view invoice

View Invoice – A summary of the activity

This activity allows you to perform the following operations:

4View the details of a service and Prepayment invoice.

4Search for a service/ prepayment invoice and view its details.

4View the account posting information of the invoice and Payment Schedule of the invoice details. You can also record observations pertaining to the invoice. The system maintains a history of all these observations that has been recorded.

Getting familiar with the pages inside

Go to page…	For…view invoice
Select Invoice	Selecting service / Prepayment invoice for viewing
View Invoice	Viewing service / Prepayment invoice details
View Customer Order	Viewing customer order
View Initiate Invoice	Viewing customer order details while initiating invoice creation
Accounting Information	Viewing the account impact against transactions made for invoices
Payment Schedule	Viewing Payment Schedule that is derived from Payterm on saving an invoice

Selecting invoice for viewing – An overview

This page allows you to search and select an invoice for viewing its details. If you know the number identifying the invoice for which you want to view details, you can enter it directly. Otherwise, you can carry out a search by specifying the type of reference document, invoice type, invoice category, 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 the status of the invoice that you want to retrieve and the login ID of the user who created the invoice. The system retrieves the details of the invoice based on the search criteria entered.

Selecting invoice for viewing

ØSelect the “View Invoice” link under the “Customer Invoice” business component.

The “Select Invoice” page appears.

ØEnter the following field if you are aware of the number identifying the invoice that you want to view:

Invoice #

The number identifying the service / Prepayment invoice that you want to view (Alphanumeric, 18).

ØSelect the “View Invoice” link provided alongside to view the details of the invoice.

ØEnter the following fields in the “Search Criteria” group box to search for the service/ Prepayment invoice for which you want to see the details. Data entry in the following fields is optional:

Ref Doc Type	Use the drop-down list box to select the type of reference document based on which the invoice was created. Select one of the following: § Customer order – Select this option if the invoice is based on a Customer Oder. § Direct – Select this option to retrieve direct prepayment invoices. The system displays “Customer Order” by default.
Invoice Type	This field is updated based on the “Ref Doc Type” selected. § If the “Ref Doc Type” is “Customer Order”, the Invoice Type is “Service Invoice” and“Prepayment Invoice”. § If the “Ref Doc Type” is “Direct”, the Invoice Type is “Direct Prepayment Invoice”.
Invoice Category	Use the drop-down list box to specify the processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, and Final.
Ref Doc # From	The starting number in the range of numbers identifying the Customer order for the invoice that you want to view (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.

Note: The service order number entered in this field must be the same or less than the number entered in the “To” field.

To	The ending number in the range of numbers identifying the Customer order for the invoice that you want to view (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.

Status	Use the drop-down list box to select the status of the invoice, such as “Draft”, “Fresh”. “Returned” and “All”. The system displays “All” by default.
Invoice # From	The starting number in the range of numbers identifying the invoice you want to view (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.

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

To	The ending number in the range of numbers identifying the invoice (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.
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice that you want to view. All the currencies that have been mapped to the Company are listed. The system displays “All” by default.

Invoice Date From	The starting date in the range of dates during which the invoice you want to view, created (Date Format). The system date is displayed by. If you do not specify any date, the system considers 01-01-1900 as the start date of the range.

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

To	The ending date in the range of dates during which the invoice you want to view, was created (Date Format). The system date is displayed by default. If you do not specify any date, the system considers system date as the end date of the range.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice posting has been made. For multiple finance book postings, all the finance books that have been mapped with the login organization unit are listed in ascending order. For single finance book posting, the book set as default is displayed.

Invoice Amount From	The highest amount in the range of invoice amounts for which the invoice was created (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 view (Decimal). The value entered in this field must be greater than zero.
User ID	The login ID of the user who created the service/ Prepayment invoice (Alphanumeric, 30). The system displays the login ID of the user by default.

Bill to Customer # From	The starting code in the range of codes identifying the customer on whom the invoice was 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 customer codes similar to the value entered.

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

To	The ending code in the range of codes identifying the customer on whom the invoice was 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 customer codes similar to the value entered.

ØClick the “Search” pushbutton to retrieve the search results.

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

Invoice #	The number identifying the invoice.
Note: Click the hyperlinked Invoice number, to view the invoice details in the “View Invoice” page.
Invoice Date	The date on which the invoice was created.
Currency	The code identifying the currency in which the invoice was created.
Invoice Amount	The total amount for which the invoice was created.
Status	The status of the invoice. It could be “Draft”, “Fresh”, “Returned”, “Authorized”, “Held”, “Deleted”, “Reversed”, “Re-Processed”“”.
	· Draft – Indicates a newly created invoice that cannot be authorizedThese Invoices are not shown in the books of Accounts at the time of final reconciliation.
	· Fresh – indicates a newly created invoice that can be authorized.
	· Returned – Indicates an Invoice that is returned for modifications.
	· Authorized – indicates a invoice that has been authorized.
	· Held – indicates a invoice that is put on hold from adjustment/.
	· Deleted – indicates an invoice that is deleted.
	· Reversed – indicates an invoice that is reversed · Re-Processed – indicates an invoice that has been sent for re-processing.
	·

Ref Doc Type	The type of reference document for the invoice, such as customer order or direct..
Invoice Type	The type of invoice based on the Ref Doc Type selected.
Invoice Category	The processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, Detail, and Final.
Ref Doc #	The identification number of the reference document.
Bill to Customer #	The identification number of the bill to customer.
Bill to Customer Name	The name of the customer for whom the invoice is created.
Finance Book	The code identifying the finance book in which the invoice details is posted.

Viewing service or prepayment invoice details – An overview

This page allows you to perform the following operations:

4View the details of a service and Prepayment invoice.

4Search for a service/ prepayment invoice and view its details.

4View the account posting information of the invoice and Payment schedule of the invoice details. You can also record observations pertaining to the invoice. The system maintains a history of all these observations that has been recorded.

Viewing a service or a prepayment invoice details

ØSelect the “View Invoice” link provided in the “Select Invoice” page.

The “View Invoice” page appears.

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

Invoice #	The number identifying the invoice.
Finance Book	The code identifying the finance book in which the invoice details have been posted..
Status	The status of the invoice, such as “Draft”, “Fresh”, “Returned”, “Authorized”, “Held”, “Deleted”, “Reversed”, “Re-Processed”.
Invoice Date	The date on which the invoice was created.
Invoice Category	The processing stage of the invoice, such as Initial Invoice, Preliminary, Redelivery, Detail, and Final.
Auto Adjust	Indicates whether the invoice after authorization must be adjusted with the credit documents automatically. It could be “Yes” or “No”.
Currency	The code identifying the currency in which the invoice was created.
Exchange Rate	The exchange rate between the invoice currency and the base currency. This is “1” if both these currencies are same.
Comments	Any remarks or observation recorded against an invoice.
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.
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.

Viewing Release Info

The “Release Info” tab page appears by default for a service invoice, while launching the "View Invoice” page.

ØClick the "Release Info" tab in the "View Invoice" page.

The system displays the following in the “Release Info” multiline:Note: The Release Info tab is enabled only for Service Invoice.

Ref Doc Type	The type of the reference document, such as customer order and direct.
Ref Doc #	The identification number of the document.
Ref Doc Date	The date of creation of the reference document.
Release #	The release number associated with the reference document
Release Date	The date of release for the displayed release number

Order Curr.	The code identifying the currency when the customer order is created
Release Amt. (Order Curr.)	The invoice amount in currency defined during customer order creation
Release Remarks	Any observation regarding the release of the invoice
Exch. Rate	The exchange rate between the invoice currency and the base currency. This is “1” if both these currencies are same
Release Amt. (Inv. Curr.)	The invoice amount in currency defined in the Invoice level.
Material	The amount of invoice value billed for materials, against the work unit
Labour	The amount of invoice value billed for labour, against the work unit
Other Resources	The amount of other resources, billed against the work unit
Fixed Price	The fixed amount charged, if any, for a work unit
External Repair	The amount of invoice value billed for external repair, against the work unit
External Services	The amount of invoice value billed for external services, against the work unit
Addl. Charges	The amount of invoice value billed for additional charges, against the work unit
Taxes	The amount of taxes chargeable in the invoice
Charges	The amount of other charges chargeable in the invoice
Discounts	The amount of discount provided to the customer

ØSelect the “View Customer Order” link to see the details of the customer order.

ØSelect the “View Initiate Invoice” link to see the details of the invoice that was created.

Viewing Direct Info

The "Direct Info” tab page appears by default for a prepayment invoice, while launching the "View Invoice” page.

Note: The Direct Info tab is enabled, only for “Direct Prepayment” and “Prepayment invoice”

The system displays the following in the “Direct Info” multiline:

Ref Doc Type	The type of the reference document, such as customer order and direct.
Ref Doc #	The identification number of the document.
Invoice Amount	The invoice amount in currency for which the invoice was raised.
Material	The amount of invoice value billed for materials, against the work unit
Labour	The amount of invoice value billed for labour, against the work unit
Other Resources	The amount of invoice value billed for materials, against the work unit
Fixed Price	The amount of invoice value billed for labour, against the work unit
External Repair	The amount of other resources, billed against the work unit
External Services	The fixed amount charged, if any, for a work unit
Addl Charges	The amount of invoice value billed for external repair, against the work unit
Taxes	The amount of invoice value billed for external services, against the work unit
Charges	The amount of invoice value billed for additional charges, against the work unit
Discounts	The amount of taxes chargeable in the invoice
Remarks	Any remarks or observation recorded against an invoice.

ØSelect the “View Customer Order” link to see the details of the customer order.

Viewing T/C/D Details

ØClick the "T/C/D Details" tab in the "View Invoice" page

The system displays the following in the “T/C/D Summary” group box:

Order Level Tax	The tax that is defined in the Customer Order level / Release level
Order Level Charges	The charges that is defined in the Customer Order level / Release level
Order Level Discount	The discounts that is defined n the Customer Order level / Release level
Invoice Level Tax	The tax amount that is defined in the Invoice level
Invoice Level Charges	The charges that is defined in the Invoice level
Invoice Level Discount	The discounts that is defined in the Invoice level

The system displays the following in the “Invoice Level T/C/D Information” group box:

#	The row number
Line #	The row number specified in the customer order
T/C/D Type	Indicates whether tax, charge or discount is being calculated for the selected row
T/C/D On	Indicate the entity that is taxed, charged or discounted, such as Document, Material, and Resource.
T/C/D #	The code identifying the part that is taxed charged or discounted (Alphanumeric, 10).
Variant #	The code identifying the variant of the tax, charge or discount as shown in the T/C/D # field (Alphanumeric, 10).
Description	A description of the code identifying the tax, charge or discount or the variant.
Taxable Amount	The amount for which the tax, charge or discount is calculated for the invoice or the line number
T/C/D Rate	The unit rate of the tax, charge or discount
T/C/D Amount	The amount that will be the tax, charge or discount for the part available in the line.
Currency	The currency in which the tax, charges or discount is calculated
Cost Center	The code identifying the cost center that is mapped to the “TCD Account”. The cost center is defined in the “Create Cost Center Element” activity of the “Cost Setup” business component.
Analysis #	The analysis code to which the “TCD Account” is mapped to in the “Assign Analysis Code” activity of the “Account Based Budget” business component (Alphanumeric, 5).
Sub Analysis #	The sub-analysis code to which the analysis code is mapped to in the “Assign Sub Analysis Code” activity of the “Account Based Budget” business component (Alphanumeric, 5).

Viewing Invoice Summary

ØSelect the “Invoice Summary” tab in the “View Invoice” page.

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

Material	The amount of invoice value billed for materials, against the work unit
Labour	The amount of invoice value billed for labour, against the work unit
Other Resources	The amount of other charges, billed against the work unit
External Repair	The amount of invoice value billed for external repair, against the work unit
External Services	The amount of invoice value billed for external services, against the work unit
Fixed Price	The fixed amount charged against a work unit
Addl. Charges	The amount of invoice value billed for additional charges, against the work unit
Taxes	The amount of taxes chargeable in the invoice.
Charges	The amount of other charges chargeable in the invoice.
Discounts	The amount of discount chargeable in the invoice.
Total Invoice Amount	The computation includes Labour, Material, Resources, along with tax and charge amount, and deducting the discount amount. The formula is(Material + Labour + Resources + Tax + Charge – Discount).
With-holding Tax	The tax amount that is deducted from the total invoice amount
Inv. Amt. before Adjustment	Total invoice amount-Withholding tax
Adjusted Amount	The amount that has been adjusted till date.
Net Invoice Amount	Inv. Amt. before Adjustment – Adjusted Amount

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

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.
Anchor Date	The date from which the payment schedule of the invoice is calculated (Date Format).
Receipt Method	The receipt method that has been set for the customer. The system displays “Regular” by default.
Receipt Type	The mode in which the payment is received for the invoice.

Viewing Adjustment Log

ØClick the “Adjustment Log” tab in the “View Invoice” page.

The system displays the following in the multiline:

Ref Doc Type	The type of the reference document, such as customer order and direct.
Ref Doc #	The identification number of the document.
Ref Doc Value	The reference document value defined during customer order creation
Invoice #	The number identifying the invoice
Invoice Date	The date on which the invoice was created.
Invoice Curr.	The currency in which the invoice was created
Already Adjusted	The amount that has already been adjusted, against the customer order
Pending for Adjustment	The outstanding amount that is to be adjusted, against the customer order
Current Adjustment	The amount to be adjusted in the current invoice

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

Reversal Document #	A unique number identifying the document generated for the reversal of the invoice (Alphanumeric, 18).
Reversal Date	The date on which the reversal document is generated (Date Format). The system date is displayed by default.
Reason for Reversal	The business reason for which the invoice is being released.
Remarks for Reversal	Any observations or comments regarding the reversal of the invoice.
Reason for Hold	The business reason for which the invoice is being held.
Remarks for Hold	Any observations or comments about the invoice being held.

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

ØSelect the “Payment Schedule” link to view the details of the payment schedule.

The system displays the following in the “View Statistics” group box:

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