Modifying prepayment invoice

This page allows you to modify the details of a prepayment invoice that is in the “Draft”, “Fresh” or “Returned” status. 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:

Invoice No.	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 prepayment invoice. It could be “Draft”, “Fresh” or “Returned”.
	Draft – indicates that it is a prepayment invoice that cannot be authorized.
	Fresh – indicates that it is a prepayment invoice that can be authorized.
	Returned – indicates that it is a prepayment invoice that has been returned to the user who created it for modification.
Finance Book	The code identifying the finance book in which the prepayment invoice details have been posted.

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 details 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 “Payment 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 “Payment 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 “Payment 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 “Payment 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.
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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: Note: The reference document details are required only if invoice category is Direct Prepayment.

Ref. Doc. #	Check the box to save the prepayment invoice in the “Draft” status.
Comments	Any observations regarding the payment to be received for the prepayment invoice (Alphanumeric, 255).
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Basic Value	The sum of “Materials”, “Resources” and “Other Charges”.
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 Charges minus Discount s & 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.

Note: If value is set in the “Company Parameter Setup” business component as “Actuals” then actual tax amount is displayed without rounding off. If value is set as “Ceiling”, “Floor” or “Nearest” then actual tax amount is rounded off and displayed.

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)	his value is equal to Total Advance * Exchange Rate.

Check the box in the multiline to mark the invoice 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 sum of the amounts in the amount column.

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”.

Status Updation

The system updates the status of the invoice as “Draft” if the “Draft” field is checked.

The system retains the status of the invoice as “Fresh” if the “Draft” field is not checked.

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” pushbuttons to save the modifications made and authorize the invoice.

Status Updation

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.

Note: You can delete an invoice that is in the “Draft” or “Fresh” status.

Click the “Delete Invoice” pushbutton to delete the invoice.

The system deletes the invoice and updates the status of the invoice as “Deleted”. 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 modify the payment schedule generated for the invoice.

If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to modify the electronic payment details and the payment schedule.

Select the “Tax Calculation – Summary” link at the bottom of the page to view the summary of the tax calculated.

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.

Select the “Attach Notes” link at the bottom of the page to enter your observations and comments regarding the prepayment invoice.

Modifying prepayment invoice – An overview

You can modify almost all the details of the invoice except the category to which the invoice belongs and the customer for whom it has been created. This page also gives you the option to save the invoice in the “Draft” status if more modifications have to be made. Otherwise the system retains the “Fresh” status of the invoice. The system generates the tax, charge, discount based on the modifications that have been made. The system also generates a new payment schedule based on the modifications made.

This page also allows you to authorize the invoice while saving the modifications made. You can authorize an invoice that is in the “Fresh” status. 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 delete a prepayment invoice if it is no longer required. You can delete an invoice that is in the “Draft”, “Fresh” or “Returned” status. The system updates the status of the deleted invoice as “Deleted”. A deleted invoice cannot be used any longer. The system stores the login ID of the user and the system date along with the modified, authorized and deleted details of the invoice.