Manage Direct Prepayment Invoice

Creating a prepayment invoice or working on existing invoice

The following fields are displayed in the “Direct Info” tab:

Ref Doc Type	Use the drop-down list box to select the type of reference document for which you want to create/edit the invoice. The value could be one of the following: § Customer order – This value is selected if the Prepayment invoice is based on a Customer Oder i.e., if the “Invoice Type” value is Prepayment invoice. § Others – This value is selected for Direct prepayment invoices. The system defaults this field with “Customer Order”.
Ref Doc #	Enter the identification number of the reference document that is based on the “Ref Doc Type” selected.
Invoice Amount	The invoice amount in currency for which the invoice was raised.
Material	Enter the amount to be billed for materials, against the work unit
Labour	Enter the amount to be billed for labour, against the work unit
Other Resources	Enter the amount to be billed other resources, billed against the work unit
Fixed Price	Enter the fixed amount to be charged, if any, for a work unit
External Repair	Enter the amount to be billed for external repair, against the work unit
External Services	Enter the amount to be billed for external services, against the work unit
Addl Charges	Enter the amount to be billed for additional charges, against the work unit
Taxes	Enter the tax amount to be charged in the invoice
Charges	Enter the amount of other charges chargeable in the invoice
Discounts	Enter the amount of discount provided to the customer
Remarks	Enter any observation regarding the payment to be received for the invoice (Alphanumeric, 255).

Note: For a Direct Prepayment Invoice multiple rows can be added to the same invoice.

The following fields are displayed in the “Default Tax Keys” group box:

On Document	Use the drop-down to select the tax charges, if any, to be levied on the document
Tax Exclusive	Check the "Tax Exclusive" box, if the tax amount should be calculated based on the total invoice amount

Click the “Compute” pushbutton to calculate the “Invoice Amount”, which is displayed in the “Direct Info” tab.
Click the “Save Dir. Info.” pushbutton to save the entered details in the “Direct Info” tab.

Note: The “Save Dir Info” should be clicked before clicking on the “Save” or “Save and Authorize” pushbutton to save the details entered in the tab level.

Select the “View Customer Order” link to see the details of the customer order.
Select the T/C/D details tab.

This tab allows you to enter any additional tax, charge and discount details for the repair invoice apart from the existing ones.

You can enter the code identifying the tax, charge, discount and the variants for the extra TCD that you want to add. You can also enter the TCD amount, the cost center to which the TCD account is mapped and the analysis and the sub analysis code allocated to it. The total TCD amount for the invoice is posted to the selected finance book under the various account heads in the account currency, base currency of the company and the parallel base currency of the company.

The details of the TCD that are entered in this page can be modified as long as the invoice remains in the “Draft” or “Fresh” status.

The system displays the following in the “T/C/D Summary” group box:

Order Level Tax	The tax that is defined at the Customer Order level / Release level
Order Level Charges	The charges that are defined at the Customer Order level / Release level
Order Level Discount	The discounts that are defined at the Customer Order level / Release level
Invoice Level Tax	The tax amount that are defined at the Invoice level
Invoice Level Charges	The charges that are defined at the Invoice level
Invoice Level Discount	The discounts that are defined at the Invoice level

The system displays the following in the “Invoice Level T/C/D Information” group box:

#	The row number
Line #	Use the drop-down box to select the row number specified in the customer order
T/C/D Type	Use the drop-down box to select whether tax, charge or discount is being calculated for the selected row
T/C/D On	Use the drop-down box to select the entity that is taxed, charged or discounted, such as Document, Material, and Resource.
T/C/D #	Specify the code identifying the part that is taxed, charged, or discounted (Alphanumeric, 10). Help facility available
Variant #	The code identifying the variant of the tax, charge or discount as shown in the T/C/D # field is displayed (Alphanumeric, 10). Help facility available.
Description	A description of the code identifying the tax, charge, discount, or the variant.
Taxable Amount	The amount for which the tax, charge or discount is calculated for the invoice or the line number
T/C/D Rate	The unit rate of the tax, charge or discount
T/C/D Amount	The amount that will be the tax, charge or discount for the part available in the line.
Currency	Use the drop-down box to select the currency in which the tax, charges or discount is calculated. The base currency is displayed by default. The user can change it to a foreign currency.
Cost Center	Specify the code identifying the cost center that is mapped to the “TCD Account”. The cost center is defined in the “Create Cost Center Element” activity of the “Cost Setup” business component. Help facility available.
Analysis #	The analysis code to which the “TCD Account” is mapped to, in the “Assign Analysis Code” activity of the “Account Based Budget” business component is displayed (Alphanumeric, 5). Help facility available.
Sub Analysis #	The sub-analysis code to which the analysis code is mapped to in the “Assign Sub Analysis Code” activity of the “Account Based Budget” business component is displayed (Alphanumeric, 5). Help facility available.

Click the “Compute” pushbutton to calculate the T/C/D amount.

The system calculates and displays the amount that is taxable and the amount that can be charged as TCD in the “Taxable Amount” and the “TCD Amount” fields.

The system also calculates and stores the TCD amount in the base currency of the company.

The system calculates and stores the total invoice amount as the difference of the invoice discount, sale order discount and the sum total of the line amount, invoice taxes and charges and sale order taxes and charges.

Note: If TCD is “Flat” the “T/C/D Amount” can be modified.

Click the “Save TCD Info.” pushbutton to save the entered details in the “T/C/D Details” tab.

Note: The “Save TCD Info.” should be clicked before clicking on the “Save” or “Save and Authorize” pushbutton to save the details entered in the tab level.

Select the “Invoice Summary” tab:

The following fields are displaced in the “Invoice Summary” group box:

Material	The amount of invoice value billed for materials, against the work unit
Labour	The amount of invoice value billed for labour, against the work unit
Other Resources	The amount of other charges, billed against the work unit
External Repair	The amount of invoice value billed for external repair, against the work unit
External Services	The amount of invoice value billed for external services, against the work unit
Fixed Price	The fixed amount charged against a work unit
Addl. Charges	The amount of invoice value billed for additional charges, against the work unit
Taxes	The amount of taxes chargeable in the invoice.
Charges	The amount of other charges chargeable in the invoice.
Discounts	The amount of discount chargeable in the invoice.
Total Invoice Amount	The computation includes the Labour, Material, Resources, tax, and charges amount, and deducting the value with the discount. (Material + Labour + Resources+ Tax+ Charge) – Discount.
With-holding Tax	The tax amount that is deducted from the total invoice amount
Inv. Amt. before Adjustment	Total invoice amount-Withholding tax
Adjusted Amount	The amount that has been adjusted till date.
Net Invoice Amount	Inv. Amt. before Adjustment – Adjusted Amount

Enter the following details in the “Receipt Information” group box”:

Pay Term

Specify the code identifying the pay term that is set in the customer order (Alphanumeric, 15). This pay term is defined in the “Pay Term” business component and selected for the customer order in the “Repair Order” business component.

Help facility available

Note: You can change the above field only if you have set the “Modify Pay Term” flag in the Set Function Defaults activity to “Yes”. The system does not allow change of the pay term if the “Modify Pay Term” is set to “No”.

Anchor Date

Select the date from which the payment schedule of the invoice is calculated (Date Format).

Note: If “Anchor Date Option” is set to “Supplier Invoice Date”, the system displays the invoice date in the above field by default Click the “Save Inv. Summ.” pushbutton to save the entered details in the “Invoice Summary” tab.

Receipt Method	Use the drop-down box to select the receipt method that has been set for the customer. The system displays “Regular” by default.
Receipt Type	Use the drop-down box to select the mode in which the payment is received for the invoice, such as “Cash” or “Credit”.

Note: The “Save Inv. Summ.” should be clicked before clicking on the “Save” or “Save and Authorize” pushbutton to save the details entered in the tab level.

Click the “Save” pushbutton to save an invoice.

Note that workflow has been enabled.

The system generates a unique number identifying the invoice.

Status Update

4 The system updates the status of the invoice as “Draft” if the “Draft” field is checked.

4 The system updates the status of the invoice as “Fresh”.

T/C/D Details

The system calculates the tax, charge and discount applicable for the parts.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges”.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and credits the “TCD Account” when the “TCD Type” is “Discount”.
The system credits the TCD Amount in the “Customer Control Account” if it is lesser than zero and debits the TCD Amount if it is greater than zero.

Note: The total TCD Amount for the invoice is calculated as the sum of all TCD Amounts that have TCD Type as “Invoice Tax”, “Invoice Charge”, “SO Tax” or “SO Charge” less the sum of all TCD Amounts that have TCD Type as “Invoice Discount” and “SO Discount”.

Payment Schedule

The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and based on the pay term defined for the invoice and receipt mode for payment..

Payment Schedule for electronic payment

The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and saves the bank details required for the Electronic Payment.

Click the “Save and Authorize” pushbutton to save an invoice.

Note that workflow has been enabled.

The system generates a unique number identifying the invoice.

Status Update

The system updates the status of the invoice as “Authorize”.

T/C/D Details

The system calculates the tax, charge and discount applicable for the parts.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges”.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and credits the “TCD Account” when the “TCD Type” is “Discount”.
The system credits the TCD Amount in the “Customer Control Account” if it is lesser than zero and debits the TCD Amount if it is greater than zero.

Payment Schedule

The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and based on the pay term defined for the invoice and receipt mode for payment..

Payment Schedule for electronic payment

The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and saves the bank details required for the Electronic Payment.
Click the “Delete” pushbutton to delete an invoice.

Note that workflow has been enabled.

Note: An invoice can be deleted only when it is in the “Fresh” or “Draft” status.

Status Update

The system updates the status of the invoice as “Deleted” and Accounting Information is updated.

Click the “Return” pushbutton to return an invoice.

Note: An invoice can be returned only when it is in the “Draft” status.

Status Update

The system updates the status of the invoice as “Returned” and Accounting Information is updated

To proceed, carry out one of the following

Select the “Accounting Information” link at the bottom of the page to view the account posting details of the invoice.
Select the “Payment Schedule” link to see the details of the payment schedule.
Select the “View Invoice” link to see details about the invoice.

The system displays the following in the “Record Statistics” group box:

Created By	The login ID of the user who created the invoice.
Created Date	The date on which the invoice is created.
Last Modified By	The login ID of the user who has last modified the invoice.
Last Modified Date	The date on which the invoice was last modified.