Authorizing Delivery Charges invoice

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

The “Authorize Delivery Charges Invoice” page appears.

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

Invoice #	The number identifying the invoice.
Invoice Category	The category to which the invoice belongs, such as Ref. Doc Based or Way Bill Based
Status	The status of the invoice. It must be “Matched”.
	Matched – indicates an invoice that can be authorized.

Modify the following fields if required 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.

Note: If reference documents have been retrieved for the invoice, the date entered in this field must be after the date on which the reference documents were raised.

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 defined for the business unit to which the login organization unit has been mapped 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.

Company Address Id

The code identifying the company address at which the invoice is created.

Help facility available.

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

Company Address

The company address at which the invoice is created.

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

Document Category

Use the drop-down list box to specify the category of the delivery charge invoice.

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

Allocation Status

The allocation status of the delivery charges invoice.

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

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 must be made.
Supplier Name	The name of the supplier to whom the payment must be made.

Modify the following fields if required in the “Supplier Information” group box:

Address ID	The code identifying the supplier address. Help facility available.
Supplier Invoice #	A unique number identifying the invoice that has been issued by the supplier (Alphanumeric, 18). Mandatory
Supplier Invoice Date	The date on which the supplier invoice was raised (Date Format). Mandatory. The date entered in this field must be before or the same as the date entered in the “Invoice Date” field.
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 Address	The address details of the supplier.

Modify the following field if required 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 if required 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.

Note: At least one organization unit must be available for selection if the “Default Payment Processing Point” parameter has been set to “Yes” in “Set Functions Default” activity.

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.

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, Credit Card, Demand Draft and Direct Debit pay modes that have been defined. If you have selected “Yes” for Electronic Payment, This field displays only ‘EFT’ in this field.

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.
	Press <Enter> key.
	The system retrieves the anchor date for the invoice.
	Help facility available

Note: You can modify the pay term that has been set in the purchase order if the parameter “Modify Pay Term” is set as “Yes” in the “Set Function Defaults” activity.

Anchor Date

The date from which the payment schedule of the invoice would be calculated (Date Format). Mandatory. The date entered in this field must be after the date on which the purchase order has been authorized.

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

Total Invoice Amount

The total amount invoiced. The system calculates and displays the total invoice amount as the difference of the sum total of the part, tax, charge amount and the discount amount. This total invoice amount must be greater than zero.

Total Proposed Amount

The total amount proposed for invoicing.

Modify the following fields if required in the “Payment Information” group box:

Auto Adjust	Use the drop-down list box to set whether the invoice must be automatically adjusted after authorization. You can select from “Yes” or “No”.
Comments	Any observations or remarks regarding the invoice (Alphanumeric, 255).
Hold Pay	Use the drop-down list box to specify whether the payment is to be on hold. The system lists the values “Yes” and “No” along with a blank value. The system defaults the value based on the parameter ‘Default Hold Pay in DC Invoice with’ set under Parameter Level 'OU Level', Business Process 'Payable Management' and Category 'Delivery Charges Invoice' in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

The system displays the following in the “Delivery Charges Information” multiline:

Line #	The number identifying the row in which the part, tax, charge or discount is available in the invoice.
Way Bill #	The Way Bill# the user has specified in the Delivery Charges invoice. Note: This field is available only if Invoice Category is ‘Way Bill Based’.
Ref. Doc. # Avbl.?	Indicates whether the reference document # for the Shipping Note or Advanced Shipping Note or Goods Receipt /Repair Receipt or Loan Rental Receipt is available or not.
Ref. Type	The reference document type which could be “Shipping Note” or “Advanced Shipping Note” or “Goods Receipt” / “Repair Receipt” or “Loan Rental Receipt”.
Ref Doc #	The identification number of the goods receipt/repair receipt based on which the invoice is being created Order The identification number of the purchase order/release slip/repair order related to the goods receipt/repair receipt.
Ref. Cost	The Freight Cost as per the Shipping Note or Advance Shipping Note, by converting the same into the DC Invoice Currency, using the exchange rate as of the Invoice date between the Freight Cost Currency and the Invoice Currency, for the exchange rate type set for Supplier Liability.
Add Ref. Doc #	The number identifying the additional reference document. In case of Shipping Note, the system displays the Ref. Document # of the Shipping Note. In case of Advance Shipping Note, the system displays the Goods Inward # if available.
Customer Order #	The number identifying the customer order from the Advance Shipping note or Shipping Note.
Tax Key	The unique code identifying the combination of tax # and tax variant #.
Carrier Code	The Carrier code as in the “Shipping Note”/ “Advance Shipping Note”.
Supplier #	The number identifying the supplier.
Supplier	Name The name of the supplier.
Customer #	The number identifying the customer.
Customer Name	The name of the customer.
Return Remarks	The remarks pertaining to the return of the delivery charges invoice.
Charge Option	The charge type of the delivery expense as derived from goods receipt/repair receipt. Charge Option
Way Bill # - GR	The way bill # as available in goods receipt/repair receipt.
T/C/D #	The TCD # for delivery charges.
Variant #	The TCD variant # for delivery charges.

Enter the following field in the “Delivery Charges Information” multiline:

Amount

The total amount invoiced for the charges incurred (Decimal). Mandatory.

The system displays the following in the “Delivery Charges Information” multiline:

Proposed Amount	The amount proposed for payment in the reference document, such as purchase goods receipt or repair receipt.
Ref Document Type	Use the type of the reference document for which you wish to create delivery invoice. The drop-down list box displays: All, Goods Receipt and Repair Receipt.
Ref Document Date	The date on which the goods receipt or repair receipt for which you are recording delivery invoice was created.

Modify the following fields if required in the “Delivery Charges Information” mutliline:

Remarks	Any comments or observations regarding the part available in the line (Alphanumeric, 255).
Cost Center	The code identifying the cost center to which the “Variance Account” has been mapped (Alphanumeric, 10). The cost center must have been defined in the “Cost Setup” business component. Note: Do not specify any cost center, if Invoice Category is Order Based. Help facility available
Analysis #	The analysis code to which the “Variance Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5). Data entry in this field is Mandatory if analysis information is applicable for the given account code.
	Help facility available
Sub Analysis #	The sub analysis code to which the analysis code is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5). Data entry in this field is Mandatory if analysis information is applicable for the given account code. Help facility available

Note: Ensure that a valid Analysis-Subanalysis # is entered in the multiline if the analysis information is applicable for the given account code.

Expense Classification

The classification of the expense incurred by the invoice.

Ensure that the value specified in this field is a valid and active quick code as defined for the entity “Expense Classification” in the “Create Quick Codes” activity of the “Quick Code” business component.

Help facility available

The system displays the following in the “Delivery Charges Information” multiline:

Ref. Doc. Line #	The line # for delivery charges in the goods receipt/repair receipt.
Part #	The part for which delivery charges have been incurred in the goods receipt/repair receipt
Description	The description of the delivery charges, tax, charge or discount available in the line.
Originating Point	The organization unit in which the reference documents have been created.
TCD Type	Indicates whether “Tax”, “Charge” or “Discount” is available in the line.
User Defined Detail – 1	Any user defined detail for the delivery charges.
User Defined Detail – 2	Any user defined detail for the delivery charges.
User Defined Detail – 3	Any user defined detail for the delivery charges.

Check the box in the multiline to mark a line number for processing.

Click the "Compute” pushbutton to recalculate the total invoice amount after modifications have been made.

The system calculates and displays the proposed rate and amount for the part, total invoice amount and total proposed amount for the invoice.

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

Financial postings

The system credits the total invoice amount in the “Supplier Payable” account.

If the part type is “Part”, “PO Tax” or “PO/ Charge” the system debits the transaction amount in the “Supplier Suspense” account. The system posts the transaction for every individual line of the invoice.

If the part type is “PO Discount”, the system credits the transaction amount in the “Supplier Suspense” account. The system posts the transaction for every individual line of the invoice.

The system calculates the exchange rate variance for the invoice. If the invoice value is lower (favorable variance), the system credits the variance amount in the “Exchange Variance” account. If the invoice value is greater, (unfavorable variance),the system debits the variance amount in the “Exchange Variance” account.

If the invoice quantity and the proposed quantity are different, the system calculates the quantity variance. If the invoiced quantity is greater, the system debits the variance quantity in the “Invoice Quantity Variance” account. If the invoiced quantity is lesser than zero, the system credits the variance quantity in the “Invoice Quantity Variance” account.

If the invoice rate and the proposed rate (in invoice currency) are different, the system calculates the rate variance. If the invoice rate is greater, the system debits the variance quantity in the “Invoice Rate Variance” account. If the invoice rate is lesser, the system credits the variance quantity in the “Invoice Rate Variance” account.

The system posts the variance amounts in the “FA Suspense Account” or the “CWIP Account” if the purchase order is of type “Capital”.

Payment Schedule

The system generates a payment schedule based on the modified invoice.

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

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

Financial postings

The system credits the total invoice amount in the “Supplier Payable” account.

If the part type is “Part”, “PO Tax” or “PO Charge” the system debits the transaction amount in the “Supplier Suspense” account. The system posts the transaction for every individual line of the invoice.

If the part type is “PO Discount”, the system credits the transaction amount in the “Supplier Suspense” account. The system posts the transaction for every individual line of the invoice.

The system posts the variance amounts in the “FA Suspense Account” or the “CWIP Account” if the purchase order is of type “Capital”.

Payment Schedule

The system generates a payment schedule based on the modified invoice.

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

Click the “Return Invoice” pushbutton to return the invoice to the user who created it for modification.

The system updates the status of the invoice as “Returned”. The system updates the login ID of the user and the system date 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.

To proceed, carry out the following

Select the “Edit Electronic Payment Information” link at the bottom of the page to modify the details of the electronic payment definition recorded previously.
Select the “T/C/D” link at the bottom of the page to add/modify the taxes, charges and discounts as applicable on the delivery charges.
Select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule.
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.
Select the “View Purchase Order” link to at the bottom of the page to know about the purchase order associated with the invoice.
Select the “View Repair Order” link to at the bottom of the page to know about the repair order associated with the invoice.
Select the “View Release Order” link to at the bottom of the page to know about the release slip associated with the invoice.
Select the “Upload Documents” link at the bottom of the page to upload the documents for the invoice.
Select the “View Associated Doc. Attachments” link at the bottom of the page to view the associated documents for the invoice.

Authorizing Delivery Charges invoice – An overview

This page also allows you to authorize an invoice. You can authorize an invoice that is in the “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. The details of the authorized invoice cannot be modified any longer.

This page allows you to modify the details of the invoice. You can modify the invoice information, supplier information and the payment information for the invoice. You can also modify the details of the parts, taxes, charges or discounts for which the invoice has been raised. The system recalculates the total invoice amount based on the modifications made.

The system saves the modified invoice details. The taxes, charges and discounts that are applicable for the parts that have been invoiced are calculated by the system subsequent to the modifications and saves along with the invoice details. The system matches the invoiced quantity and amount based on the matching type set in the purchase order. If the matching succeeds the system updates the matching status as “Matched” and if the matching fails the system updates the matching status as “Auto Matched Failed”. The system updates the status of the invoice as “Fresh” if the applicable electronic payment details have been updated. The system also stores the login ID of the user and the system date along with the modified invoice details.

This page also allows you to return an 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 invoice as “Returned”. The system also stores the login ID of the user and the system date along with the modified invoice details.