Create a new prepayment invoice

Creating a new prepayment invoice or modify an existing invoice

This page allows you to create a prepayment invoice or modify an existing service or prepayment invoice. Tell me more.

Select the “Manage Direct Pre-payment Invoice” link in the “Customer Invoice” business component.

The “Manage Invoice” page appears.

Click here to view instructions to create a prepayment invoice
Click here to view instructions to edit an existing service or prepayment invoice

Creating a prepayment invoice

Enter the following fields in the “Select Invoice #” group box.

Create a New Invoice

Select this radio button to create a new prepayment invoice. This radio button is enabled by default.

Invoice #

A unique number identifying the prepayment invoice (Alphanumeric, 18). The invoice number is generated and displayed by the system, when the “Save” or the “Save and Authorize Invoice” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Numbering Class” business component.

Help facility available

Invoice Type

Use the drop-down list and select one of the following values to generate a prepayment invoice:

Prepayment Invoice – Select this option to generate an invoice based on a customer order
Direct Prepayment Invoice – Select this option to generate an invoice without a customer order

Click the “Go” pushbutton to create a new prepayment invoice.

Note: Default values are loaded in the “Invoice Details” group box and “Direct Info.”, “T/C/D Details”, and “Invoice Summary” tabs.

Direct Info, T/C/D Details, and Invoice Summary tabs only are active

The following fields are displayed in the “Invoice Details” group box:

Invoice #	A unique number identifying the service invoice (Alphanumeric, 18). The invoice number is generated and displayed by the system, when the “Save” or the “Save and Authorize Invoice” pushbutton is clicked.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the posting is to be made. All the finance books that have been mapped to the login organization unit are available for selection in the ascending order, when postings are made in multiple finance books. If postings are made in a single finance book, the system displays the book that has been set as default in the “Set Function Defaults” activity of this business component.
Status	The status of the invoice is displayed. The system updates this status when the “Save” or the “Save and Authorize” pushbutton at the bottom of the page is clicked. It could be “Draft”, or “Fresh”. Draft – indicates that it is a newly created invoice that cannot be authorized. Fresh – indicates that it is a newly created invoice that can be authorized.
Invoice Date	Select the date when the invoice is created (Date Format) Mandatory. The date entered in this field must be a valid one for an “Open” financial year. The system date is displayed by default.

Note: The date entered in this field must be later than the date on which the customer order was created but not later than the system date

Invoice Category	Use the drop-down list box to specify the processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Invoice” transaction type. The numbering types must have already been defined in the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice that you want to create. All the currencies that have been mapped to the Company are listed in alphabetical order. The system displays the first currency code in the list by default.
Exchange Rate	The exchange rate between the invoice currency and the base currency is displayed. This is “1” if both these currencies are same. The system displays “Forward Rate”, if the Reference Document is covered under forward cover contract.
Comments	Enter any remarks or observation is recorded against an invoice.
Bill to Customer #	Specify the code that identifies the customer for whom the invoice would be created. Help facility available.
Bill to Customer Name	The name identifying the customer for whom the invoice would be created is displayed.
Ship-to-Customer #	Use the drop-down list box to select the code identifying the customer to whom the parts must be shipped.
Ship to Customer Name	The name of the customer to whom the parts must be shipped is displayed.

To proceed, carry out the following

Select the" Direct Info” tab page to view the charges levied and to compute invoice amount.
Select the “T/C/D Details ” tab to enter any additional tax, charge and discount details for the invoice apart from the existing ones.
Select the “Invoice Summary” tab page to view the invoice details.
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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.

Selecting customer order to generate a service or prepayment invoice - An overview

This page allows you to create a prepayment invoice or modify an existing service or prepayment invoice. The system generates a unique number, while creating a new invoice. You can select the code identifying the finance book, invoice category, numbering type, currency code, in which the invoice details must be posted.

The system saves the details of the invoice and updates the status of a newly created invoice as “Fresh”. An invoice in this status can be authorized. You can also modify the details of an invoice in this status. You can also save the invoice in the “Draft” status, when you have not entered all the details while creating the invoice or you want to modify the details later. Invoices saved in the “Draft” status will not be retrieved for authorization. The system calculates the tax, charge, discount and the VAT applicable for the repair work based on the newly created invoice.

This page also allows you to authorize the invoice during the creation process. The system updates the status of the invoice as “Authorized”. The details of an invoice in this status cannot be modified. The system also updates the login ID of the user and the system date along with the newly created invoice details.

What you can do in this page

Create a prepayment invoice

You can create a prepayment invoice in the “Fresh” status. You can also save the invoice in “Draft” status if you do not want to retrieve it for authorization.

Check the box beside the “Draft” field if you want to save the prepayment invoice in the “Draft” status.

Edit a service or prepayment Invoice

You can modify the details of an invoice that is in the “Draft”, “Fresh” or “Returned” status. After modification, you can either save the invoice details or save and authorize the edited invoice directly.

Authorize a service or prepayment invoice

You can authorize the service invoice during the creating process. You cannot modify the details of the invoice after authorization.

Click the “Save and Authorize” pushbutton to authorize the invoice.
Check the “Auto Adjust” box if the invoice after authorization must be adjusted with the credit documents automatically.

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

Delete a service or prepayment Invoice

You can delete single or multiple invoices at the same time. You can delete invoices that are in the “Draft” or “Fresh” status.

Click the “Delete” pushbutton to delete the invoice.

Return a service or prepayment Invoice

You can return single or multiple invoices at the same time. You can return invoices only in the “Draft” status.

Click the “Return” pushbutton to return the invoice.

Prerequisites

Mandatory

“Finance Book” must have been defined in the “Organization Setup” business component.
“Invoice Category” must have been defined in the “Category” business component present in the Sales Setup business process
“Currency” must have been defined in the “Organization Setup” business component.
“Currencies” must have been mapped to the “Customer Receivable accounts” defined in the “Account Rule Definition” business component.
“Numbering Type” must have been defined in the “Numbering Class” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“TCD” must have been defined in the “Taxes / Charges / Discount” business component.
A prepayment invoice can be generated for a single customer order.
“Set Function Defaults” activity available in this business component must be completed.
“Bill to Customer #” must have been defined in the “Customer” business component.
Atleast one “Ship to Customer” must have been mapped to “Bill to Customer #”
Document taxes must have been defined in the TCD master in the “Procurement Management business component