Authorizing part invoice

This page allows you to authorize an item invoice. Tell me more.

Select the “Authorize Item Invoice” link at the bottom of the “Select Invoice” page.

The “Authorize Item Invoice” page appears.

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

Invoice #

The number identifying the part invoice.

Status

The status of the invoice. It must be “Fresh”.

Fresh – indicates a newly created invoice that can be authorized.

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

Finance Book

The code identifying the finance book in which invoice postings is to be made.

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

Supplier Registered At	The code identifying the organization unit in which the supplier has been created.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.

Modify the following fields if required 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.

Modify the following fields 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.

Modify 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.

Modify 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 from 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.
Electronic Payment	Use the drop-down list box to set whether electronic payment is possible 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”.
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).

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 “Edit Invoice” or the “Edit and Authorize Invoice” pushbutton is clicked. This amount must be lesser or equal to the supplier invoice amount.

Note: If VAT were applicable for the login organization unit, the total invoice amount would also include the computed VAT.

Modify 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”.
Comments	Any observations or remarks regarding the part invoice (Alphanumeric, 255).
	Zoom facility available

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

Line #

The number identifying the line in which the part details are available in the invoice.

Modify the following fields if required in the “Part / Asset / T / C / D 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”.
Part/T/C/D #	The unique code identifying the part, tax, charge or discount (Alphanumeric, 32). Mandatory.
	Help facility available
Variant #	The unique code identifying the tax, charge or discount variant (Alphanumeric, 32).
UOM #	The unit of measurement in which the part has been 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 item quantity and unit rate of the part, that is [“Quantity” * (“Rate” / “Rate per”)]

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.

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 purchased (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
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” has been mapped (Alphanumeric, 10). The cost center must have been defined in the “Cost Setup” business component. Ensure that the cost center specified here is mapped to the account code defined for the TCD-Variant # / Usage.
	Help facility available
Analysis #	The analysis code to which the “Supplier Payable Account” is mapped in the “Account Based Budgeting” business component (Alphanumeric, 5). Ensure that the analysis code specified here is mapped to the account code defined for the TCD-Variant # / Usage.
	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). Ensure that the Subanalysis code specified here is mapped to the account code defined for the TCD-Variant # / Usage.

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

Part/T/C/D	Indicates whether a “Part”, “Tax”, “Charge” or “Discount” is available in the line.
T/C/D Computation	Indicates the method in which the tax, charge or discount has been calculated. It could be “For Document” or “For Line Item”. For Document – indicates that the tax, charge or discount has been calculated for the invoice as a whole. For Line Item – indicates that the tax, charge or discount has been calculated for each individual row in the invoice.
T/C/D on Line #	The number identifying the line in which the part for which the tax, charge or discount has been calculated.
Part/T/C/D Description	The description of the code identifying the part, tax, charge or discount.

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.

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

Click the “Edit Invoice” pushbutton to save the modifications made to the invoice.

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

The system saves the modifications made to the part invoice.

Account Postings details

The system credits the “Supplier Payable Account” in the account currency.
The system debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges”.
The system credits the “Discount Accounts” when the “TCD Type” is “Discount”.
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 a payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component based on the modifications that have been made to the invoice.

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

Click the “Edit and Authorize Invoice” pushbutton to save the modifications and authorize the invoice.

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

The system saves the modifications made to the part invoice.

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 “TCD Account” when the “TCD Type” is “Tax” or “Charges”.

The system credits the “Discount Accounts” when the “TCD Type” is “Discount”.

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 a payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component based on the modifications that have been made to the invoice.

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

Click the “Return Invoice” pushbutton to return the invoice.

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

The system saves the modifications made to the part invoice.

Status Update

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

The system also updates the login ID of the user and the system in the “Last Modified By” and “Last Modified Date” fields.

The system displays the following:

Created By	The login ID of the user who created the invoice.
Created Date	The date on which the invoice was created.
Last Modified By	The login ID of the user who last modified the invoice.
Last Modified Date	The date on which the invoice was last modified, which will be the system date.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to modify the tax, charges or discount details for the invoice.
Select the “Edit Electronic Payment Information” link to modify the payment reference id and payment information details for an invoice.

Refer to the “Supplier Payment” online help for more details.

Select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule.
Select the "Edit Electronic Payment Details" link at the bottom of the page to modify the EFT details.
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 item invoice.

Authorizing part invoice – An overview

You can authorize a part invoice that is in the “Draft” or “Fresh” status. The system updates the status of the invoice as “Authorized”. The system also stores the login ID of the user and the system date along with the invoice details. You cannot modify the details of an authorized invoice any further. The payment schedule that has been generated for the invoice would be frozen. An authorized invoice will be adjusted with the selected debit documents.

This page also allows you to modify the details of a part invoice while trying to authorize it. The system saves the modifications made to the invoice. The system also retains the same status of the invoice. This page also allows you to return the invoice to the user who created it for modifications. You can return an invoice that is in the “Fresh” status. The system updates the status of the returned invoice as “Returned”. The system also stores the login ID of the user and the system date along with the invoice details.