Creating order based invoice

This page allows you to create a supplier order based invoice. Tell me more.

Select the “Create Invoice” link under the “Supplier Order Based Invoice” business component.

The “Create Invoice” page appears.

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

Status	The status of the invoice. It could be “Draft” or “Fresh”. The system updates the status of the invoice when the “Create Invoice” or the “Create and Authorize“ invoice pushbutton is clicked at the bottom of the page.
	Draft – indicates a newly created invoice that cannot be authorized.
	Fresh – indicates a newly created invoice that can be authorized.
	Authorized – indicates an invoice that has been authorized.

Enter the following fields in the “Invoice Information” group box:

Invoice #

The number identifying the invoice (Alphanumeric, 18). This number is generated and displayed by the system, when the “Create Invoice” or the “Create and Authorize” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Numbering Class” business component.

Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.

Invoice Category	Use the drop-down list box to set the category to which the newly created invoice must belong. You can select from “Regular Invoice” or “Capital Invoice”.
	Regular Invoice – indicates that the invoice has been raised based on a “General”, "Express" or "Sample" purchase order.
	Capital Invoice – indicates that the invoice has been raised based on a “Capital” purchase order.
	The system displays “Regular Invoice” by default on launch of the page.

Note: : “Regular Invoice” and “Capital Invoice” would be available for selection if a “Goods Receipt” business component has been mapped to the business component in the login organization unit.

Invoice Date

The date on which the invoice is raised (Date Format). Mandatory. This invoice date must not be later than the system date. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.

Note: If reference documents have been retrieved for the invoice, the date entered in this field must be after the date on which the reference documents were raised.

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the posting is to be made. All the finance books that have been defined for the business unit to which the login organization unit has been mapped will be available for selection in the ascending order if postings can be made in multiple finance books. If postings must be made in a single finance book, the book that has been set as default will be displayed.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Supplier Order Based Invoice” transaction type. The numbering types must have already been defined in the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.

Enter the following field in the “Supplier Information” group box:

Supplier #	The code identifying the supplier (Alphanumeric, 16). Mandatory. The supplier must have been defined in the “Supplier” business component and must be in the “Active” status.
	Press <Enter> key.
	The system retrieves and displays the details of the supplier in the relevant fields.
	Help facility available

Note: The supplier entered in this field must be the same as the supplier on whom the purchase order(s) have been raised. Similarly, the pay to supplier of the pay to supplier must be the same as the pay to suppliers retrieved based on the purchase order entered in the multiline.

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

Supplier Name	The name of the supplier.
Pay to Supplier #	The code identifying the supplier to whom the payment must be made.
Supplier Name	The name of the supplier to whom the payment must be made.

Enter the following fields in the “Supplier Information” group box:

Supplier Invoice #	A unique number identifying the invoice that has been issued by the supplier (Alphanumeric, 18). Mandatory
Supplier Invoice Amount	The amount for which the supplier invoice has been raised (Integer). Mandatory. The amount entered in this field must be greater than zero.

Note: The amount entered in this field can be lesser than zero if the invoice has been raised for a “Sample” purchase order.

Supplier Invoice Date

The date on which the supplier invoice was raised (Date Format). Mandatory. The date entered in this field must be before or the same as the date entered in the “Invoice Date” field.

Enter the following field in the “Payment Information” group box:

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 ““Payables 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 “Payables Account”.

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

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. The system displays “1” by default on launch of the page.

Enter the following fields in the “Payment Information” group box:

Payment Processing Point

Use the drop-down list box to select the code identifying the organization unit in which the payment for the invoice must be released. All the organization units from where a “Supplier Payment” business component has been mapped will be available for selection. The system displays the organization unit that has been set as “Default Payment Processing Point” in the “Set Functions Default” activity by default on launch of the page.

Note: At least one organization unit must be available for selection if the “Default Payment Processing Point” parameter has been set to “Yes” in “Set Functions Default” activity.

Electronic Payment

Use the drop-down list box to set whether electronic payment can be made for the invoice. You can select from “Yes” or “No”. The system displays “No” by default on launch of the page.

Note: “Yes” will be available for selection if the “Swiss Pay Applicable” parameter has been set to “Yes” at the company level.

Payment Method

Use the drop-down list box to select the method in which the payment has to be made to the supplier. You can select from “Regular” or “Specific Bank”. The system displays “Regular” by default on launch of the page.

Pay Mode

Use the drop-down list box to select the mode in which the payment has to be made to the supplier. You can select from the various Cash,Check, Demand Draft or Direct Debit pay modes that have been defined.

Payment Priority	Use the drop-down list box to set the priority to be accorded to the invoice. You can select from “High”, “Medium” or “Low”. The system displays “Medium” by default on launch of the page.
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.
	Press <Enter> key.
	The system retrieves the anchor date for the invoice.
	Help facility available

Note: You can modify the pay term that has been set in the purchase order if the parameter “Modify Pay Term” is set as “Yes” in the “Set Function Defaults” activity.

Anchor Date

The date from which the payment schedule of the invoice would be calculated (Date Format). Mandatory. The date entered in this field must be after the date on which the purchase order has been authorized. The system date is displayed by default on launch of the page.

Note: The date entered in this field must be after the date entered in the “Supplier Invoice Date” field.

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

Total Invoice Amount

The total amount invoiced. The system calculates and displays the total invoice amount as the difference of the sum total of the part, tax, charge amount and the discount amount. This total invoice amount must be greater than zero.

Total Proposed Amount

The total amount proposed for invoicing.

Enter the following fields in the “Payment Information” group box:

Auto Match

Check the box if you want the invoice to be matched with the purchase order and the goods receipt automatically based on the matching type defined in the corresponding purchase order.

Note: This field must be checked if the newly created invoice must be authorized during the creation process.

Auto Adjust	Use the drop-down list box to set whether the invoice must be automatically adjusted after authorization. You can select from “Yes” or “No”. The system displays “No’ by default on launch of the page.
Comments	Any observations or remarks regarding the invoice (Alphanumeric, 255).

Enter the following in the “Electronic Payment Information” group box.

Payment Ref. ID	Use the drop-down list box to select the identification number of the payment.
Note: This field is mandatory,if you have selected “Yes” for Electronic Payment. The system displays the following.
Pay Ref. Details	The comments recorded for the payment reference ID in the Supplier component.
Enter the following in the “Electronic Payment Information” group box.
Payment Instructions	The comments recorded for the pay reference ID in the "Supplier Bank Information"component. Zoom facility available
Enter the following in the “ Part T/C/D Information” group box.
Default Tax Key	Use the drop-down list box to select the default tax key which must be defaulted in the multiline. The system lists the tax keys in “Active” status whose bases are “Percentage” and which will be displayed with the TCD code associated to the supplier.
Tax Exclusive	By default, the check box remains checked when the page appears.
The system displays the following in the "Part T/C/D Information" multiline
Line #	The number identifying the row in which the part, tax, charge or discount is available in the invoice.

Enter the following field in the “Part/T/C/D Information” multiline:

PO #

The number identifying the purchase order, purchase release slip, sub-contract order or sub contract release slip based on which the invoice has been received from the supplier (Alphanumeric, 18). Mandatory. The number entered in this field must be a valid purchase order number, sub contract order number or a sub contract release slip number and could be in the “Open”, “Closed”, “NT Closed”, “Held”, “Short Closed”, “Amend” or “Amended” status.

Help facility available

Note: If “Regular” is selected in the “Invoice Category” field, the purchase order number entered in this field must belong to the “General” category.

If “Capital” is selected in the “Invoice Category” field, the purchase order number entered in this field must belong to the “Capital” category.

All the purchase order numbers entered in the multiline must have the same pay to suppliers.

Click the “Get Details” pushbutton to retrieve the details of the number entered in the “PO #” field.

The system retrieves the details of the purchase order number entered in the “PO #” field.

The system displays the following in the “Part/T/C/D Information” multiline:

Ordering Point	The organization unit in which the purchase order has been raised.
Ref. Document Type	Indicates the type of the document based on which the invoice is being raised.
Ref. Doc #	The number identifying the reference document based on which the invoice is being raised.

Note: The system displays the number identifying the “Pre-GR Acknowledgment” if the parameter “Invoice before GR” is set as “Yes” in the purchase order.

Ref. Document Date	The date on which the document was raised.
Part/T/C/D #	The code identifying the part, tax, charge or discount.
Variant #	The code identifying the part, tax, charge or discount variant.
UOM	The code identifying the unit of measurement in which the part has been invoiced.

Enter the following fields in the “Part/T/C/D Information” multiline:

Invoice Quantity	The quantity of the invoice (Integer). If the “Part Type” is “Part”, the system displays the proposed quantity by default.
Invoice Rate	The unit rate of the part as available in the invoice (Decimal). If the “Part Type” is “Part”, the system displays the proposed rate by default.
Amount	The total amount invoiced for the part (Decimal). The system displays the proposed amount by default.
Proposed Quantity	The number of units of the part available for invoicing (Decimal).
	If the “Invoice Category” is “Regular”, the system retrieves the quantity based on the matching type that has been set in the purchase order.
	If the matching type is “4 way” the proposed quantity is calculated as the difference of the quantity accepted after inspection and the total of the quantity invoiced till date.

Note: This field can be modified if you want to take up only part of the available quantity for invoicing. The remaining quantity will be available for invoicing subsequently.

The system displays the following in the “Part/T/C/D Information” multiline:

Proposed Rate	The proposed rate of the part. The system calculates and displays the proposed rate as the cost for cost per.
Proposed Amount	The amount proposed for payment. The system calculates the proposed amount for a part as product of the proposed quantity and rate.
	If the “Invoice Category” is “Regular”, the system calculates and retrieves the proposed amount for the TCDs is based on the TCD computation and the matching type set in the purchase order.
	If a TCD is available in the line and the TCD computation has been made at the “Document Level” the system calculates the proposed amount using the formula “TCD on Accepted Amount” + “TCD Received Amount” – “Sum of TCD Billed Amount”.
	If the TCD computation has been made at the “Line Level” and the matching type is “4 way” the system calculates the proposed amount as the difference of the “TCD” on the accepted amount after inspection and the “TCD” on the total quantity invoiced till date.
Tax Key	The value chosen in the default tax key is displayed by default, in themultiline Help facility available.
Note: If the user modifies the”Tax Key” in the multiline, the modified “Tax Key” will be saved. The system displays the following in the “Part/T/C/D Information” multiline:
Tax Key Description	The text description of the tax key.

Enter the following fields in the “Part/T/C/D Information” multiline:

Remarks

Any comments or observations regarding the part available in the line (Alphanumeric, 255).

The system displays the following in the “Part/T/C/D Information” multiline:

Originating Point	The code identifying the organization unit in which reference documents have been raised.
Part/T/C/D	Indicates whether its a “Part”, “PO Tax”, “PO Charge” or “PO 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”.
T/C/D on Line #	The line number on which the tax, charge or discount is applicable
PO Currency	The code identifying the currency in which the purchase order has been raised.
PO Pay Mode	The mode of payment defined in the purchase order.
Authorization Date	The date on which the purchase order was authorized.
Part/T/C/D Description	The description of the part, tax, charge or discount available in the line.
Rate Per	The number of units for which the rate is applicable
PO Type	Indicates the type of the purchase order.

Check the box in the “Select” column of the multiline to mark a line number for deletion.

Click the “Recompute” pushbutton to recalculate the invoice amount after the modifications have been made.

The system calculates and displays the proposed rate and amount for the part, total invoice amount and total proposed amount for the invoice.

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

Value Excluding Tax =The system calculates the value excluding tax, using the following formula: The sum of all the line amounts + charges - discounts - tax amounts that are defined with the tax nature as “inclusive”

Tax = All inclusive and exclusive tax amounts with tax nature as “Payable” are displayed. (The system does not consider the withholding taxes and zero sum game taxes).

With – holding Tax =All the tax amounts with the tax nature as “withholding taxes” are displayed.

Value Net of Tax =The system calculates the value net of tax using the following formula: The sum of value excluding tax + Inclusive taxes payable + exclusive taxes payable - Withholding taxes

Click the “Create Invoice” pushbutton to create a supplier order based invoice.

The system generates a unique number identifying the invoice if you have opted for the automatic numbering type.

Financial postings

The system credits the total invoice amount in the “Supplier Payable” account.

If the part type is “Part”, “PO Tax” or “PO Charge” the system debits the transaction amount in the “Supplier Suspense” account. The system posts the transaction for every individual line of the invoice.

If the part type is “PO Discount”, the system credits the transaction amount in the “Supplier Suspense” account. The system posts the transaction for every individual line of the invoice.

The system calculates the exchange rate variance for the invoice. If the invoice value is lower (favorable variance), the system credits the variance amount in the “Exchange Variance” account. If the invoice value is greater, (unfavorable variance),the system debits the variance amount in the “Exchange Variance” account. If the exchange rate variance is not equal to zero, the system debits the variance amount if it is within the account limit defined in the “Account Based Budget” business component.

If the invoice quantity and the proposed quantity are different, the system calculates the quantity variance. If the invoiced quantity is greater, the system debits the variance quantity in the “Invoice Quantity Variance” account. If the invoiced quantity is lesser than zero, the system credits the variance quantity in the “Invoice Quantity Variance” account. If the invoice quantity variance is not equal to zero, the system debits the variance amount if it is within the account limit defined in the “Account Based Budget” business component.

If the invoice rate and the proposed rate (in invoice currency) are different, the system calculates the rate variance. If the invoice rate is greater, the system debits the variance quantity in the “Invoice Rate Variance” account. If the invoice rate is lesser, the system credits the variance quantity in the “Invoice Rate Variance” account. If the invoice rate variance is not equal to zero, the system debits the variance amount if it is within the account limit defined in the “Account Based Budget” business component.

The system posts the variance amounts in the “FA Suspense Account” or the “CWIP Account” if the purchase order is of type “Capital”.

Payment Schedule

The system generates the default payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component.

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

Click the “Create and Authorize” pushbutton to create and authorize the invoice.

The system generates a unique number identifying the invoice if you have opted for the automatic numbering type.

Financial postings

The system credits the total invoice amount in the “Supplier Payable” account.

If the part type is “PO Discount”, the system credits the transaction amount in the “Supplier Suspense” account. The system posts the transaction for every individual line of the invoice.

The system posts the variance amounts in the “FA Suspense Account” or the “CWIP Account” if the purchase order is of type “Capital”.

In “Company Parameter Set Up” business component under “Set Common Parameters” activity, if the “Statutory Tax Computation and Accounting Required” field is set as ‘No’ the following is carried out:

The system saves the TCD code along with the variant and the tax amount in the transaction currency. It also debits the “TCD Account” of the chosen tax key and credits “Supplier Control Account”.

If the “Statutory Tax Computation and Accounting Required” field is set as ‘Yes’, the following entries will be posted for the chosen “Tax Key”:

If the Tax nature is ‘Payable’ and Tax type is other than ‘Service Tax, the system debits “TCD Account” and credits “Supplier Payable Account”
If the Tax nature is ‘Payable’ and Tax type is ‘Service Tax’, the system debits “Service Tax Provision Payable Account” and credits “Supplier Payable Account”
If the Tax nature is ‘Zero Sum Game’, the system debits “TCD Account” and also credits the same “TCD Account”
If the Tax nature is ‘Withholding Tax’, the system credits “TCD Account” and debits “Supplier Payable Account”

Payment Schedule

The system generates the default payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component.

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

Click the “Print” pushbutton to print the invoice.

The system prints the details of the newly created invoice.

The system displays the following:

Created By	The login ID of the user who created the invoice.
Created Date	The date on which the invoice was created.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to view or modify the taxes, charges and discounts that have been calculated.

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.

Select the “Edit Invoice” link at the bottom of the page to modify the details of the invoice.

Select the “Invoice Summary” link at the bottom of the page to view the summary of the invoice.

Select the “Accounting Information” link at the bottom of the page to view the account posting information.

Creating order based invoice - An overview

You can enter the invoice information like the code identifying the finance book in which the invoice details have to be posted. You can enter the number identifying the invoice if you have opted for the “Manual” numbering type. The system generates a unique invoice number if you have not opted for the “Manual” numbering type. You can also categorize the invoice as a “Regular Invoice” or “Capital Invoice”. The invoice is categorized based on the type of purchase order that has been raised and the availability of relevant business components in the installation.

You can enter the details of the supplier who has issued the invoice. You can also enter the details of the payment that must be made to the supplier. This page also facilitates you to set whether you want the invoice quantity and amount to be matched automatically with the corresponding goods receipt based on the matching type set in the corresponding purchase order.

The system retrieves the details of the parts for which the purchase order has been created. The purchase orders that are retrieved must be raised on the same supplier. The system retrieves the purchase order line numbers in which the number of parts ordered, received or accepted is more than the number of items for which invoices have been raised earlier based on the matching type.

You can modify the quantity that must be invoiced and the invoiced quantity for which payment must be made. The difference between the invoiced quantity and the proposed quantity would be booked as variance. You can also modify the part rate and the amount. You can also record your observations regarding the part. The system recalculates the total invoice amount subsequent to the modifications.

The system saves the invoice details. The system updates the status of the invoice as “Draft” if the applicable electronic payment details have not been updated. The system updates the status of the invoice as “Fresh” if the applicable electronic payment details have been updated. The system also stores the login ID of the user and the system date along with the invoice details.

The taxes, charges and discounts (TCDs) that are applicable for the parts that have been invoiced are calculated by the system and saved along with the invoice details. Similarly, if electronic payment is applicable for the company, the system calculates the payment schedule and also saves the bank details along with the invoice number.

The system matches the invoiced quantity and amount based on the matching type and the tolerance percentages set in the purchase order. If the matching succeeds with or without the auto match tolerance, the system updates the matching status as “Matched” and if the matching fails even after utilizing the auto match tolerance, the system updates the matching status as “Auto Matched Failed”. Invoices that have failed the auto matching can be force matched using the tolerance set for force matching. If force matching also fails, a new invoice has to be created for the ordered, received or accepted quantity.

This page also allows you to authorize the invoice during the creation process. You can authorize invoices that have been matched. The system updates the status of the invoice as “Authorized”. The system also stores the login ID of the user and the system date along with the invoice details. The details of the authorized invoice cannot be modified any longer.

Prerequisite

Mandatory

“Finance Book” and “Currencies” must have been defined in the “Organization Setup” business component.
“Numbering Type” must have been defined in the “Numbering Class” business component.
“Financial Calendar” must have been defined in the “Accounting Setup” business component.
“Payable Account Definition” and “Additional Account Definition” must have been defined in the “Account Rule Definitioni” business component.
“Supplier” must have been defined in the “Supplier” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
At least one “Purchase Order” must have been defined in the “Purchase Order” business component.
“Part” must have been defined in the “Part Administration” business component.
“Taxes”, “Charges” and “Discounts” must have been defined in the “T/C/D” business component.
“Unit of Measurement” must have been defined in the “Unit of Measurement Administration” business component.
“Set Function Defaults” activity must have been defined in this busienss component.

Optional

“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis and Sub-Analysis Codes” must have been defined in the “Account Based Budget” business component.
Account limits must have been defined for the various account codes in the "Account Based Budget" business component.
“Cost Center” must have been defined in the “Cost Setup” business component.