Selecting service or prepayment invoices for authorization

This page allows you to search and select an invoice for authorization. Tell me more.

Select the “Authorize Invoice” link under the “Customer Invoice” business component.

The “Select Invoice” page appears.

Enter the following field if you are aware of the number identifying the invoice that you wish to authorize:

Invoice #

The number identifying the service or prepayment invoice that you wish to authorize (Alphanumeric, 18).

Select the “Authorize Invoice” link provided in the page to authorize the invoice.
Enter the following fields in the “Search Criteria” group box to search for the service or prepayment invoice that you wish to authorize. Data entry in the following fields is optional.

Ref Doc Type	Use the drop-down list box to select the type of reference document based on which the invoice was created. Select one of the following: Customer order – Select this option if the invoice is based on a Customer Order. . Direct – Select this option to retrieve direct prepayment invoices. The system displays “Customer Order” by default.
Invoice Type	This field is updated based on the Ref Doc Type selected. If the Ref Doc Type is “Customer Order” , the Invoice Type is “Service Invoice” or “Prepayment Invoice” If the Ref Doc Type is “Direct”, the Invoice Type is “Direct Prepayment Invoice".
Invoice Category	Use the drop-down list box to specify the processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final.
Ref Doc # From	The starting number in the range of numbers identifying the service or prepayment orders based on which the invoice was created (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the service orders that are similar to the value entered.

Note: The service order number entered in this field must be the same or less than the number entered in the “To” field.

To	The ending number in the range of numbers identifying the service or prepayment order based on which the invoice was created (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the service orders that are similar to the value entered.
Status	Use the drop-down list box to select “Fresh” invoice. The system displays “Fresh” invoice by default.

Note: You can only authorize an invoice that is in the “Fresh” status.

Invoice # From

The starting number in the range of numbers identifying the invoice that you want to retrieve for authorization (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that are similar to the value entered.

Note: The value entered in this field must be the same or less than the value entered in the “To” field.

The ending number in the range of numbers identifying the repair order for the invoice you want to authorize (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the repair orders that are similar to the value entered.

Currency

Use the drop-down list box to select the code identifying the currency for the invoice. All the currencies that have been mapped to the company are listed. The system displays "All" by default.

Invoice Date From

The starting date in the range of dates during which the invoice was created (Date Format). If you do not specify any date, the system considers 01-01-1900 as the start date. The system date is displayed by default.

Note: The date entered in this field must be before or the same as the date entered in the “To” field.

To	The ending date in the range of dates during which the invoice was created (Date Format). If you do not specify any date, the system considers the system date as the end date. The system date is displayed by default.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice posting has been made. For multiple finance book postings, all the finance books that have been mapped with the login organization unit are listed in ascending order. For single finance book posting, the book set as default is displayed.

Invoice Amount From

The highest amount in the range of invoice amounts for which the invoice was created. (Decimal). The value entered in this field must be greater than zero.

Note: The amount entered in this field must be the same or less than the amount entered in the “To” field.

To	The smallest amount in the range of invoice amounts that you want to authorize (Decimal). The value entered in this field must be greater than zero.
User ID	The login ID of the user who created the service or prepayment invoice (Alphanumeric, 30). The system displays the ID of the login user.

Bill to Customer # From

The starting code in the range of codes identifying the customer on whom the invoice was raised (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the customer codes similar to the value entered.

Note: The value entered in this field must be the same or less than the value entered in the “To” field.

The ending code in the range of codes identifying the customer on whom the invoice was raised (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the customer codes similar to the value entered.

Click the “Search” pushbutton to retrieve the search results.

The system displays the following in the “Search Results” multiline based on the search criteria entered:

Note: The system retrieves all the invoices that are in the “Fresh” status.

Invoice #

The number identifying the invoice.

Note: Click the hyper-linked Invoice number, to edit the invoice details in the "Manage Invoice ” page.

Invoice Date	The date on which the invoice was created.
Currency	The code identifying currency in which the invoice was created.
Invoice Amount	The total amount for which the invoice was created.
Status	The status of the invoice, such as Fresh or Draft.
Ref Doc Type	The type of reference document for the invoice, such as "Customer Order" or "Direct".
Invoice Type	The type of invoice based on the Ref Doc Type selected.
Invoice Category	The processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final.
Ref Doc #	The identification number of the reference document.
Bill to Customer #	The code identifying the customer for whom the invoice is created.
Bill to Customer Name	The name of the customer for whom the invoice is created.
Finance Book	The code identifying the finance book in which the invoice details have been posted.

Check the box in the multiline to mark multiple invoices for authorization.
Click the “Authorize Invoice” pushbutton to authorize the selected invoices.

Status Updation

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

Selecting service or prepayment invoices for authorization – An overview

This page allows you to search and select an invoice for authorization. If you know the number identifying the invoice that you want to authorize you can enter it directly. Otherwise, you can carry out a search by specifying the type of reference document, invoice type, invoice category, range of numbers identifying the invoice, the date range during which the invoices have been raised, the range of amount for which the invoice has been created, and the range of codes identifying the customer on whom the invoices have been created. You can also search by specifying the login ID of the user who created the invoice. The system retrieves all the invoices that are in the “Fresh” status, based on the search criteria entered.

This page also allows you to authorize multiple invoices. The system updates the status of the invoice after authorization as “Authorized”. The details of an authorized invoice cannot be modified. The system also stores the ID of the user and the system date along with the authorization details.