Selecting a customer order to generate a service or prepayment invoice

This page allows you to select a customer order and generate a service or prepayment invoice. Tell me more.

Select the “ Generate Customer Service Invoice” link in the “Customer Invoice” business component.

The “Generate Customer Service Invoice” page appears.

Enter the following in the “Search Criteria” group box to find the customer order for which you want to reprocess or generate an invoice. Data entry in the following fields is optional.

Ref Doc Type	Use the drop-down list box to select the type of the reference document such as customer order. Service Sale Contract - Select this option to retrieve all the Monthly Invoice releases that are in ‘Confirmed’ status which have not yet been Invoiced. By default the system leaves this field blank The system retrieves the reference documents of the type that you specify here.
Invoice Type	Use the drop-down list and select the type of invoice to be generated. The following values are displayed: If ‘Customer Order’ is selected as the Ref. Doc Type: Service Invoice – Select this option to generate an invoice based on the services provided Prepayment Invoice – Select this option to generate an invoice for which prepayment is made by the customer If ‘Sale Contract’ is selected as the Ref. Doc Type: Monthly Invoice – Select this option to generate an invoice release for monthly fixed charges.
Invoice Category	Use the drop-down list box to specify the processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final.
Sale Type	Use the drop-down list box to select the sale type of the order. The drop-down list box displays all entities defined for the entity type “Sale Type” in the Common Master component. The search retrieves all orders of the sale type that you select in the drop-down list box. All orders regardless of the sale type are retrieved, if you do not specify any sale type.
Order Applicability	Use the drop-down list box to specify whether the customer order is undertaken for a specific component or an entire aircraft, such as aircraft, parts, or others.
Controlling Unit	Use the drop-down list box to specify the code identifying the organization unit in which the Customer order was created.
Customer Based	Use the drop-down list box to select the customer attribute of the order. The drop-down list box displays the following: Customer # and Customer Name. Enter the customer identification number or name in the adjacent input field, if you have selected Customer # or Customer Name in the drop-down list box. You can enter the name or number in full or specify it partially using the “*” character. The system retrieves the order with the number or name that you specify.
Order Based	Use the drop-down list box to select the basis of search for the customer service order. The drop-down list displays the following: Customer Order #, Customer PO #, Contract #, Part Applicability, Station, Event #, WC Category and Execution Doc #. In the adjacent input field, enter the identification # / value for the attribute that you have selected in the drop-down list box. You can enter the identification number / value in full or specify it partially using the “” character. The search retrieves those customer orders that possess the specific attribute you specify. Enter the identification number of the contract, order, customer purchase order or invoice event in the adjacent input field. You can enter the identification number in full or specify it partially using the “” character. The search retrieves those orders that are associated with the contract, work order, customer purchase order or invoice event that you specify. However, if you do not specify a number in the input box, the search finds orders associated with all contracts, orders, customer purchase orders or events.
Release Based	Use the drop-down list box to specify the release attribute of the customer order such as release number, invoice basis, currency, bill to customer number, and bill to customer name. Enter the release number, or invoice basis, or currency, or bill to customer number, or bill to customer name in the adjacent input field. You can enter the identification number or name in full or specify it partially using the “*” character.
Date Based	Use the first drop-down list box to select the date attribute of the customer order. The drop-down list box displays the following: Order Date, Release Date, and RWO Completion Date Specify the start and end dates of selected date attribute in the second and third fields. By default, To date is set to the current date and From date is set to a date 30 days prior to the current date. The search retrieves those orders with work completion or milestone dates falling in the period between start and end dates that you specify here.
Addl. Search	Use the first drop-down list box to select an additional attribute of the customer order. The drop-down list displays the following: ATA # and Aircraft Model #. Enter the identification number of ATA or Aircraft model fully or specify it partially using the “*” character in the adjacent input field.
Billing Element	The billing element for the resource, such as BER cost or Repair cost.. The system lists all the ‘active’ Billing Element values as defined in the “Maintain Category Codes’ under the ‘Customer’ business Component in Sales Setup Business Process,

Click the "Search" pushbutton to retrieve the search results.

Note: The system retrieves all the contracts with milestones having invoice releases in 'confirmed' status (both fixed price and Usage based) for manual invoice generation

The system retrieves and displays the following in the “Search Results” multiline based on the search criteria entered:

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.
Invoice Type	The type of invoice, such as service invoice or prepayment invoice.
Invoice Category	The processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final.
Release #	The identification number of the release
Release Date	The release date of the release number
Release Remarks	Any comments of remarks, if any, recorded for the respective release
Generated Inv. #	A unique number identifying the service or prepayment invoice (Alphanumeric, 18). The invoice number is generated and displayed by the system, when the “Generate” pushbutton is clicked. The number will get generate based on the single Invoice check box selection. Same Invoice number will get generate for all the rows if the single Invoice check box is selected. The number is incremented from the last number available in the “Numbering Class” business component.
Customer #	The identification number of the customer associated with the customer order.
Customer Name	The name of the customer associated with the customer order.
Order Currency	The currency code specified for the customer order.
Release Amount	The amount that is payable by customer to generate an invoice
Invoice Basis	The basis for computation of the invoice, such as Actuals, Direct, or Quote.
Sale Type	The sale type of the order as inherited from the associated contract.
Controlling Unit	The cost center to which the expenditure is incurred on the customer order.
WC Category	The category of the work center that executes the work for the customer order.
Order Applicability	Indicates whether the customer order is undertaken for a specific component or an entire aircraft, such as aircraft, parts, or others.
Part Applicability	The component type, if the part associated with the customer order is a component. This field displays “Non-Component”, if the part is not a component.
Station	The code identifying the station in which the task/package was performed.
Contract #/Rev. #	The identification number of the contract or revision associated with the customer order.
Ref Doc Date	The date when the customer order was created
Event #	The number identifying the maintenance event related to the customer order. The event number is tagged to all those parts of the aircraft that are associated with the event. This number proves crucial during events, such as component removal and attachment.
Bill to Customer #	The code that identifies the customer for whom the invoice is created.
Bill to Customer Name	The name identifying the customer for whom the invoice is created.
Pay Term	The code identifying the pay term that is set in the customer order (Alphanumeric, 15). This pay term is defined in the “Pay Term” business component and selected for the customer order in the “Repair Order” business component.
Aircraft Model #	The model number of the aircraft to be serviced
ATA #	The ATA chapter # of the part to be serviced through the customer order.
Root WO Compl. Date	The date of completion of the shop work order associated with customer order

Enter the following in the “Re-Process” group box to reprocess an invoice.

Reason for Re-process	Use the drop-down box to specify the reason for re-processing the invoice
Remarks	Enter any additional comments or remarks for reprocessing

Click the “Re-process” pushbutton to re-process an invoice.

Note that workflow has been enabled.

Check the box in the multiline to mark a customer order or multiple customer orders to generate invoice.
Check the “Single Invoice” box when you want to generate a single invoice for the multiple rows selected.
Click the “Generate Invoice” pushbutton to generate the invoice number.

Note that workflow has been enabled.

The system performs the following:

Specific to Customer Prepayment Invoice, for a Customer Service invoice, based on the “From” and “To” tax regions GST tax as defined in the “Sales Tax Rules” is applicable and retrieved in the invoice

During invoicing for fixed monthly charges and usage-based charges, the system considers the Analysis Code provided in the Sale Contract for revenue postings. However, if the analysis code is not provided, the system considers the default Analysis Code mapped to the Account Code based on applicable service sale ARD

A unique number identifying the service or prepayment invoice (Alphanumeric, 18 is generated and displayed in the field “Generated Inv #” in the “Search Results” multiline.

Select the “Generated Inv #” hyperlink or select the relevant row in the “Search Results” multiline and click the “Edit Invoice” link to add tax, charge and discounts. The modified Invoice can view in Summary tab and the accounting impact can view in Accounting Information hyper link.

To proceed, carry out the following

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

Selecting customer order to generate a service or prepayment invoice - An overview

This page allows you to generate a service or prepayment invoice. The system generates a unique number for the invoice. The code identifying the finance book, invoice category, numbering type, of the invoice can also be modified.

This page also allows you to reprocess a customer order. The system updates the status of the invoice as “Re-Processed”. 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

Generate a service or prepayment invoice

You can generate a service or prepayment invoice. The system generates a unique number for the invoice. A service invoice can be raised against multiple customer order. However, the same order can be invoiced multiple number of times based on the billing terms and conditions specified in the customer order.

Prerequisites

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