Managing invoice
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Select the “Manage Invoice” link in the “Select Invoice” page.
The “Manage Invoice” page appears.
Enter the following fields in the “Select Invoice #” group box:
Create a new Invoice |
Select this radio button to create a new invoice. This radio button is enabled by default. |
Work on existing invoice |
Select this radio button to modify an existing invoice. |
Invoice # |
A unique number identifying the 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. Alternatively, to modify an invoice, enter a valid invoice # or use the Help facility and then click "Go" button. The system retrieves previously recorded details for the invoice. You can then proceed to modify the information. Help facility is available |
Invoice Type |
Use the drop-down list and select one of the following values to generate a invoice:
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Click on the “Go” pushbutton to create a new invoice/ retrieve previously recorded details for an existing invoice.
The following fields are displayed in the “Invoice Details” group box: You can modify these details for new/existing invoice.
Invoice # |
A unique number identifying the service 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. |
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. Mandatory |
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/edit. 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. |
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. |
Select the "CO Based Release Info." tab to view/record charges levied and invoice amount for desired reference documents. (For Service invoice type only)
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)
Select the “Invoice Summary” tab to view/record invoice details. (For Prepayment, Direct Prepayment and Service invoice types)
Select the “Adjustment Log” tab to view adjustment log data for the invoice. (For Service invoice type only)
Check the box beside the “Draft” field if you want to save the invoice in the “Draft” status.
Click the “Save” pushbutton to save an invoice.
Note that workflow has been enabled.
The system generates a unique number identifying the invoice.
Note: The system does not allow to perform the transaction if the Account Code or Cost Center or Finance Book of the transaction is mapped to the Login user name or Role performing the transaction as 'Exclusion' in the 'Manage access rights to Accounts & Finance Dimensions' activity if the parameters added at company level under the 'Set Finance Process Parameters' activities of ‘OU parameter Setup’ business component are set as mentioned below:
1. 'Enable user access to Account Codes based on Access Rights' is set as Yes, and
2.'Basis on which Account Code access rights is to enabled' is set as Exclusion Basis, or
The system allows to perform the transaction only if the Account Code or Cost Center or the finance book of the transaction is mapped to the Login user name or Role performing the transaction as 'Inclusion' in the 'Manage access rights to Accounts & Finance Dimensions' activity if the parameters added at company level under the 'Set Finance Process Parameters' activities of ‘OU parameter Setup’ business component are set as mentioned below:
1. 'Enable user access to Account Codes based on Access Rights' is set as Yes, and
2.'Basis on which Account Code access rights is to enabled' is set as Inclusion Basis
Note that workflow has been enabled.
Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded.
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.
Auto Adjust
Click the “Save and Authorize” pushbutton to save an invoice.
Note that workflow has been enabled.
If you have selected the Auto Adjust check box, the system creates the customer balance adjustment for prepayment, 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'. he 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.
Click the “Delete” pushbutton to delete an invoice.
Note that workflow has been enabled.
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.
Click the “Return” pushbutton to return an invoice.
Note that workflow has been enabled.
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.
What you can do in this activity
Create a service/prepayment invoice
You can create a 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 invoice in the “Draft” status.
Edit a service/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/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/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/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.
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.
Mandatory
4 “Finance Book” must have been defined in the “Organization Setup” business component.
4 “Invoice Category” must have been defined in the “Category” business component present in the Sales Setup business process
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 “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 “TCD” must have been defined in the “Taxes / Charges / Discount” business component.
4 An invoice can be generated for a single customer order.
4 “Set Function Defaults” activity available in this business component must be completed.
4 “Bill to Customer #” must have been defined in the “Customer” business component.
4 Atleast one “Ship to Customer” must have been mapped to “Bill to Customer #”
4 Document taxes must have been defined in the TCD master in the “Procurement Management business component
Managing invoice – An overview
This page allows you to create a prepayment/direct prepayment/service invoice. The system generates a unique number for the 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.