Authorizing miscellaneous / Ref. Doc invoices

Authorizing miscellaneous / Ref.Doc based invoices

This page allows you to authorize the selected miscellaneous/ Ref. Doc. based invoices. You can authorize an invoice that is in the “Fresh” status. Tell me more

Select the “Authorize Miscellaneous Invoice” link at the bottom of 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 miscellaneous invoice.

Status

The status of the invoice. It could be “Draft”, “Fresh” or “Returned”.

Draft – indicates a newly created pack slip invoice. An invoice in this status cannot be authorized.

Fresh – indicates a pack slip invoice that can be authorized.

Returned – indicates a pack slip invoice that has been returned to the user who has created the invoice for modification.

Modify the following fields if required in the “Invoice Information” group box:

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.
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.
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 previously saved value, by default.
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” in the “Account Rule Definition” business component will be available for selection in the ascending order

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.
Draft	Check the box to save the invoice in the “Draft” status if you want to make some modifications to the invoice.
Comments	Any observations or remarks pertaining to the invoice (Alphanumeric, 255).
Cancellation Comments	Any remarks regarding the cancellation of the invoice.

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

Bill to Customer #	The code identifying the customer on whom the invoice must be raised.
Bill to Customer Name	The name of the customer on whom the invoice must be raised.

Modify the following field if required in the “Payment Information” group box:

Sales Type	Use the drop-down list box to select the different type of sales. All the sales types that have been defined in the “Category” business component and that are in the “Active” status will be available for selection in the ascending order.
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 the following in the “Customer Information” group box:

Ship to Customer Name

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

Modify the following fields if required in the “Payment 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 the following in the “Invoice Summary” group box:

Basic Value

The value equal to the total value of the invoice release number corresponding to the Invoice #

Modify the following field if required in the “Invoice Summary” group box:

Freight Amount

The amount that would be incurred as freight while shipping the items (Decimal). The value entered in this field must be greater than zero.

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

Taxes	The sum of all the taxes.
Charges	The sum of charges.
Discounts	The sum of all the discounts.
Total Invoice Amount	The sum total of all the item amounts and the freight amount. The revised invoice amount is calculated and displayed after the “Compute” pushbutton is clicked.

Click here to authorize miscellaneous invoice.
Click here to edit / authorize Ref. Doc based invoice.
Check the box in the “Select” column of the multiline to mark an item for deletion.
Click the “Compute” pushbutton to calculate the total invoice amount.

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

Modify the following fields if required in the “Payment Information” group box:

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".
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 is to be received. It could be “Regular” or “Specific Bank”. All the receipt methods that have been defined for the company will be available for selection.
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. “Not Required”, the system lists the login OU company.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”.
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.
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.
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.
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.
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.

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

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

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

The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified Date” fields.

Status Updation

The status of the invoice is updated as “Draft” if the box beside the draft field is checked.
The status of the invoice is updated as “Fresh”.

Posting Details

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

The system saves the Total Part Revenue Amount in the account currency and debits the “Cash Account” if payments have been received by cash.

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”.

Payment Schedule

The system generates the payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.

Status Updation

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

Posting Details

The system saves the Total Part Revenue Amount in the account currency and credit the “Part Revenue Account”.
The system saves the Total Part Revenue Amount in the account currency and debits the “Cash Account” if payments have been received by cash.
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”.
The system saves the Freight Amount in the account currency and credits the “Freight Control Account”.

Click the “Save” pushbutton to save the invoice details.

Note that wokflow has been enabled.

Click the “Save and Authorize Invoice” pushbutton to save the modifications made and authorizes the invoice.

Note that wokflow has been enabled.

The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified 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.

Click the “Cancel Invoice” pushbutton to cancel the invoice.

Note: Workflow has been enabled for Save, Save and Authorize and Cancel actions only for flight invoices.

Note: For the selected invoice, accounting for withholding Tax with Tax incidence as “On Invoicing” will not be recorded.

The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified Date” fields.
Click the “Return Invoice” pushbutton to return the 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 updates the login ID of the user and the system date in “Last Modified By” and “Last Modified Date” fields.

Status Updation

The status of the invoice is updated as “Returned”.
Click the “Print” pushbutton to generate a preview of the invoice and print the invoice.

The system displays the following:

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

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to modify the taxes, charges and discount details of the invoice.

Select the “Payment Schedule” link at the bottom of the page to modify the default payment schedule that has been generated.
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 modify the shipping details.

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.

Authorizing miscellaneous / Ref. Doc. based invoices – An overview

The status of the invoice after authorization is updated as “Authorized”. This authorized invoice cannot be modified.

This page also allows you to modify the details of the invoice before the authorization. If you want to make more modifications, you can save the invoice in the “Draft” status or allow the invoice to retain its “Fresh” status. Based on the modifications made the system generates a new payment schedule.

This page also allows you to return the invoice for modification. You can return an invoice that is in the “Fresh” status. The status of the returned invoice is updated as “Returned”. The system stores the login ID of the user and the system date along with the modified details.