Creating miscellaneous invoice

This page allows you to create a miscellaneous invoice. Tell me more

Select the “Create Miscellaneous Invoice” link under the “Customer Direct Invoice” business component.

The “Create Invoice” page appears.

The system displays the following:

Status	The status of the miscellaneous invoice. It could be “Draft”, “Fresh” or “Authorized”.
	Draft – indicates a newly created miscellaneous invoice. This invoice cannot be authorized but it can be modified.
	Fresh – indicates a newly created miscellaneous invoice that can be authorized.
	Authorized – indicates a miscellaneous invoice that has been authorized.

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

Invoice #

A unique number identifying the miscellaneous 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.

Invoice Date	The date on which the miscellaneous invoice has been raised (Date Format). Mandatory. This invoice date must not be later than the system date. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.
Inv. Category	Use the drop-down list box to specify the category of the Invoice. The system lists all the ‘active’ category codes defined for the entity ‘Common’ and category type ‘Miscellaneous Invoice’ in the “Maintain Category Codes” activity of the “Category” business component. The system displays the blank value, by default.
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 book that has been set as default will be displayed.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Miscellaneous 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 must be created. All the currencies that have been mapped to the ““Customer Receivable Accounts” defined in the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays the base currency of the company by default on launch of the page if it has been mapped to a “Customer Receivable accounts”.

The system displays the following:

Exchange Rate

The exchange rate of the invoice currency with respect to the base currency of the company if they are different. “1” (one) will be displayed if the invoice currency and the base currency are the same.

Enter the following field in the “Invoice Information” group box:

Draft

Check the box to save the invoice in the “Draft” status if you want to make some modifications to the invoice. The system leaves the box unchecked by default on launch of the page.

Company Address ID

The address ID of the company that is applicable for the invoice. Data entry in this field is mandatory if the login company is India.

The address ID you specify here must be defined for the finance book in the Create Finance Book activity of Organization Setup.

On launch of the page, this field displays the preferred address ID based for the finance book of the company.

Help facility available

Company Address

The address details for the selected address ID for the finance book. Data entry in this field is mandatory if the login company is India.

On launch of the page, this field displays the address details of the preferred address ID of the finance book.

The system displays the following:

Total Invoice Amount

The sum total of all the part amounts and the freight amount. This amount is calculated and displayed after the “Compute” pushbutton is clicked.

Enter the following fields in the “Payment Information” group box:

Freight Amount	The amount that would be incurred as freight while shipping the parts (Decimal). The value entered in this field must be greater than zero.
Comments	Any observations or remarks pertaining to the invoice (Alphanumeric, 255).

Enter the following field in the “Customer Information” group box:

Bill to Customer #	The code identifying the customer on whom the invoice must be raised (Alphanumeric, 16). Mandatory. This code must have been defined in the “Create Customer” activity of the “Customer” business component.
	Press <Enter> key.
	The system retrieves the name of the bill to customer in the “Bill to Customer Name” field based on the customer code entered. The system also retrieves and loads the corresponding values in the “Ship to Customer #” and “Ship to ID” field, the system also displays the default ship to customer code and ship to Id. The system also retrieves the currency, pay term, and the receipt method set for the bill to customer in the “Customer” business component.
	Help facility available

The system displays the following:

Bill to Customer Name

The name of the customer on whom the invoice must be raised.

Enter the following field in the “Customer Information” group box:

Ship to Customer #

Use the drop-down list box to select the code identifying the customer to whom the material must be shipped. This code must have been defined in the “Customer” business component. The system displays “None” by default on launch of the page.

The system displays the following:

Ship to Customer Name

The name of the customer to whom the material must be shipped.

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

Ship to ID

Use the drop-down list box to select the code identifying the location to which the material must be shipped. This location must have been defined in the “Customer” business component. The system displays “None” by default on launch of the page.

Pay Term

The code identifying the pay term (Alphanumeric, 15). Mandatory. This pay term must have been defined in the “Pay Term” business component and must be in “Active” status.

Help facility available

Anchor Date

The date from which the payment schedule of the invoice is calculated (Date Format). Mandatory. This date must not be before the date on which the invoice was created. The system displays the invoice date by default.

Enter the following fields in the “Part Information” multiline:

The system displays the following in the multiline:

Default Tax Key

Use the drop-down list box to specify the default tax key. The system lists all the percentage-based “Active” tax keys for which “Statutory Tax Computation and Accounting Required” is set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component. Otherwise, the system lists all “Active” tax keys.

Note: When tax key is selected in the ‘Default Tax Key’ field and the set option ‘Application of Default Tax key in Customer Miscellaneous invoice’ in the “Set Finance Process Parameters” screen of the “OU Parameter Setup” business component is set as document level, then the tax key in the Multiline should be blank and Tax should be applied at Document level in the TCD page of the Customer Miscellaneous Invoice.

Tax Exclusive

Check the box if the tax amount should be calculated based on the total amount. The system leaves this field checked by default, when this page appears.

The system displays the following:

Line #

The name of the customer on whom the invoice must be raised.

Enter the following fields in the “Part Information” multiline:

Part Type	Use the drop-down list box to select the type of item. The type of items that have been defined as quick codes will be available for selection.
Part #	The unique code identifying the part (Alphanumeric, 32). Mandatory.
Part Variant #	The code identifying the “Item Variant” (Alphanumeric, 32).
UOM	The unit of measurement in which the part is invoiced (Alphanumeric, 10).
Quantity	The number of units of the part that has to be invoiced (Integer). The value entered in this field must be greater than zero.
Unit Price	The price of one unit of the part (Decimal). The value entered in this field must be greater than zero.
Amount	The amount invoiced for the part (Integer). The value entered in this field must be greater than zero.
Tax Key	By default, this field displays the value chosen in the “Default tax Key” field. If you modify the value in this field, the modified tax key value will be saved.

The system displays the following:

Tax Key Description

The textual description of the tax key.

Enter the following fields in the “Part Information” multiline:

Cost Center	The code identifying the cost center that has been mapped to the “Part Revenue Account”. The cost center must have been defined in the “Cost Setup” business component Help facility available
Analysis #	The analysis code to which the “Part Revenue Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5). Help facility available
Sub Analysis #	The sub-analysis code to which the analysis code is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).
User ID	The code identifying the usage (Alphanumeric, 20). This usage ID must have been defined in the “Account Rule Definition” business component and must be in “Active” status.
Remarks	Any observations pertaining to the need for creating a miscellaneous invoice.

Check the box in the “Select” column of the multiline to mark the part for deletion.

Click the “Compute” pushbutton to calculate the total invoice amount.

Note: For the calculation of the total invoice amount, the system does not account for the addition of Withholding Tax with Tax incidence as “On Payment”

The system calculates and stores the total invoice amount as the sum total of all the part amounts and the freight amount.

Enter the following fields in the “Payment Information” multiline:

Receipt Type	Use the drop-down list box to select the type in which the payment can be received. The system lists the options “Cash”, “Credit” and "Bank". The system displays “Credit” by default on launch of the page.
Cash #	Use the drop-down list box to select the code identifying the currency in which the invoice must be created. All the currencies that have been mapped to the ““Customer Receivable accounts” in the “Account Rule Definition” business component will be available for selection in the ascending order
Receipt Mode	Use the drop-down list box to specify the mode in which the payment can be received. The system lists the options based on the ‘Receipt Type’ selected. If Receipt Type is selected as 'Bank', the system lists the values ‘Check’, ‘Demand Draft’, ‘Direct Credit’ and ‘Credit Card’. The system displays the value ‘Check’, by default. If Receipt Type is selected as 'Cash', the system lists the value ‘Cash’. The system displays the value ‘Cash’, by default. If Receipt Type is selected as 'Credit', the system lists the value ‘blank’. The system displays the value ‘blank’, by default.
Receipt Method	Use the drop-down list box to select the method in which the payment would be received from the customer. It could be “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”. All the receipt methods that have been defined for the company will be available for selection. The system displays “Regular” by default on launch of the page.
Remit To Company	Use the drop-down list box to indicate where the remittance of invoice payments must be made. The system lists the options as follows: If the option "Remit to info. in Misc. Invoice" in the “Set Function Defaults” activity of the current business component is set as: Within Same Company', the system displays the login OU – Indicates that the remittance of invoice payments must be made within the login OU company. “Across Group Company, the system lists all the companies in the group including child / parent / parallel companies. The system defaults values in this field as follows: The company code as set in the “Default Remit to Company” drop-down list box in the “Set Function Defaults” activity of the current business component. “Not Required”, the system lists the login OU company By default the system leaves this field blank. Ensure that only the Login OU is selected in this field if the option setting “Remit to info. In Misc. Invoice” is set as “Within Same Company”. The system displays “Bank” by default.
Remit To Bank	Use the drop down list box to specify the bank to which remittance is to be made Data entry in this field is mandatory if either “Within Same Company” or “Across same company” is set as t he option for “Remit to Bank Info in Misc. Invoice” in the “Set Function Defaults” activity of the current business component... If a value is selected in the “Remit To Company” drop-down list box, the system lists all the active bank codes with usage customer receipts as defined for the selected company in the “Create Bank/Cash Details” activity of the “Bank Cash Definition” business component. The system displays “Bank” by default.
User Defined-1	Any information given by the user with reference to the bank
User Defined-2	Any information given by the user with reference to the invoice.
User Defined-3	Any information given by the user with reference to the invoice.
Remitter	The name of the person who has issued the payment.
Auto Adjust	Use the drop-down list box to set whether the invoice after authorization must be adjusted with the credit documents automatically. Yes – Indicates that the invoice must be adjusted automatically. No – indicates that the invoice must be adjusted manually.

Enter the following in the “Instrument Information” group box:

Instrument #	The number identifying the instrument through which the payment can be received.
MICR #	The Magnetic Instrument Clearing number available on the check, demand draft or pay order.
Instrument Amount	The amount of the instrument.
Instrument Date	The date on which the instrument was raised.
Bank #	The code identifying the bank that has issued the instrument.
Reference #	The number identifying the reference document based on which the instrument is issued.

Enter the following in the “Card Information” group box:

Card #	A unique number identifying the credit card through which the payment has been made .
Authorization #	The number identifying the authorization that has been given by the organization that has issued the credit card.
Issuer	The name of the organization that has issued the credit card.
Valid Till Month Year	The month till which the credit card is valid.
	The year till which the credit card is valid. The last two digits of a valid year must be entered. Note: The year provided must not be expired or prior to the invoice date.

The system displays the following in the "Invoice Value Details" group box:

Value Excluding Tax	The basic amount of the invoice including the charges and excluding the discounts is displayed. The system calculates the value excluding tax using the following formula: (The sum of all the line amounts + charges - discounts – (tax amounts that are defined with the tax nature as “inclusive”) if statutory tax accounting & computation is applicable field is set as “Yes” in the “Company Parameter Setup” business component in “Set Common Parameters” page.)}
Tax	All inclusive and exclusive tax amounts are displayed. (If statutory tax accounting is applicable, the system does not consider the withholding taxes and the zero sum game taxes).
With-holding Tax	This field is relevant if statutory tax accounting is applicable for the company. All the tax amounts with the tax nature as “withholding taxes” are displayed.
Charges
Value Net of Tax	The system calculates the value net of tax using the following formula: (The sum of value excluding tax + inclusive taxes payable + exclusive taxes payable - with-holding taxes).

Click the “Create” pushbutton to create a miscellaneous invoice.

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.

The system generates a unique invoice number. The system updates the login ID of the user and the system date in “Created By” and “Created Date” fields.

When a Misc. Invoice/Item Based Note is being generated:

Ensure that ARD is defined for all the applicable Taxes based on the Sales Tax Rules as defined with applicable attributes, else the system does not generate Misc Invoice/Item Based Note

Based Note is being generated ,Ensure that Tax, Variant Code combination applicable for the transaction based on the Sales tax Rules defined with the applicable attributes is in active status

Status Updation

The status of the invoice is updated as “Draft”
if the box in the “Draft” field has been checked
if the TCD details have not been added for the invoice and
If the electronic payment details have not been added for the invoice.
The status of the invoice is updated as “Fresh”.

Posting Details

The system saves the Total Miscellaneous Revenue Amount in the account currency and credits the “Misc Revenue Account”.

The system saves the Total Part Revenue Amount in the account currency and debits the “Cash Account”.

The system saves the Total Part Revenue Amount in the account currency and debits the “Customer Control Account”.

The system saves the Total Miscellaneous Revenue Amount in the base currency and credits the “Miscellaneous Revenue Account”.

Click the “Create and Authorize” pushbutton to create a miscellaneous invoice and authorize it.

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.

The system generates a unique invoice number. The system updates the login ID of the user and the system date in “Created By” and “Created Date” fields.

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 Updation

The status of the invoice is updated as “Authorized”.

Posting Details

The system saves the Total Miscellaneous Revenue Amount in the account currency and credits the “Misc Revenue Account”.

The system saves the Total Part Revenue Amount in the account currency and debits the “Cash Account”.

The system saves the Total Part Revenue Amount in the account currency and debits the “Customer Control Account”.

The system saves the Total Miscellaneous Revenue Amount in the base currency and credits the “Miscellaneous Revenue Account”.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to enter the tax, charge and discount details applicable for the newly created invoice.

Select the “Payment Schedule” link at the bottom of the page to to generate a payment schedule for the newly created invoice.
Select the “Edit Invoice” link at the bottom of the page to modify the details of the invoice.
Select the “Remitter Information” link at the bottom of the page to record the actual customer information with address details which will be used for Invoice Print.
Select the "Create Journal Voucher” link at the bottom of the page to create a Journal Voucher.
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 posting details of the invoice amount.
Select the “Shipping Details” link at the bottom of the page to update the details of the shipment.

Refer “Updating shipping details – An overview” for more details.

Select the “Upload Documents” link at the bottom of the page to upload documents.

Refer to the topic “Object Attachments” online help for more details.

Select the “View Associated Doc. Attachments” at the bottom of the page to view information regarding the associated document attachments

Refer to the topic “Object Attachments” online help for more details

Select the "Attach Notes" link at the bottom of the page to record your observations and comments

Creating miscellaneous invoice – An overview

You can enter the invoice information like the code identifying the finance book in which the invoice details have to be posted. You can enter the number identifying the invoice if you have opted for the “Manual” numbering type. The system generates a unique invoice number if you have not opted for the “Manual” numbering type.

You can also enter the payment information like the customer on whom the invoice must be created, the location to which the items have to be shipped and the sales person who is involved in this sales. You can also enter the date from which the payment schedule must be calculated if a “Credit” payment is to be received.

If you want to make some more modifications to the invoice you can save the invoice in the “Draft” status. An invoice in this status cannot be authorized. The status of a newly created miscellaneous invoice is usually updated as “Fresh”. This invoice can be authorized.

This page also allows you to authorize a miscellaneous invoice immediately after creation. The status of the invoice after authorization is updated as “Authorized”. The details of this invoice cannot be modified.

The payment schedule is also generated based on the pay term that has been set as default for the customer. If pay term has been modified the system generates the payment schedule based on the modified pay term. A payment schedule is also generated if an electronic payment is to be received for the invoice.

Prerequisite

Mandatory

Finance Book” 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.
“Usage” must have been defined in the “Account Rule Definition” business component.
“Numbering Type” must have been defined in the “Numbering Class” business component.
“Customer #”, “Bill to Customers”, “Ship to Customer” and “Ship to ID” must have been defined in the “Customer” business component.
“Sales Type”, “Sales Purpose” and “Sales Channel” must have been defined in the “Category” business component.
“Set Function Defaults” activity must be completed in this business component.

Optional

“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis #” must have been defined in the “Account Based Budgeting” business component.
“Cost Center Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the cost center.
“Cost Center” must have been defined in the “Cost Setup” business component.

What you can do in this page

Generate invoice numbers

Set the method of adjustment

Save the invoice in “Draft” status

Set the type of payment

Calculate the total invoice amount

Create miscellaneous invoice

Create and authorize miscellaneous invoice

Generate invoice numbers

You can set the system to generate invoice numbers automatically. You can also enter the invoice numbers manually.

Set a numbering type in the “Numbering Type” field to generate invoice numbers automatically.

Set the “Numbering Type” to “Manual” if you want to enter the invoice numbers individually.

Set the method of adjustment

You can adjust a miscellaneous invoice against a prepayment invoice or a credit note. You can set the method to be followed during the adjustment. You can adjust an invoice “Manually” or “Automatically” as per the requirement.

Set the “Auto Adjust” field to “Yes” if you want to adjust the invoice automatically.

Set the “Auto Adjust” field to “No” if you want to adjust the invoice manually.

Save the invoice in “Draft” status

You can save an invoice in the “Draft” status if modifications have to be made to it. An invoice in this status cannot be authorized.

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

Set the type of payment

You can set whether the payment for the miscellaneous invoice will be received against immediate cash or a payment schedule must be generated if it is through credit.

Set the “Receipt Type” field to “Cash” if the payment is to be received by cash.

Set the “Receipt Type” field to “Credit” If the payment is to be received by credit.

Calculate the total invoice amount

You can calculate the total amount to be invoiced. This amount is calculated as the sum of the item amounts and the freight amount that has been incurred.

Click the “Compute” pushbutton to calculate the total invoice amount.

Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded.

Create miscellaneous invoice

You can create a miscellaneous invoice for parts that do not form a part of the inventory.

Enter the necessary information.

Click the “Create” pushbutton to create a miscellaneous invoice.

Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded.

The system generates a unique invoice number and updates the status as “Fresh”.

Create and authorize miscellaneous invoice

You can create a miscellaneous invoice for parts that do not form a part of the inventory. This invoice can be authorized. An authorized invoice cannot be modified.

Enter the necessary information.

Click the “Create and Authorize” pushbutton to create a miscellaneous invoice and authorize it.

Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded

The system generates a unique invoice number and updates the status as “Authorized”.

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

Note: To print an invoice report, ensure that a valid Invoice # is available in “Fresh”, “Authorized” or “Held” status.