Selecting invoices for adjusting manually

This page allows you to search and select credit documents against which the invoice can be adjusted. Tell me more

Select the “Adjustment” link at the bottom of the “Create Invoice” page.

The “Adjustment” page appears.

The system displays the following:

Invoice #	The number identifying the invoice that is to be adjusted.
Total Invoice Amount	The total amount of the invoice.
Status	The status of the invoice. It could be “Draft”, “Fresh” or “Returned”.
	Draft - indicates a direct invoice that cannot be authorized.
	Fresh – indicates a newly created direct invoice that can be authorized.
	Returned – indicates that the direct invoice has been returned to the user who has raised it for modifications.

Enter the following fields in the “Search Criteria” group box to retrieve the credit documents against which the invoice can be adjusted:

Credit Note	Check the box to retrieve the credit notes for adjustment against this invoice.
Prepayment Invoice	Check the box to retrieve the prepayment invoices and the advance receipts for adjustment against this invoice.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the invoice details have to be posted. 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. In case postings can be made only in a finance book, the book that has been set as default will be displayed.
Document # From	The starting number in the range of document numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the document numbers that are similar to the value entered here.

Note: The number entered in this field must be before the value entered in the “To” field.

To	The ending number in the range of document numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the document numbers that are similar to the value entered here.
Document Date From	The starting date in the range of dates during which the document that you want to retrieve was raised (Date Format). The system date is displayed by default.

Note: The date entered in this field must be before the date entered in the “To” field.

To	The ending date in the range of dates during which the document that you want to retrieve was raised (Date Format). The system date is displayed by default.
Document Amount From	The starting amount in the range of invoice amounts for which the invoice that you want to retrieve has been raised (Decimal).

Note: The amount entered in this field must be lesser than the value entered in the “To” field.

To	The ending amount in the range of invoice amounts for which the invoice that you want to retrieve has been raised (Decimal).

Click the “Search” pushbutton to retrieve the search results.

The system displays the following in the “Search Results” multiline based on the search criteria entered:

Document Type	The type of the document. It could be a “Credit Note” or a “Prepayment Invoice”.
Document #	The number identifying the credit note or the prepayment invoice.
Document Date	The date on which the credit note or prepayment invoice was raised.
Current Outstanding	The amount that is still to be paid by the customer. This amount will be greater than zero.
Finance Book	The code identifying the finance book in which the details of the credit documents have been posted.

Check the box in the “Select” column of the multiline to mark the document against which the invoice can be adjusted.

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

The system saves the details of the selected credit documents against which the invoice must be adjusted after the authorization of the invoice.

Click the “Save and Authorize” pushbutton to save the adjustment details and authorize the invoice.

The invoice is adjusted against the selected credit documents. The adjustment details are updated to the invoice number.

Status Updation

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

Payment Schedule

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

Payment Schedule for electronic payment

The system generates a default payment schedule for the invoice after the adjustment and saves the bank details required for the Electronic Payment in case “Swiss Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.

To proceed, carry out the following

If Swiss pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule.

If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view or modify the electronic payment information of the invoice.

Select the “Invoice Summary” link at the bottom of the page to view all the details pertaining to the invoice including the receipt and adjustment details.

Select the “Accounting Information” link at the bottom of the page to view the posting details of the transaction.

Selecting invoices for adjusting manually – An overview

The credit documents could be prepayment invoices or advance receipts or credit notes. The credit notes could be either the part based credit note or the account based credit note. You can search and select the credit documents if you have not opted for the auto-adjust facility while creating the invoice.

You can search and select the credit document by carrying out a search by specifying the range of document numbers within which the credit documents that you want to retrieve fall. You can also search by specifying the date ranges during which the credit documents were raised and credit document amounts. You can also carry out a search by selecting the finance book in which the credit document details are posted. The system stores the details of the selected credit documents along with the invoice number. The invoice will be adjusted against the selected credit documents when it is authorized.

This page also allows you to authorize the invoice. The status of the invoice is updated as “Authorized” and the invoice is adjusted against the selected credit documents. The details of this invoice cannot be modified any longer. A payment schedule is generated taking into consideration the adjustments made against the selected credit documents.

Prerequisite

“Auto Adjust” must be set to “No” in the “Create Invoice” page of this activity.

What you can do in this page

Retrieve Credit Notes

Retrieve Prepayment Invoices

Retrieve Credit Notes

You can retrieve only the credit notes that are available in the customer account to be adjusted against the newly created invoice. The system retrieves both the item based and the account based credit note.

Check the box in the “Credit Note” field to retrieve only the credit notes that are available.

Retrieve Prepayment Invoices

You can retrieve the prepayment invoices that are available in the customer account to be adjusted against the newly created invoice. Along with the prepayment invoices the system also retrieves the receipts that have been raised for the advances that have been received from the customer.

Check the box in the “Prepayment Invoice” field to retrieve the prepayment invoices and the advance receipts that have been raised earlier.