Managing Supplier Expense Invoice Upload

This activity enables recording bulk invoices from supplier for Expense.

Select the “Manage Supplier Expense Invoice Upload” link under the “Accounts Payable Hub” business component.

The “Manage Supplier Expense Invoice Upload” page appears.

Enter the following fields in the “Batch Information” header section:

Upload Batch #

The number identifying the Upload Batch. Mandatory.

Help facility available.

Batch Date

The date on which the upload batch was created.

The system displays the following field:

Status

The status of the Upload Batch.

Enter the following fields:

Invoice Status

Use the drop-down list box to select the status of the expense invoices.

The system displays the value ‘Authorized' by default, if the set option 'Status of Invoices generated in Supplier Expense Invoice upload' is set as 'Authorized' else defaults with 'Fresh'.

Note: The user will however have the privilege to change the status before batch generation irrespective of the set option.

Numbering Type

Use the drop-down list box to select the numbering type of the Upload Batch. The system lists all the valid numbering types defined for the transaction Type “Bulk Expense Invoice upload” in the “Create Numbering Type” activity of the “Document Numbering Class” business component.

The system displays the following fields in the “Expense Invoice” multiline:

Invoice #	The number identifying the expense Invoice.
Status	The status of the expense Invoice.

Enter the following fields:

H?	Use the drop-down list box
Supplier Invoice #	The unique number identifying the invoice that has been issued by the supplier.
Supplier #	The code identifying the supplier. Help facility available.
Invoice Date	The date on which the invoice is created.
Pay to Supplier #	Use the drop-down list box to specify the code identifying the supplier to whom the payment can be made. The system lists all the ‘Active’ suppliers who have been designated as “Pay to Supplier” for the supplier entered in the “Supplier #” field.

The system displays the following fields:

Supplier Name	The name of the supplier.
Pay to Supp. Name	The name of the supplier to whom payment can be made.

Enter the following fields:

Address Id

The address ID of the supplier that is applicable for the invoice.

Help facility available.

Supplier Invoice Date

The date on which the supplier invoice was raised.

Supplier Invoice Amt.

The amount for which the supplier invoice has been raised.

The system displays the following field:

Total Invoice Amt.

The total invoice amount.

Note: The Supplier Invoice Amount and Total Invoice Amount should be equal.

Enter the following field in the multiline:

Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice 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. The system displays “All” by default on launch of the page.
Company Address	The address details for the selected address ID for the finance book. Help facility available.
Expense Category	Use the drop-down list box to specify the expense category for which the expense invoice is raised. The system lists all the ‘Active’ quick codes that are of type “Expense Category” as defined in the “Maintain Quick Codes” activity of the current business component.
Codification Status
Codifier Name
Num Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Expense 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.
Comments	Any observations or remarks regarding the expense invoice.
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice must be created. The system lists all the currencies that have been mapped to the “Payables Accounts” in the “Account Rule Definition” business component. 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”.
Exch. 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.
Pay Processing	Use the drop-down list box to select the code identifying the organization unit in which the payment for the invoice must be released. The system lists all the organization units from where a “Supplier Payment” business component has been mapped. 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.
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 values such as Cash, Check, Demand Draft or Direct Debit or EFT pay modes that have been defined.
Pay Ref. Id	Use the drop-down list box to select the reference ID of the payment made to the supplier.
Pay Ref Details	Use the drop-down list box to specify the comments recorded for the specified payment reference ID in the Supplier Bank Information.
Payment Instructions	Any guidelines for invoice payment relevant to the payment reference.
Comments	Any observations or remarks regarding the newly created expense invoice.
Pay Term	The code identifying the pay term. Help facility available.
Anchor Date	The date from which the payment schedule of the invoice would be calculated.
Auto Adjust	Use the drop-down list box to set whether the invoice must be automatically adjusted. The system lists the options “Yes” and “No”. The system displays “No’ by default on launch of the page.
Hold Pay	Use the drop-down list box to

The system displays the following field:

Ln. #

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

Enter the following fields:

Expense	A description of the expense incurred by the invoice.
Usage Id	The code identifying the usage that has been mapped to the account code. Help facility available.
UOM #	The unit of measurement of the expense. Help facility available.
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, for which the rate is applicable.
Amt.	The amount invoiced for the item.
Auto Inheritance	Use the drop-down list box to specify the auto inheritance. The system lists the values ‘Y’ and ‘N’. The system displays the value ‘N’ by default.
Tax Key	The tax key of the expense invoice.

The system displays the following field:

Tax Key Desc.

The textual description of the tax key.

Enter the following fields in the multiline:

Remarks	The taxable amount of the duty document line #. Mandatory. Help facility available.
Cost Center	The tax value of the duty document line #. Mandatory. Help facility available.
Analysis #	The analysis code to which the “Supplier Payable Account” is mapped in the “Account Based Budgeting” business component. Help facility available.
Sub Analysis #	The sub analysis code to which the analysis code is mapped in the “Account Based Budgeting” business component.
Exp. Classification	The classification of the expense incurred by the invoice. Help facility available.
Destination FB	Use the drop-down list box to specify the finance book to which expenses defined in multiple finance books will be posted.
Destination Usage ID	The usage ID to which expenses defined in multiple usage IDs will be posted. Help facility available.

The system displays the following field:

Inter FB JV #

The Finance book JV created for multiple finance book postings.

Enter the following fields:

TCD Applied On	Use the drop-down list box to specify the level in which the TCD is applied. The system lists the values ‘Document’, ‘Line’ and ‘Blank’. The system displays “Blank” by default on launch of the page.
TCD Type	Any textual description of the duty details.
TCD #	The code identifying the tax, charge or discount. Help facility available.
Variant #	The code identifying the variant of the tax, charge or discount.

The system displays the following fields:

TCD Desc.	The type of the TCD which could be ‘Tax’, ‘Charge’ or ‘Discount’.
TCD Rate	Indicates where the TCD # and TCD Variant # will be added which could be “Add To Stock” or “Expense”.
Original Tax Amt.	The basis of the TCD Computation, which could be “Percentage”, “Flat” or “unit rate”.

Enter the following fields:

Taxable Amt.	Use the drop-down list box to specify the supplier to whom the payment must be made. The system lists all the ‘Active’ quick codes defined in the “Create Quick Codes” activity of the “Supplier” Business component. The system leaves the field blank, by default.
TCD Amt.	The amount that is the tax, charge or discount for the expense available in the line.
TCD Curr.	Use the drop-down list box to select the code identifying the currency in which the taxes, charges or discount details have been calculated.
Cost Center	The code identifying the cost center. The cost center must have been defined in the “Cost Setup” business component. Note: Ensure that the cost center specified here is mapped to the account code defined for the TCD-Variant #.
Analysis #	The analysis code to which the relevant account is mapped in the “Account Based Budgeting” business component. Help facility available. Note: Ensure that the analysis code specified here is mapped to the account code defined for the TCD-Variant #.

The system displays the following field:

Sub Analysis #

The type of the TCD which could be ‘Tax’, ‘Charge’ or ‘Discount’.

Enter the following fields:

Maint. Obj. Type	The type to which the maintenance object for which you wish to record expenses belong. Help facility available.
Maint Obj #	The number identifying the maintenance object corresponding to the Maintenance object Type selected for which you wish to record expenses. Help facility available.
Cust Order #	The number identifying the customer order associated with the specified AME # / SWO #. Help facility available.
AME #	The number identifying the execution reference document to which you wish to record expenses. Help facility available.
SWO #	The number identifying the shop work order to which you wish to record expenses. Help facility available.
Task #	The task against which you wish to record expenses associated with the AME # / SWO #.
Task Seq #	The sequence number of the task against which you wish to record expenses associated with the AME # / SWO #
Expense Type	Use the drop-down list box to specify if capitalization of expense is required.

The system displays the following field:

Proposal No

The number identifying the capital proposal of the capital work order associated with the specified AME # / SWO #.

Enter the following field:

Upload File #

The number identifying the number of the upload file.

The system displays the following fields:

E	The
Errors	The errors of the supplier expense invoice.

Click the “Get” pushbutton to retrieve the details in the multiline based on Supplier #.
Click the “Save” pushbutton to save the entered details in the multiline.
Click the “Process” pushbutton to generate the Invoice # and Batch #.

The system displays the following fields in the “Record Statistics” group box:

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