Authorizing service invoice

This page allows you to authorize a repair invoice that is in the “Fresh” status. Tell me more.

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.

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.

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.

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. 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.

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.

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

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.

Select the “Reprocess” pushbutton.

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

Select the “Work Unit Details” tab page to authorize work unit details.

Select the “Object Details” tab page to authorize object details.

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

Status Updation

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

Financial Details

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

T/C/D Details

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

Payment Schedule

The system generates a payment schedule based on the pay term defined for the invoice.
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.
Click the “Edit and Authorize Invoice” pushbuttons to save the modifications made and authorize the invoice.

Status Updation

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

Financial Details

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

T/C/D Details

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

Payment Schedule

The system generates a payment schedule based on the pay term defined for the invoice.
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.
Click the “Return Invoice” 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.
Click the “Print” pushbutton to print the invoice.

The system generates a personalized version of the customer service invoice with comments recorded in the report.

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:

Select the “TCD” link at the bottom of the page to modify the tax, charge and discount details of the invoice
Select the “Payment Schedule” link to see the details of the payment schedule.
Select the “Invoice History” link at the bottom of the page for an account of the invoice till date
Select the “View Invoice Breakups” link for details about breakup of expenditure
Select the “Invoice Summary” link at the bottom of the page to view the details of the invoice.
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

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.