Job Aid: NexsysOne PO/Invoice Process


This job aid is designed to outline the standard process for creating a BOM, submitting a POR, and generating a PO/Invoice through NexsysOne.


Process Phases 



Levels


Level 1 = $0 - $10k = Market Manager

Level 2 = $10,000.01 - $25k = RVP

Level 3 = $25,000.01 - $1M = EVP


Initial “Service” BOM Creation 

Here you will add and adjust needed products and quantities for work the vendor will be completing. The Bill of Materials (BOM) refers to both materials and services. 


Currently all BOMs are created manually by clicking “Create BOM” in the BOM tab





The naming of the BOM should include the SITE ID 

BOM names cannot exceed 25 characters.


  • Select the “Service” for Type of BOM 

  • For Construction Materials BOMs follow this Process Flow Document

  • You should default as the Owner and your manager as Manager.

  • Select a buyer and click save.


Region                 Buyer POC

West                   Denise Walters

Central               Jack Karangelen

Northeast          Sam Fish

South                  Marilyn Morales

 


Once the BOM is created, select the New icon in the top right hand corner and begin adding products/services and quantities.



Note: Only add the products to the initial BOM that you are certain the site will need. Additional products can be ordered in the event the determination additional services are required is made. If a product or service needed is not listed, reach out to KAYLA.NOLETTE@dish.com


The vendor, price and quantity will auto-populate as long as the vendor is assigned to the site in General Details. 


Promise Date is the milestone the vendor is responsible for actualizing, and indicates that they have uploaded the document or completed the service. 



The Payment Milestone is the market team’s responsibility, and will generate an invoice upon actualization. 


 




  1. Submit the BOM by clicking the check mark in the top right corner. This will generate a POR/POR ID and begin the approval process.

 


Once submitted, the BOM status will show Approved.



You will not be able to submit the BOM until the Oracle Remarks Status shows “Synced”


Note: A single BOM may create multiple PORs/POs if there are multiple vendors attached to the items in the BOM or if additional items are added to the BOM after it has been submitted.


POR Approval Process 

Option 1 


The POR line item(s) is (are) created in the POR tab upon submission of the BOM. This generates a POR number and initiates the approval process. Double clicking this will launch the POR Info Screen.



Option 2


Navigate to the Procurement section and click POR. 

 


Sort by Waiting For Approval.



  1. Sort by the POR number that is located in the notification.

  2. Sort by Waiting for Approval in the POR section of the Procurement module. 


Individuals responsible for approving or rejecting PORs will see the following option in the bottom left hand corner:



If an additional level of approval is required, a pop-up will display asking for the additional approver to be selected. Otherwise, it will just ask to confirm your approval or provide remarks for the rejection.




PO - Purchase Order


The purchase order (PO) is created after all levels of approval have been received and the request is generated in Oracle. A PO number is created and sent back to NexsysOne appearing in the Oracle ID field (often referred to as the PO Number). A PDF of the PO is available under in the documents tab within the POR info screen. 






Immediately, the POR tab will display an Acknowledge/Dispute option in the bottom right hand corner for the Vendor to select..



The Acknowledgement field  will indicate the vendors’ acknowledgment or dispute of the POR.



Note: The vendor has three days to acknowledge the POR, otherwise it will auto-acknowledge. If they dispute the PO it will be sent back to the creator to revise and resubmit. Once the PO number is received, the vendor may begin to work on their deliverables. 


Editing POs After Approvals


  • To reduce the quantity 

    • Edit the original PO and submit. This will not require additional approvals, but should generate a new (additional) PDF.

  • To increase quantity 

    • If no deliverables have begun, you can edit the original PO and resubmit for approvals to keep the same PO number.

    • If the vendor has begun work on the PO, add an item to the BOM and generate a new POR & PO.

  • Adding an item will always require the item be added to the BOM to generate a separate POR/PO.

Canceling POs 


  • Once a POR is submitted for approval it can only be rejected by the approver.  

  • If it has been fully approved and is waiting for a response from Oracle, it cannot be changed in any way.

  • Once it has come back from Oracle and a PO number is generated:

    • If no items have been invoiced the entire PO can be cancelled.



  • If anything has been invoiced it can no longer be canceled and each additional item that has not been invoiced needs to be individually removed from the PO.


How to cancel a PO or PO line item workflow:



Invoicing Process


Invoices are generated upon the actualization of specific payment milestones and initiates the payment process. 


Actualization of any of the payment milestones will generate an invoice in the Invoice Tab as long as there is a corresponding product or service in the PO. A PDF of the invoice will also become available. 


Similar to the PO process, the vendor will have 3 days to approve or reject the invoice, otherwise payment will automatically be processed according to the payment terms outlined in their Service Provider Agreement. 


If a vendor rejects the invoice there are two possible outcomes:


  1. If the invoice IS correct 

  • WIthin the 72 business hours the vendor can still approve the invoice even if they have rejected it.

  • If they dispute and the time frame has been exceeded. Provide clarity to the vendor.

  • Un-actualize the payment milestone and re actualize it to regenerate the invoice for approval.


  1. If the invoice is NOT correct

  • Un-actualize the payment milestone

  • Make necessary revisions to the POR and resubmit for internal approval. 


Note: The original invoice will remain Rejected and a new invoice will be generated. 



Generating PO’S & Invoicing for Fees


When generating the BOM for the site, if you determine that there will be certain fees associated with the site you will need to follow this process. 

Note: If you determine a fee is necessary after the initial PO is created, the process is the same, however it will generate a separate POR & PO.

Select New to add a new item to the BOM. 

Select the appropriate Misc Milestone for the type of service.


Fill out the Vendor, Quantity, Price and leave detailed comment.s

For misc fees you will use the “Misc Fee Milestones.” Each set is for a single fee or service. 

The first of the set  is for the “Promise Date”

The second of the set is for the “Payment MIlestone”



Note: If a product or service needed is not listed, and you anticipate it occurring with regularity, email KAYLA.NOLETTE@dish.comOnce they have built the item in Oracle they will request to have the item added in NexsysOne.

Include: Short service description, long service description, and what category class the service belongs to (i.e. Construction, A&E, Site Acquisition, etc.

Once the vendor has rendered the service, they will upload their receipt to the appropriate folder or file name in the documents tab which will actualize the first milestone. 

You will review the receipt, confirm it is correct and actualize the second milestone to generate an invoice.