab, second Column, Testing Section, Electronic Invoice Section, Generate/Upload eInvoice Files. Press Browse, select file, then press Upload XML eInvoice File.
Run electronicInvoiceExtractJob found under administration Tab, Batch column, System section, Schedule entry, namespace=KFS-PURAP – Purchasing/Accounts Payable, Select Modify, Select Run. This job produces electronic invoices in KFS for review by Accounts Payable.