Creating item invoice

This page allows you to create a part invoice. Tell me more.

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

The “Create Item Invoice” page appears.

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 part invoice that cannot be authorized.
	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 #

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 “Numbering Class” business component.

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

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.
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 “Part 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.
Company Address ID	The address ID of the company 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 on the default finance book of the company. Help facility available

The “Invoice Information” group box displays the following:

Company Address

The address details for the selected company address ID.

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

Enter the following fields 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. On launch of the page, this field displays the preferred address ID of the supplier. 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 fields 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 “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”. The system displays “Regular” by default on launch of the page.

Note: “ESR”, “ESR+”, “LSV”, “LSV+” and “Specific Bank” will be available for selection only if Swiss pay modes are applicable for the company.

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 Bank, Cash, PTT, DTA and SAD pay modes that have been defined.

Note: “PTT”, “DTA” and “SAD” will be available selection only if Swiss pay modes are applicable for the company.

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 item invoice (Alphanumeric, 255).
Enter the following in the “Electronic Payment Information” group box.
Pay Ref. ID	Use the drop down list box to select the identification number of the payment.
Note: The above field is mandatory, if you have selected “Yes” in the Electronic Payment field. The system displays the following for the specified pay reference id.
Pay Ref. Details	The comments recorded for the pay reference id in the “Supplier” component.
Enter the following in the “Electronic Payment Information” group box.
Payment Instructions	The comments recorded for the pay reference ID in the “Supplier" Information component.

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

Enter the following in the “Part/ Asset 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 the page appears.

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

The system displays the following in the “Part / Asset Information” multiline:

Line #

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

Enter the following fields in the “Part / Asset Information” multiline:

Usage	Use the drop-down list box to select the type of liability that has been incurred by the invoice. You can select from “Capital” or “Non-Capital”. The system displays “Non-Capital” by default on launch of the page.
Part #	The unique code identifying the part (Alphanumeric, 32). Mandatory.
	Help facility available

Note: If “Non-Capital” is selected in the “Usage” field, the part entered in this field must have been created in the “Part Administration” business component and must be in “Active” status.

UOM #	The unit of measurement in which the part is purchased (Alphanumeric, 10). Mandatory. The unit of measurement must have been defined in the “UOM Administration” business component and must be in “Active” status.
	Help facility available

Note: This field must not be left blank if “Non-Capital” is selected in the “Usage” field. The unit of measurement entered in this field must be the unit of measurement in which the part is stocked in the inventory.

Quantity

The number of units of the part 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 part (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 parts, 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 part (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 part quantity and unit rate of the part, 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.

Receipt Location

Use the drop-down list box to select the organization unit in which the parts were received. All the organization units in which the “Stock Receipt” business component has been mapped will be available for selection. The system displays “Blank” by default on launch of the page.

Note: A receipt location must be selected if usage has been selected as “Non-Capital”.

Asset Proposal #	The code identifying the asset proposal based on which the part has been received (Alphanumeric, 18). This asset proposal must have been created in the “Asset Planning” business component. The asset proposal must be an acquisition proposal.
	Help facility available

Note: This field must not be left blank if “Capital” is selected in the “Usage” field.

Remarks	Any observations or comments regarding the part 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.
	Help facility available
Analysis #	The analysis code to which the “Supplier Payable Account” is mapped in the “Account Based Budgeting” business component (Alphanumeric, 5).
	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).

The system displays the following in the “Part / Asset Information” multiline:

Part Description

The description of the part.

Check the box in the “Select” column of the multiline to mark a part for deletion.

Click the “Get Item Details” pushbutton to retrieve the part details.

The system retrieves the details of the part in the “Part / Asset Information” multiline.

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

On click of ‘Compute’, the system retrieves the tax code in the “Tax / Charge / Discount” page from the “Maintain Purchase Tax Rule” activity based on the doc type, expense category, company address ID and supplier address ID.

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.

Tax Inheritance

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 tax accounting is applicable, the system does not consider the withholding taxes and the 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 the 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 - with-holding taxes)

Click the “Create Invoice” pushbutton to create a part invoice.

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 part invoice if you have opted for the automatic numbering type.

Status Updation

The status of the invoice is updated as “Draft” If the electronic payment details like ESR / ESR+ reference numbers that is required have not been added for the invoice.
The status of the invoice is updated as “Fresh” If the electronic payment details are not required or have been added already.

Account Postings details

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

The system debits the “Purchase Suspense Account” in the base currency of the company if the "Part“ purchased is “Non-Capital”.

The system debits the “FA Suspense Account” or the “Capital WIP Account” in the base currency of the company if the “Part’ purchased is “Capital”.

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 if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component.

Payment Schedule for electronic payment

The system generates a default payment schedule and also saves the bank details required for the Electronic Payment.

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.

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 part invoice if you have opted for the automatic numbering type.

Status Updation

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 “Purchase Suspense Account” in the base currency of the company if the “Part” purchased is “Non-Capital”.
The system debits the “FA Suspense Account” or the “Capital WIP Account” in the base currency of the company if the “Part’ purchased is “Capital”.
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.

Payment Schedule for electronic payment

The system generates a default payment schedule saves the bank details required for the Electronic Payment.

Tax Inheritance

The system displays the following:

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

To proceed, carry out the following

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.
Select the “Edit Invoice” link at the bottom of the page to modify the details of the part invoice.
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.

Creating part 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 also indicate whether an electronic payment is applicable for the invoice and if the invoice must be adjusted automatically with other debit documents.

This page also allows you to enter the details of the “Capital” or “Non-Capital” parts that have been purchased. You can record details of the asset proposal number based on which the “Capital” part were purchased. You can also record the organization unit in which the “Non-Capital” part would be received.

The system also generates the payment schedule based on the pay term defined for the supplier. A payment schedule is also generated if an electronic payment is to be made to the supplier.

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

What you can do in this page

Indicate the mode of payment

Set payment priority

Indicate mode of adjustment

Set the type of liability incurred

Retrieve part details

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 part 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.

Set the type of liability incurred

You set the type of liability that has been incurred by the purchase of the part. You can indicate whether the part that has been purchased is a “Capital” or a “Non-Capital” part.

Set the “Usage” field to “Capital” if the part purchased is a capital part.

Set the “Usage” field to “Non-Capital” if the part purchased is not a capital part.

Retrieve part details

If the part that has been purchased is available in the inventory you can retrieve the details of the part.

Enter the part code in the “Part #" field.

Click the “Get Details” pushbutton to retrieve the part details.

Calculate total invoice amount

You can calculate the total invoice amount of the newly created part 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 part amounts that have been entered in the multiline.

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.
"Part“ must have been defined in the “Part Administration” business component.
“Chart of Accounts” must have been mapped to the Finance Book in the ‘Accounting Setup’ business component.
“Account codes” for “Purchase Suspense”, “FA Suspense” and “Capital WIP” must have be defined in the “Account Rule Definition” business component.
“Unit of Measurement (UOM)” must have been defined in the “Unit of Measurement” business component.

Optional

“Asset Proposal” must have been created in the “Asset Planning” business component.
“Cost Center” must have been defined in the “Cost Setup” business component.
“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.