Modifying miscellaneous invoices

This page allows you to modify details of the miscellaneous invoices. Tell me more

Select the “Edit Invoice” link provided in the “Select Invoice” page.

The “Edit 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 miscellaneous invoice. An invoice in this status cannot be authorized.
Fresh – indicates a miscellaneous invoice that can be authorized.
Returned – indicates a miscellaneous invoice that has been returned to the user who has created the invoice for modification. An invoice can be returned for modification before it is authorized.

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.
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.
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.
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 in the "Invoice Information group box:

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

Modify the following fields if required 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.

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 ‘Address ID’ selected during creation of the invoice.

Help facility available

The system displays the following in the "Invoice Information group box:

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 ‘Address details’ of the ‘Address ID’ selected during creation of the invoice.

Note that the system defaults the Company Address ID and Company Address fields as in the Flight Invoice Release if the ‘Document Type’ is ‘Customer Misc. Invoice - Flight Contract Based’

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.

Modify the following fields if required in the “Invoice Information” 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.
Comments	Any observations pertaining to the invoice (Alphanumeric, 255).

Modify the following field if required 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 “Customer” business component.

Press <Enter> key.

The system retrieves the details of the selected customer in the relevant fields.

Help facility available

The system displays the following:

Line #

The code identifying the part.

Modify the following field if required in the “Customer 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.

Ship to Customer Name

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

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.

Modify the following fields if required 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.

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 following field in the “Part T/C/D Information:

Line #

The code identifying the part.

Modify the following fields if required in the “Part/T/C/D Information” multiline:

Part Type	Use the drop-down list box to select the type of part. The type of parts that have been defined as quick codes will be available for selection.
Part #	The unique code identifying the part (Alphanumeric, 32). Mandatory. Help facility available
Part Variant #	The unique code identifying the “Item Variant” (Alphanumeric, 32). Mandatory. The variant must be a valid one for the item code entered in the “Item Code” field.
UOM	The unit of measurement in which the item is invoiced (Alphanumeric, 10). Mandatory. The unit of measurement must have been defined in the “UOM Administration” business component and must be in “Active” status. Help facility available
Quantity	The number of units of the part that has to be invoiced (Integer). Mandatory. The value entered in this field must be greater than zero.
Unit Price	The price of one unit of the part (Decimal). Mandatory. 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.

Note: The system calculates and displays the amount as the product of the part quantity and the unit price.

Usage 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 or comments regarding the part available in the line (Alphanumeric, 255).
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).
Part Description	A textual description of the part (Alphanumeric, 40).

Check the box in the “Select” column of the multiline to mark a 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 consider 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.

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 which could be “Cash”, "Bank" or “Credit”.
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. “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”. 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 which are 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
Sales Person #	The code identifying the person who has sold the items (Alphanumeric, 6). This code must have been defined in the “Sales Person” business component and must be in “Active” status. Help facility available

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

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.

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

Posting Details

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

The system saves the Total Part Revenue Amount in the account currency and debits the “Cash Account” if payment has 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 a payment schedule based on the modifications made to the invoice.
Sub-analysis code details in the corresponding “VAT Account”.

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

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 “Authorized”.

Posting Details

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

The system saves the Total Part Revenue Amount in the account currency and debits the “Cash Account” if payment has 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 a payment schedule based on the modifications made to 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.

Click the “Delete Invoice” pushbutton to delete the invoice.

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 “Deleted”.

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 view or modify the payment schedule.
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.
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.

Modifying miscellaneous invoices – An overview

You can modify the details of the invoice if they are in the “Draft”, “Fresh” or “Returned” status. You can modify the date on which the invoice and the code identifying the finance book in which the posting is to be made. You can also modify the payment information and the item information details of the invoice. 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.

This page also allows you to authorize a miscellaneous invoice immediately after modification. You can authorize an invoice that is in the “Fresh” status. The status of the invoice after authorization is updated as “Authorized”. The details of this invoice cannot be modified.

This page also allows you to delete a miscellaneous invoice that is no longer required. You can delete a miscellaneous invoice that is in the “Draft” or “Fresh” status. The status of the invoice after deletion is updated as “Deleted”.

What you can do in this page

Set the type of payment receipt

Set the method of adjustment

Save invoice in “Draft” status

Calculate the revised totals

Modify invoice

Modify & authorize invoice

Delete invoice

Set the type of payment receipt

You can set the type of sales that has been made using the invoice. It could be “Cash” or “Credit” sales.

Set the “Receipt Type” field to “Cash” if the invoice has been used for cash sales, that is the payment for the invoice has been received in cash.

Set the “Receipt Type” field to “Credit” if the invoice has been used for credit sales, that is the payment for the invoice has been received in credit.

Set the method of adjustment

You can adjust the invoice after authorization with a prepayment invoice or a credit note. This adjustment can be done automatically or manually using the “Adjustment” page.

Set the “Auto Adjust” field to “Yes” if the adjustment is to be made automatically.

Set the “Auto Adjust” field to “No” if the adjustment is to be made manually.

Save invoice in “Draft” status

You can save the invoice in the “Draft” status if there are some more modifications to be made on the invoice. An invoice can be saved in the draft status if the tax, charge and discount details are not updated.

Check the box beside the “Draft” field to save the invoice in the “Draft” status.

The system updates the status of the invoice as “Draft”. This invoice cannot be authorized.

Calculate the revised totals

You can calculate the total invoice amounts after modifications have been made to the unit price of the parts.

Click the “Compute” pushbutton to calculate the revised total invoice amounts.

The system displays the total invoice amount in the corresponding field.

Modify invoice

You can save the modifications made to the invoice.

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

The system saves the modifications made. If the “Draft” field is checked the system updates the status of the invoice as “Draft”.

Modify & authorize invoice

You can save the modifications made to the invoice and also authorize the invoice. You can authorize the invoice that is in the “Fresh” status.

Click the “Edit and Authorize Invoice” pushbutton to save the modifications and authorize the invoice.

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

Delete invoice

You can delete an invoice that is not required. You can delete an invoice that is in the “Draft”, “Fresh” or “Returned” status.

Click the “Delete Invoice” pushbutton to delete the invoice.

The status of the invoice is updated as “Deleted”. This invoice cannot be used any longer.