Maintaining Part/Order/T/C/D Information

Maintaining Part/Order Level T/C/D Information

The “Part/Order Level T/C/D Information” tab page appears by default, on launch of the “Maintain Invoice” page.

Click the “Part/Order Level T/C/D Information” tab in the “Maintain Invoice” page.

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

Default Tax Key

Use the drop-down list box to specify the default tax key. The system lists all the percentage based “Active” tax keys for which “Statutory Tax Computation and accounting required” is set to “Yes” in the “Set Common Parameters” activity of “Company Parameter Setup” business component. Else, the system lists all “Active” tax keys.

The system leaves the field blank by default, if the following conditions are satisfied:

i. Supplier is not mapped with a default tax key.

ii. Supplier is mapped to an inactive tax key.

iii. Tax key mapped is of type “Flat” or UOM based”

iv. Tax key that is not applicable on purchase transactions.

v. Tax key which has “Appropriation” set as “Inclusive” in the “Create TCD Code” and “Edit TCD Code” activities of “Procurement Management” business component.

Otherwise, the system displays tax key mapped to the supplier by default.

Note: When tax key is selected in the ‘Default Tax Key’ field and the set option ‘Application of Default Tax key in Supplier Order Invoice’ in the “Set Finance Process Parameters” screen of the “OU Parameter Setup” business component is set as document level, then the tax key in the Multiline should be blank and Tax should be applied at Document level.

The system displays the following:

Tax Exclusive

The system leaves this field checked by default on launch of the page

The system displays the following in the multiline:

Note: The system displays Accounting Usage, Cost Center, Analysis Code and Sub Analysis Code columns only if “Purchase Order’ is selected as the “Invoice Category” in the “Invoice Information” group box:

Invoice Line #

The number identifying the row in which the part, tax, charge or discount is available in the invoice.

Enter the following fields:

Order #

The number identifying the order, which can be purchase order, repair order or loan order based on which the invoice has been received from the supplier.

The value in this field cannot be modified after clicking the “Get Details” pushbutton.

Ensure the following:

- The order number entered here exists for the selected “Invoice Category”.
- The order number specified here exists for the supplier specified in the header.
- The orders selected for invoicing exists for the same finance book.
- The value specified here exists for the invoice category selected in the “Invoice Information” group box, which could be “Exchange Purchase Order”, “Purchase Order”, “Repair Order” or “Loan order”.

Help Facility Available

Note: The status of the purchase order must be Open, Closed, NT Closed, Held, Shortclosed, Under Amendment or Amended when invoice category is either “Purchase Order” or “Exchange Purchase Order”.

The status of the repair order must be authorized, closed, or BER closed when the invoice category is “Repair Order”.

The status of the loan order must be closed when the invoice category is “Loan Order”.

The system displays the following in the multiline:

Ref. Doc. Type	Indicates the type of the document based on which the invoice is being raised.
Ref. Doc. #	The number identifying the document based on which the invoice is being raised.
Ref. Document Date	The date on which the goods receipt note was created.
Entity	The entity to which the invoice belongs. Note that the system displays only those entities that are available.
Part/T/C/D #	The code identifying the part, tax, charge or discount.

Enter the following field in the multiline:

Invoice Quantity	The quantity of parts invoiced.
Invoice Rate	The unit rate of the part.
Invoice Amount	The total amount invoiced for the part.
Proposed Quantity	The number of units of the part that have been invoiced. Ensure that the value entered here is less than the unbilled quantity.

The system displays the following in the multiline on selecting the “Get Details” pushbutton:

Proposed Rate	The proposed rate of the part.
Proposed Amount	The amount proposed for payment. This amount is calculated as follows: Proposed quantity * Proposed Rate.
Quotation Line #	The line # reference from the quotation associated with the repair order for the invoice line #. Note: This field is available only if the invoice category is “Repair Order”.
Ref Document Line #	The line # in the reference document associated with the invoice line #. Reference document could be Purchase Order, Repair Order (Component / Piece Part RO), Exchange PO or Release Slip.

Enter the following fields:

Salvage Value

The amount received from the sale proceeds of the part.

Enter the following fields:

BER

The cost incurred for the inspection of the part to determine its beyond economic repair cost.

Tax Key Description

The textual description of the tax key.

Tax Key

The combination of tax number and the tax variant number.

Ensure that the value specified here is percentage based.

Help Facility Available

Note: Tax key cannot be specified for order level TCDs if the “Apply Invoice Level TCDs for Order Based Docs.on' in 'Set Parameters - Payables activity of OU Parameter Setup component is set as 'Basic Value'.

Tax key cannot be modified or removed for order level TCDs if the “Apply Invoice Level TCDs for Order Based Docs.on' in 'Set Parameters - Payables activity of OU Parameter Setup component is set as 'Total Value'.

TCD applied on the purchase order as order level TCD cannot be applied again on the invoice. Also, for 4-way purchase orders on which goods / services are pending, tax key cannot be applied.

Enter the following fields:

Remarks

Any comments or observations regarding the part available in the line. By default, remarks recorded for the ordered part in the purchase order are displayed here. This could provide details of the part/purchase order for which you wish to create invoice.

If the invoice category is “Repair Order”, remarks available for the quote line # in the quotation associated with the repair order are displayed here.

The system displays the following in the multiline:

Invoice Element	The invoice element on which the tax, charge or discount is applicable
Part T/C/D Description	Indicates whether it is a “Part” “Order / Tax”, “Order Charge” or “Order Discount”.
T/C/D Computation	Indicates whether the tax, charge or discount has been calculated for the invoice at the “Document Level” or at the “Line Item Level”.
Taxable Amount	The amount for which the tax, charge or discount is calculated at order level. You must enter a value equal to or greater than zero. You cannot leave this field blank. Note the following: You cannot modify the Taxable Amount, if the option ‘Allow Modification of Taxable Amount for Order Level Tax?’ is set as “No” in the ‘Set Function Defaults” page. Irrespective of the option ‘Allow Modification of Taxable Amount for Order Level Tax?’ set as “Yes” or “No”, you cannot modify the Taxable Amount for Invoice Line # with TCD of Tax Incidence “On Delivery”. If the option ‘Allow Modification of Taxable Amount for Order Level Tax?’ is set as “Yes”, and if the modified Taxable amount exceeds the invoice amount for the Invoice line #, or when invoice rate or quantity is modified so that Invoice Amount is less than the modified Taxable Amount, the system displays an error message.
UOM	The unit of measurement of the part (Alphanumeric, 15). Data entry in this field is mandatory, if any other field in the multiline is entered. Ensure that the UOM specified here is valid and is defined in the “Unit of Measurement Administration” business component.
T/C/D on Line #	The tax, charge or discount that is applicable for a part available in a line.
Ordering Supplier #	The number identifying the ordering supplier.
Order Currency	The code identifying the currency of the order based invoice.
Ordering Supplier Name	The name of the ordering supplier.
Order Type	The type of order.
Pay Mode	The mode of payment that has been mentioned in the service order.
Expense Type	The Revenue or Capital expense type of the order
Forward Cover	Indicates whether the order is forward applicable. The agreement with the supplier to transact at a specific exchange rate irrespective of the prevailing exchange rate. Ensure that the pay mode selected is the same for all the orders in the invoice if the parameter “Modify Pay Mode” in the “Set Function Defaults” activity of the current business component is set as “No”. By default, the system displays the supplier pay mode if pay mode for all order documents are different. If the pay mode for all the order documents are the same, the system defaults that pay mode only.
Authorization Date	The date on which the invoice was authorized.
Rate Per	The number of units of the part for which the rate is applicable
Part Type	The part type of the part / component for which invoice is raised.
Facility Object #	The identification number for the facility object.
Facility Type	The type of the facility.
Repair Part Serial #	The number identifying the repair serial number of the part.
Ordering Point	The organization unit in which the purchase order has been raised.
Repair Part Lot #	The number identifying the repair lot number of the part.
Repair Part Stock Status	The status that is assigned to specific quantities of the repair stock.
Originating Point	The organization unit in which the reference documents have been created.
Shipment Doc. #	The number representing the Pack Slip or the Way Bill based on the set option “Applicable Shipment Document Reference for Supplier Order Invoice creation” for the category ‘Supplier Order Based Invoice’ set in the ‘Set Finance Process Parameter’ activity of the ‘OU Parameter Setup’ business component. This number serves as an input in retrieval of the Order #, based on the above option setting. The Way Bill or Pack Slip # captured in the Goods Inward will be used to retrieve the corresponding Order #.

The system displays the following in the multiline:

Pack Slip / Way Bill # - GI	The number identifying the packing slip or delivery note sent by the supplier / A number identifying the way bill. The way bill note is issued by the person who transports the goods from the supplier. This field shows the actual Way Bill # or the Pack Slip # as available in the Goods Inward.
User Status	Use the drop-down list box to specify the user status of the Supplier Order Based Invoice. The system lists all the user statuses defined in the “Create Quick Codes” activity of the “Finance Setup” business component along with a blank value.
EDI Remarks	Any Remarks pertaining to the EDI Invoice.
Addl. Remarks	Any additional remarks pertaining to the invoice.

Note: Ensure that at least one order # is selected to proceed.

Invoicing for orders must be done for orders belonging to the same finance book.

Click the “Get Details” pushbutton to retrieve invoice details in the multiline as per the filter criteria entered.

Note: To retrieve modified or added order information in the multiline, select the order number and select the “Get Details” pushbutton.

The system performs the following in the multiline:

Does not allow modification of Pay Term if the option setting “Modify Pay term” is set as “No” in the “Set Function Defaults” activity of the same business component is set as “No”.
Does not allow modification of Pay Term if the option setting “Modify Pay term” is set as “No” in the “Set Function Defaults” activity of the same business component.
Displays details from the Purchase Order for the following columns in the multiline if “Expense Type” is “Revenue” and the field “Receipt Recording Option” in the “Create Purchase Order” activity of the “Purchase Order” business component is set as either “No GR” or “GR Acceptance”:
- Accounting Usage
- Cost Center
- Analysis Code
- Sub Analsysis Code
Does not allow modifition of Pay Mode if the option setting “Modify Pay Mode” is set as “No” in the “Set Function Defaults” activity of the same business component

Select the following checkbox:

Get Pre-GI Order Lines

Select the checkbox to retrieve the lines from PO /RO for which Goods Receipt/ Repair Receipt is pending or not available, without the GI Information at a PO line level or RO Quote line level with its entity.

Note: This checkbox can be selected only if the process parameter “Enable retrieval and processing of order lines for Pre-GI Invoices” under business process ‘Payable Management’ and Category ‘Supplier Order Based Invoice’ is set as “Yes” in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

Click the “Allocate-Pre-GI Inv.” Pushbutton to record the Invoice without GR information in ‘Draft’ status.

On GI acceptance, if the set option "Auto Match Draft Order Invoices to Matched/ Authorized Status upon GI Completion" is set as “Yes” in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component, a background routine (scheduler) will be triggered.

The scheduler checks for the GI completion against the Order lines in the draft Invoices which are recorded without GI information (either manually or automatically).
'Order #’ and ‘Part #’ will be matched by the scheduler with the GI and if GI is completed for all the parts and quantities, the invoice lines will be split based on the GIs and its quantity, without manipulating the Invoice Rate.
The Draft Order Invoice will get auto upgraded to ‘Matched’ / ‘Authorized’ status based on set option for Invoice status “Status of auto matched draft invoices upon GI Completion” in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

Note: If the invoice has a variance, that exceed the auto-match tolerance limit, the invoice will get saved in ‘Auto match failed’ status.

To proceed, carry out the following

Select the “Invoice Level T/C/D Information” tab page to view details of order based invoice at an invoice level.