Authorizing miscellaneous invoices

This page allows you to authorize the selected miscellaneous invoice. You can authorize an invoice that is in the “Fresh” status. Tell me more

Select the “Authorize Miscellaneous 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 miscellaneous invoice.
Status	The status of the invoice. It could be “Draft”, “Fresh” or “Returned”.
	Draft – indicates a newly created pack slip invoice. An invoice in this status cannot be authorized.
	Fresh – indicates a pack slip invoice that can be authorized.
	Returned – indicates a pack slip invoice that has been returned to the user who has created the invoice for modification.

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

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.
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.

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 bill to 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.
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 that are in the “Active” status will be available for selection in the ascending order.
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 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:

Total Invoice Amount

The sum total of all the part amounts and the freight amount. The revised invoice amount is calculated and displayed after the “Compute” pushbutton is clicked.

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

Comments	Any observations or remarks pertaining to the invoice (Alphanumeric, 255).
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.

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

Part Type	Use the drop-down list box to select the type of part. All the part types that have been defined as quick codes for the miscellaneous invoice will be available for selection in the ascending order.
Part #	The unique code identifying the part (Alphanumeric, 32).
	Help facility available
UOM	The unit of measurement in which the part is invoiced (Alphanumeric, 10).
	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.
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 part quantity and the unit price.

Usage ID	The code identifying the usage (Alphanumeric, 20). This usage ID must have been defined in the “Account Rule Definition” business component and must be in “Active” status.
Remarks	Any observations or comments regarding the item available in the line (Alphanumeric, 255).
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.
	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
Part Description	A textual description of the part (Alphanumeric, 40).

Check the box in the “Select” column of the multiline to mark an 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 “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 credit the “Part Revenue Account”.

The system saves the Total Part Revenue Amount in the account currency and debits the “Cash Account” if payments have 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 Total Miscellaneous Revenue Amount in the base currency and credits the “Miscellaneous Revenue 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 debits the “Cash Account” if payment is 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 Total Miscellaneous Revenue Amount in the base currency and credits the “Miscellaneous Revenue Account”.

The system saves the Freight Amount in the account currency and credits the “Freight Control Account”.

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 miscellaneous invoice.
Created Date	The date on which the miscellaneous invoice was created.
Last Modified By	The login ID of the user who has last modified the miscellaneous invoice.
Last Modified Date	The date on which the miscellaneous 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 taxes, charges and discount details of the invoice.

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

Select the “Payment Information” link at the bottom of the page to modify the default 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.

Select the “Shipping Details” link at the bottom of the page to modify the shipping details.

Authorizing miscellaneous invoices – An overview

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.