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This page allows you to create invoices for pack slips that have already been raised. Tell me more
Select the “Create Invoice” link provided in the “Select Pack Slip” page.
The “Create Invoice” page appears.
The system displays the following in the “Invoice Information” group box:
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Status |
The status of the invoice. It could be “Draft”, “Fresh” or “Authorized”. |
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Enter the following fields in the “Invoice Information” group box:
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Invoice # |
A unique number identifying the pack slip 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 pack slip 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. 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 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. |
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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 Pack Slip Invoice” transaction type. The numbering types must have already been defined in 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. |
The system displays the following 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. This code will be retrieved and displayed from the selected pack slip. |
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Bill to Customer Name |
The name of the customer on whom the invoice must be raised. |
Enter the following fields in the “Payment Information” group box:
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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 are in “Active” status will be available for selection. |
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Sales Channel |
Use the drop-down list box to select the route in which the item has been sold. All the sales channels that have been defined in the “Category” business component and are in “Active” status will be available for selection. |
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Sales Person Code |
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. |
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Help facility available | |
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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 |
Note: The pay term that has been set for the selected customer would be displayed.
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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 “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. |
Note: If this field is left blank, the system runs the “Pricing Engine” to retrieve the “Unit Price” of the item.
The system displays the following:
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Total Invoice Amount |
The sum total of all the item, tcd 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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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 if 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 or remarks pertaining to the invoice (Alphanumeric, 255). |
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Zoom facility available |
The system displays the following in the “Item Information” multiline:
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Pack Slip No |
The number identifying the pack slip. |
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Item Code |
The code identifying the item that has been shipped through the pack slip. |
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Item Variant |
The code identifying the “Item Variant” that has been shipped through the pack slip. |
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UOM |
The unit of measurement in which the item must be invoiced. |
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Quantity |
The number of units of the item that has been shipped vide the pack slip number. |
Enter the following field in the “Item Information” multiline:
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Unit Price |
The price of one unit of the item (Decimal). Mandatory. The value entered in this field must be greater than zero. |
Note: The system retrieves the price of the item from the selected price list code
The system displays the following:
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Amount |
The amount to be invoiced for the item. This amount is calculated and displayed as the product of the item quantity and the unit price. |
Enter the following fields in the “Item Information” multiline:
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Sales 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 or remarks regarding the item available in the line (Alphanumeric, 255). |
The system displays the following:
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Shipping Point |
The code identifying the organization unit from which the material has been shipped. |
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Ship to Customer Code |
The code identifying the customer to whom the material has been shipped. |
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Ship to ID |
The code identifying the location to which the material has been shipped. |
Enter the following fields in the “Item Information” multiline:
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Cost Center |
The code identifying the cost center that has been mapped to the “Item Revenue Account”. The cost center must have been defined in the “Cost Setup” business component. |
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Help facility available |
Note: The cost center code entered in this field can be used only if the “Cost Center Applicable” field has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
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Analysis Code |
The analysis code to which the “Item Revenue Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5). |
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Help facility available |
Note: The Analysis code entered in this field can be used only if the “Analysis / Sub Analysis Codes Applicable” is set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
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Sub Analysis Code |
The sub-analysis code to which the analysis code is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5). |
Note: The Sub-analysis code entered in this field can be used only if the “Analysis / Sub-analysis Codes Applicable” is 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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Item Description |
The textual description of the item. |
Click the “Compute” pushbutton to calculate the total invoice amount.
The system calculates and stores the total invoice amount.
Click the “Create Invoice” pushbutton to create the pack slip invoice.
The system generates a unique invoice number. The system updates the login ID of the user and the system date in “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
The status of the invoice is updated as “Fresh”.
Posting Details
The system saves the Total Item Revenue Amount in the account currency and credits the “Item Revenue Account”.
The system saves the Total Item Revenue Amount in the account currency and debits the “Cash Account” if payment is to be received by “Cash”.
The system saves the Total Item Revenue Amount in the account currency and debits the “Customer Control Account” if payment is to be received by “Credit”.
Click the “Create and Authorize” pushbutton to create an invoice and authorize it.
The system generates a unique invoice number.
The system updates the login ID of the user and the system date in “Created By” and “Created Date” fields.
Status Updation
The status of the invoice is updated as “Authorized”.
Posting Details
The system saves the Total Item Revenue Amount in the account currency and credits the “Item Revenue Account”.
The system saves the Total Item Revenue Amount in the account currency and debits the “Cash Account” if payment is to be received by “Cash”.
The system saves the Total Item Revenue Amount in the account currency and debits the “Customer Control Account” if payment is to be received by “Credit”.
The system displays the following:
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Created By |
The login ID of the user who has created the pack slip invoice. |
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Created Date |
The date on which the pack slip 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.
Select the “Payment Schedule” link at the bottom of the page to generate a payment schedule for the newly created invoice.
Select the “Attribute Details” link at the bottom of the page to add details of the various attributes.
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.
Creating pack slip invoices – An overview
The system generates a unique invoice number if you have not opted for the “Manual” numbering type. You can enter the payment information and the item information details for the invoice.
While entering the item details, you can enter the price list code from which the unit price of the item must be retrieved. If you do not enter the 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 pack slip invoice is updated as “Fresh”. This invoice can be authorized.
This page also allows you to authorize a pack slip invoice immediately after creation. The status of the invoice after authorization is updated as “Authorized”. This invoice cannot be modified.
The payment schedule is also generated based on the pay term that has been set.
Mandatory
“Finance Book” and “Currencies” must have been defined in the “Organization Setup” business component.
“Financial Calendar” must have been defined in the “Accounting Setup” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” 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.
“Pay Term” must have been defined in the “Pay Term” business component.
“Customer Codes”, “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.
“Pack slips” that have been created for Direct Invoices in the “Pack Slip” business component.
“Set Function Defaults” activity must be completed in this business component.
Optional
“Analysis / Subanalysis 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 subanalysis code.
“Analysis Codes” and “Sub Analysis Codes” must have been defined in the “Account Based Budgeting” 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.
You can retrieve the unit price of the item 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.
If 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 adjust a pack slip 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 save the invoice in the “Draft” status if 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. .