Selecting invoice for authorization

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

The “Select Invoice” page appears.

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

Invoice #

The number identifying the repair invoice that you want to authorize (Alphanumeric, 18).

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

Ref Doc # From

The starting 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 here.

Note: The repair order number entered in this field must be the same or less than the number 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 here.

Ref Doc Type	Use the drop-down list to select type of the reference document for the invoice you want to authorize. The system defaults this field with “Customer Order”.
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 here.

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

The ending 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 here.

Invoicing Stage

From the drop-down list box, select the invoicing stage of the invoice. The system displays the values: Interim, Final and All.

The system retrieves the invoices that are in the stage as specified here.

Invoice Date From

The starting date in the range of dates during which the invoice that you want to authorize has been created (Date Format). The system date is displayed by default at the launch of the page.

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

The ending date in the range of dates during which the invoice that you want to authorize has been created (Date Format). The system date is displayed by default at the launch of the page.

Status

Use the drop-down list box to select the status of the invoice that you want to authorize. You can select from “Draft” or “Fresh”. The system displays “All” by default at the launch of the page.

The system retrieves the invoices with the status specified here.

Invoice Amount From

The highest amount in the range of invoice amounts for which the invoice that you want to authorize. (Decimal). The value entered in this field must be greater than zero.

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

To	The smallest amount in the range of invoice amounts you want to authorize (Decimal). The value entered in this field must be greater than zero.
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice that you want to authorize has been created. All the currencies that have been mapped to the ““Customer Receivable accounts” defined in the “Create Receivables Account Definition” activity of the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays “All” by default at the launch of the page.
Bill to Customer # From	The starting code in the range of codes identifying the customer on whom the invoice that you want to authorize has been 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 codes identifying the bill to customers similar to the value entered here.

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

To	The ending code in the range of codes identifying the customer on whom the invoice that you want to authorize has been 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 codes identifying the bill to customers similar to the value entered here.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice posting has been made. All the finance books that have been mapped with 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 book that has been set as default will be displayed.
User ID	The login ID of the user who created the repair invoice that you want to authorize (Alphanumeric, 30). The system displays the login ID of the user by default at the launch of the page.

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.

Invoice Date	The date on which the invoice has been created.
Currency	The code identifying currency in which the invoice has been created.
Invoice Amount	The total amount for which the invoice has been created.
Status	The status of the invoice, such as Fresh or Draft.
Invoicing Stage	The processing stage of the invoice, such as Interim or Final.
Ref Doc Type	The type of the reference document for the invoice, such as customer order.
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 hom 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.

Note that Workflow has been enabled.

Status Updation

4The system updates the status of the invoice as “Authorized”.

Financial Details

4The system saves the invoice details in the transaction currency, base currency and the parallel base currency of the company.

T/C/D Details

4The system calculates the tax, charge and discount applicable for the parts.

Payment Schedule

4The system generates a payment schedule based on the pay term defined for the invoice.

The system also stores the login ID of the user and the system date along with the invoice details.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the account posting details of the invoice.

Selecting invoice 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 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 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 any longer. The system also stores the login ID of the user and the system date along with the authorization details.