Invoicing Process & Business Partner Portal (BPP)

Purpose

• This article explains how Freelancers, Group Workers, and Agencies use RWS’s Business Partner Portal (BPP) to manage POs, Progress Reports, Receipts, and Invoices, plus the Draft Invoice feature and exceptional cases.

Access

• BPP URL: https://extranet.moravia.com/suite/WebBPP
• Log in with your MNET username (Primary Contact) and password (if you have BPP access).

1. Purchase Orders (PO) and Progress Reports

• RWS PMs usually create POs monthly. When POs are published you will receive an automatic email from Navision.
• Create a Progress Report for every PO received (only if work was received outside Symfonie or other main online collaboration tools). If work came through Symfonie, use Receipts instead.
• Progress Report timing: create no later than the second day of the following month to be able to invoice that PO.
• Typical process (summary):
  1. Orders > Order List (or click link in notification).
  2. Click an Order No with status "Awaiting PR".
  3. Click Create Progress Report.
  4. Enter quantity to invoice or use "Up to 100%" if fully delivered.
  5. Select delivery/posting date (usually PO date or delivery date).
  6. Create Progress Report; system confirms success.

2. Receipts

• If you work in Symfonie, the RWS PM must approve the “financial row” there before Receipts are billable in BPP.
• Check Receipts at: Receipts > Receipts Not Invoiced (or link in email notification).
• Click a Receipt No to view details.

3. Creating Invoices

• BPP will not allow invoice creation for totals under USD 10 (or equivalent). Wait to accumulate receipts to reach USD 10.
• For bank transfer payments, invoices generally need to accumulate to over USD 100 to receive payment due to transfer fees.
• If you cannot collect the minimum within 6 months, the PO will be cancelled. Contact Accounts Payable: [e-mail] to request invoice creation on your behalf.
• Partners must submit one invoice for all work executed in a month.
• Early payment: 2% cash discount applies if paid earlier than agreed Payment Period. For expedited payment contact [e-mail].
• Creating an invoice (summary):
  1. Invoices > Create Invoice.
  2. Select Receipts to invoice and press Select Receipts.
  3. Enter Invoice Number (unique); Document Date defaults to current date.
  4. Review and press Create Invoice.
  5. Check invoice status under Invoices: "Posted Invoices" (processed by RWS Finance) and "Not Posted Invoices" (created but not yet processed).

4. Draft Invoice Feature (for large volumes)

• Use Draft Invoice to save receipts during the month and create a single invoice at month-end.
• From Receipts > Receipts Not Invoiced: select receipts and press Save Draft.
• Remove receipts from draft with Remove from Draft.
• From Invoices > Create Invoice: select draft receipts, press Select Receipts, enter Invoice Number and Delivery Date, then Create Invoice.
• In a Draft Invoice, receipts retain status until removed or invoiced.

5. Contacts for invoicing / payments

• Accounts Payable / general payment questions: [e-mail]
• Expedited payment requests: [e-mail]
• If the PO is cancelled due to low receipts and you need assistance: [e-mail]