Creating miscellaneous invoice
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This page allows you to create a miscellaneous invoice. Tell me more
Select the “Create Miscellaneous 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 miscellaneous 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 miscellaneous 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 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. 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 Miscellaneous 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. |
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 “Create Customer” activity of 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 and loads 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, 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 displays “None” 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 fields 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 displays “None” by default on launch of the page. |
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Sales 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. |
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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” defined 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 would be received from the customer. 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. |
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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Comments |
Any observations or remarks pertaining to the invoice (Alphanumeric, 255). |
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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. |
Enter the following fields in the “Item Information” multiline:
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Item 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. |
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Item # |
The code identifying the part (Alphanumeric, 32). Mandatory. Alternatively this field is used to capture description for non-item invoice. |
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UOM |
The unit of measurement in which the part is invoiced (Alphanumeric, 10). |
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Quantity |
The number of units of the part that has to be invoiced (Integer). 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). The value entered in this field must be greater than zero. |
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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 item quantity and the unit price.
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Usage |
Use the drop-down list box to select the code identifying the usage. All the usages that have been defined for the miscellaneous invoices in the “Account Rule Definition” business component will be available for selection. |
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Remarks |
Any observations or comments 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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Sub Analysis Code |
The sub-analysis code to which the analysis code is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5). |
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Item Description |
A textual description of the item (Alphanumeric, 40). |
Check the box in the “Select” column of the multiline to mark the part for deletion.
Click the “Compute” pushbutton to calculate the total invoice amount.
The system calculates and stores the total invoice amount as the sum total of all the part amounts and the freight amount.
Click the “Create” pushbutton to create a miscellaneous 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 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 Miscellaneous Revenue Amount in the account currency and credits the “Misc 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 Total Miscellaneous Revenue Amount in the base currency and credits the “Miscellaneous Revenue Account”.
Click the “Create and Authorize” pushbutton to create a miscellaneous 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 Miscellaneous Revenue Amount in the account currency and credits the “Misc 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 Total Miscellaneous Revenue Amount in the base currency and credits the “Miscellaneous Revenue Account”.
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 Information” link at the bottom of the page to enter the payment information details when electronic payments are to be received.
Select the “Payment Schedule” link at the bottom of the page to to generate a payment schedule for the newly created invoice.
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 miscellaneous 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, the location to which the items have to be shipped and the sales person who is involved in this sales. You can also enter the date from which the payment schedule must be calculated if a “Credit” payment is to be received.
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 miscellaneous invoice is usually updated as “Fresh”. This invoice can be authorized.
This page also allows you to authorize a miscellaneous invoice immediately after creation. The status of the invoice after authorization is updated as “Authorized”. The details of this invoice cannot be modified.
The payment schedule is also generated based on the pay term that has been set as default for the customer. If pay term has been 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” must have been defined in the “Organization Setup” business component.
“Currencies” must have been mapped to the “Customer Receivable accounts” defined in the “Account Rule Definition” business component.
“Usage” must have been defined 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.
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 #” 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.
Save the invoice in “Draft” status
Calculate the total invoice amount
Create and authorize miscellaneous invoice
You can set the system to generate invoice numbers automatically. You can also enter the invoice numbers manually.
Set a numbering type in the “Numbering Type” field to generate invoice numbers automatically.
Set the “Numbering Type” to “Manual” if you want to enter the invoice numbers individually.
You can adjust a miscellaneous 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.
Save the invoice in “Draft” status
You can save an invoice in the “Draft” status if modifications have to be made to it. An invoice in this status cannot be authorized.
Check the box beside the “Draft” field if you want to create an invoice in the “Draft” status.
You can set whether the payment for the miscellaneous 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.
Calculate the total invoice amount
You can calculate the total amount to be invoiced. This amount is calculated as the sum of the item amounts and the freight amount that has been incurred.
Click the “Compute” pushbutton to calculate the total invoice amount.
You can create a miscellaneous invoice for parts that do not form a part of the inventory.
Enter the necessary information.
Click the “Create” pushbutton to create a miscellaneous invoice.
The system generates a unique invoice number and updates the status as “Fresh”.
Create and authorize miscellaneous invoice
You can create a miscellaneous invoice for parts that do not form a part of the inventory. This invoice can be authorized. An authorized invoice cannot be modified.
Enter the necessary information.
Click the “Create and Authorize” pushbutton to create a miscellaneous invoice and authorize it.
The system generates a unique invoice number and updates the status as “Authorized”.