Creating expense invoice

This page allows you to create an expense invoice. Tell me more.

Select the “Create Expense Invoice” link under the “Supplier Direct Invoice” business component.

The “Create Expense Invoice” page appears.

Enter the following fields in the “Invoice Information” group box:

Invoice #

The number identifying the invoice (Alphanumeric, 18). This number is generated and displayed by the system, when the “Create Invoice” or the “Create 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 “Document Numbering Class” business component.

Note: This field must not be left blank if the “Numbering Type” is set as “Manual”.

Expense Category

Use the drop-down list box to specify the expense category for which the expense invoice is raised. The system lists all the ‘Active’ quick codes that are of type “Expense Category” as defined in the “Maintain Quick Codes” activity of the current business component.

Ensure that the quick code specified here is in “active” status.

The system displays blank by default.

The system displays the following in the “Invoice Information” group box:

Status

The status of the invoice. It could be “Draft”, “Fresh” or “Authorized”. This status is updated when the “Create Invoice” or the “Create and Authorize Invoice” pushbutton available at the bottom of the page is clicked.

Draft – indicates a newly created expense invoice that cannot be authorized. An invoice would be in this status if the electronic payment details that are required is yet to be entered.
Fresh – indicates a newly created invoice that can be authorized.
Authorized – indicates that the invoice has been authorized.

Enter the following fields in the “Invoice Information” group box:

Invoice Date

The date on which the invoice is raised (Date Format). Mandatory. This invoice date must not be after the system date. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.

Note: The invoice date must be the same as or prior to the earliest due date.

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 will be available for selection in the ascending order if postings can be made in multiple finance books. If postings must be made in a single finance book, the book that has been set as default will be displayed.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Expense 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.

Modify the following field in the “Invoice Information” group box:Ø Modify the following field in the “Invoice Information” group box:

Company Address ID

The address ID of the company that is applicable for the invoice.

The address ID you specify here must be defined for the finance book in the Create Finance Book activity of Organization Setup.

On launch of the page, this field displays the preferred address ID based for the finance book of the company.

Help facility available

The “Invoice Information” group box displays the following:

Company Address

The address details for the selected address ID for the finance book.

On launch of the page, this field displays the address details of the preferred address ID of the finance book.

Codification Status

Use the drop-down list box to specify the applicability of codification status. The system lists the following options if the parameter 'Applicability of Codification process for Supplier Expense Invoice' in the 'Set Finance Process Parameter's activity of the 'OU Parameter Setup' component is set as ‘Applicable’. This field loads only when the parameter 'Applicability of Codification process for Supplier Expense Invoice' in the 'Set Finance Process Parameters' activity of the 'OU Parameter Setup' component is set as ‘Applicable’ and when Codification Status option is also set.

Codified - Indicates that the user is aware of the Codification and has to provide the name of the Codifier in the corresponding fields
Not Applicable - Indicates that Codification is not applicable for Expense Invoice
Pending - Indicates that Expense Invoice is pending for Codification and corresponding Codifier Name has to be provided.

The system leaves this field blank if no option is set for the parameter ‘Default Codification Status Supplier Expense Invoice” in the ‘Set Finance Process Parameter’ activity.

The system defaults this field with the value defined for Codification Status in 'Set Finance Process Parameters.

In the editable field alongside, specify the name of the codifier.

Enter the following field in the “Supplier Information” group box:

Supplier Registered At

Use the drop-down list box to select the organization unit in which the supplier has been created. All the organization units from where the “Supplier” business component has been mapped will be available for selection. The system displays the organization unit has been set as “Default Supplier Registered At” in the “Set Functions Default” activity by default on launch of the page.

Supplier #

The code identifying the supplier (Alphanumeric, 16). Mandatory. The supplier must have been defined in the “Supplier” business component and must be in the “Active” status.

Press <Enter> key.

The system retrieves the details of the supplier like the name of the supplier and the supplier to whom payment must be made, the code identifying the supplier to whom the payment must be made, the currencies that have been mapped to the supplier and the pay term associated to the supplier in the relevant fields.

Help facility available

The system displays the following in the “Supplier Information” group box:

Supplier Name

The name of the supplier.

Enter the following field in the “Supplier Information” group box:

Pay To Supplier #

Use the drop-down list box to select the code identifying the supplier to whom the payment can be made. All the suppliers who have been designated, as “Pay to Supplier” for the supplier entered in the “Supplier Code” field will be available for selection. The pay to suppliers must be in an “Active” status.

The system displays the following in the “Supplier Information” group box:

Pay to Supplier Name

The name of the supplier to whom payment can be made.

Enter the following fields in the “Supplier Information” group box:

Address ID	The address ID of the supplier that is applicable for the invoice. By default, the preferred address ID of the supplier is displayed here. Help facility available
The system displays the following in the “Supplier Information” group box:
Address Details	The address details for the address ID for the supplier.
Modify the following fields, if required in the “Supplier Information” group box:
Supplier Invoice #	A unique number identifying the invoice that has been issued by the supplier (Alphanumeric, 18). Mandatory.
Supplier Invoice Amount	The amount for which the supplier invoice has been raised (Integer). Mandatory. The amount entered in this field must be greater than zero.
Supplier Invoice Date	The date on which the supplier invoice was raised (Date Format). Mandatory. This date must be the same or before the invoice date.

Enter the following field in the “Payment Information” group box:

Currency

Use the drop-down list box to select the code identifying the currency in which the invoice must be created. All the currencies that have been mapped to the “Payables Accounts” in the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays the base currency of the company by default on launch of the page if it has been mapped to a “Payables Account”.

The system displays the following in the “Payment Information” group box:

Exchange Rate

The exchange rate of the invoice currency with respect to the base currency of the company if they are different. “1” (one) will be displayed if the invoice currency and the base currency are the same. The system displays “1” by default on launch of the page.

Enter the following fields in the “Payment Information” group box:

Payment Processing Point	Use the drop-down list box to select the code identifying the organization unit in which the payment for the invoice must be released. All the organization units from where a “Supplier Payment” business component has been mapped will be available for selection. The system displays the organization unit that has been set as “Default Payment Processing Point” in the “Set Functions Default” activity by default on launch of the page.
Electronic Payment	Use the drop-down list box to set whether electronic payment can be made for the invoice. You can select from “Yes” or “No”.
Payment Method	Use the drop-down list box to select the method in which the payment has to be made to the supplier. You can select from “Regular” or “Specific Bank”. The system displays “Regular” by default on launch of the page.
Pay Mode	Use the drop-down list box to select the mode in which the payment has to be made to the supplier. You can select from the various Cash, Check, Demand Draft or Direct Debit or EFT pay modes that have been defined.
Payment Priority	Use the drop-down list box to set the priority to be accorded to the invoice. You can select from “High”, “Medium” or “Low”. The system displays “Medium” by default on launch of the page.
Pay Term	The code identifying the pay term (Alphanumeric, 15). Mandatory. This pay term must have been defined in the “Pay Term” business component and must be in “Active” status.
	Help facility available
Anchor Date	The date from which the payment schedule of the invoice would be calculated (Date Format). The system date is displayed by default on launch of the page.

Note: The date entered in this field must be after the date entered in the “Supplier Invoice Date” field.

The system displays the following in the “Payment Information” group box:

Total Invoice Amount

The total invoice amount. The system calculates and displays this amount when the “Compute” pushbutton is clicked. This amount must be lesser or equal to the supplier invoice amount.

Enter the following fields in the “Payment Information” group box:

Auto Adjust	Use the drop-down list box to set whether the invoice must be automatically adjusted. You can select from “Yes” or “No”. The system displays “No’ by default on launch of the page.
Comments	Any observations or remarks regarding the newly created expense invoice (Alphanumeric, 255).

Enter the following fields in the “Electronic Payment Information” group box:

Pay Ref. ID

The identification number of the payment note (Alphanumeric).

Note: The above field is mandatory, if you have selected "Yes" in the Electronic Payment field.

The system displays the following in the "Electronic Payment Information" group box:

Pay Ref. Details

The comments recorded for the specified payment reference ID in the Supplier Bank Information.

Enter the following in the “Electronic Payment Information” group box:

Payment Instructions

Any guidelines for invoice payment relevant to the payment reference (Alphanumeric).

Note: The system updates the Supplier Inquiry component with the electronic payment details that you specify here.

Enter the following in the “Expense Information” group box:

Default Tax Key

Use the drop-down list box to select the default tax key and the same will be displayed in the multiline. The system lists all the tax keys in “Active” status that are “Percentage” based, which will be displayed with the TCD code associated to the supplier.

Note: The system leaves the field blank, when this page appears.

If the supplier is not mapped to either the “Default Tax Key” or an “Inactive Tax Key”, a blank value is displayed.

Note: When tax key is selected in the ‘Default Tax Key’ field and the set option ‘Application of Default Tax key in Supplier Expense Invoice’ in the “Set Finance Process Parameters” screen of the “OU Parameter Setup” business component is set as document level, then the tax key in the Multiline should be blank and Tax should be applied at Document level in the TCD page of the Supplier Expense Invoice.

Select the icon to predict account codification for expense invoice using history data. More...

Line #

The number identifying the line in which the expense details are available.

Enter the following fields in the “Expense Information” multiline:

Expense	A description of the expense incurred by the invoice (Alphanumeric, 16).
Usage ID	A code identifying the usage that has been mapped to the account code (Alphanumeric, 20). Ensure that a value is entered in this field. Help facility available.
UOM #	The unit of measurement of the expense (Alphanumeric, 10). Help facility available.
Quantity	The number of units of the item that is invoiced (Integer). The value entered in this field must be greater than zero.

Note: This field must not be left blank if a value has been entered in the “Rate” field and the “Rate Per” field.

Rate

The price of one unit of the item (Decimal). The value entered in this field must be greater than zero.

Note: This field must not be left blank if a value has been entered in the “Quantity” field.

Rate Per

The number of items, for which the rate is applicable (Integer). The value entered in this field must be greater than zero.

Note: If this field is left blank, the system displays “1”.

Amount

The amount invoiced for the item (Decimal). Mandatory. The value entered in this field must be greater than zero.

Note: If this field is left blank, the system calculates the amount as the product of the item quantity and unit rate of the item, that is [“Quantity” * (“Rate” / “Rate per”)]

Tax Key	By default, this field displays the value chosen in the “Default tax Key” field. If you modify the value in this field, the modified tax key value will be saved. Help facility available.
Tax Key Description	The textual description of the tax key.
Remarks	Any observations or comments regarding the expense available in the line (Alphanumeric, 255).
Cost Center	The code identifying the cost center to which the “Supplier Payable Account” (Alphanumeric, 10). The cost center must have been defined in the “Cost Setup” business component. Ensure that a value is entered in this field if the cost center is mapped to the account code to which the usage Id is mapped. Note that if value is not specified in this field, the system retrieves the cost center of the Facility Object specified if the set option “Default Cost Center for Facility Object #” is set as “Yes” in the “Set Function Defaults” activity of the current business component. Help facility available.
Analysis #	The analysis code to which the “Supplier Payable Account” is mapped in the “Account Based Budgeting” business component (Alphanumeric, 5). Data entry in this field is mandatory if “No” is set for the set option Default Cost Center for Facility Object #” is set as “Yes” in the “Set Function Defaults” activity of the current business component. Help facility available.
Sub Analysis #	The sub analysis code to which the analysis code is mapped in the “Account Based Budgeting” business component (Alphanumeric, 5).
Expense Classification	The classification of the expense incurred by the invoice.. The system leaves a blank by default.
Maintenance Object Type	Use the drop-down list box to select the type to which the maintenance object for which you wish to record expenses belong.. Data selection in this field is mandatory if a value is entered in the “Maintenance Object #” field. The system displays the following options: · Aircraft Reg. # - Select this option if you wish to record expenses for aircraft. · Component # - Select this option if you wish to record expenses for a component. · Facility Object – Select this option if you wish to record expenses for a facility object. A facility object refers to a facility that is already defined in the “Work Center” business component or a part that is already defined in the “Part Administration” business component. By default the system leaves this field blank.
Maintenance Object #	The number identifying the maintenance object corresponding to the Maintenance object Type selected for which you wish to record expenses. Data entry in this field is mandatory if a value is specified in the “Maintenance Object Type” field. Leave this field blank if the “Maint. Object Type” is “Aircraft Reg.# or Component #” Ensure that a row is selected before clicking the help icon in this field. Ensure that the Facility Object entered in this field is a valid number for which Cost Center is available. Help facility available
Customer Order #	The number identifying the customer order associated with the specified AME # / SWO #. Ensure the following: · The value entered in this field is a valid customer order which is in “Processed” or “Closed” status. · For a customer order that is in closed status, the parameter “Record Expenses with Reference to Closed Documents” is set as other than “Not Allowed” in the “Set Function Defaults” activity of the current business component.. Help facility available
AME #	The number identifying the execution reference document to which you wish to record expenses. Data entry in this field is mandatory if Task # is specified. Ensure the following: · The status of the AME # entered in this field is either “Planned", "InProgress" "Completed" or "Closed / PreClosed” if for that AME# the parameter “Record Expenses with Reference to Closed Documents” is set as “Allowed” in the “Set Function Defaults” activity of the current business component.. · The status of the AME # entered in this field is other than "Closed / PreClosed” if for that AME# the parameter “Record Expenses with Reference to Closed Documents” is set as “Not Allowed” in the “Set Function Defaults” activity of the current business component.. · No value is entered in this field if the “Maintenance Object Type” and “Maintenance. Object #” fields are left blank. · The AME # entered in this field has reference to the specified customer order. Help facility available
SWO #	The number identifying the shop work order to which you wish to record expenses. Data entry in this field is mandatory if Task # is specified. Ensure the following: · The status of the SWO # entered in this field is either “Planned", "In-Progress" "Completed" or "Closed / PreClosed” if for that AME# the parameter “Record Expenses with Reference to Closed Documents” is set as “Allowed” in the “Set Function Defaults” activity of the current business component. · The status of the SWO # entered in this field is other than "Closed / PreClosed” if for that AME# the parameter “Record Expenses with Reference to Closed Documents” is set as “Not Allowed” in the “Set Function Defaults” activity of the current business component. · No value is entered in this field if the “Maintenance Object Type” and “Maintenance. Object #” fields are left blank. · The AME # entered in this field has reference to the specified customer order. Help facility available
Task Seq. #	The sequence number of the task against which you wish to record expenses associated with the AME # / SWO #. Data entry in this field is mandatory if a Task # is specified.
Rate Per	The number of items, for which the rate is applicable (Integer). The value entered in this field must be greater than zero.
Tax Key	By default, this field displays the value chosen in the “Default tax Key” field. If you modify the value in this field, the modified tax key value will be saved. Help facility available.

The system displays the following in the “Expense Information” multiline:

Tax Key Description

The textual description of the tax key.

Enter the following in the “Expense Information” group box:

Destination Finance Book

The finance book to which expenses defined in multiple finance books will be posted.

Ensure that a value is selected in this field if “Destination Usage ID” is entered.

Ensure that the value selected in this field is not the same as the value entered in “Finance Book” for the invoice.

Destination Usage ID

The usage ID to which expenses defined in multiple usage IDs will be posted.

Ensure that a value is specified in this field if “Destination Finance Book” is selected.

Inter Finance Book JV No

Finance book JV created for multiple finance book postings will be displayed

The system displays the following in the “Expense Information” multiline:

Inter Finance Book JV No

Finance book JV created for multiple finance book postings will be displayed.

Enter the following in the “Expense Information” group box:

Ref. #

The reference document number of the line item.

Expense Type

Use the drop-down list box to specify if capitalization of expense is required. Data selection is mandatory in this field if a value is specified in the “Ref.#” field.Capital - Select this option if you wish to capitalize expenses.

· Revenue - Select this option if you wish to consider expense as a revenue.

Option setting in the “Set Function Defaults” activity	Values	The system performs the following:
Expense Type Basis for Capital Ref. Documents	Always Ref. Doc. based	Ensures that the Expense Type is the same as the Ref..Doc. type specified
	Ref. Doc. based if not specified	Considers the Expense Type of the Ref. Doc’s task
	Based on User selection".	Ensures that the user select the Expense Type in the multiline

The system displays the following in the “Expense Information” multiline:

Proposal No.

The number identifying the capital proposal of the capital work order associated with the specified AME # / SWO #

Note: Ensure that the task sequence is specified if for the entered AME # / SWO # the associated Task # has multiple tasks sequence.

Check the box in the “Select” column of the multiline to mark an expense for deletion.

Click the “Compute” pushbutton to calculate the total invoice amount.

Note: For the calculation of the total invoice amount, the system does not consider Withholding Tax with Tax incidence as “On Payment”.

The system calculates and displays the total invoice amount

Based on the CIM interaction with the TCD component, the system performs the following validations if the “Statutory Tax Computation and Accounting Required” field is set to “Yes”

Ensures whether “TCD Code” and “Variant Code” entered/modified by the user in the multiline have the applicability flag set to “Purchase Transactions”
Ensures whether all the TCDs of type “Tax'” provided in the multiline are either “Inclusive Tax” or “Exclusive Tax”
Checks whether the nature of the taxes for the “Tax Codes” and “Variant Codes“ entered in the multiline are “Payable”.

Click the “Auto Codify” pushbutton for codification of Expenses Invoice.

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

Value Excluding Tax	The basic amount of the invoice including the charges and excluding the discounts is displayed. The system calculates the value excluding tax using the following formula: (The sum of all the line amounts + charges - discounts – (tax amounts that are defined with the tax nature as “inclusive”) if statutory tax accounting & computation is applicable field is set as “Yes” in the “Company Parameter Setup” business component in “Set Common Parameters” page.)}
Tax	All inclusive and exclusive tax amounts are displayed. (If statutory accounting is applicable, the system does not consider the withholding taxes and zero sum game taxes).
With- holding Tax	This field is relevant if statutory tax accounting is applicable for the company. All the tax amounts with tax nature as “Withholding Taxes” are displayed.
Value Net of Tax	The system calculates the value net of tax using the following formula: (The sum of value excluding tax + Inclusive taxes payable + exclusive taxes payable - withholding taxes)

Tax Inheritance

Click the “Create Invoice” pushbutton to create an expense invoice.

Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded.

Note: When usage Id is InterFB and both “Destination FB” and “Destination Usage ID” is selected in the multiline, analysis code will relate only to the usage ID.

The system generates a unique number identifying the expense invoice if you have opted for the automatic numbering type.

Status Update

The status of the invoice is updated as “Draft”

The status of the invoice is updated as “Fresh”.

The status of the invoice is updated as “Authorized” if the option “No” is selected as the “Hold Pay”.

The status of the invoice is updated as “Held Authorized” if the option “Yes” is selected as the “Hold Pay”

Note: If the status of the invoice is updated as ‘Held Authorized’, the invoice will not be available for payment processing. It can be processed for payment only when the invoice is released in the “Hold /Release Invoice” activity of the current business component..

Account Postings Details

The system credits the “Supplier Payable Account” in the account currency.

The system debits the “Expense Account”.

The system debits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is greater than the total amount that has been rounded off. The system credits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is lesser than the total amount that has been rounded off.

Payment Schedule

The system generates the default payment schedule for the invoice.

The system updates the login ID of the user and the system date in the “Created By” and the “Created Date” fields.

Tax Inheritance

The system inherits tax in Supplier Direct Invoice based on the option ‘Allow Inheritances of Taxes Based on’ defined in the “Set Function Defaults” activity.

If the option ‘Allow Inheritances of Taxes Based on’ is as set as “Purchase Tax Rules”, the system inherits tax from “Manage Purchase Tax Rules” activity of the “Tax Charges & Discounts” business component.
If the option ‘Allow Inheritances of Taxes Based on’ is as set as “Statutory Tax Defaults”, the system displays tax based on the Tax Key defined for the supplier in the “Supplier” business component.

Click the “Create and Authorize Invoice” pushbutton to authorize the invoice during the creation process.

The system generates a unique number identifying the expense invoice if you have opted for the automatic numbering type.

Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded.

The system generates a unique number identifying the expense invoice if you have opted for the automatic numbering type.

Status Update

The status of the invoice is updated as “Authorized”.

Account Postings details

The system credits the “Supplier Payable Account” in the account currency.

The system debits the “Expense Account”.

The system debits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is greater than the total amount that has been rounded off. The system credits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is lesser than the total amount that has been rounded off.

Payment Schedule

The system generates the default payment schedule for the invoice.

Tax Inheritance

The system displays the following:

Created By	The login ID of the user who created the expense invoice.
Created Date	The date on which the expense invoice was created.

To proceed, carry out the following

Select the “Edit Invoice” link at the bottom of the page to modify the details of the expense invoice.
Select the “Upload Documents” link at the bottom of the page to upload documents.
Select the “View Associated Doc. Attachments” at the bottom of the page to view information regarding the associated document attachments.
Select the “Invoice Summary” link at the bottom of the page to view the summary of the invoice.
Select the “Accounting Information” link at the bottom of the page to view the account posting information of the invoice.
Select the “Attach Notes” link at the bottom of the page to record observations or comments regarding the newly created part invoice.
Select the “T/C/D” link at the bottom of the page to enter the tax, charges or discount details for the invoice.
Select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule generated by the invoice.
Select the “Create Adjustment” link to access the “Create Multi Currency Adjustment” activity to reconcile the unadjusted open debit documents for the supplier.

Creating expense invoice – An overview

You can enter the invoice information like the code identifying the finance book in which the invoice details have to be posted. You can enter the number identifying the invoice if you have opted for the “Manual” numbering type. The system generates a unique invoice number if you have not opted for the “Manual” numbering type.

This page allows you to enter the details of the invoice received from the supplier. You can also enter the details of the supplier to whom the payment must be made. You can also enter payment information like the currency in which the payment must be made.

You can enter the expense for which the invoice has been raised. You can also select the usage that has been mapped to the account in which the expense amount must be debited or credited. If the expense has been incurred for a measurable item like gasoline or stationary, you can enter the unit of measurement in which the item has been received and the rate and the amount that has been calculated for the item. The system generates the payment schedule based on the pay term defined for the invoice.

The system saves the details of the invoice and updates the status as “Draft” if the electronic payment details, if applicable, have not been updated. The system updates the status of the invoice as “Fresh” if the electronic payment details are not applicable or if they have been updated.

This page also allows you to authorize an expense invoice immediately after creation. The status of the invoice after authorization is updated as “Authorized”. The details of this invoice cannot be modified.

Prerequisites

Mandatory

“Financial Calendar” must have been defined in the “Accounting Setup” business component.
“Finance Book” must have been defined in the “Organization Setup” business component.
“Numbering Type” must have been defined in the “Numbering Class” business component.
“Supplier” must have been defined in the “Supplier” business component.
“Currency” must have been defined in the “Organization Setup” business component and must have been mapped to a supplier in the “Account Rule Definition” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
Chart of Accounts should be mapped to the Finance Book in the ‘Accounting Setup’ business component.
“Usage” must have been defined in the “Account Rule Definition” business component.
“Unit of Measurement (UOM)” must have been defined in the “Unit of Measurement” business component.
“Set Functions Default” activity must have been completed.

Optional

“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis and Sub-Analysis Codes” must have been defined in the “Account Based Budget” business component.
“Cost Center” must have been defined in the “Cost Setup” business component.

What you can do in this page

Indicate the mode of payment

Set payment priority

Indicate mode of adjustment

Calculate total invoice amount

Indicate the mode of payment

You can set the mode by which the payment must be made to the supplier. You can make an electronic payment to the supplier or you can pay him through check or cash. Based on the method of payment, the system allows you to record the details of the electronic payment to be made to the supplier.

Set “Electronic Payment” field to “Yes” if you want to make an electronic payment to the supplier.
Set “Electronic Payment” field to “No” if you do not want to make an electronic payment to the supplier.

Set payment priority

You can accord a priority to the payment that is to be made to the supplier for the expense invoice. You can accord a “High”, “Medium” or “Low” priority to the payment.

Set “Payment Priority” field to “High” if you want to accord a high priority to the payment.

Set “Payment Priority” field to “Medium” if you want to accord a medium priority to the payment.

Set “Payment Priority” field to “Low” if you want to accord a low priority to the payment.

Indicate mode of adjustment

An invoice is adjusted against debit documents when it is authorized. You can select the debit documents against which the invoice must be adjusted. Otherwise, the system picks the debit documents against which the invoice is adjusted. This page gives you the facility to set whether the mode of adjustment must be manual or automatic.

Set the “Auto Adjust” field to “Yes” if you want the system to pick and adjust the invoice against debit documents.

Set the “Auto Adjust” field to “No” if you want to select the debit documents against which the invoice must be adjusted.

Calculate total invoice amount

You can calculate the total invoice amount of the newly created item invoice.

Click the “Compute” pushbutton to calculate the total invoice amount.

The system calculates the total invoice amount as the sum total of all the item amounts that have been entered in the multiline.

Auto Codification

Usage ID
Usage Description
Cost Center
Analysis Code | Subanalysis Code
Color Code indicating Confidence Level
Confidence Level: The ranking for Cost Center, Analysis Code and Subanalysis Code indicating the maximum used combination

High - Highly used combination
Medicum - Medium Usage of the combination
Low-Least used combination

Sekect the 'Ok' button to initiate defaults in the multiline based on which Expense Invoice can be created.