Authorizing pack slip invoices

This page allows you to authorize the selected pack slip invoice. Tell me more

Select the “Authorize Pack Slip Invoice” link at the bottom of the “Select Invoice” page.

The “Authorize Invoice” page appears.

The system displays the following in the “Invoice Information” group box:

Invoice #	The number identifying the invoice.
Status	The status of the invoice. It must be “Fresh”.
	Fresh – indicates a pack slip invoice that can be authorized.

Modify the following if required in the “Invoice Information” group box:

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.

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the invoice details are 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. If postings can be made in a single finance book, the book that has been set as default will be displayed.

The system displays the following in the “Payment Information” group box:

Bill to Customer #	The code identifying the customer on whom the invoice must be raised.
Bill to Customer Name	The name of the customer on whom the invoice must be raised.

Modify the following if required in the “Payment Information” group box:

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 that are in the “Active” status will be available for selection.
Sales Person #	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.
	Help facility available
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 following:

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.

Modify the following fields if required in the “Payment Information” group box:

Receipt Type	Use the drop-down list box to select the type in which the payment can be received from “Cash” or “Credit”.
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.
	Help facility available
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.
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 the following in the “Payment Information” group box:

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.

Freight Amount

The amount that has been incurred as freight while shipping the parts. This amount is retrieved from the pack slip based on which the invoice has been created.

Modify the following fields if required in the “Payment Information” group box:

Auto Adjust	Use the drop-down list box to set whether the invoice after authorization must be adjusted with the credit documents automatically.
	Yes – indicates that the invoice must be adjusted automatically.
	No – indicates that the invoice must be adjusted manually.
Draft	Check the box to save the invoice in the “Draft” status if you want to make some more modifications to the invoice.
Comments	Any observations or remarks pertaining to the invoice (Alphanumeric, 255).
	Zoom facility available

The system displays the following in the “Part/T/C/D Information” multiline:

Line #	The number identifying the line in which the pack slip is available in the invoice.
Pack Slip #	The number identifying the pack slip.
Part #	The code identifying the part that has been shipped through the pack slip.
UOM	The unit of measurement in which the part must be invoiced.
Quantity	The number of units of the part that has to be shipped vide the pack slip number.

Modify the following field in the “Part/T/C/D Information” multiline:

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:

Amount

The amount to be invoiced for the part. This amount is calculated and displayed as the product of the part quantity and the unit price.

Modify the following fields if required in the “Part/T/C/D Information” multiline:

Sale Purpose	Use the drop-down list box to select the purpose of the sale. All the purposes that have been defined in the “Category” business component and that are in the “Active” status will be available for selection.
Remarks	Any observations or comments regarding the part available in the line (Alphanumeric, 255).

The system displays the following:

Shipping Point	The code identifying the organization unit from which the material has been shipped.
Ship to Customer #	The code identifying the customer to whom the material has been shipped.
Ship to ID	The code identifying the location to which the material has been shipped.

Modify the following fields if required in the “Part/T/C/D Information” multiline:

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.
	Help facility available
Analysis #	The analysis code to which the “Part Revenue Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available

The system displays the following:

Part Description

The textual description of the part.

Click the “Compute” pushbutton to calculate the total invoice amount.

The system calculates and stores the total invoice amount after the modification.

Click the “Edit Invoice” pushbutton to save the modifications made.

The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified Date” fields.

Status Updation

The status of the invoice is updated as “Draft” if the box beside the draft field is checked.

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 and debits the “Cash Account” if the payment has been received by cash.

The system saves the Total Part Revenue Amount in the account currency and debits the “Customer Control Account”.

Payment Schedule

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

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 debtis the “Cash Account” if the payment has been received by cash.

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”.

Payment Schedule

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

Click the “Return Invoice” pushbutton to return the invoice for modifications.

The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified Date” fields.

Status Updation

The status of the invoice is updated as “Returned”.

The system displays the following:

Created By	The login ID of the user who has created the pack slip invoice.
Created Date	The date on which the pack slip invoice was created.
Last Modified By	The login ID of the user who has last modified the pack slip invoice.
Last Modified Date	The date on which the pack-slip invoice was last modified.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to enter the taxes, charges and discount details of the invoice.

Select the “Payment Schedule” link at the bottom of the page to view or modify the default payment schedule that has been generated.

Select the “Payment Information” link at the bottom of the page to view or modify the payment information details that has been created.

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.

Authorizing pack slip invoices – An overview

You can authorize an invoice that is in the “Fresh” status. The status of the invoice after authorization is updated as “Authorized”. This authorized invoice cannot be modified.

This page also allows you to modify the details of the invoice before the authorization. If you want to make more modifications, you can save the invoice in the “Draft” status or allow the invoice to retain its “Fresh” status. Based on the modifications made the system generates a new payment schedule.

This page also allows you to return the invoice for modification. You can return an invoice that is in the “Fresh” status. The status of the returned invoice is updated as “Returned”. The system stores the login ID of the user and the system date along with the modified details.