Authorizing prepayment invoice

You can also modify the details of the invoice while authorizing the invoice. Tell me more.

Select the “Authorize Invoice” link provided in 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 prepayment invoice.
Invoice Category	The category to which the prepayment invoice belongs. It could be “Order Based Prepayment” or “Direct Prepayment.
	Order Based Prepayment – indicates that the prepayment invoice has been created based on a sale order.
	Direct Prepayment – indicates that the prepayment invoice has been created without the reference of a sale order.
Status	The status of the invoice. It must be “Fresh”.
	Fresh – indicates that it is a prepayment invoice that can be authorized.

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

Invoice Date

The date on which the prepayment invoice is being created (Date Format). Mandatory. The date entered in this field must be a valid one for an “Open” financial year.

Note: The date entered in this field must be after the date on which the sale order was created. If a prepayment invoice is being created for multiple sale orders this date must be after the date of all the sale orders.

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

Finance Book

The code identifying the finance book in which the prepayment invoice details have been posted.

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

Bill To Customer Code	The code identifying the customer on whom the prepayment invoice has been raised.
Bill To Customer Name	The name identifying the customer on whom the prepayment invoice has been raised.

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

Ship To Customer #	Use the drop-down list to select the ship to customer number of the customer.
The system displays the following.
Ship To Customer Name	The name of the ship to customer.

Enter the following in the “Customer Information” group box.

Ship To ID

Use the drop-down list box to select the ship to ID for the ship to customer.

Enter the following in the “Receipt Information” group box.

Bill to Id.	Use the drop-down list box to select the bill -to customer to whom the invoices are to be sent. The system retrieves the address ids of all the bill-to customer code.
Order %	The percentage of the sale order for which the payment is to be made (Integer). The value entered in this field must be greater than zero and lesser than 100.
Currency	Use the drop-down list box to select the code identifying the currency in which the prepayment invoice must be created. All the currencies that have been mapped to the ““Customer Receivable accounts” defined in the “Create Receivables Account Definition” activity of the “Account Rule Definition” business component will be available for selection in the ascending order.

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

Exchange Rate

The exchange rate of the transaction currency with respect to the base currency of the company if they are different. “1” (one) will be displayed if the transaction currency and the base currency are the same.

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

Receipt Method	Use the drop-down list box to select the receipt method that has been defined as a quick code. All the receipt methods that have been defined for the company will be available for selection.
Pay Term	The code identifying the pay term (Alphanumeric, 15). Mandatory. This pay term must have been defined in the “Create Pay Term” activity of 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. The date entered in this field must be after the invoice date.

Modify the following fields if required in the “Source Document & Invoice Value Details” group box:

Ref. Doc. #	The identification number of the reference document associated with the invoice.
Comments	Any remarks or additional information on the source document.
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Basic Value	The sum of “Materials”, “Resources” and “Other Charges”.

The system displays the following.

Tax	The sum total of Order Level and Invoice Level tax.
Charges	The sum total of Order Level and Invoice Level charges
Discount	The sum total of Order Level and Invoice Level discount.
Total Value	The sum total of Basic Value, Tax payable and Charges minus Discounts & With-Holding Tax.

Note: The system displays the above information only if the “Auto Default TCD from Order” is set to “Yes” in the Set function Defaults activity.

Example

Modify the following in the “Order Details” multiline:

Note: The “Order Details” multiline is relevant / applicable only if the invoice category is Order Based Prepayment. Hence, It is not necessary to specify data in this multiline for invoices of the category “Direct Prepayment”.

Ref. Doc. #	The identification number of the reference document associated with the invoice.
	Help facility available
The system displays the following in the “Order Details” multiline:
Ref Doc Type	The type of the reference document, such as Customer Order or Rental Order.

Amendment #	The identification number of the last amendment made to the reference document.
Ref Doc Currency	The currency quoted in the reference document.
Ref Doc Value	The Customer Order Value or the amount quoted in the reference document.
Already Invoiced	The part of the Ref Doc Value for which invoice was already created.

Net Order Value	The remainder of the Ref Doc Value after adjusting the Already Invoiced Value, if any.
Modify the following in the “Order Details” multiline:
Advance Percentage	The percentage of the Ref Doc Value to be received as advance from the customer, in order to create prepayment invoice.
Material	The amount of advance apportioned to material cost.

Resources	The amount of advance apportioned to resources / human skills cost.
Other Charges	The amount of advance apportioned to other charges.
The system displays the following in the “Order Details” multiline:
Total Advance	The amount of advance. This value is equal to Materials + Resources + Other Charges.
Total Advance (Invoice Currency)	This value is equal to Total Advance * Exchange Rate.

Check the box in the multiline to mark a sale order for which you want to calculate the total invoice amount.
Click the “Compute” pushbutton to calculate the total invoice amount.

Note: If “Apply invoice level TCDs for order based docs. On” field in “Set Parameters – Receivable” of “OU Parameter Setup” business component is set as “Basic Value” then-invoice level TCD computation will be based on basic value on invoice, else computation will be based on basic value along with Order level taxes, Charges and Discount.

The system calculates and displays the total prepayment invoice amount as the difference of the sum total of the item amounts and the sum of the sale order and the invoice discounts.

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

The system performs the following on creation of the invoice:

If the tax nature is “Payables” or “With-holding tax”, then the system updates the account-wise data for the financial postings in “Finance Book Processing” business component.
If the tax nature is “Zero sum game”, then the system credits/debits the account details in the “Account Rule Definition” business component.

Note: Account Posting will not be performed if the TCD amount is “0” for the TCD type “Tax”.

Financial Details

The system saves the invoice details in the transaction currency, base currency and the parallel base currency of the company.

T/C/D Details

The system calculates the tax, charge and discount applicable for the items.

Payment Schedule

The system generates a payment schedule based on the pay term defined for the invoice.

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

Click the “Edit And Authorize Invoice” pushbutton to save the modifications made and authorize the invoice.

Status Update

The system updates the status of the invoice as “Authorized”.

Financial Details

The system saves the invoice details in the transaction currency, base currency and the parallel base currency of the company.

T/C/D Details

The system calculates the tax, charge and discount applicable for the items.

Payment Schedule

The system generates a payment schedule based on the pay term defined for the invoice.

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

Click the “Return Invoice” pushbutton to return the invoice to the user who created it for modification.

The system saves the modification made to the invoice and returns it to the user who created it. The system also updates the status of the invoice as “Returned”.

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

The system displays the following:

Created By	The login ID of the user who created the prepayment invoice.
Created Date	The date on which the prepayment invoice was created.
Last Modified By	The login ID of the user who last modified the prepayment invoice.
Last Modified Date	The date on which the prepayment 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 of the 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 generated for the 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 account posting details of the invoice.

Authorizing prepayment invoice – An overview

The system updates the status of the invoice as “Authorized”. The details of an authorized invoice cannot be modified again. The system also calculates the tax, charge, discount for the authorized invoice. A payment schedule is also generated for the authorized invoice, which cannot be modified.

This page also allows you to return the invoice to the user who created it for modifications. A prepayment invoice is returned if the user who is authorizing it finds mistakes with the invoice and does not want to authorize it. You can return an invoice that is in the “Fresh” status for modification. The system updates the status of the invoice as “Returned”. The system also stores the login ID of the user and the system date along with the modified, authorized and returned details.