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This page allows you to create a service invoice. Tell me more.
Select the “ Create Invoice” link under the “Customer Repair Invoice” business component.
The “Create Invoice” page appears.
Enter the following fields in the “Invoice Information” group box:
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Invoice # |
A unique number identifying the service invoice (Alphanumeric, 18). This number is generated and displayed by the system, when the “Create Invoice” or the “Create and Authorize Invoice” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “ Numbering Class” business component. |
Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.
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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 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 can be made in a single finance book, the system displays the book that has been set as default in the “Set Function Defaults” activity of this business component. |
The system displays the following in the “Invoice Information” group box:
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Status |
The status of the invoice. The system updates this status when the “Create Invoice” or the “Create and Authorize Invoice” pushbutton at the bottom of the page is clicked. It could be “Draft”, “Fresh”, or “Authorized”. |
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Enter the following fields in the “Invoice Information” group box:
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Invoice Date |
The date on which the invoice is being created (Date Format). Mandatory. The date entered in this field must be a valid one for an “Open” financial year. The system date is displayed by default, on launch of the page. |
Note: The date entered in this field must be later than the date on which the repair order was created but not later than the system date.
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Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Service 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. |
The system displays the following.
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Invoicing Stage |
The invoicing stage of the invoice, such as Interim and Final. |
The system displays the following in the “Customer Information” group box:
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Bill to Customer # |
The code that identifies the customer against whom the invoice is created. |
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Bill to Customer Name |
The name identifying the bill to customer. |
Enter the following fields in the “Customer Information” group box:
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Auto Adjust |
Use the drop-down list to indicate whether the invoice after authorization must be automatically adjusted with the credit documents. You can select from “Yes” or “No”. The system displays “No” by default on launch of the page. |
The system displays the following in the “Customer Information” group box:
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Customer # |
The code identifying the customer to whom the parts must be shipped |
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Ship to Customer Name |
The name of the customer to whom the parts must be shipped. |
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Ship to ID |
The code identifying the location to which the parts must be shipped. The system displays the default “Ship to ID” for the customer entered in the “Bill to Customer #”. |
The “Source Document Information” multiline displays the following.
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Ref Doc Type |
The type of the reference document, such as customer order and service order. |
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Ref Doc # |
The identification number of the document. |
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Ref Doc Date |
The date of creation of the reference document. |
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Amendment # |
The identification number of the last amendment made to the document. |
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Order Currency |
The currency in which the order was raised. |
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Order Applicability |
Indicates whether the customer order is undertaken for a specific component or an entire aircraft. For example, “Component ”, “Aircraft” or ‘Engine.’ |
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Ordering Point |
The code identifying the organization unit in which the Customer order was created. |
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Invoice Processing Level |
Indicates the level at which invoice must be raised. It can be at the either ‘Task Level’ or ‘ Order Level’. |
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Invoice Basis |
The basis for computation of the invoice, such as Actuals or Quote. |
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Order Description |
The description of the customer order associated with the invoice. |
Enter the following in the” Release Information” group box.
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Release # |
Use the drop-down list box to specify the release of the invoice. The list displays the releases that are marked for invoicing. |
The system displays the following in the “Release Information” group box.
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Release Date |
The date of the selected release |
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Invoicing Comments |
Any remarks or observations recorded in Invoice activity in the Customer Order Management component. |
Enter the following fields in the “Receipt Information” group box:
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Invoice Currency |
Use the drop-down list box to select the code identifying the currency in which the invoice must be raised. The currency codes with an Active status and for which Account Rule Definition exists for the selected Customer’s Account group are be available for selection. The system displays the customer order currency by default. |
The system displays the following in the “Receipt Information” group box:
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Exchange Rate |
The exchange rate between the invoice currency and the base currency of the company. The system displays “1” if both these currencies are the same. |
Note: If the customer order is forward cover applicable, the above field displays the forward rate.
Enter the following fields in the “Receipt Information” group box:
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Pay Term |
The code identifying the pay term in the repair order Mandatory (Alphanumeric, 15). This pay term must have been defined in the “Pay Term” business component. The system defaults the pay term defined in the Customer Order. |
Note: You can change the above field only if you have set the “Modify Pay Term” flag in the Set Function Defaults activity to “Yes”. The system does not allow change of the pay term if the “Modify Pay Term” is set to “No”.
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Receipt Method |
The receipt method that has been set for the customer. It could be “Regular” or “Specific Bank”. |
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Receipt Mode |
Indicates the method in which the payment must be received for this invoice. Based on the receipt method selected, it could be “Check”, “Draft”, “DTA”, “SAD”, “Pay Order”, “Direct Debit”, “Credit Card” or “Cash”. |
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Anchor Date |
The date from which the payment schedule of the invoice is calculated (Date Format). The system displays the system date by default on launch of the page |
Note: If “Anchor Date Option” is set to “Supplier Invoice Date”, the system displays the invoice date in the above field by default.
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Comments |
Any observation regarding the payment to be received for the repair invoice (Alphanumeric, 255). |
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Draft Flag |
Check the box to save the Service invoice in the “Draft” status. The system leaves this field unchecked, by default, on launch of the page. |
Note: The above box must be left unchecked if you want to authorize the invoice immediately on creation.
The system displays the following as quoted in the invoice in the “Invoice Value Details” group box.
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Labour Value |
The amount of invoice value billed for labour, against the work unit. |
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Material Value |
The amount of invoice value billed for materials, against the work unit. |
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Facility Value |
The amount of invoice value billed for facility, against the work unit. |
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Repair Charges |
The amount of invoice value billed for repairs, against the work unit. |
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Addl. Charges |
The amount of invoice value billed for additional charges, against the work unit. |
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Misc. Charges |
The amount of invoice value billed for sundry expenditure, against the work unit. |
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Basic Value |
Labour value + Material Value + Facility Value + Repair Charges + Additional Charges+ Miscellaneous Charges |
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Taxes |
The amount of taxes chargeable in the invoice. |
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Charges |
The amount of other charges chargeable in the invoice. |
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Discount |
The amount of discount chargeable in the invoice. |
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Total Invoice Value |
Basic Value + Taxes + Charges -– Discount |
Select the “Work Unit Details” tab.
The “Work Unit Details” multiline displays the following.
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CO Line # |
The identification number of the line in the customer order. |
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Work Unit # |
The identification number of the work unit required for the execution of the customer order. |
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Work Unit Type |
The type of the work unit, such as task or standard rprocedure or aircraft work package.. |
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Labour Value |
The amount of invoice value billed for labour, against the work unit. |
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Material Value |
The amount of invoice value billed for materials, against the work unit. |
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Facility Value |
The amount of invoice value billed for facility, against the work unit. |
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Repair Charges |
The amount of invoice value billed for repairs, against the work unit. |
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Addl. Charges |
The amount of invoice value billed for additional charges, against the work unit. |
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Misc. Charges |
The amount of invoice value billed for sundry expenditure, against the work unit. |
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Ref Doc Type |
The type of the reference document, such as Repair Order. |
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Invoicing Comments |
Any observations recorded at the time of closure of the task / standard procedure / aircraft work package. |
Select the “Object Details” tab.
The “Aircraft Effectivity Details” group box.
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Aircraft Registration # |
The registration number of the aircraft. |
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Model # |
The identification number of the model. |
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Manufacturer Serial # |
The manufacturer serial number of the |
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Primary Work Center |
The primary work center in which the Customer rOrder is being processed. |
The “Part Effectivity Details” multiline displays the following.
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Line # |
The identification number of the line in the invoice. |
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Part # |
The identification number of the part that is to be serviced or repaired. |
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Part Description |
The name / description of the part. |
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Part Qty. |
The number of parts / components that must be repair /serviced. |
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Shop Job Type |
The shop job type of the repair order, such as Make or / Buy. |
Click the “Create Invoice” pushbutton to create an invoice.
The system generates a unique number identifying the invoice if you have not opted for the “Manual” numbering type.
Status Updation
The system updates the status of the invoice as “Draft” if the “Draft” field is checked.
The system updates the status of the invoice as “Fresh”.
Financial Details
The system saves the invoice details in the transaction currency, base currency and the parallel base currency of the company.
T/C/D Details
The system calculates the tax, charge and discount applicable.
Payment Schedule
The system generates a payment schedule based on the pay term defined for the invoice if “Swiss Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
Payment Schedule for electronic payment
The system generates a default payment schedule for the invoice and saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
Click the “Create and Authorize Invoice” pushbutton to create and authorize the invoice.
The system generates a unique number identifying the invoice if you have not opted for the “Manual” numbering type.
Status Updation
The system updates the status of the invoice as “Authorized”.
Financial Details
The system saves the invoice details in the transaction currency, base currency and the parallel base currency of the company.
T/C/D Details
The system calculates the tax, charge and discount applicable for the parts.
Payment Schedule
The system generates a payment schedule based on the pay term defined for the invoice if “Swiss Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
Payment Schedule for electronic payment
The system generates a default payment schedule for the invoice and saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
Click the “Print Invoice” pushbutton to print the invoice.
The system generates a personalized version of the Customer Service invoice by including the comments recorded by the user in the “Receipt Information” group box, in the report. The comments are displayed under the head “Subject” in the report. This enables the inclusion of specific/additional information in the invoice, to be conveyed to the customer.
The system displays the following:
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Created By |
The login ID of the user who created the invoice. |
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Created Date |
The date on which the invoice is created. |
To proceed, carry out one of the following
Select the “Edit Invoice” link at the bottom of the page to modify the details of the newly created invoice.
Select the “TCD” link at the bottom of the page to modify the tax, charge and discount details of the invoice.
Select the “Invoice History” link at the bottom of the page for an account of the invoice till date.
Select the “Payment Schedule” link to see the details of the payment schedule.
Select the “View Invoice Breakups” link for details about breakup of expenditure.
Select the “Invoice Summary” link at the bottom of the page to view the details of the invoice.
Select the “Accounting Information” link at the bottom of the page to view the account posting details of the invoice.
Creating service invoice – An overview
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, discount and the VAT 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.
Enter the customer code and retrieve the order details
Enter the order number and retrieve the customer information
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.
Check the box beside the “Draft” field if you want to save the invoice in the “Draft” status.
You can authorize the service invoice during the creating process. You cannot modify the details of the invoice after authorization.
Click the “Create and Authorize Invoice” pushbutton to authorize the invoice.
Mandatory
“Finance Book” must have been defined in the “Organization Setup” business component.
“Currency” must have been defined in the “Organization Setup” business component.
“Currencies” must have been mapped to the “Customer Receivable accounts” defined in the “Account Rule Definition” business component.
“Numbering Type” must have been defined in the “Numbering Class” business component.
“Customer Codes” must have been defined in the “Customer” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Receipt Method” must have been defined in the “Quick Code Definition” business component.
“Part” must have been defined in the “Part Administration” business component.
“TCD” must have been defined in the “Taxes / Charges / Discount” business component.
At least one customer order must have been created in the “Customer Order” business component.
“Set Function Defaults” activity available in this business component must be completed.
Release No in “ Released” status for raising the Service Invoice against the Customer Order must be available