Create Invoice - A summary of the activity

A customer sends repairable parts / aircraft to a Maintenance Repair and Overhaul Operator (MRO) for repair. This activity allows you to create a customer service invoice. This invoice is raised for the services provided when parts or an aircraft is received by an MRO for repair. The MRO will generate a Customer Service Order, for the service to be executed. A customer can be billed for the service order based on the terms and conditions specified in the order. The terms can be classified as:

4      Closure of Service Order which indicates that the customer will be invoiced only on completion of all the work orders / repair orders relating to the service order.

4      Closure of Work Order which indicates that multiple work orders are raised against a service order. The invoice is raised as and when each work order gets closed.

4      Progressive Billing which indicates that the invoicing does not depend on the closure of the service order or work order. Instead, it is done on a periodic basis as agreed between the MRO and the airline operator. In such cases, the invoice is raised on the customer for the material consumed or the resources expended for the period under consideration.

A customer service invoice can be raised against only one repair order. However, the same order can be invoiced multiple number of times based on the billing terms and conditions specified in the repair order.

You can modify the total material / resource cost incurred for the order that is being invoiced. You can also modify the tax, charge and discount details for the invoice and also view the summary and the posting information for the newly created invoice. This activity also allows you to modify the details of the newly created invoice if it is in the “Draft” or “Fresh” status.

Getting familiar with the pages inside

Creating service invoice – An overview

This page allows you to create a service invoice. You can enter the number identifying the service invoice if you have opted for the “Manual” numbering type. The system generates a unique number identifying the invoice if you have not opted for the “Manual” numbering type. You can select the code identifying the finance book in which the invoice details must be posted.

The system retrieves the repair order details. You can modify the details of the total material cost and resource cost of the repair order for which the invoice is being created.

The system saves the details of the invoice and updates the status of a newly created invoice as “Fresh”. An invoice in this status can be authorized. You can also modify the details of an invoice in this status. You can also save the invoice in the “Draft” status, when you have not entered all the details while creating the invoice or you want to modify the details later. Invoices saved in the “Draft” status will not be retrieved for authorization. The system calculates the tax, charge and, discount applicable for the repair work based on the newly created invoice.

This page also allows you to authorize the invoice during the creation process. The system updates the status of the invoice as “Authorized”. The details of an invoice in this status cannot be modified. The system also updates the login ID of the user and the system date along with the newly created invoice details.

What you can do in this page

Save in “Draft” status

You can save the invoice in the “Draft” status if you want to modify the invoice. You can also save the invoice if you do not want to retrieve it for authorization.

Ø       Check the box beside the “Draft” field if you want to save the invoice in the “Draft” status.

Enter the customer code and retrieve the order details

You can retrieve the details of the repair order from the “Repair Order” business component, based on the customer code entered.

Ø       Enter the bill to customer code in the “Bill to Customer” field.

Ø       Press <Enter> to retrieve the customer details in the “Customer Information” group box.

Ø       Click the “Get Details” pushbutton to retrieve the order details in the “Source Document Information group box.

Enter the order number and retrieve the customer information

You can retrieve the customer information from the “Repair Order” business component, entering the order number.

Ø       Enter the repair order number in the “Order #” field.

Ø       Click the “Get Details” pushbutton to retrieve the customer information and source document information.

Authorize service invoice

You can authorize the repair invoice during the creating process. You cannot modify the details of the invoice after authorization.

Ø       Click the “Create and Authorize Invoice” pushbutton to authorize the invoice.

The system updates the status of the invoice as “Authorized”.

Prerequisites

Mandatory

4      “Finance Book” must have been defined in the “Organization Setup” business component.

4      “Currency” must have been defined in the “Organization Setup” business component.

4      “Currencies” must have been mapped to the “Customer Receivable accounts” defined in the “Account Rule Definition” business component.

4      “Numbering Type” must have been defined in the “Numbering Class” business component.

4      “Customer Codes” must have been defined in the “Customer” business component.

4      “Pay Term” must have been defined in the “Pay Term” business component.

4      “Exchange Rate” must have been defined in the “Exchange Rate” business component.

4      “Receipt Method” must have been defined in the “Quick Code Definition” business component.

4      “Part” must have been defined in the “Part Administration” business component.

4      “TCD” must have been defined in the “Taxes / Charges / Discount” business component.

4      At least one Customer  repair order must have been Created defined in the “ Customer Order “  “Repair Order” business component.

4      “Set Function Defaults” activity available in this business component must be completed.

4      Release No in “ Released” status for raising the Service Invoice against the Customer Order  must be available