Create Expense Invoice – A summary of the activity  

This activity allows you to create an expense invoice. An expense invoice is a type of direct invoice that can be raised on a supplier without a purchase order. A direct invoice can also be used for maintaining details of expenses incurred.

An expense invoice is raised based on the invoice issued by the supplier for any miscellaneous expenditure incurred. For example, an expense invoice can be raised for the purchase of stationary or consumable items. You can also raise an expense invoice for charges incurred through traveling, postage etc. You can enter the tax, charge and discount details of the invoice. The system calculates the payment schedule based on the pay term that has been defined for the invoice. If an electronic payment is applicable for the login company, you can also record details of the electronic payment that must be made to the supplier.

If the supplier is a one-time supplier, you can also record the details of the supplier. You can also select debit documents against which the invoice must be adjusted. You can select the documents if you have opted for the manual adjustment type. The system adjusts the invoices against the selected debit documents when it is authorized.

This activity also allows you to authorize the invoice during the creation process. The system updates the status of the authorized expense invoice as “Authorized”. The system also stores the login ID of the user and the system date along with the invoice details.

Getting familiar with the pages inside

What you can do in this activity

Create Expense Invoice

Authorize Expense Invoice

Generate invoice numbers automatically

Enter Tax, Charge or Discount (TCD)

Modify Payment Schedule

View invoice summary

View account postings

Provision to authorize the invoice

Create Expense Invoice

Expense invoices are created based on invoices that have been received from suppliers. An expense invoice can be raised for the purchase of miscellaneous items like stationary, consumables etc. An expense invoice can also be raised for traveling charges, courier charges etc. The supplier who has issued the invoice could be a regular supplier or a one-time supplier. The details of the newly created expense invoice can be modified till it is authorized.

• Go to “Create Expense Invoice” page.

• Enter the necessary information based on the invoice received from the supplier.

• Create the expense invoice.

Authorize Expense Invoice

An expense invoice can be authorized on creation. The details of the authorized invoice cannot be modified. The payment schedule generated cannot be modified. The system updates the status of the invoice as “Authorized”.

• Go to “Create Expense Invoice” page.

• Enter the necessary information based on the invoice received from the supplier.

• Authorize the invoice.

Generate invoice numbers automatically

Unique numbers are generated for the invoices. These numbers are generated based on the corresponding prefix and suffix of the selected numbering type and incremented from the last generated number.

• Go to “Create Expense Invoice” page.

• Select the numbering type.

• Create the invoice.

Enter Tax, Charge or Discount (TCD)

The TCD details that are available in the supplier invoice can be entered for the individual items. TCDs can be entered in two different levels for the invoice. TCD can be entered at the “Document Level” when the TCD has been calculated for the invoice as a whole, that is the TCD is common for all expense in the invoice. TCD can also be entered at the “Line Level” when the TCD is applicable for the individual expenses incurred by the invoice. The system generates a payment schedule for the invoice including the TCD details.

• Go to “Tax / Charge / Discount” page.

• Enter the TCD details.

Modify Payment Schedule

A payment schedule gives you the pattern in which the payment must be made to the supplier. The system generates the payment schedule based on the pay term set for the invoice. The payment schedule can be modified based on the business requirements of the organization. The payment schedule can be modified provided the invoice is in the “Draft”, “Fresh” or “Returned” status. The payment schedule is frozen when the invoice is authorized.

• Go to “Payment Schedule” page.

• Make the required changes and generate a new payment schedule.

View invoice summary

An invoice summary contains the details of the invoice along with the details of the payments and the adjustments made. The payment details can be viewed if a payment, full or partial, has been made. The details of the adjustments can be viewed when the invoice is adjusted after the invoice is authorized.

• Go to the “Invoice Summary” page.

• View details of the invoice, payments and adjustments.

•  View the taxes, with break up as payable tax, nonpayable tax and with holding taxes.

View account postings

The invoice amount is posted into different accounts of a finance book. The various postings that occur for a transaction can be viewed account wise in both the base currency and the parallel base currency of the company.

• Go to “Accounting Information” page.

• View the account posting details.

Provision to authorize the invoice

This activity provides the facility to authorize an invoice. Authorization can also be done while saving the modifications made to the TCD or payment schedule.

• Go to “Tax / Charge / Discount” page.

• Go to “Payment Schedule” page.