Accounts payable hub

Accounts payable invoicing hub

Select the “AP Invoicing Hub” activity under the “Accounts Payable Hub” business component.

The “AP Invoicing Hub” page appears.

To quickly launch a document

Enter the following field in the “Select” group box:

Existing	Select this radio button if you wish to open an already existing document.
New	Select this radio button if you wish to create a new document.

Enter the following:

Doc. Type

Use the drop-down list box to specify the type of document which you wish to create or edit. The system lists the following options:

Order Inv.
'Exp. Inv.
Item Inv
DC Inv.
A/c Note
Item Note
Tracking ID

The system displays “Order Inv.” by default in this field.

Doc. /Sup. Doc.#

Enter a document number corresponding to the document type selected for which you wish to modify details. Data entry in this field is mandatory if the “Existing” radio button is selected. More...

Ensure that the value entered in this field:

Is a valid document number
Belongs to the “Doc. Type” selected
Belongs to either “Fresh”, “Draft”, “Matched”, “Returned” or “Under Authorization”.

Select the “Go” pushbutton to proceed further. More..

The system launches the screens as follows:

For Existing invoices

Select Doc. Type as	To go to
Order Invoice	Maintain Invoice page
Expense Invoice	Edit Expense Invoice page
Item Invoice	Edit Item Invoice page
DC Invoice	Edit Delivery Charges Invoice page
A/C Note	Edit Account Based Note page
Item Note	Edit Item Based Note page

For Creating New invoices

Select Doc. Type as	To go to
Order Invoice	Maintain Invoice page
Expense Invoice	Create Expense Invoice page
Item Invoice	Create Item Invoice page
DC Invoice	Create Invoice page
A/C Note	Create Account Based Note page
Item Note	Create Item Based Note

Select the "Simple Order Invoice" icon at the top left corner of the screen to quickly create a simple order invoice.

The "Simple Order Invoice" popup appears.

Enter the details and select the “Create” pushbutton to generate an invoice in matched or draft status.
Select the User Preferences icon at the top left corner of the screen to set preferences for the login.

Tree Interface display logic:

Note: By default the system displays the root and parent nodes.

The default tree interface will display the parent node and the root nodes along with their respective document counts based User Access Rights and User Preference.

The system performs the following:

Does not display the details of the child node if the total count of documents is zero.

Note: The system does not display the parent node if there is no document belonging to it.

Considers only those documents which are created by the login user if “Specific documents created by user” is specified for the option “Applicable Documents” in the Defaults & Preference multiline in the “User Preferences” page.

Click the icon against the Parent Node to view the child node information. The system displays all the corresponding documents mapped to the Parent Node as per the “User Preference” page in the multiline.
Select a Child Node. The system displays all the corresponding documents in that status based on the settings in the User Preference page.
Click Errors/Exceptions/To be Processed node under 'Scanned Invoices & Notes' to display in the "Invoices and Notes" multiline:

Documents mapped to the current users of the Accounts Payable hub
Documents pending authorization with the current users of the Accounts Payable hub

Document wise Tree Display:

The child nodes for the “All Docs.” are:

- Receipt Completed
- Fresh
- Returned to be Reviewed
- Ready for Authorization
- AutoMatch Failed
- Pend. Buyer Action
- Held
The child nodes for the “Order Invoice” are:
- Draft – To be Processed
- Receipt Pending
- Partially Received
- Receipt Completed
- Returned to be reviewed
- Ready for Authorization
- AutoMatch Failed
- Pending with Buyer
- Payment Held
- Under Authorization

The child nodes for the “Direct Invoice” are:

- In Codification
- Fresh
- Returned to be reviewed
- Under Authorization
- Payment Held
- In Upload

The child nodes for the “DC Invoice” are:

- Fresh

The child nodes for the “Notes” are:

Notes Received
Fresh
Returned to be Reviewed
Held

The child nodes for the “EDI Order Invoices - For Review” are:

EDI Pending Review
Draft – To be Processed
Receipt Pending
Partially Received
Receipt Completed
Returned to be reviewed
Ready for Authorization
AutoMatch Failed
Pending with Buyer
Payment Held
Under Authorization

Document wise Tree Display:

The child nodes for the “EDI Order Invoices-for Review” are:

Draft – To be Processed
Receipt Pending
Ready for Authorization
AutoMatch Failed
Pending with Buyer
Receipt Completed

To perform Basic Search

Note: The system retrieves records in the multiline based on: 1. The access rights of the user. 2. The details defined in the User Preference page.

Enter the following fields in the “Basic Search”section in the multiline:

Note: The system retrieves documents based on the user access rights and the suppliers defined as in the User Preference.

Doc. Type	Use the drop-down list box to select the type of document based on which you wish to retrieve details in the multiline. The system lists the following options: All - Select this option to retrieve details of all the document types Order Inv.- Select this option to retrieve details of all the Order Based Invoices. Exp. Inv. – Select this option to retrieve details of all the Expense Invoice – Direct. Item Inv. - Select this option to retrieve details of all the Item Invoice – Direct. Dc Inv. – Select this option to retrieve details of all the Delivery Charges Invoice A/c Note - Select this option to retrieve details of all the Account Based Note Item Note - Select this option to retrieve details of all the Item Based Note Tracking ID - Select this option to retrieve invoices and notes inducted into the Ramco system from an external system The system displays “All” by default in this field.
Doc Attribute	Use the drop-down list box to specify the attribute based on which you wish to retrieve details in the multiline. The system lists the following: Doc. # Sup. Doc. # Sup. # Sup. Name Buyer Order # Ref. Doc. # Ref. # Due Date > Doc. Date > Doc. Amt. Currency The system displays ‘Doc #” by default in this field.
	In the editable field alongside, enter a value corresponding to the “Doc. Attribute” specified. You can enter the number in full or specify it partially using the “*” character. The system retrieves all the records applicable to the Doc. Attribute specified here. Note the following: The system displays the date format in the value field automatically if “Due Date >” or “Doc. Date >” is selected as the “Doc. Attribute”. If other than “Due Date” or “Doc Date” is selected as the Doc. Attribute the system leaves this field blank.
Authorized	Check this checkbox if you wish to retrieve documents that are in “'Authorized”, “Held”, 'Held Authorized', “Held Partly Adjusted', “Held Partly Paid', “Paid”, “Adjusted”, “Partly Adjusted”, “Partly Paid”, “Requested”, or “Held Requested”. Note that authorized documents also includes “Overdue Documents”.
Overdue	Check this checkbox if you wish to retrieve documents that are in “Authorized”, ”Held”, “Held Authorized”, “Held Partly Adjusted”, “Held Partly Paid”, “Partly Adjusted”, “Partly Paid”, “Requested”, “Held Requested” documents which has crossed its due date as per the 'Pay term'.

Select the “Search” pushbutton to retrieve the details in the multiline.

To perform Advanced Search

Enter the following fields in the “Advanced Search” Section in the multiline:

Doc. Type

Use the drop-down list box to select the type of document based on which you wish to retrieve details in the multiline. The system lists the following options:

All - Select this option to retrieve details of all the document types
Order Inv. – Select this option to retrieve details of all the Order Based Invoices.
Exp. Inv. – Select this option to retrieve details of all the Expense Invoice - Direct.
Item Inv. - Select this option to retrieve details of all the Item Invoice - Direct.
Dc Inv. - Select this option to retrieve details of all the Delivery Charges Invoice
A/c Note - Select this option to retrieve details of all the Account Based Note
Item Note - Select this option to retrieve details of all the Item Based Note
Tracking ID - Select this option to retrieve invoices and notes inducted into the Ramco system from an external OCR system

The system displays “All” by default in this field.

Doc Attribute

Use the drop-down list box to specify the attribute based on which you wish to retrieve details in the multiline. The system lists the following:

Doc. #
Sup. Doc. #
Sup. #
Sup. Name
Buyer
Order #
Ref. Doc. #
Ref. #
Due Date
Doc. Date
Doc. Amt.
Currency

The system displays ‘Doc #” by default in this field.

In the adjacent field, enter a value corresponding to the attribute selected. You can enter the number in full or specify it partially using the “*” character. The system retrieves all the records applicable to the Doc. Attribute specified here.

Note the following:

Leave this field blank if you if you wish to retrieve all the documents for the Doc. Attribute selected.

The system displays the date format in the value field automatically if “Due Date” or “Doc. Date” is selected as the “Doc. Attribute”.

If other than “Due Date” or “Doc Date” is selected as the Doc. Attribute the system leaves this field blank.

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the posting has been made for the invoice that you want to retrieve. The system displays all the finance books that have been defined for the business unit to which the login organization unit has been mapped. (Default)

Authorized

Check this checkbox if you wish to retrieve documents that are in “'Authorized”, “Held”, 'Held Authorized', “Held Partly Adjusted', “Held Partly Paid', “Paid”, “Adjusted”, “Partly Adjusted”, “Partly Paid”, “Requested”, or “Held Requested”.

Note that authorized documents also include “Overdue Documents”.

Overdue

Check this checkbox if you wish to retrieve documents that are in “Authorized”, ”Held”, “Held Authorized”, “Held Partly Adjusted”, “Held Partly Paid”, “Partly Adjusted”, “Partly Paid”, “Requested”, “Held Requested” documents which has crossed its due date as per the 'Pay term'.

Status

Use the drop-down list box to select the status to which the invoice belongs for which you wish to retrieve details in the multiline. The system lists the following values:

Adjusted - Indicates that the invoice is already adjusted
Authorized - Indicates that the invoice is authorized.
AutoMatch Failed - indicates that the automatic matching of the invoice as per the matching type set in the purchase order has failed. This is applicable for “Order Invoice” only
Draft - indicates a newly created invoice that cannot be authorized.
Fresh - Indicates an invoice that can be authorized. This is not applicable for Order Invoice.
Held Authorized - Indicates that the invoice has been put on hold has been put on hold from release payment
Held Partly Paid - Indicates that the part payment of the amount due has been put on hold.
Held Partly Adjusted - Indicates that the part adjustment of the amount due has been put on hold. This is not Applicable for A/C and Item Notes.
Matched – indicates that the invoice has been matched as per the matching type set in the purchase order. This is applicable for “Order Invoice” only.
Order Amended - Indicates “AutoMatch Failed’ Repair Order based invoice which is amended with its actual value
Paid - Indicates that the total invoice amount has been paid for the invoice.
Partly Adjusted - Indicates that part of the amount due for payment has been adjusted
Partly Paid - Indicates that part of the amount due for payment has been made.
Returned - indicates that the invoice has been returned to the user who created it for modification.
Under Authorization – Indicates that the document has been authorized at one level but yet to be authorized at another level. This is applicable for invoices that require multi-level authorization.
Under Forcematching - Indicates the order based invoice is now pending in the Workflow Management queue for force matching and; though it has been force matched at one level, it is yet to be force matched at other levels as per Workflow Definition. This is applicable for invoices that require multilevel authorization.
Under Release - Indicates the document has been held and is yet to be released at multiple levels as per Workflow Definition. This is applicable for documents that require multilevel authorization.

Select “All” if you wish to retrieve all the documents irrespective of its status.

Other Attribute

Use the drop-down list box to specify the basis on which you wish to retrieve details in the multiline. The system lists the following options:

Created By - Select this option if you wish to retrieve details based on the login ID of the user who created the invoice.
Category - Select this option if you wish to retrieve details based on the category to which the record belongs. This is applicable only for order invoice and expense invoice
AME # - Select this option if you wish to retrieve details based on the Aircraft Maintenance Execution number to which the record belongs. This is applicable only for Expense Invoice.
SWO # - Select this option if you wish to retrieve details based on the Shop Work Order Number to which the invoice belongs. This is applicable only for Expense Invoice
Cust. Order # - Select this option if you wish to retrieve details based on the Customer Order Number to which the invoice belongs. This is applicable only for Expense Invoice.
Note Type – Select this option if you wish to retrieve details based on the note type. This is applicable only for Notes

In the drop-down list box alongside, select the Category or the Note Type corresponding to the value specified in the “Other Attribute” field. The system lists the options as follows:

Other Attribute selected	The system lists the following options in this field
Category	The system list all the “Invoice Category” of Order Based Invoice The system lists all the expense categories as defined for the entity ‘Expense Category” in the “Quick Codes” activity of the 'Finance setup' business component. GR.
Note Type	Credit Debit

In the editable box alongside, enter a value corresponding to the “Other Attribute” entered for which you wish to retrieve details in the multiline. You can enter the number in full or specify it partially using the “*” character. The system retrieves all the records applicable to the Other Attribute specified here.

Note that the wild card search is not applicable for Category, Note Type

Enter the following in the “Search” pushbutton to retrieve the details in the multiline.
Select the “Search” pushbutton to retrieve the details in the multiline.

The system displays the following fields in the multiline:

I	Indicator of invoice payment status. Green - Indicates that the document is not yet due or for closed documents (Fully Paid/ Adjusted) and Debit Documents, which does not fall within the range of Amber Icon. Red - Indicates that the document has crossed its due date Amber –Indicates document which is nearing its due date. It is based on user preference
Doc Type	The reference document type.
Doc #	The number identifying the document. Click on the hyperlinked document number for more information and performing further actions.
Edit	Click the icon to modify multiple invoices. On click of the icon the screen navigates to the “Maintain Invoice” screen where the user can modify multiple invoices using the toggle option.
Sup. # / Name	The code identifying the supplier / The name of the supplier.
Sup. Doc #	The number identifying the invoice that has been issued by the supplier
Curr.	The code identifying the currency in which the invoice is created.
Amount	The amount for which the supplier invoice has been raised.
Doc. Date	The date on which the supplier invoice was raised.
Assigned User	In the Account Payable Hub, User who is assigned as the AP User for the document (s) by means of Documents Scanning Process (OCR). This field displays only if for documents sourced from OCR. More details...
Current User	The user/employee to which the document (s) is routed (awaiting/re-routed) for authorization. Note:The multiline displays only those documents that are awaiting authorization by the login user if workflow based authorization has been enabled. More details...
Due Date	The date on which the installment is due for payment. Click the icon in the multiline to modify the “Due Date” and “Discount Date” for Authorized Supplier Documents in the “Payment Schedule” screen. Note: 'Due Date' and 'Discount Date' can be modified for documents with "Authorized" and above status, only if the set option "Allow modification of Due date/Discount date for Authorized Supplier Documents" is set as 'Yes' in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.
Category	Indicates the category to which the invoice belongs.
Comments	Any observations or remarks recorded regarding the invoice.
Created By	The login ID of the user who created the invoice.
Finance Book	The code identifying the finance book in which the posting has been made for the invoice that you want to retrieve.
Status	The status of the invoice.
App. His.	The approval history of the document. Click the icon in the multiline to view the authorization raid of the docment.
EDI Status	The status of the EDI Order Invoices that is to be reviewed.

The system displays the following:

Remarks

Any comments pertaining to Authorize, Match, Return or Delete the invoice.

Select the action icon to process invoices in bulk.

Note: The action buttons which are available for the user as per the access rights by a .

	Select this icon to authorize invoices in bulk across document types Note:The login user must be bestowed with the authorization rights to be able to use the button.
	Select this icon to force match the invoice in bulk.
	Select this icon to return the invoice for modifying invoices in bulk.
	Select this icon to delete the invoices in bulk
	Select this icon to reverse the invoices in bulk.
	Select this icon to hold invoice in bulk.
	Select this icon to release invoices that are in “Held” status in bulk.
	Select this icon to make the payment for a single document.

The system displays the following:

	Click this icon to view supplier details of the selected record.
	Click this icon to modify document/header details of the selected record.
	Click this icon to modify multiline details of the selected record.
	Click this icon to modify TCD details of the selected record.
Status	The status of the invoice.
Curr.	The currency of the document.
Doc. Amt	The amount for which the supplier invoice has been raised.
Unmatched Amt.	The amount that has not been matched with the order and invoice. This is applicable only for Order Based Invoice.
EDI Status	The status of the EDI Invoice.

The system displays the following fields in the left pane:

Basic	The invoice amount before taxes, charges or discounts.
Taxes	The amount of payable/non-payable Taxes tax charged in the invoice.
Charges	The amount of other charges charged in the invoice
Discounts	The amount of discount granted in the invoice.
Gross	Basic Amount + Tax + Charges -– Discounts
WHT	A type of tax that is deducted at source – Withholding Tax
Net	The net payment made after deducting Withholding Tax.

Viewing document details

Select the “Doc. Details” tab icon to view details of the document selected.

The system displays the following fields in the “Doc. Details” multiline:

Account #	The code identifying the account in which the posting has been made.
Dr/Cr	Indicates whether the transaction amount has been debited or credited in the account.
Line #	The number identifying the line in which the part details appear in the invoice.
Order #	The number identifying the order, which can be purchase order, repair order or loan order based on which the invoice has been received from the supplier.
Ref. Doc.#	The number identifying the reference document based on which the purchase order is being raised.
Part T/C/D #	The code identifying the part, tax, charge or discount applicable to the purchase order.
Expense T/C/D #	The code identifying the tax, charge or discount or the description of the expense.
Entity	The entity to which the invoice belongs.
Usage ID	A code identifying the usage that has been mapped to the account code.

Select the action icons to process single invoice:

Note: None of the below Action buttons are valid for documents under the nodes (Tracking ID status): 'Errors', 'Exceptions' or 'To be processed'.

	Select this icon to authorize the selected invoice. Note: The login user must be bestowed with the authorization rights to be able to use the button.
	Select this icon to force match the selected invoice.
	Select this icon to return the selected invoice for modification.
	Select this icon to delete the selected invoice
	Select this icon to reverse the selected invoice.
	Select this icon to hold the selected invoice.
	Select this icon to release the invoice that is in “Held” status.
	Select this option to make payment/create pay batch based on the user access rights for single invoice,
	Select this icon to re-route the document to the concerned employee (another user) for authorization. Note: This pushbutton is available only if the login user has access to the “Re-Route The Document” activity under the ‘’My Page’’ business component of the ‘’Work Flow Management’’ business process.

To proceed further, carryout the following:

Action

List of links based on the next possible action to be performed.

Edit Doc
View Doc
Doc. Summary
Create Pay Batch
Create Adj.
Review/Process scanned Invoices & Notes

Report

Generate Reports in PDF format.

Sup. Ledger
Sup. Ageing
Remittance Advice
Sup. Statement
AP Inquiry