CUSTOMER REPAIR INVOICE

Create Invoice – A summary of the activity

A customer sends repairable parts / aircraft to a Maintenance Repair and Overhaul Operator (MRO) for repair. This activity allows you to create a customer service invoice. This invoice is raised for the services provided when parts or an aircraft is received by an MRO for repair. The MRO will generate a Customer Service Order, for the service to be executed. A customer can be billed for the service order based on the terms and conditions specified in the order. The terms can be classified as:

4 Closure of Service Order which indicates that the customer will be invoiced only on completion of all the work orders / repair orders relating to the service order.

4 Closure of Work Order which indicates that multiple work orders are raised against a service order. The invoice is raised as and when each work order gets closed.

4 Progressive Billing which indicates that the invoicing does not depend on the closure of the service order or work order. Instead, it is done on a periodic basis as agreed between the MRO and the airline operator. In such cases, the invoice is raised on the customer for the material consumed or the resources expended for the period under consideration.

A customer service invoice can be raised against only one repair order. However, the same order can be invoiced multiple number of times based on the billing terms and conditions specified in the repair order.

You can modify the total material / resource cost incurred for the order that is being invoiced. You can also modify the tax, charge and discount details for the invoice and also view the summary and the posting information for the newly created invoice. This activity also allows you to modify the details of the newly created invoice if it is in the “Draft” or “Fresh” status.

What you can do in this activity

Generate an invoice for a single Customer ~~repair~~ order

An invoice can be generated for a single customer order.

4 Select the Release# for Invoicing in Select reference Document screen

4 Select the Create Invoice Link to launch the Create invoice screen

Modify newly created invoice details

Invoice Details can be modified immediately after creation but before the authorization. After the invoice has been created the link to proceed for the modification can be selected.

4 Go to “Edit Invoice” page.

~~Modify the consolidated material requirements details for the repair order~~

~~The cost break up details of the parts, as defined in the “Repair Order” business component can be viewed. The flat value, unit price and the embodiment fee for parts can be modified.~~

4 ~~Go to “Consolidated Material Requirements” page~~.

~~Modify the consolidated resource requirements details for the repair order~~

~~The cost break up details of the resources, as defined in the “Repair Order” business component can be viewed. The flat value and the rate per hour for resources can be modified.~~

4 ~~Go to “Consolidated Resource Requirements” page~~.

Getting familiar with the pages inside

Go to page…	For…
Select Reference Document	Selecting reference document to reprocess the invoice
Create Invoice	Creating service invoice
Edit Invoice	Modifying service invoice




T / C / D	Updating tax, charge or discount details
Invoice History	Viewing invoice history
Payment Schedule	Viewing payment schedule
View Invoice Breakups	Viewing invoice breakups
Accounting Information	Viewing account posting information
Invoice Summary	Viewing service invoice summary

Creating service invoice – An overview

This page allows you to create a service invoice. 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 and, discount 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.

What you can do in this page

Save in “Draft” status

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.

Ø Check the box beside the “Draft” field if you want to save the invoice in the “Draft” status.

~~Enter the customer code and retrieve the order details~~

~~You can retrieve the details of the repair order from the “Repair Order” business component, based on the customer code entered.~~

Ø ~~Enter the bill to customer code in the “Bill to Customer” field.~~

Ø ~~Press <Enter> to retrieve the customer details in the “Customer Information” group box.~~

Ø ~~Click the “Get Details” pushbutton to retrieve the order details in the “Source Document Information group box.~~

~~Enter the order number and retrieve the customer information~~

~~You can retrieve the customer information from the “Repair Order” business component, entering the order number.~~

Ø ~~Enter the repair order number in the “Order #” field~~.

Ø ~~Click the “Get Details” pushbutton to retrieve the customer information and source document information.~~

Authorize service invoice

You can authorize the repair invoice during the creating process. You cannot modify the details of the invoice after authorization.

Ø Click the “Create and Authorize Invoice” pushbutton to authorize the invoice.

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

Prerequisites

Mandatory

4 “Finance Book” must have been defined in the “Organization Setup” business component.

4 “Currency” must have been defined in the “Organization Setup” business component.

4 “Currencies” must have been mapped to the “Customer Receivable accounts” defined in the “Account Rule Definition” business component.

4 “Numbering Type” must have been defined in the “Numbering Class” business component.

4 “Customer Codes” must have been defined in the “Customer” business component.

4 “Pay Term” must have been defined in the “Pay Term” business component.

4 “Exchange Rate” must have been defined in the “Exchange Rate” business component.

4 “Receipt Method” must have been defined in the “Quick Code Definition” business component.

4 “Part” must have been defined in the “Part Administration” business component.

4 “TCD” must have been defined in the “Taxes / Charges / Discount” business component.

4 At least one Customer ~~repair~~ order must have been Created ~~defined~~ in the “ Customer Order “ “~~Repair Order~~” business component.

4 “Set Function Defaults” activity available in this business component must be completed.

4 Release No in “ Released” status for raising the Service Invoice against the Customer Order must be available

Selecting reference document to invoice / return for reprocess

Ø Enter the following in the “Search Criteria” group box to find the reference document for which you want to reprocess / create invoice.

Bill to Customer # From

The starting code in the range of codes identifying the customer for the reference document that you want to invoice (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the reference documents 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 before the value entered in the “To” field.

The ending code in the range of codes identifying the customer for the reference document that you want to invoice (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the documents that have been created for the codes identifying the bill to customers similar to the value entered here.

Ref Doc Type

Use the drop-down list box to select the type of the reference document such as customer order,

The system retrieves the reference documents of the type that you specify here.

Release Date From

The starting date in the range of dates during which the Release # release date occurs (Date Format). The system date is displayed by default at the launch of the page.

Note: If you do not specify the release date, the system considers 01-01-2000 as the start date of the Release Date range.

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

The ending date in the range of dates during which the Release#’s release date occurs (Date Format). The system date is displayed by default at the launch of the page.

The system retrieves the reference documents with release date that occurs during the period between Release Date From and To fields.

Note: If you do not specify the release date, the system considers the system date as the as the end date of the Release Date range.

Invoicing Stage	Use the drop-down list box to specify the invoicing stage of the reference document. The system lists the following values: "Interim”, "Final" and "All". The system retrieves the reference documents in the stage that you specify here.
Ref Doc # From	The starting number in the range of numbers identifying the reference document against which you want to create invoice. (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves the reference documents with numbers that are similar to the value entered here.
To	The ending number in the range of numbers identifying the reference document. (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays the reference documents similar to the value entered here.
Ordering Point	Use the drop-down list to select the organization unit . The system lists the organizations units in which the Customer Order Management component is deployed. The system retrieves the reference documents

Ø Select the “Search” pushbutton.

The “Search Results” multiline displays the following details for the reference documents that match the search criteria.

Note: The system retrieves the reference documents with the required status and not yet invoiced.

Ref Doc Type	The type of the reference document, such as customer order .
Ref Doc #	The identification number of the reference document.
Release #	The identification number of the release.
Bill to Customer #	The identification number of the bill to customer.
Bill to Customer Name	The name of the bill to customer.
Order Currency	The currency for the customer order.
Release Date	The release date of the Release#
Invoicing Stage	The invoicing stage of the Release# order.
Release Amount	The amount of release.
Release Status	The status of the release.

Ø Select the following.

Reprocess	Use the drop-down list box to reprocess the reference document. Select “Yes” to reprocess and “No” for the contrary.
Reason for Reprocess	Elaborate on the causes for reprocessing the reference document Mandatory.

Ø Select the “Reprocess” pushbutton.

The system sets the Release Status to “Returned for Reprocess”.

To proceed

Ø Select the “Create Invoice” link to create invoice.

Creating service invoice

Ø Select the “Create Invoice” link in the “Select Reference Document” business component.

The “Create Invoice” page appears.

Ø Enter the following fields in the “Invoice Information” group box:

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.

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:

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”.
	§ Draft – indicates that it is a newly created invoice that cannot be authorized.
	§ Fresh – indicates that it is a newly created invoice that can be authorized.

Ø Enter the following fields in the “Invoice Information” group box:

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

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.

Invoicing Stage

The invoicing stage of the invoice, such as Interim and Final.

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

Bill to Customer #

The code that identifies the customer against whom the the invoice is created.

Bill to Customer Name

The name identifying the bill to customer.

Ø Enter the following fields in the “Customer Information” group box:

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:

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

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.

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 ccomponent or an entire aircraft. For example, Component, Aircraft or Engine.
Ordering Point	The code identifying the organization unit in which the Customer order was created.
Invoice Processing Level	Indicates the level at which 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.

Ø Enter the following fields in the “Receipt Information” group box:

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 customer account group are be available for selection. The displays the customer order currency by default.

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

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.

Ø Enter the following fields in the “Receipt Information” group box:

Pay Term

The code identifying the pay term defined 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”.

Receipt Method	The receipt method that has been set for the customer. It could be “Regular” or “Specific Bank”.
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”.

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.

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

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 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 that is 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 “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

4 The system updates the status of the invoice as “Draft” if the “Draft” field is checked.

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

Financial Details

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

T/C/D Details

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

Payment Schedule

4 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

4 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.

Ø 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

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

Financial Details

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

T/C/D Details

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

Payment Schedule

Payment Schedule for electronic payment

Ø Click the “Print Invoice” pushbutton to print the invoice.

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 is created.

To proceed, carry out one of the following

Ø Select the “Edit Invoice” link at the bottom of the page to modify the details of the newly created invoice.

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

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

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.