Edit Direct Invoice – A summary of the activity
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This activity allows you to modify a direct invoice. You can search and select the invoice that you want to modify. You can modify an invoice that is in the “Draft”, “Fresh” or “Returned” status. The system retains the “Draft” status or allows a “Fresh” invoice to be saved in the “Draft” status to make modifications that are required. A default payment schedule and VAT are generated afresh based on the modifications made. The financial postings are also made based on the modifications made.
This activity also allows you to authorize the invoice while saving the modifications made. You can authorize an invoice that is in the “Fresh” status. The status of the invoice after authorization is updated as “Authorized”. A default payment schedule and VAT are generated afresh based on the modifications made. The financial postings are also made based on the modifications made.
This activity also allows you to delete invoices that are not required. You can delete an invoice that is in the “Draft” or “Fresh” status. The status of the invoice after deletion is updated as “Deleted”. This deleted invoice cannot be used any longer. You can also delete multiple invoices at a time.
Getting familiar with the pages inside
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Go to page… |
For… |
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Select Invoice |
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Edit Invoice |
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Tax / Charge / Discount |
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Payment Schedule |
Modifying payment schedule |
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Payment Information |
Modifying payment information |
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Item Attribute Details |
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Allocation Details |
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VAT Calculation |
Modifying calculated VAT |
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VAT Postings |
Modifying VAT postings |
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Item Serial Nos |
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Adjustment |
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Invoice Summary |
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Accounting Information |
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Shipping Details |
What you can do in this activity
Modify Tax / Charge / Discount (TCD)
Update details for different types of electronic payments
View the summary of the invoice
View the various account postings
Provision to authorize the invoice
Modify cost center and analysis details
Modify Value Added Tax (VAT) calculated
Multiple direct invoices that are not required by the user can be deleted. The status of the invoice after deletion is updated as “Deleted”. These deleted invoices cannot be used any further.
Go to “Select Invoice” page.
Search, mark and delete the invoices that are not required.
Direct invoices can be modified before authorization. Invoices that are in the “Draft”, “Fresh” and “Returned” status can be modified. The invoice retains the “Draft” or “Fresh” status as required if some more modifications are to be made.
Go to “Edit Invoice” page.
Modify the necessary information.
Direct invoices that are modified can be authorized. Invoices that are in the “Fresh” status can be authorized. The status of the invoice after authorization is updated from “Fresh” as “Authorized”. An authorized invoice cannot be modified any longer.
Go to “Edit Invoice” page.
Modify the necessary information and authorize the invoice.
Direct invoices that are no longer required can be deleted. Invoices that are in the “Draft” or “Fresh” status can be deleted. The status of the invoice after deletion is updated as “Deleted”. A deleted invoice cannot be used at all.
Go to “Edit Invoice” page.
Delete the invoice.
Direct invoices can be adjusted manually or automatically against a prepayment invoice, credit note or other credit documents after authorization. The system allows the user to set whether the invoice must be adjusted manually or automatically.
Go to “Edit Invoice” page.
Set the method of adjustment.
The payment schedule for an invoice is generated based on the default pay term set for the customer in the “Customer” business component. This default pay term can be modified based on the function defaults that have been set for the transaction. If the “Modify Pay Term” has been set to “Yes” in the “Set Function Defaults” activity, the default pay term can be modified. The system generates the payment schedule for the invoice based on the revised pay term.
Go to “Edit Invoice” page.
Modify the pay term.
Modify Tax / Charge / Discount (TCD)
TCDs that have been entered for the selected direct invoice can be modified. The system generates a payment schedule taking into account the TCD details entered apart from the invoice amount.
Go to “Tax / Charge / Discount” page.
Modify the applicable TCD details.
TCDs can be entered in two different levels for an invoice. The two different levels are at the “Document level” and at the “Line level”. At the document level the TCD that are common for all the items available in the invoice can be entered. At the line level the TCD that are unique for the individual parts can be entered.
Go to “Tax / Charge / Discount” page.
Select the level in which the TCD must be entered.
A payment schedule gives you the pattern of in-flow of cash for the invoice. The system generates the payment schedule based on the default pay term set for the customer. The payment schedule can be modified based on the business requirements of the organization. The payment schedule can be modified provided the invoice is in the “Draft”, “Fresh” or “Returned” status. The payment schedule is frozen when the invoice is authorized. A new payment schedule is also generated based on the changes made to the invoice.
Go to “Payment Schedule” page.
Make the required changes and generate a new payment schedule.
Update details for different types of electronic payments
Electronic payments can be received in different types. This activity allows you to modify the various methods through which the electronic payments are received that is through the ESR or ESR+ methods, LSV methods and through a specific bank or PTT. Electronic payments can be received provided both the participating banks have the unique participation Ids. The banks and the accounts through which the transaction occurs will be based on the definitions made in the “Customer” business component. These settings can be modified if required. Payment information also contains the payment schedule for the invoice. This payment schedule will be updated based on the changes made to the invoice.
Go to “Payment Information” page.
Modify the bank details and the payment schedule if required.
View the summary of the invoice
An invoice summary contains the details of the invoice along with the details of the payment received and the details of the adjustments that have been made. The receipt details of the invoice can be viewed provided an advance has been received. An invoice can be adjusted immediately on authorization. The details of the adjustment can be viewed if the invoice has been adjusted.
Go to “Invoice Summary” page.
View the details of the invoice, receipt and adjustments made.
View the various account postings
The invoice amount is debited or credited under various account heads in a finance book. The various postings that occur for a transaction can be viewed account wise in both the base currency and the parallel base currency of the company.
Go to “Accounting Information” page.
View the account posting details.
Provision to authorize the invoice
This activity provides the facility to authorize an invoice. Authorization can also be done while saving the modifications made to the TCD, payment schedule, and payment information. Authorization can also be made while calculating VAT and when VAT postings occur.
Go to “Tax / Charge / Discount” page.
Go to “Payment Schedule” page.
Go to “Payment Information” page.
Go to “VAT Calculation” page.
Go to “VAT Posting” page.
Modify cost center and analysis details
The details of the invoice are updated in the “Part Revenue” account, “TCD” account, “Freight Control” account and the “VAT Account” as required. A cost center is mapped to these account heads. Budgets can also be set to control and analyze the freight or the TCD incurred. The analysis of the budget against the actual for these accounts can be done with the analysis codes that are mapped to the account.
Go to “ Create Invoice” page.
Go to “Tax / Charges / Discount” page.
Go to “Freight Charges” page.
Go to “VAT Postings” page.
Modify the cost center and analysis details required.
A direct invoice, after authorization is adjusted with credit documents like a prepayment invoice, credit notes or advance receipts. For manual adjustment, a search must be carried out to retrieve these credit documents. The documents against which the invoice must be adjusted can be selected and the adjusted accordingly. New credit documents can be added to the list.
Go to “Adjustment” page.
Search, retrieve and select new documents for adjustment.
Modify Value Added Tax (VAT) calculated
If VAT is applicable for the parts available in the invoice, the system calculates it automatically. This VAT amount can be modified if required. The VAT is recalculated based on the modifications made.
Go to “VAT Calculation” page.
Modify the VAT.
The VAT calculated for the items are posted in the relevant VAT account when the invoice is authorized. This posting amount can be modified if required. The corrected posting amounts are then posted in the relevant finance book.
Go to “VAT Postings” page.
Modify the posting amounts.
Parts that have been invoiced are shipped to a customer either by road or by air. The shipment and the delivery details of the part can also be recorded. The shipping details also include the insurance details of the shipment made. These shipping details are updated along with the invoice number.
Go to “Shipping Details” page.
Enter the shipping details.
Part attributes are set for the customer based on which the allocation of the parts is made for shipment. This activity provides a facility to add new part attributes based on which allocation of the parts can be made for the shipment.
Go to “Item Attribute Details” page.
Enter the necessary information.
Parts that are invoiced must be allocated for shipment. Allocation of the parts is done for every line of the invoice in which a part is available. Apart from the lot details the warehouse details can also be entered.
Go to “Allocation Details” page.
Enter the necessary information and allocate the parts.
If the parts that have been invoiced are serial number controlled, the details of the serial numbers can be entered. The system saves these details along with the invoice number.
Go to “Item Serial Nos”.
Enter the serial numbers.