Authorize Repair Invoice – A summary of the activity

This activity allows you to authorize a repair invoice. You can authorize an invoice that is in the “Fresh” status. The status of the invoice is updated to “Authorized”. The financial postings for the invoice are posted in the selected finance book subsequent to authorization.

You can search and select the repair invoices that you want to authorize. You can authorize a repair invoice that is in the “Fresh” status.

The details of the invoice can be modified during the process of authorization. You can modify the TCD details, consolidated materials / resources requirements details, payment information details etc. You can also modify the details of the VAT that has been calculated and posted in the respective finance book. The status of the invoice is updated as “Authorized” after authorization.

The details of the authorized invoice cannot be modified. You cannot modify the details of the tax, charge, discount and the VAT applicable for the repair invoice once authorized. This activity also facilitates you to authorize repair invoices at the same time.

This activity also allows you to return the invoice to the user who has raised it. An invoice is usually returned for modifications if the user who is to authorize it is unable to modify its details. The status of the invoice is updated as “Returned”.

Getting familiar with the pages inside

Go to page…	For…
Select Invoice	Selecting repair invoices for authorization
Authorize Invoice	Authorizing repair invoice
TCD	Updating tax, charges and discount details
Payment Schedule	Modifying electronic payment details
Invoice History	Viewing invoice history
View Invoice Breakups	Viewing invoice breakups



Accounting Information	Viewing accounting information
Invoice Summary	Viewing the summary 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.

Selecting invoice for authorization

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

The “Select Invoice” page appears.

Ø 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).

Ø Select the “Authorize Invoice” link provided in the page for authorizing the invoice.

Ø 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.

Ø 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.

Ø Check the box in the multiline to mark multiple invoices for authorization.

Ø Click the “Authorize Invoice” pushbutton to authorize the selected invoices.

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

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

Authorizing repair invoice – An overview

This page allows you to authorize a repair invoice that is in the “Fresh” status. You can also modify the details of the invoice while authorizing the invoice. The system updates the status of the invoice as “Authorized”. The details of an authorized invoice cannot be modified again. The system also calculates the tax, charge, discount and the applicable VAT for the authorized invoice. A payment schedule is also generated for the authorized invoice, which cannot be modified.

This page also allows you to return the invoice to the user who created it for modifications. A repair invoice is returned if the user who is authorizing it finds mistakes with the invoice and does not want to authorize it. You can return an invoice that is in the “Fresh” status for modification. The system updates the status of the invoice as “Returned”. The system also stores the login ID of the user and the system date along with the modified, authorized and returned details.

Authorizing repair invoice

Ø Select the “Authorize Invoice” link provided in the “Select Invoice” page.

The “Authorize Invoice” page appears.

The system displays the following in the “Invoice Information” group box:

Invoice #

The number identifying the repair invoice.

Ø Modify the following field if required in the “Invoice Information” group box:

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 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 book that has been set as default will be displayed.

The system displays the following in the “Invoice Information” group box:

Status

The status of the invoice. It must be “Fresh”.

§ Fresh – indicates that it is a repair invoice that can be authorized.

Ø Modify the following field if required in the “Invoice Information” group box:

Invoice Date

The date on which the repair invoice is being created (Date Format). Mandatory. The date entered in this field must be a valid one for an “Open” financial year.

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

The system displays the following in the “Invoice Information” group box:

Numbering Type	The numbering type for the login organization unit and the “Customer Service Invoice” transaction type.
Invoicing Stage	The invoicing stage of the invoice, such as Interim or Final.

The system displays the following in the “Customer Information” group box:

Bill to Customer #	The code identifying the customer on whom the invoice has been raised.
Bill to Customer Name	The name identifying the customer on whom the invoice has been raised.

Ø Modify the following fields if required, in the “Customer Information” group box:

Auto Adjust

Use the drop-down list to indicate whether the invoice can be adjusted with the credit documents automatically, after authorization. must be. Select “Yes” for auto adjustment and “No” for the contrary..

The system displays the following in the “Customer Information” group box:

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.

Ship to ID

Use the drop-down list box to select the code identifying the location to which the parts must be shipped.

The system displays the following in the “Source Document Information” group box.

Ref Doc Type	The type of the reference document, such as customer order and service order.
Ref Doc #	The identification number of the document.
Ref Doc Date	The date of creation of the reference document.
Amendment #	The identification number of the last amendment made to the document.
Order Currency	The currency in which the order was raised.
Order Applicability	Indicates whether the customer order is undertaken for a specific component or an entire aircraft. For example, Component, Aircraft or Engine.
Ordering Point	The code identifying the organization unit in which the service order was created.
Invoice Processing Level	Indicates the level at which the invoice must be raised. It can be at the either Task Level or Order Level.
Invoice Basis	The basis for computation of the invoice, such as Actuals or Quote.
Order Description	The description of the customer order associated with the invoice.

Ø Enter the following in the “Release Information” group box.

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.

Release Date	The date of the selected release.
Invoicing Comments	Any remarks or observations recorded in Initiate Invoice activity in the Customer Order Management component.

The system displays the following in the “Receipt Information” group box:

Invoice Currency	The currency in which the invoice has to be raised.
Exchange Rate	The exchange rate between the invoice currency and the base currency. This is “1” if both these currencies are same.

Ø Modify the following fields if required, in the “Receipt Information” group box:

Pay Term

The code identifying the pay term that has been set in the repair order (Alphanumeric, 15). This pay term must have been defined in the “Pay Term” business component and must have been selected for the repair order in the “Repair Order” business component.

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”.

Receipt Method	The receipt method that has been set for the customer. It could be “Regular” or “Specific Bank”.
Receipt Mode	The mode in which the payment has to be received for the invoice.

Note: If the Swiss applicable flag is set to “yes”, all receipt modes, valid for electronic and non – electronic payments are available for selection. If the Swiss applicable flag is set to “No”, only receipt modes valid for non-electronic receipt will be available for selection.

Anchor Date

The date from which the payment schedule of the invoice is calculated (Date Format). The system displays the invoice 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.

Comments

Any observation regarding the payment to be received for the repair invoice (Alphanumeric, 255).

The system displays the following as quoted in the invoice in the “Invoice Value Details” group box.

Labour Value	The amount of invoice value billed for labour, against the work unit.
Material Value	The amount of invoice value billed for materials, against the work unit.
Facility Value	The amount of invoice value billed for facility, against the work unit.
Repair Charges	The amount of invoice value billed for repairs, against the work unit.
Addl. Charges	The amount of invoice value billed for additional charges, against the work unit.
Misc. Charges	The amount of invoice value billed for sundry expenditure, against the work unit.
Basic Value	Labour value + Material Value + Facility Value + Repair Charges + Additional Charges+ Miscellaneous Charges
Taxes	The amount of taxes chargeable in the invoice.
Charges	The amount of other charges chargeable in the invoice.
Discount	The amount of discount chargeable in the invoice.
Total Invoice Value	Basic Value + Taxes + Charges - Discount

Ø Enter the following in the “Re-Process Information” group box.

Re-Process	Use the drop-down list box to reprocess the invoice. Select “Yes” to reprocess the invoice.
Reason for Re-Process	Elaborate on the reasons for reprocessing of the invoice. This field is mandatory if you select “Yes” in the “Re-Process” field.

Ø Select the “Reprocess” pushbutton.

The status of the invoice is reset to “Reprocessed”.

Ø Select the “Work Unit Details” tab.

The “Work Unit Details” multiline displays the following.

CO Line #	The identification number of the line in the customer order.
Work Unit #	The identification number of the work unit required for the execution of the customer order.
Work Unit Type	The type of the work unit, such as task or standard procedure or aircraft work package.
Labour Value	The amount of invoice value billed for labour, against the work unit.
Material Value	The amount of invoice value billed for materials, against the work unit.
Facility Value	The amount of invoice value billed for facility, against the work unit.
Repair Charges	The amount of invoice value billed for repairs, against the work unit.
Addl. Charges	The amount of invoice value billed for additional charges, against the work unit.
Misc. Charges	The amount of invoice value billed for sundry expenditure, against the work unit.
Ref Doc Type	The type of the reference document, such as repair order,
Invoicing Comments	Any observations recorded at the time of closure of the task / standard procedure/ aircraft work package

Ø Select the “Object Details” tab.

The “Aircraft Effectivity Details” group box.

Aircraft Registration #	The registration number of the aircraft.
Model #	The identification number of the model of the aircraft.
Manufacturer Serial #	The manufacturer serial number of the aircraft
Primary Work Center	The primary work center in which the customer order is processed.

The “Part Effectivity Details” multiline displays the following.

Line #	The identification number of the line in the invoice.
Part #	The identification number of the part to be serviced or repaired.
Part Description	The name / description of the part.
Part Qty.	The number of parts / components to be repaired/serviced.
Shop Job Type	The shop job type of the repair order, such as Make or Buy.

Ø Click the “Edit Invoice” pushbutton to save the modifications made to the invoice.

Status Updation

4The system retains the status of the invoice as “Fresh” .

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.

4The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Ø Click the “Edit and Authorize Invoice” pushbuttons to save the modifications made and authorize the invoice.

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.

4The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Ø Click the “Return” pushbutton to return the invoice to the user who created it for modification.

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

The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

The system displays the following:

Created By	The login ID of the user who created the invoice.
Created Date	The date on which the invoice was created.
Last Modified By	The login ID of the user who last modified the invoice.
Last Modified Date	The date on which the invoice was last modified.

To proceed, carry out the following:

Ø Select the “TCD” link at the bottom of the page to modify the tax, charge and discount details of the invoice.

Ø Select the “Payment Schedule” link to see the details of the payment schedule.

Ø Select the “Invoice History” link at the bottom of the page for an account of the invoice till date.

Ø Select the “View Invoice Breakups” link for details about breakup of expenditure.

Ø Select the “Invoice Summary” link at the bottom of the page to view the details of the invoice.

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