Selecting documents for invoice release

Select the “Manage Invoice Release” activity under the “Flight Billing” business component.

The “Select Documents” page appears.

Enter the following field in the “Search Criteria” group box:

Display option

Use the drop-down list box to specify the basis on which you wish to retrieve records in the multiline. The system lists the following options:

Pending Setup - Select this option if you wish to retrieve all the records for which invoicing milestone is due and invoice release has not been created.

Note that only flight sheets with reference to a contract is considered.

Under Processing - Select this option if you wish to retrieve all the records for which invoice release generation has already been initiated or is in “In-progress” status.
Pending Confirmation - Select this option if you wish to retrieve all the records for which the status of the invoice release is “Fresh”.
Pending Invoicing – Select this option if you wish to retrieve records for which Invoice Release is generated, but finance invoice is still pending.
Invoiced Releases – Select this option if you wish to retrieve records for which both invoice release and Finance Invoice has been created.
Cancelled Releases - Select this option if you wish to retrieve all the records for which the status of the invoice release is “Cancelled”.

Ensure that From Date or the Invoice Date is specified if “Pending Confirmation” is selected in this field.

The system displays “Pending Setup” by default in this field.

In the drop-down list box alongside, select the value corresponding to the display option selected. The system lists the options as given in the table below:

Value selected in the “Display Option” field:	The system displays the following options:
Pending Setup	Regular Release – Indicates that invoice is created for the first time for the given milestone. Trailing Release – Indicates that bills pertaining to the previous billing milestone have not been included in the Invoice Release.
Under Processing	Initiated – Indicates that the user has initiated, but the scheduler has not yet started to run. In-Progress – Indicates that the scheduler has started to run, but is not complete yet.
Pending Confirmation	Fresh - Indicates that the Invoice Release is yet to be confirmed.
Pending Invoicing	Blank
Invoiced Releases	Blank
Cancelled Releases	Blank

Exceptions

Use the drop-down list box to view the type of exceptional records you wish to retrieve in the multiline. The system lists the following options:

Flight Sheet Exceptions - Select this option if you wish to retrieve records for which flight sheet is not available during the days that fall within the billing horizon.
Coverage exception - Select this option if you wish to retrieve records for which billing heads in the Contract is not covered in the Invoice Release
Pricing exception – Select this option if you wish to retrieve records for which price is not available. For Example, Exchange rate is not defined.
No Exception - Select this option to retrieve records which have no exception.

Value selected in the “Display Option” field	The system lists the following options in this field:
Pending Setup	Flight Sheet Exceptions No Exceptions
Under Processing Invoiced Releases	Blank Blank
Cancelled Releases	Blank

By default the system leaves this field blank.

Document

Use the drop-down list box to select the type of document for which you wish to retrieve details in the multiline. The system lists the following options:

Value selected in the “Display Option” field	The system lists the following options in this field:
Pending Setup Under Processing	Contract # Flight Sheet #
Pending Confirmation	Contract # Flight Sheet # Invoice Release #
Pending Invoicing	Contract # Release Invoice #
Invoiced Releases	Contract # Invoice Release # Flight Invoice #
Cancelled Releases	Contract # Flight Sheet Invoice Release #

By default the system leaves this field blank.

Customer

Use the drop-down list box to specify the customer whose records you wish to retrieve in the multiline. The system lists the following options:

Customer # - Select this option if you wish to retrieve records based on the customer number.
Customer name – Select this option if you wish to retrieve records based on the customer name.

By default the system leaves this field blank.

In the editable box alongside, enter the customer number / name corresponding to the value specified.

Billing Rep.

The code identifying a representative to be contacted in terms of queries relating to the billing.

By default the system leaves this field blank.

Date

Use the drop-down list box to select the date based on which you wish to retrieve details in the multiline. The system lists the options as follows:

Value selected in the “Display Option” field	The system lists the following options in this field:
Pending Setup Under Processing	Milestone Date
Pending Confirmation	Milestone Date Invoice Release Date Invoice Date
Pending Invoicing	Milestone Date Invoice Release Date
Invoiced Releases	Milestone Date Invoice Release Date Invoice Date
Cancelled Releases	Milestone Date Invoice Release Date

Data selection in this field is mandatory if “Other Releases” or “Pending Confirmation” is selected as the search criteria for “Display Option”.

Ensure that the date entered in this field is later than the “To Date” specified.

Addtl. Search

Use the drop-down list box to select the basis on which you wish to perform additional search. The system list lists the following options:

Value selected in the “Display Option” field

The system lists the following options in this field:

Pending Setup

Under Processing

Charter Type
Charter Category

Pending Confirmation

Pending Invoicing

Invoiced Releases

Charter Type
Charter Category
User Status
Invoice Category

By default the system leaves this field blank.

In the editable box alongside, select the

Value selected in the “Addl. Search” drop-down list box	Value listed in this field:
Charter Type	The system lists all the values as defined for the entity type “A/c Charter Service” for the Category Type “Charter Type” in the Category business component.
Charter Category	The system lists all the values as defined for the entity type “A/c Charter Service” for the Category Type “Charter Category” in the Category business component.
User Status	The system lists all the values as defined for the entity type “A/c Charter Service” for the Category Type “A/c Charter User Status” in the Category business component.
Invoice Category	The system lists all the user defined values.

Click the “Search” pushbutton to retrieve the search details in the multiline.

Note: The system retrieves for billing purposes the invoicing milestones for billing heads for 'Fixed Charges - Std. rate only when at least one flight sheet is available/generated for the Contract #/Contract - Call Sign #/ Line #/Line # - Call Sign # combination and milestone date is achieved for the billing head if the parameter 'Apportioning of Fixed Charges based on no. of days flown' is set as 'Required' against any contract.

However the invoicing milestones for billing heads for 'Fixed Charges - Std. rate only will be retrieved on approval of contract and milestone date is achieved for the billing head if the parameter 'Apportioning of Fixed Charges based on no. of days flown' is set as 'Not Required' against any contract.The system displays the following details in the “Search Results” multiline:

The system displays the following details in the “Search Results” multiline:

Note: The system displays the columns in the multiline as in the given table.

Customer #	The number identifying the customer with whom the contract is set up.
Customer Name	The name of the customer with whom the contract is set up.
Inv. Release #	The number identifying the invoice release generated.
Invoice #	The code identifying the final invoice.
Contract #	The number identifying the contract for which billing is done.
Line #	A unique effective code for each of the aircraft level combinations defined in the aircraft details of the contract.
Call Sign #	The Call Sign # for which the billing head is defined in the contract and the milestone has been retrieved.
Billing Head	The head or classification under which billing is made for the flight contract.

Enter the following field in the “Search Results” multiline:

Billing Currency

Use the drop-down list box to specify the currency of the billing head. The system lists all the currency codes as defined Operational Parameters

Click the hyperlinked “Contract #” to view the main information page of the contract.

Inv. Milestone	The point at which billing is initiated.
Inv. Milestone Date	The date on which billing is initiated.
Event Type	Indicates the event type of the invoice release, which could be any of the following: Regular – Indicates that invoice release for that milestone is to be created for the first time. Trailing – Indicates that invoice release for that milestone has already been created.
Unit	The unit of measurement for the billing head.
Qty-Billable	Billable quantity against the respective billing head.
Qty-Non Billable	Non-billable quantity against the respective billing head.
Flight Sheet Exceptions	Indicates the number of days for which flight sheet exception exists. The system leaves this field blank if no flight sheet exceptions exist.
Coverage Exceptions	Indicates the billing head which is defined in the contract but is not covered in the invoice release. The system leaves this field blank if no coverage exception exists.
Pay Term	The period within which the invoice is to be paid as given in the flight contract. Mandatory. Ensure that the value specified in this field is a valid Pay Term that is in “Active” status.
Processing Status	The processing status of the invoice release, which could be any of the following: Initiated - Indicates that the scheduler has not yet been started. In-Progress - Indicates that the schedule has been started but not completed.
Pricing Exceptions	Indicates that price is not available, which could be “Exists”. The system leaves this field blank if pricing exception does not exist.
Billing Currency	The currency of the flight contract.
Fixed Charges	Indicates a one-time fee, for example Fee for a month.
Operating Charges	Indicates charge levied for a particular activity. Eg. Usage of fuel.
Crew Charges	Indicates charges pertaining to the crew assigned for the flight contract. Eg. Charge for the Pilot.
Other Charges	Indicates any other miscellaneous charges. Eg. Internet expenses of a crew member.
Basic Value	The value of the invoice release, in customer order currency.
Billing Horizon	The time period, which is considered for billing.

Enter the following field in the “Search Results” multiline:

Invoice Category

Use the drop-down list box to specify the category to which the invoice release belongs. Mandatory. The system lists all the values as defined for the entity “A/C Charter Service” and the Category Type “Invoice Category” in the “Category” business component.

By default the system leaves this field blank.

Rev. Assign Unit

Use the drop-down list box to specify the finance book to which revenue is to be assigned. Mandatory. The system lists all the “active” finance books mapped to the login OU.

Bill-to-Customer

The customer with whom the flight contract is entered. Mandatory.

Ensure that the value entered in this field is a valid “Bill-to-Customer” that is in “Active” status.

Help facility available

Enter the following field:

Group By

Use the drop-down list box and select one of the following options by which the invoice release is to be grouped. Mandatory. The system lists the options as follows:

Contract – Select this option if you wish to group all the invoices releases at a contract level.
Inv. Milestone date – Select this option if you wish to group all the invoices based on the invoice milestone date corresponding to a customer.
Contract Line # - Select this option if you wish to group all the invoices based on the contract line number.
Contract - Call Sign # - Select this option if you wish to generate one invoice release for each Contract - Call Sign # combination.
Contract - Line # - Call Sign # - Select this option if you wish to generate one invoice release for each Contract – Line # - Call Sign # combination.

Value selected in the “Display Option” field

The system lists the following options in this field:

Pending Setup

Pending Invoice

· Contract

· Milestone Date

Invoiced Releases

Under Processing

Pending Confirmation

Invoiced Releases

Cancelled Releases

Note that the system will not display the “Group By” field.

By default the system leaves this field blank.

Ignore Pricing Exceptions

Select this checkbox if you wish to ignore the pricing exceptions on confirmation of an invoice release.

Note that the system displays this checkbox only if “Pending Confirmation” is selected as the “Display Option”.

Note: Ensure that at least one record is selected in the multiline.

Note: Ensure that Invoice # has not already been generated for the selected rows for which you wish to generate invoice release. You can select “Pending Invoicing” in the “Display Option” drop down list box if you wish to view invoice releases that has not been invoiced.

Click the “Generate Release” pushbutton to create an Invoice Release.

Note: The system does not allow to perform the transaction if the Account Code or Cost Center or Finance Book of the transaction is mapped to the Login user name or Role performing the transaction as 'Exclusion' in the 'Manage access rights to Accounts & Finance Dimensions' activity if the parameters added at company level under the 'Set Finance Process Parameters' activities of ‘OU parameter Setup’ business component are set as mentioned below:

1. 'Enable user access to Account Codes based on Access Rights' is set as Yes, and

2.'Basis on which Account Code access rights is to enabled' is set as Exclusion Basis, or

The system allows to perform the transaction only if the Account Code or Cost Center or the finance book of the transaction is mapped to the Login user name or Role performing the transaction as 'Inclusion' in the 'Manage access rights to Accounts & Finance Dimensions' activity if the parameters added at company level under the 'Set Finance Process Parameters' activities of ‘OU parameter Setup’ business component are set as mentioned below:

1. 'Enable user access to Account Codes based on Access Rights' is set as Yes, and

2.'Basis on which Account Code access rights is to enabled' is set as Inclusion Basis

Note that workflow has been enabled.

Note: For the selected invoice, the accounting for Withholding Tax with Tax Incidence as “On Payment” will not be recorded.

The system performs the following:

Updates the processing status as “Initiated”.
Allows the user to modify the finance book for review assignment only if the process parameter “Allow modifications to Revenue Assignment Unit at Flight Invoice Release level” in the Set Finance Process Parameter activity of the “OU Parameter Setup” business process is set as “Yes”.
Generates a single invoice release # by grouping all the rows in the multiline that correspond to the same Contract # if “Contract” is selected in the “Group By” drop-down list box. Example
Generates a single invoice release # by grouping all the rows in the multiline that correspond to the same Contract # and same invoice milestone, if “Inv. Milestone” is selected in the “Group By” drop-down list box. Example
Updates the status of the Flight Invoice as “Fresh” or “Confirmed” as per the option “Not Required” or “Required” as set for the parameter “Auto Confirmation of invoice release with no Pricing Exceptions” in the “Edit Pricing & Invoicing Info.” link in the “Manage Flight Contract” activity of the “Flight Contract” business component.
Updates any modifications made on invoice generation to, the Bill-To-Customer #, Pay Term #, or Invoice Category fields against the flight invoice only.
Considers the maximum rate /minimum rate against the billing head in the invoice release if the parameter “Billable Rate for the Minimum Usage Recovery" in the “Parameter” tab of the “Manage Flight Contract” activity in the “Flight Operations” business process is set as Max Rate / Min Rate respectively.
Computes the price with the exchange rate type used for the conversion of revenue from the pricing currency to billing currency based on the exchange rate type that is set in the contract.
Generates one invoice release each for the given Contract – Call Sign # or Contract - Line # - Call Sign # combination when multiple milestones are selected with Group by option as Contract – Call Sign # or 'Contract # - Line # - Call Sign #'

Note: The “Confirm Release” pushbutton is displayed only if “Pending Confirmation” is selected as the “Display Option”.

Click the “Confirm Release” pushbutton to confirm an Invoice Release.

Note: ensure that the Ignore pricing Exceptions checkbox remains checked if any pricing exceptions exist for the selected invoice release.

The system performs the following:

Updates the status of the invoice release to “Confirmed”.
Updates the status of the invoice release to “Confirmed” if no pricing exceptions exist for the selected. invoice release.
Click the “Generate Invoice” pushbutton to generate a release invoice.

Note: During Invoice release, when there is flight hours of more than one substitute aircraft, preference is given to the aircraft which have highest rate among that slab

The system performs the following:

Considers the rates of the replaced aircraft as the substitute aircraft for computation of flight hours usage based billing
Allows modifications to the Finance Book while generating invoice only if the process parameter “Allow modifications to Revenue Assignment Unit at Flight Invoice Release level” in the “Set Finance Process Parameters” activity of the OU Parameter Setup business component is set as “Yes”.
Calculates Taxable Amount based on the Sales Tax Rules defined for the given Aircraft Model – Station combination as given below:

1. Taxable Amount for TCD with Tax Type: ADAP and Applied on 'Fixed - Std. Rate':

Taxable Amount = Sum of (Fixed charges at each Aircraft Level * No. of days the aircraft has flown in that station /Total no. of days the Aircraft has flown in the billing horizon).

2. Taxable Amount for TCD with Tax Type : ADAP and Applied on 'Usage - Per hour':

Taxable Amount = Sum of (Operating charges at each Aircraft * No. of hours aircraft has flown in that station/Total no. of hours the Aircraft has flown in the billing horizon)

3. Taxable Amount for TCD with Tax Type: ADAP and Applied on 'Others - No. of Pax:

Taxable Amount = Total no. of passengers against all the Journey legs in all the Journey logs of flight sheets considered for billing.

To proceed further,

Select the “View Flight Sheet” link at the bottom of the page to view details of the flight sheet.

Prerequisites

4 A contract must exist for which billing heads has been defined.

4 A Flight Sheet must exist for the billing period.