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					                       Chevron Business & Real Estate Services
                                   eProcurement
Create Invoice - Quick Reference Card
        Log On
        Website URL:                     https://eprocurement.chevron.com
                                         Click „Contracts/ Buyer / IPAT‟
        Login:                           Enter Chevron Issued User ID
        Password:                        Enter Chevron Issued Password (password is case sensitive)


        After login:                     Click „Create‟
                                         Click „Service Entry/Work Ticket Entry/Credit Memo‟


       Add Title
        Title:                           Enter a Title within this field using the following format: “Your Company
                                         Name / Job Name / Invoice #”

        Service Order:                   Click the dropdown arrow and choose the Service Order within the
                                         dropdown list or click „Other‟ and type the Service Order number within
                                         the „Search‟ field. Click the „Search‟ button. Click the „Select‟ button to
                                         choose the correct Service Order number. (All eProcurement Service Order
                                         numbers fit the format 0015xxxxxx.)

        Supplier:                        Your Company‟s name appears in this field.

        On behalf of:                    A name will automatically populate from the Service Order number chosen
                                         above. If you are advised to change the defaulted OBO, Invoice Approver,
                                         click the dropdown arrow and choose your designated Invoice Approver
                                         within the dropdown list or click „Other‟ and type the Invoice Approver‟s
                                         last name within the „Search‟ field. Click the „Search‟ button. Click the
                                         „Select‟ button to choose the Invoice Approver.

        Company Code:                    Will automatically populate from Service Order number chosen above.

        Hold Until:                      Leave blank

        Work Start Date:                 Enter the date work started.

        Work End Date:                   Enter the date work ended.

        Supplier Work Ticket#:           Enter the time sheet or work ticket number if applicable. (May enter
                                         multiple ticket numbers in this field separated by spaces, commas, etc.)

        Invoice #:                       Enter the invoice number.

        Work Location:                   Enter location where work was performed.




Chevron Pipe Line Company eProcurement                                                                              7/7/2010
                                                                                                                      Page 1
Create Invoice - Quick Reference Card


         Field Rep.:                        Enter CBRES employee‟s name who requested the material and/or
                                            service. Could be a Foreman if it is different from the OBO Approver.


         Supplier‟s Tax Amount:             If your invoice contains a taxable event and payment of tax is expected,
                                            enter only the tax amount value within this field. If there isn‟t any tax
                                            applicable to the invoice, enter a zero. (This field must contain a value.)

                                            Click „Next‟


        Add Items
         Plant:                             Will automatically populate from Service Order number chosen.

         To add Catalog Items:              Invoice entries must be created using catalog items to meet auditing
                                            requirements. (See “Notes” below.)
                                            Your company‟s entire online catalog is displayed within the bottom portion of this
                                            screen (change Show Results to 100 per page, change View by to Supplier and
                                            change with to Summary (multi). You may search for catalog items by scrolling
                                            through the descriptions and by changing pages if necessary OR you may enter
                                            search criteria in the fields listed within the top-half of the screen. (Click „Options‟
                                            and click „Show all search options‟ to enable viewing of all search fields.) You can
                                            then add multiple catalog items simultaneously. Select the checkboxes of all items
                                            you want to add to the entry, update quantities, and click the „Add to Cart‟ button.
                                            The “Shopping Cart” screen appears containing all the items selected.




                                            Locate the desired item by entering a keyword in a search field and click
                                            the „Search‟ button.

         Search Fields

         Keywords (And):                    Searches for items that contain all the words you type.
                                            For example, if you type „oil pump‟, all catalog items that contain both the words
                                            oil and pump would appear. Items that contain only one of the words would not
                                            appear.

         Keywords (Or):                     Searches for items that contain any of the words you type.




Chevron Business and Real Estate Services                                                                                   7/7/2010
                                                                                                                              Page 2
Create Invoice - Quick Reference Card

                                            In this field you could type a series of part numbers and all catalog items for the
                                            specific part numbers would appear.

         Other search fields:               Search by Supplier Part #, Mfg. Part #, or view your entire catalog by using the
                                            search field „Supplier‟.

                                            To add a catalog item, click its „Add To Cart‟ button.
                                            The “Shopping Cart” screen appears.
                                            If necessary, update the quantity.
                                            To add other items, click the „Add Items‟ button or the „Back To Catalog‟
                                            button.

         To add Non-Catalog Items:
         (These are items not found within your online catalog; such as 3rd party charges or other job site incidentals.)

                                            Click the „Create Non-Catalog Item‟ button

         Description:                       Enter a description of the item.

         Material Group:                    Choose the Material Group Code from the dropdown menu or click „Other‟
                                            to view all Material Group Codes associated to your company. Click the
                                            „Select‟ button to choose the appropriate Material Group Code.

         Vendor:                            Automatically populates from chosen Service Order.

         Supplier Part Number:              Leave Blank

         Supplier Aux Part ID:              Leave Blank

         Quantity:                          Enter quantity.

         Unit of Measure:                   Enter unit of measure.

         Unit Price:                        Enter unit price.

                                            Click „OK‟

                                            The “Shopping Cart” screen appears.

                                            When you are finished adding items, click „Checkout‟.

         To enter/update the Charge Code (Cost Center or WBS element):
         (An error within your invoice entry will appear. Line items must be edited to enter the charge code
         provided by the CBRES representative, either a „Cost Center‟ or „WBS Element‟ – one or the other)

                                            At the „Checkout‟ screen, click the box located above-left of the first line
                                            item (this selects all line items). Click the „Edit‟ button. Scroll down to
                                            the “Accounting – by Line Item” section. This will change every line item
                                            within the invoice entry.

         Cost Center:                       Click the dropdown arrow and click „Other‟. Type the cost center within
                                            the search field and click „Search‟. The cost center will appear, click
                                            „Select‟. Click „Next‟. Review modified fields and click „Done‟. (If editing
                                            only one line item, click „OK‟)




Chevron Business and Real Estate Services                                                                                 7/7/2010
                                                                                                                            Page 3
Create Invoice - Quick Reference Card


         WBS Element:                       Click the dropdown arrow and click „Other‟. Type the WBS Element
                                            without the hyphens within the search field and click „Search‟. The WBS
                                            Element will appear, click „Select‟. Click „Next‟. Review modified fields
                                            and click „Done‟. (If editing only one line item, click „OK‟)




        Summary Tab (Checkout)
         Comments - Entire Service Entry/Work Ticket Entry/Credit Memo Section:

         Comments:                          Enter comments of your choice. (Example: See Attachments)


         Add Attachment:                    Click the „Add Attachment‟ button and attach scanned original invoice,
                                            signed delivery ticket, or time sheet(s)/work ticket(s). (This is required
                                            for auditing purposes. If supporting documentation is not attached, your
                                            invoice will not be paid.)
                                            (Due to audit requirements, backup documentation must be electronically attached
                                            within each invoice entry.)


        Approval Flow
         Click the „Approval Flow‟ tab to verify your designated Invoice Processor is reflected there. The
         Invoice Processor will be required to approve the entry.



        Click „Submit‟ Button
         Expected Result:                   Service Entry/Work Ticket Entry/Credit Memo has been successfully
                                            submitted. Payment clock begins when invoice entry is submitted
                                            successfully and payment is made per your contract payment terms.

         NOTES:

         1. To meet auditing requirements, your electronic invoice must be populated with items from your
            online catalog. If changes are required within your catalog, these changes must first be
            negotiated and agreed upon by your CBRES Regional Category Specialist. When consensus is
            established regarding changes, the RCS will provide the revised Catalog to the eProcurment
            Coordinator to have it uploaded and made available for future billings.

         2. If you receive a tax error, please do not make any changes until you receive an email from the
            Chevron Tax Accounting group (Taxbot) who will provide instructions for clearing the error. At
            times, a change may be required internally with no action required by you. For cases such as
            this, the entry is automatically resubmitted on your behalf. For tax questions and concerns
            please submit an email to taxbot@chevron.com.




Chevron Business and Real Estate Services                                                                            7/7/2010
                                                                                                                       Page 4
Create Invoice - Quick Reference Card

         eProcurement Help                  For eProcurement system training or questions

         eProcurement Help Desk – 1-866-239-3071 or by email at ephelp@chevon.com.

         For invoice inquiries, business questions or use of Ariba software contact Chevron Business and
         Real Estate Services, Sheila Rose, 925-842-5234 or by email at SheilaRose@chevron.com

         eProcurement Training Resources
         http://www-eproc.chevron.com/www-eproc/eprocTraining/buyer/training.asp

         This accesses the Buyer Training Webpage. On this page, you can access eLearning and the ePHelp
         Documentation which includes step by step instructions for all actions you will be taking.

         Click „eLearning‟ and review the Process Overview. Then click on System Demonstration and
         Practice link and follow the instructions.


         For eProcurement system training or questions:
         eProcurement Help Desk – 1-866-239-3071 or by email at ephelp@chevon.com. Please inform
         them that you will be working with CBRES and are working from the CBRES Create Ariba Invoice
         Quick Reference Card.

         **It is also recommended you obtain access to Chevron's Invoice Payment Status System (CIPS).
         CIPS is another Chevron website provided to our suppliers for tracking your invoice payments.
         https://cips.chevron.com/. Click "Enroll" to gain access. **




Chevron Business and Real Estate Services                                                             7/7/2010
                                                                                                        Page 5

				
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