Viewing expense invoice details

This page allows you to view the details of the selected expense invoice. You can view the details of the supplier on whom it was raised and the method of the payment that must be made. You can also view the details of the expense, tax, charge and discount details that have been incurred for the expense invoice. If the invoice has been put on hold or reversed, you can also view the reason and the observations that have been recorded while putting the invoice on hold or when it was reversed. The system also displays the login ID of the user and the dates on which the expense invoice was created and later modified.

Select the “View Expense Invoice” link at the bottom of the “Select Invoice” page.

The “View Expense Invoice” page appears.

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

Invoice #	The number identifying the expense invoice.
Status	The status of the expense invoices. It could be “Draft”, “Fresh”, “Authorized”, “Requested”, “Partly Paid”, “Held”, “Held Requested”, “Held Partly Paid”, “Deleted” or “Reversed”.
	Draft – indicates a newly created expense invoice that cannot be authorized.
	Fresh – indicates a newly created expense invoice that can be authorized.
	Authorized – indicates that the invoice has been authorized.
	Requested – indicates that a request for payment has been raised for the invoice.
	Partly Paid – indicates that a part payment has been made for the invoice.
	Held – indicates that the invoice has been put on hold. An invoice in this status will not be posted in the finance book.
	Held Requested – indicates that the request for payment that has been raised for the invoice has been put on hold. The payment voucher that has been raised for this invoice would be stopped from being processed.
	Held Partly Paid – indicates that the invoice has been partly paid. The balance amount has been stopped from payment.
	Deleted – indicates that the invoice has been deleted.
	Reversed – indicates that the invoice has been reversed. A reversal entry has been posted in the finance book.
Invoice Date	The date on which the invoice has been raised.
Finance Book	The code identifying the finance book in which the account postings have been made.
Codification Status	The applicability of codification status which could be ‘Codified’, ‘Non-Applicable’ and ‘Pending’
Company Address ID	The company address ID of the finance book that is applicable for the invoice.
Company Address	The address details for the company address ID.

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.
Pay to Supplier #	The code identifying the supplier to whom the payment can be made.
Address ID	The address ID of the supplier that is applicable for the invoice.
Pay to Supplier Name	The name of the supplier to whom payment can be made.
Supplier Invoice #	The number identifying the invoice that has been issued by the supplier.
Supplier Invoice Amount	The amount for which the supplier invoice has been raised.
Supplier Invoice Date	The date on which the supplier invoice was raised.

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

Currency	The code identifying the currency in which the expense invoice must be created.
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.
Payment Processing Point	The code identifying the organization unit from which the payment for the invoice must be released.
Electronic Payment	Indicates whether an electronic payment can be made for the invoice.
Payment Method	Indicates the method in which the payment must be made to the supplier. It could be “Regular” or “Specific Bank”.
Pay Mode	Indicates the mode in which the payment has to be made to the supplier. It could be any of the Cash, Check, Demand Draft, Direct Debit or EFT pay modes that have been defined.
Payment Priority	Indicates the priority that has been accorded to the invoice. It could be “High”, “Medium” or “Low”.
Pay Term	The code identifying the pay term.
Anchor Date	The date from which the payment schedule of the invoice has been calculated.
Total Invoice Amount	The total invoice amount.
Auto Adjust	Indicates whether the invoice has been automatically adjusted. It could be “Yes” or “No”.
Comments	Any observations or remarks regarding the expense invoice.

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

Pay Ref. ID	The identification number of the payment note.
Pay Ref. Details	The system displays the comments that you have recorded for the specified payment reference ID in the Supplier Bank Information component.
Payment Instructions	Any guidelines for invoice payment relevant to the payment reference.

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

Line #	The number identifying the line in which the expense details are available in the invoice.
Expense/T/C/D #	The code identifying the tax, charge or discount or the description of the expense.
Variant #	The code identifying the tax, charge or discount variant.
Usage ID	The code identifying the usage that has been mapped to the account code.
UOM #	The unit of measurement of the expense.
Quantity	The number of units of the item that is invoiced.
Rate	The price of one unit of the item.
Rate Per	The number of items, which when put together, makes one unit of the item that is invoiced.
Amount	The amount invoiced for the expense.
Remarks	Any observations or comments regarding the expense available in the line.
Cost Center	The code identifying the cost center to which the “Supplier Payable Account” has been mapped.
Analysis #	The analysis code to which the “Supplier Payable Account” is mapped.
Sub Analysis #	The sub analysis code to which the analysis code is mapped.
Expense/T/C/D	Indicates whether an “Expense”, “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 item for which the tax, charge or discount has been calculated.
TCD Description	The description of the code identifying the tax, charge or discount.

The system displays the following in the “Hold / Reversal Information” group box:

Reversal Document #	The number identifying the document that has been generated for the reversal of the expense invoice.
Reversal Date	The date on which the reversal document was generated.
Reason for Hold	The code identifying the reason due to which the expense invoice was put on hold.
Remarks for Hold	Any observations or comments regarding the necessity for putting the expense invoice on hold.
Reason for Reversal	The code identifying the reason due to which the expense invoice was reversed.
Remarks for Reversal	Any observations or comments regarding the reversal of the expense invoice.

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.
Last Modified By	The login ID of the user who last modified the expense invoice.
Last Modified Date	The date on which the expense invoice was last modified.

To proceed, carry out the following

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 details of the account posting information.
Select the “View Notes” link at the bottom of the page to view the details of the notes that have been recorded for the invoice.