Modifying direct invoice details
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This page allows you to modify details of the direct invoices. Tell me more.
Select the “Edit Invoice” link provided in the “Select Invoice” page.
The “Edit Invoice” page appears.
The system displays the following in the “Invoice Information” group box:
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Invoice # |
The number identifying the invoice. |
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Status |
The status of the invoice. It could be “Draft”, “Fresh” or “Returned”. |
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Modify the following fields if required in the “Invoice Information” group box:
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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. |
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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 deployed in 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:
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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 “Customer” business component. |
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Press <Enter> key. | |
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The system retrieves the details of the customer in the relevant fields. | |
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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. |
Modify the following field if required 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 the following:
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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:
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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. |
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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 will be available for selection. |
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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 |
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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. |
Modify the following fields if required 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”. |
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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. |
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Receipt Method |
Use the drop-down list box to select the method in which the payment must 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:
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Total Invoice Amount |
The sum total of all the item 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:
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Freight Amount |
The amount that would be incurred as freight while shipping the items (Decimal). The value entered in this field must be greater than zero. |
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Price List # |
The code identifying the price list based on which the item 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. |
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Help facility available | |
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Comments |
Any observations or remarks pertaining to the invoice (Alphanumeric, 255). |
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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. |
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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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Modify the following fields in the “Part/T/C/D Information” multiline:
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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. |
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Part # |
The code identifying the part (Alphanumeric, 32). Mandatory. |
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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. |
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Help facility available | |
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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. |
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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:
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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:
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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. |
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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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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 part in the “Part Administration” business component will be available for selection. |
The system displays the following:
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Part Description |
The textual description of the part. |
Modify the following fields in the “Part/T/C/D Information” multiline:
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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. |
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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,
if the TCD details have not been added for the invoice or
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 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 the credits the “Freight Control Account”.
VAT Details
The system calculates VAT if “VAT Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component based on the modifications made to the invoice. The system saves the amount collected as VAT in the invoice currency and in the base currency of the company along with the debit or credit identifiers and the cost center, analysis and sub-analysis code details in the corresponding “VAT Account”.
Payment Schedule
The system generates a payment schedule for the invoice based on the modifications made if “Swiss Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
Payment Schedule for electronic payment
The system generates a payment schedule for the invoice based on the modifications made and saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set to “Yes” 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 payment has been received through 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 the credits the “Freight Control Account”.
VAT Details
The system calculates VAT if “VAT Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component based on the modifications made to the invoice. The system saves the amount collected as VAT in the invoice currency and in the base currency of the company along with the debit or credit identifiers and the cost center, analysis and sub-analysis code details in the corresponding “VAT Account”.
Payment Schedule
The system generates a payment schedule for the invoice based on the modifications made if “Swiss Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
Payment Schedule for electronic payment
The system generates a payment schedule for the invoice based on the modifications made and saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
Click the “Return Invoice” pushbutton to return the invoice for modifcation.
The system stores the login ID of the user and the system date along with the modified details.
Status Updation
The status of the invoice is updated as “Returned”.
The system displays the following:
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Created By |
The login ID of the user who has created the direct invoice. |
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Created Date |
The date on which the direct invoice was created. |
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Last Modified By |
The login ID of the user who has last modified the direct invoice. |
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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.
If Swiss pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule.
If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view or modify the payment information details.
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
If VAT is applicable for the company, select the “VAT Calculation” link at the bottom of the page to view or modify the VAT applicable for the invoice.
Select the “Item Serial No. Details” link at the bottom of the page to add 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.
Modifying direct invoice details – An overview
You can modify the details of the invoice if they are in the “Draft”, “Fresh” or “Returned” status. You can modify the date on which the invoice and the code identifying the finance book in which the posting is to be made. You can also modify the payment information and the item information details of the invoice.
While modifying the part details, you can modify the price list code based on which the unit price of the part is retrieved. If you do not enter the code the “Price 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.
This page also allows you to authorize a direct invoice immediately after modification. You can authorize an invoice that is in the “Fresh” status. The status of the invoice after authorization is updated as “Authorized”. The details of this invoice cannot be modified.
This page also allows you to delete a direct invoice that is no longer required. You can delete a pack slip invoice that is in the “Draft” or “Fresh” status. The status of the invoice after deletion is updated as “Deleted”.
If VAT is applicable, the system calculates the VAT that is applicable. A new payment schedule is generated based on the modifications that are made.
Set the type of payment receipt
Save invoice in “Draft” status
Set the type of payment receipt
You can set the type of sales that has been made using the invoice. It could be “Cash” or “Credit” sales.
Set the “Receipt Type” field to “Cash” if the invoice has been used for cash sales, that is the payment for the invoice has been received in cash.
Set the “Receipt Type” field to “Credit” if the invoice has been used for credit sales, that is the payment for the invoice has been received in credit.
You can adjust the invoice after authorization with a prepayment invoice or a credit note. This adjustment can be done automatically or manually using the “Adjustment” page.
Set the “Auto Adjust” field to “Yes” if the adjustment is to be made automatically.
Set the “Auto Adjust” field to “No” if the adjustment is to be made manually.
Save invoice in “Draft” status
You can save the invoice in the “Draft” status if there are some more modifications to be made on the invoice. An invoice can be saved in the draft status if the tax, charge and discount details and the electronic payment details are not updated.
Check the box beside the “Draft” field to save the invoice in the “Draft” status.
The system updates the status of the invoice as “Draft”. This invoice cannot be authorized.
You can calculate the total invoice amounts after modifications have been made to the unit price of the parts.
Click the “Compute” pushbutton to calculate the revised total invoice amounts.
The system displays the total invoice amount in the corresponding field.
You can save the modifications made to the invoice.
Click the “Edit Invoice” pushbutton to save the modifications made to the invoice.
The system saves the modifications made. If the “Draft” field is checked the system updates the status of the invoice as “Draft”.
You can save the modifications made to the invoice and also authorize the invoice. You can authorize the invoice that is in the “Fresh” status.
Click the “Edit and Authorize Invoice” pushbutton to save the modifications and authorize the invoice.
The system updates the status of the invoice as “Authorized”.
You can delete an invoice that is not required. You can delete an invoice that is in the “Draft”, “Fresh” or “Returned” status.
Click the “Delete Invoice” pushbutton to delete the invoice.
The status of the invoice is updated as “Deleted”. This invoice cannot be used any longer.