Authorizing direct invoices

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

Select the “Authorize Direct 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 direct invoice that can be authorized.

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

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.

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.

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

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.
	Press <Enter> key.
	The system retrieves the details of the selected customer in the relevant field.
	Help facility available

The system displays the following:

Bill to Customer Name

The name of the customer on whom the invoice must be raised.

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

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 the following:

Ship to Customer Name

The name of the customer to whom the material must be shipped.

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

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.
Sale 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 that are in the “Active” status will be available for selection
Sales Channel	Use the drop-down list box to select the route in which the item is being sold. All the sales channel that have been defined in the “Category” business component and that are in the “Active” status will be available for selection.
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.
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:

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 would 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 the following:

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.

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

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.
	Help facility available
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 modifications to the invoice.
Comments	Any observations or remarks pertaining to the invoice (Alphanumeric, 255).

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

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.
Part #	The code identifying the part (Alphanumeric, 32). Mandatory. This item must have been defined in the “Part Administration” business component and must be in “Active” status.
	Help facility available
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.
	Help facility available
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.
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 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 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 sales purposes that have been defined in the “Category” business component and that are in “Active” status will be available for selection.
Remarks	Any observations or comments regarding the part available in the line (Alphanumeric, 255).
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
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 item in the “Part Administration” business component will be available for selection.

The system displays the following:

Part Description

The textual description of the part.

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

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.
	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 “Edit Invoice” pushbutton to save the modifications made to a direct invoice.

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

Status Updation

The status of the invoice is updated as “Draft” if the box in the “Draft” field has been 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”.
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 “Edit and Authorize Invoice” to save the modifications made to the direct invoice and authorize it.

The login ID of the user and the system date are updated in the “Last Modified By” and “Last Modified 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” 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 default 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.

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

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to modify the tax, charge and discount details applicable for the modified direct invoice.

Select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule generated for the modified direct invoice.

Select the “Payment Information” link at the bottom of the page to modify the payment information details.

Select the “Attribute Details” link at the bottom of the page to modify details of the various attributes.

Select the “Allocation Details” link at the bottom of the page to modify the allocation details.

Select the “Item Serial No. Details” link at the bottom of the page to modify the serial number details of the part.

Select the “Adjustment” link at the bottom of the page to select the documents against which the invoice amount must be adjusted.

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.

Authorizing direct 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 and also recalculates VAT if it is applicable for the invoice.

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.