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This page allows you to create a direct invoice. Tell me more
Select the “Create Direct Invoice” link under the “Customer Direct Invoice” business component.
The “Create Invoice” page appears.
The system displays the following:
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Status |
The status of the invoice. It could be “Draft”, “Fresh” or “Authorized”. The system updates the status when the “Create Invoice” or “Create and Authorize Invoice” pushbutton is clicked. |
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Enter the following fields in the “Invoice Information” group box:
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Invoice # |
A unique number identifying the direct 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.
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Invoice Date |
The date on which the direct invoice has been raised (Date Format). Mandatory. This invoice date must not be after 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. |
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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 deployed in 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. |
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Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Direct Invoice” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of 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. |
Enter the following field in the “Payment Information” group box:
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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. |
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Press <Enter> key. | |
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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 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, price list code and the receipt method set for the bill to customer in the “Customer” business component. | |
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Help facility available |
The system displays the following:
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Bill to Customer Name |
The name of the customer on whom the invoice must be raised. |
Enter the following field in the “Payment Information” group box:
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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 leaves the field blank by default on launch of the page. |
The system displays the following:
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Ship to Customer Name |
The name of the customer to whom the material must be shipped. |
Enter the following field in the “Payment Information” group box:
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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 leaves the field blank by default on launch of the page. |
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Sale Type |
Use the drop-down list box to select the different type of sales. It could be “Internal”, “External” or “Domestic”. These different types of sales are defined in the “Category” business component and must be in “Active” status. |
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Cash # |
Use the drop-down list box to select the cash code in which the payment must be accounted. All the cash codes that have been defined in the “Bank Cash Definition” business component and that are in the “Active” status will be available for selection. The system leaves the field blank by default on launch of the page. |
Note: This field must be selected if the “Cash” is selected in the “Receipt Type” field.
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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 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:
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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 fields in the “Payment Information” group box:
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Receipt Type |
Use the drop-down list box to select the type in which the payment can be received from “Cash” or “Credit”. The system displays “Credit” by default on launch of the page. |
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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. |
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Help facility available | |
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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. |
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Receipt Method |
Use the drop-down list box to select the method in which the payment is to be received. . It could be “ESR”, “ESR+”, “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. |
The system displays the following:
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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:
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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. |
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Price List # |
The code identifying the price list based on which the part is being invoiced (Alphanumeric, 25). This code must have been defined in the “Price List / Rules Mapping” business component and must be in “Active” status. |
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Help facility available |
Note: If this field is left blank, the system retrieves the “Unit Price” of the part from the “Pricing Engine”.
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Auto Adjust |
Use the drop-down list box to set whether the invoice after authorization must be adjusted with the credit documents automatically. |
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The system displays “No” by default on launch of the page. | |
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Draft |
Check the box to save the invoice in the “Draft” status in case you want to make some modifications to the invoice. The system leaves the box unchecked by default on launch of the page. |
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Comments |
Any observations pertaining to the invoice (Alphanumeric, 255). |
The system displays the following in the “Part Information” multiline:
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Line # |
The number identifying the line in which the part is available in the invoice. The system displays this number sequentially. |
Enter the following fields in the “Part Information” multiline:
Note: Data must be available in at least one row of the multiline.
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Part Type |
Use the drop-down list box to select the type of part. The part type set for the part in the “Part Administration” business component will be available for selection. |
Note: If “Capital” is selected, there would be no value available in the “Price List Code” field. The system retrieves and displays values in the “UOM”, “Quantity”, “Unit Price” and “Amount” fields from the “Asset Disposal” business component. If an “Asset Disposal” business component is not available in the login organization unit or in any of the organization units mapped to the login organization unit you cannot create an invoice for parts of “Capital” type.
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Part # |
The unique code identifying the part (Alphanumeric, 32). Mandatory. |
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Help facility available | |
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UOM |
The unit of measurement in which the part 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. |
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Help facility available | |
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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. |
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Unit Price |
The price of one unit of the part (Decimal). Mandatory. The value entered in this field must be greater than zero. |
The system displays the following in the "Part Information" multiline:
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Amount |
The amount invoiced for the part. This amount is calculated and displayed as the product of the part quantity and the unit price. |
Enter the following fields in the “Part Information” multiline:
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Sale Purpose |
Use the drop-down list box to select the purpose of the sale. These sales purposes must have been defined in the “Category” business component and must be in “Active” status. |
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Remarks |
Any observations regarding the part available in the line (Alphanumeric, 255). |
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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. |
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Help facility available | |
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Analysis # |
The analysis code to which the “Part Revenue Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5). |
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Help facility available | |
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Allocation Method |
Use the drop-down list box to select the method in which the part will be allocated for shipment. This allocation method defined for the part in the “Part Administration” business component will be available for selection. The system displays “Manual” by default on launch of the page. |
The system displays the following:
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Part Description |
The textual description of the part. |
Enter the following field in the “Part Information” multiline:
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Warehouse # |
The unique code identifying the warehouse from which the part must be shipped (Alphanumeric, 10). Mandatory. This warehouse must have been defined in the “Storage Administration” business component and must be in “Active” status. |
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Help facility available |
Check the box in the “Select” column of the multiline to mark the part for deletion.
Click the “Get Item Details” pushbutton to retrieve the part details.
The system retrieves and displays the unit price of the part.
Click the “Compute” pushbutton to calculate the total invoice amount.
The system calculates and displays the total invoice amount. The system also rounds off the total invoice amount.
Click the “Create Invoice” pushbutton to create a direct invoice.
The system generates a line number for every row in the multiline. The login ID of the user and the system date are updated in the “Created By” and “Created Date” fields.
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 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 if the receipt type is cash 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 Freight Amount in the account currency and credits the “Freight Control Account”.
VAT Details
The system calculates VAT in case “VAT Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component. The system saves the amount collected as VAT in the invoice currency and in the base currency of the company along with the debit or credit identifiers and the cost center, analysis and sub-analysis code details in the corresponding “VAT Account”.
Payment Schedule
The system generates the default payment schedule for the invoice in case “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 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.
Click the “Create and Authorize Invoice” to create a direct invoice and authorize it.
The system generates a line number for every row in the multiline. The login ID of the user and the system date are updated in the “Created By” and “Created 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”.
The system saves the Total Part Revenue Amount in the account currency and debits the “Customer Control Account”.
The system saves the Freight Amount in the account currency and credits the “Freight Control Account”.
VAT Details
The system calculates VAT in case “VAT Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component. The system saves the amount collected as VAT in the invoice currency and in the base currency of the company along with the debit or credit identifiers and the cost center, analysis and sub-analysis code details in the corresponding “VAT Account”.
Payment Schedule
The system generates the default payment schedule for the invoice in case “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 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.
The system displays the following:
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Created By |
The login ID of the user who has created the direct invoice. |
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Created Date |
The date on which the direct invoice was created. |
To proceed, carry out the following
Select the “Edit Invoice” link at the bottom of the page to modify the details of the invoice.
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.
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 payment information details .
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 .
Select the “Adjustment” link at the bottom of the page to select the documents against which the invoice amount must be adjusted.
If VAT is applicable for the company, select the “VAT Calculation” link at the bottom of the page to calculate the VAT applicable for the invoice.
Select the “Attribute Details” link at the bottom of the page to add details of the various attributes.
Select the “Item Serial No. Details” link at the bottom of the page to add the serial number details of the part.
Select the “Allocation Details” link at the bottom of the page to enter the allocation details.
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.
Select the "Attach Notes" link at the bottom of the page to record your observations and comments.
Creating direct 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 and the location to which the parts have to be shipped. You can also enter the date from which the payment schedule must be calculated if a “Credit” payment is to be received.
While entering the part details, you can enter the price list code from which the unit price of the part must be retrieved. If you do not enter the price list code the “Pricing Engine” is activated and the unit price is retrieved. The unit price retrieved by the price engine cannot be modified but the unit price that is retrieved by the price list code can be modified. The unit price can be modified if the function default “Allow Price Change” has been set to “Yes”.
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 direct invoice is usually updated as “Fresh”. This invoice can be authorized.
This page also allows you to authorize a direct invoice after creation. The status of the invoice after authorization is updated as “Authorized”. The details of this invoice cannot be modified.
If VAT is applicable, the system calculates and generates the VAT for the invoice that has been generated. The payment schedule is also generated based on the pay term that has been set as default for the customer. If the pay term is 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.
Mandatory
“Finance Book” and “Currencies” must have been defined in the “Organization Setup” business component.
“Currencies” must have been mapped to the “Customer Receivable accounts” 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.
“Credit check “ must have been defined in the “Credit Management” business comonent.
“Price List Codes” must have been defined in the “Price List / Rules Mapping” business component.
“Part”, “Part Types”, “Attributes” and “Allocation Methods” must have been defined in the “Part Administration” business component.
“Warehouse #” must have been defined in the “Storage Administration” business component.
Optional
“VAT Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component if VAT is applicable for the country.
“VAT Category”, “VAT Class” and “VAT #” must have been defined in the “VAT Setup” business component.
“Swiss Pay Modes Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to accept electronic payments.
“Analysis / Sub-analysis 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 sub-analysis code.
“Analysis and Sub Analysis #” must have been defined in the “Account Based Budget” 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.
Calculate the total invoice amount
Create and authorize direct invoice
You can adjust a direct 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.
You can retrieve the unit price of the part with the help of the price engine or from the price list.
Enter the code in the “Price List Code” field to retrieve the unit price from the price list.
In case there is no value entered in this field the unit price is retrieved from the pricing engine.
You can set whether the payment for the pack slip 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.
You can save the invoice in the “Draft” status in case you want to make modifications. An invoice in this status cannot be authorized.
Check the box beside the “Draft” field to save the invoice in the draft status.
The system updates the status.
You can retrieve the part details from the inventory based on the selected part code. The allocation method of the part is decided based on the attributes of the part. The details of the warehouse from which the allocation is to be made is also retrieved from the inventory.
Enter the part code in the “Part #” field.
Click the “Get Item Details” pushbutton to retrieve the item details.
The system retrieves all the details pertaining to the part from the inventory.
Calculate the total invoice amount
You can calculate the total amount invoiced which is the sum of the part amounts.
Click the “Compute” pushbutton to calculate and display the total invoice amount.
You can create a direct invoice for parts that have to be invoiced without a sale order. The shipment is made after the invoice is authorized.
Enter the necessary information.
Click the “Create” pushbutton to create a direct invoice.
The system generates a unique invoice number and updates the status as “Fresh”.
Create and authorize direct invoice
You can create a direct invoice for parts that have to be invoiced without a sale order. This invoice can be authorized. An authorized invoice cannot be modified.
Enter the necessary information.
Click the “Create and Authorize” pushbutton to create a direct invoice and authorize it.
The system generates a unique invoice number and updates the status as “Authorized”.