Managing Prepayment/Direct Prepayment invoice
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This page allows you to create a prepayment invoice or modify an existing service or prepayment invoice. Tell me more.
Select the “Manage Direct Pre-payment Invoice” link in the “Customer Invoice” business component.
The “Manage Invoice” page appears.
Click here to view instructions to create a prepayment invoice
Click here to view instructions edit an existing service or a prepayment invoice
Enter the following fields in the “Select Invoice #” group box.
Create a New Invoice |
Select this radio button to create a new prepayment invoice. This radio button is enabled by default. |
Invoice # |
A unique number identifying the prepayment invoice (Alphanumeric, 18). The invoice number is generated and displayed by the system, when the “Save” or the “Save 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. Help facility available |
Invoice Type |
Use the drop-down list and select one of the following values to generate a prepayment invoice:
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Click the “Go” pushbutton to create a new prepayment invoice.
The following fields are displayed in the “Invoice Details” group box:
Invoice # |
Use the drop-down list box to specify the type of reference document frorm the Prepayment Invoice which could be any of the following:
By default the system displays ‘Customer Order’ in this field. |
Enter the following field in the “Invoice Details” group box:
Ref. Doc. Type |
Use the drop-down list box to specify the type of reference document for which the Prepayment Invoice is being generated. It could be any of the following:
By default the system displays ‘Customer Order’ in this field. |
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 are available for selection in the ascending order, when postings are made in multiple finance books. If postings are 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. |
Status |
The status of the invoice is displayed. The system updates this status when the “Save” or the “Save and Authorize” pushbutton at the bottom of the page is clicked. It could be “Draft”, or “Fresh”.
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Invoice Date |
Select the date when the invoice is 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. |
Note: The date entered in this field must be later than the date on which the customer order was created but not later than the system date
Invoice Category |
Use the drop-down list box to specify the processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final. |
Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and the “Customer 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. |
Currency |
Use the drop-down list box to select the code identifying the currency in which the invoice that you want to create. All the currencies that have been mapped to the Company are listed in alphabetical order. The system displays the first currency code in the list by default. |
Exchange Rate |
The exchange rate between the invoice currency and the base currency is displayed. This is “1” if both these currencies are same. The system displays “Forward Rate”, if the Reference Document is covered under forward cover contract. |
Company Address ID |
A unique code identifying the address. Ensure that for Direct Prepayment invoices, the value in this field if modified is a valid Address ID. Note that the system does not allow modifications in this field for Ref. Doc based Prepayment Invoices. Help facility available. |
Comments |
Enter any remarks or observation is recorded against an invoice. |
Bill to Customer # |
Specify the code that identifies the customer for whom the invoice would be created. Mandatory Note: Bill to Customer # that you specify here must be valid for the customer as defined in the Customer component for which the customer order/ invoice release has been earlier generated. Help facility available. |
Bill to Customer Name |
The name identifying the customer for whom the invoice would be created is displayed. |
Ship-to-Customer # |
Use the drop-down list box to select the code identifying the customer to whom the parts must be shipped. |
Ship to Customer Name |
The name of the customer to whom the parts must be shipped is displayed. |
To proceed, carry out the following
Select the “CO Based Release Info.” tab page to view all the Customer Order based Invoice releases from ‘Process Invoice’ activity that have been included in the Customer Invoice.
Select the "Monthly Release Info." tab to view all the monthly usage based and/or monthly fixed charges based releases from ‘Process Monthly Invoice’ release activity that has been included in the Customer Invoice.
Select the “Direct Info.” tab to view/record charges levied and to compute the invoice amount. (For Prepayment and Direct Prepayment invoice types)
Select the “T/C/D Details” tab to enter any additional tax, charge and discount details for the invoice apart from the existing ones.(For Prepayment, Direct Prepayment and Service invoice types) to enter any additional tax, charge and discount details for the invoice apart from the existing ones.(For Prepayment, Direct Prepayment and Service invoice types)
Select the “Invoice Summary” tab to view the consolidated invoice details.
Select the “Adjustment Log” tab to view adjustments of prepayment invoices made against any of the Customer Orders in the invoice (For Service Invoice Type only)
Click the “Save” pushbutton to save an invoice.
Note: Check the box beside the “Draft” field if you want to save the prepayment invoice in the “Draft” status.
The system generates a unique number identifying the invoice.
Status Update
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".
T/C/D Details
The system calculates the tax, charge and discount applicable for the parts.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges”.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and credits the “TCD Account” when the “TCD Type” is “Discount”.
The system credits the TCD Amount in the “Customer Control Account” if it is lesser than zero and debits the TCD Amount if it is greater than zero.
Note: The total TCD Amount for the invoice is calculated as the sum of all TCD Amounts that have TCD Type as “Invoice Tax”, “Invoice Charge”, “SO Tax” or “SO Charge” less the sum of all TCD Amounts that have TCD Type as “Invoice Discount” and “SO Discount”.
Payment Schedule
The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and based on the pay term defined for the invoice and receipt mode for payment.
Payment Schedule for electronic payment
The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and saves the bank details required for the Electronic Payment.
Save and Authorize an invoice
Click the “Save and Authorize” pushbutton to save and authorize an invoice.
The system performs the following:
The system a unique number identifying the invoice.
If you have selected the Auto Adjust check box, the system creates the customer balance adjustment, if any credit document exists for Bill to Customer # and customer order # combination.
Triggers auto mail on invoice authorization only if the option “Automatically send Invoice Info on authorization” is set as ‘Yes’ in the ‘Customer’ master.
Note: The system sends auto mail to Email addresses specified in the 'Email Information' section of the ‘Edit Commercial Information' screen in the Customer master and the mail IDs provided against the Bill to Customer Address ID along with the preferred format Invoice Report attached .
The system generates a unique number identifying the invoice.
Status Update
The system updates the status of the invoice as "Authorize".
T/C/D Details
The system calculates the tax, charge and discount applicable for the parts.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges”.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and credits the “TCD Account” when the “TCD Type” is “Discount”.
The system credits the TCD Amount in the “Customer Control Account” if it is lesser than zero and debits the TCD Amount if it is greater than zero.
Note: The total TCD Amount for the invoice is calculated as the sum of all TCD Amounts that have TCD Type as “Invoice Tax”, “Invoice Charge”, “SO Tax” or “SO Charge” less the sum of all TCD Amounts that have TCD Type as “Invoice Discount” and “SO Discount”.
Payment Schedule
The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and based on the pay term defined for the invoice and receipt mode for payment.
Payment Schedule for electronic payment
The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and saves the bank details required for the Electronic Payment.
Delete an Invoice
Click the “Delete” pushbutton to delete an invoice.
Note: An invoice can be deleted only when it is in the “Fresh” or “Draft” status.
Status Update
The system updates the status of the invoice as “Deleted” and Accounting Information is updated.
Return an Invoice
Click the "Return" pushbutton to return an invoice.
Note: An invoice can be returned only when it is in the “Draft” status.
Status Update
The system updates the status of the invoice as “Returned” and Accounting Information is updated.
The following links are displayed in the “View Info” group box:
Select the “Accounting Information” link at the bottom of the page to view the account posting details of the invoice.
Select the “Payment Schedule” link to see the details of the payment schedule.
Select the “View Invoice” link to see details about the invoice.
Select the "Print Invoice" link to generate a hard copy of the invoice.
The system displays the following 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 is created. |
Last Modified By |
The login ID of the user who has last modified the invoice. |
Last Modified Date |
The date on which the invoice was last modified. |
Enter the following fields in the “Select Invoice #” group box.
Work on Existing Invoice |
Select this radio button to edit a service or prepayment invoice |
Invoice # |
Select the invoice number to be edited Help facility is available |
Click on the "Go" pusbutton to retrieve the details of the invoice and load them in the respective fields.
Invoice Type |
The type of invoice such as “Service Invoice”, “Prepayment Invoice”, and “Direct Prepayment Invoice”. |
Note: If the “Invoice Type” is “Service Invoice”, then the “Direct Info” tab is disabled. If the “Invoice Type” is of any other type, then the “Release Info” and “Adjustment Log” tabs are disabled.
The following fields are displayed in the “Invoice Details” group box:
Invoice # |
A unique number identifying the service invoice (Alphanumeric, 18). |
Finance Book |
The code identifying the finance book in which the invoice details have been posted |
Status |
The status of the invoice, such as “Draft”, “Fresh”, “Returned”, “Authorized”, “Held”, “Deleted”, “Reversed”, “Re-Processed”.
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Invoice Date |
The date when the invoice was created (Date Format) Mandatory is displayed. |
Note: The date entered in this field must be later than the date on which the customer order was created but not later than the system date
Invoice Category |
Use the drop-down list box to modify the processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final. |
Numbering Type |
The numbering type for the login organization unit and the “Customer Invoice” transaction type are displayed. The numbering type is already 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. |
Currency |
The code identifying the currency in which the invoice was created |
Exchange Rate |
The exchange rate between the invoice currency and the base currency is displayed. This is “1” if both these currencies are same. The system displays “Forward Rate”, if the Reference Document is covered under forward cover contract. |
Comments |
Edit any remarks or observation is recorded against an invoice. |
Bill to Customer # |
The code that identifies the customer for whom the invoice was created. Note: Bill Customer # that you specify here must be valid for the customer as defined in the Customer component for which the customer order/ invoice release has been earlier generated. Help facility available. |
Bill to Customer Name |
The name identifying the customer for whom the invoice was created is displayed. |
Ship-to-Customer # |
The code identifying the customer to whom the parts must be shipped. |
Ship to Customer Name |
The name of the customer to whom the parts must be shipped is displayed. |
To proceed, carry out the following
Select the "Release Info" tab to view charges levied and invoice amount.
Select the "Direct Info” tab page to view the charges levied and to compute invoice amount.
Select the “T/C/D Details ” tab to enter any additional tax, charge and discount details for the invoice apart from the existing ones.
Select the “Invoice Summary” tab page to view the invoice details.
Select the "Adjustment Log" tab to view the adjustment payment and related information.
Save an Invoice
Click the “Save” pushbutton to save an invoice.
Note: Check the box beside the “Draft” field if you want to save the prepayment invoice in the “Draft” status.
The system generates a unique number identifying the invoice.
Status Update
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".
T/C/D Details
The system calculates the tax, charge and discount applicable for the parts.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges”.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and credits the “TCD Account” when the “TCD Type” is “Discount”.
The system credits the TCD Amount in the “Customer Control Account” if it is lesser than zero and debits the TCD Amount if it is greater than zero.
Note: The total TCD Amount for the invoice is calculated as the sum of all TCD Amounts that have TCD Type as “Invoice Tax”, “Invoice Charge”, “SO Tax” or “SO Charge” less the sum of all TCD Amounts that have TCD Type as “Invoice Discount” and “SO Discount”.
Payment Schedule
The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and based on the pay term defined for the invoice and receipt mode for payment.
Payment Schedule for electronic payment
The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and saves the bank details required for the Electronic Payment.
Save and Authorize an invoice
Click the “Save and Authorize” pushbutton to save and authorize an invoice.
The system generates a unique number identifying the invoice.
If you have selected the Auto Adjust check box, the system creates the customer balance adjustment, if any credit document exists for Bill to Customer # and customer order # combination.
Upon auto adjustment, the invoice is authorized and the status of the invoice is set as ‘Adjusted' or 'Partially Adjusted'
Status Update
The system updates the status of the invoice as "Authorize".
T/C/D Details
The system calculates the tax, charge and discount applicable for the parts.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges”.
The system saves the TCD code along with the variant and the TCD amount in the transaction currency and credits the “TCD Account” when the “TCD Type” is “Discount”.
The system credits the TCD Amount in the “Customer Control Account” if it is lesser than zero and debits the TCD Amount if it is greater than zero.
Note: The total TCD Amount for the invoice is calculated as the sum of all TCD Amounts that have TCD Type as “Invoice Tax”, “Invoice Charge”, “SO Tax” or “SO Charge” less the sum of all TCD Amounts that have TCD Type as “Invoice Discount” and “SO Discount”.
Payment Schedule
The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and based on the pay term defined for the invoice and receipt mode for payment.
Payment Schedule for electronic payment
The system generates a payment schedule after saving the modifications made to the tax, charge or discount details and saves the bank details required for the Electronic Payment.
Delete an Invoice
Click the “Delete” pushbutton to delete an invoice.
Note: An invoice can be deleted only when it is in the “Fresh” or “Draft” status.
Status Update
The system updates the status of the invoice as “Deleted” and Accounting Information is updated.
Return an Invoice
Click the "Return" pushbutton to return an invoice.
Note: An invoice can be returned only when it is in the “Draft” status.
Status Update
The system updates the status of the invoice as “Returned” and Accounting Information is updated.
The following links are displayed in the “View Info” group box:
Select the “Accounting Information” link at the bottom of the page to view the account posting details of the invoice.
Select the “Payment Schedule” link to see the details of the payment schedule.
Select the “View Invoice” link to see details about the invoice.
The system displays the following 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 is created. |
Last Modified By |
The login ID of the user who has last modified the invoice. |
Last Modified Date |
The date on which the invoice was last modified. |
Creating a new prepayment invoice or modify an existing invoice - An overview
This page allows you to create a prepayment invoice or modify an existing service or prepayment invoice. The system generates a unique number, while creating a new invoice. You can select the code identifying the finance book, invoice category, numbering type, currency code, in which the invoice details must be posted.
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.
Create a prepayment invoice
You can create a prepayment invoice in the “Fresh” status. You can also save the invoice in “Draft” status if you do not want to retrieve it for authorization.
Check the box beside the “Draft” field if you want to save the prepayment invoice in the “Draft” status.
Edit a service or prepayment Invoice
You can modify the details of an invoice that is in the “Draft”, “Fresh” or “Returned” status. After modification, you can either save the invoice details or save and authorize the edited invoice directly.
Authorize a service or prepayment invoice
You can authorize the service invoice during the creating process. You cannot modify the details of the invoice after authorization.
Click the “Save and Authorize” pushbutton to authorize the invoice.
Check the “Auto Adjust” box if the invoice after authorization must be adjusted with the credit documents automatically.
The system updates the status of the invoice as “Authorized”.
Delete a service or prepayment Invoice
You can delete single or multiple invoices at the same time. You can delete invoices that are in the “Draft” or “Fresh” status.
Click the “Delete” pushbutton to delete the invoice.
Return a service or prepayment Invoice
You can return single or multiple invoices at the same time. You can return invoices only in the “Draft” status.
Click the “Return” pushbutton to return the invoice.
Mandatory
“Finance Book” must have been defined in the “Organization Setup” business component.
“Invoice Category” must have been defined in the “Category” business component present in the Sales Setup business process
“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.
“Pay Term” must have been defined in the “Pay Term” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“TCD” must have been defined in the “Taxes / Charges / Discount” business component.
A prepayment invoice can be generated for a single customer order.
“Set Function Defaults” activity available in this business component must be completed.
“Bill to Customer #” must have been defined in the “Customer” business component.
Atleast one “Ship to Customer” must have been mapped to “Bill to Customer #”
Document taxes must have been defined in the TCD master in the “Procurement Management business component