Modifying payment information

This page allows you to modify the electronic payment details and the payment schedule that has been generated based on the pay term set while creating the invoice. This page allows you to modify the electronic payment details of the supplier and the login company. You can also modify the details of the payment schedule. The system saves the modifications made to the electronic payment details and the payment schedule. The system generates a new payment schedule based on the modifications made.

This page also allows you to authorize the invoice after saving the modifications made to the payment schedule. 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.

Select the “Payment Information” link at the bottom of the “Create Invoice” page.

The “Payment Information” page appears.

The system displays the following:

Invoice #	The number identifying the invoice.
Total Invoice Amount	The total invoice amount.
Status	The status of the invoice. It must be “Draft” or “Fresh”.
	Draft – indicates a newly created invoice that cannot be authorized.
	Fresh – indicates a newly created invoice that can be authorized.

Modify the following fields if required:

Discount Computation	Use the drop-down list box to set whether you want to calculate the discount on the “Base Amount” or the “Gross Amount”.
	Base Amount – indicates that the discount is calculated on the invoice amount before the addition of taxes or charges or deduction of discounts.
	Gross Amount – indicates that the discount is calculated on the total invoice amount after the addition of taxes and charges and deduction of discounts.
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.
	Press <Enter> key.
	The system calculates and displays the payment details in the “Payment Schedule Information” multiline. The system also generates the term number in the respective field.
	Help facility available

The system displays the following:

Description	The textual description of the pay term.
Currency	The code identifying the currency in which the invoice has been raised.
Payment Method	The method in which the electronic payment is to be made to the supplier. It could be “ESR”, “ESR+”, “LSV”, “Regular” or “Specific Bank”.
Pay Mode	The mode in which the payment must be made to the supplier. It could be any of the Bank, PTT, DTA or SAD pay modes that have been defined earlier.

Modify the following field if required in the “LSV Details” group box:

LSV Contract ID

Use the drop-down list box to select the LSV contract IDs that has been issued by the bank. The contract ID corresponding to the bank codes will be available for selection.

Note: The LSV Contract ID will be available for selection if “LSV” has been selected as payment method.

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

LSV Reference	A unique description of the contract ID.
Bank #	The code identifying the bank with which the LSV agreement has been drawn.

Modify the following fields if required in the “ESR / ESR+ Details” group box:

Note: You can enter information in this group box only is “ESR” or “ESR+” has been selected as the payment method.

Digits for Participation ID	Use the drop-down list box to set whether you want to select the “9” digit or the “5” digit participation ID based on the ID of the supplier. You can select from “9” or “5”.
ESR / ESR+ Participation ID	Use the drop-down list box to select the participation ID of the supplier. All the participation IDs present for the supplier will be available for selection.
Digits for Reference #	Use the drop-down list box to set the number of digits that must be available in the reference number that is generated during ESR / ESR + transactions. You can select from “15” or “27”.

Modify the following fields if required in the “Specific Bank Details” group box:

Note: The details in this group box will be available for selection if “Specific Bank” has been selected as payment method.

Supplier Account In	Use the drop-down list box to select whether the supplier account to which the payment has to be made is available in a bank or a PTT. You can select from “Bank” and “PTT”.
Supplier’s Bank / PTT Reference	Use the drop-down list box to select the code identifying the bank or the PTT reference of the supplier. All the unique codes available for the banks / PTT will be available for selection.
Supplier’s Bank / PTT Account #	Use the drop-down list box to select the code identifying the bank / PTT account number of the supplier. All the account numbers recorded in the “Supplier" business component, corresponding to the bank / PTT will be available for selection.
Company Account In	Use the drop-down list box to select whether the account from which the payment is to be made is available in a bank or a PTT. You can select from “Bank” and “PTT”.
Company’s Bank / PTT Reference	Use the drop-down list box to select the code identifying the bank or the PTT reference of the login company. All the unique codes available for the banks / PTT will be available for selection.
Company’s Bank / PTT Account #	Use the drop-down list box to select the code identifying the bank / PTT account number of the login company from which the payment must be made. All the account numbers corresponding to the bank / PTT will be available for selection.

Modify the following fields if required in the “Payment Schedule Information” multiline:

Note: Data must be available in at least one row of the multiline.

Term #	A unique number identifying the installment that is due for payment (Alphanumeric, 20). Mandatory.
Due Date	The date on which the installment is due for payment (Date Format). Mandatory. This date must be the same or after the date on which the invoice has been created.

Note: If data is available in more than one row of the “Payment Schedule Information” multiline, the due dates for a row must be later than the date in the earlier row.

Due Amount Type	Use the drop-down list box to select the type of the amount that is due for payment from “Flat Amount” or “Percentage”.
	Flat Amount – indicates that a flat amount is payable on the due date.
	Percentage – indicates that the amount due is a percentage of the total due amount.
Due %	The percentage of the amount due on the due date (Integer). The value entered in this field must be greater than zero and lesser than 100.

Note: This field must not be left blank if “Percentage” is selected in the “Due Amount Type” field. This field must be left blank if “Flat” is selected in the “Due Amount Type” field.

Due Amount

The amount due for the installment (Decimal). The value entered in this field must be greater than zero. This field must not be left blank if “Flat Amount” is selected in the “Due Amount Type” field.

Note: If “Percentage” is selected in the “Due Amount Type” field, this due amount is calculated and displayed as the product of the percentage due and the total amount. The sum of all the due amounts in the various rows of the multiline must be equal to the total invoice amount.

The system displays the following in the “Payment Schedule Information” multiline:

Discount Computation Amount

The amount on which the discount has been calculated.

Note: If the discount computation is selected as “Gross Amount”, the system displays the due amount as the discount computation amount.

If the discount computation is set as “Base Amount” and “Percentage” has been selected in the “Due Amount Type” field the system calculates the amount on which discount is computed as the product of the percentage due for installment and the sum of all the amounts for the parts invoiced, excluding the taxes, charges and discounts.

If the discount computation is set as “Base Amount” and “Flat Amount” has been selected in the “Due Amount Type” field the system displays the due amount as the discount computation amount.

Modify the following fields if required in the “Payment Schedule Information” multiline:

Discount Amount Type	Use the drop-down list box to select the type of discount amount that can be availed from “Flat Amount” or “Percentage”.
	Flat Amount – indicates that a flat amount can be deducted as discount.
	Percentage – indicates that the discount amount would be a percentage of the due amount.
Discount Date	The date on or before which the payment due must be made to avail the discount (Date Format). The date entered in this field must be earlier than the due date. The date entered in this field must be after the debit note date, the anchor date and the due date.

Note: If data is available in more than row of the “Payment Schedule Information” multiline, the discount date available in a row must be later than the date available in the earlier row.

Discount %

The percentage of the amount that can be deducted as discount (Integer). The value entered in this field must be greater than zero and lesser than 100.

Note: This field must not be left blank if “Percentage” is selected as “Discount Amount Type”.

Discount Amount

The amount that can be deducted as discount (Decimal). Mandatory. The value entered in this field must be lesser than the amount due.

Note: This field must not be left blank if “Flat Amount” is selected as “Discount Amount Type” and must be lesser than the amount available in the “Discount Computation Amount” field.

If “Discount Amount Type” is “Percentage” this amount will be calculated as the product of the percentage of discount and the amount on which the discount is computed.

Penalty %	The percentage of penalty due if the payment is not made on or before the due date (Integer). The value entered in this field must be greater than zero and lesser than 100.
ESR/ESR + Reference #	The number identifying the ESR / ESR+ reference issued by the bank (Alphanumeric, 30)
ESR / ESR+ Amount	The ESR / ESR+ amount (Decimal)

The system displays the following in the “Payment Schedule Information” multiline:

ESR Coding Line

The number identifying the ESR coding line.

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

Click the “Save” pushbutton to save the modifications made to the payment schedule.

The system generates a new payment schedule based on the modifications made. The system also updates the login ID of the user and the system date along with the invoice details.

Click the “Save and Authorize” to save the modifications and authorize the invoice.

The system saves the modifications and generates a new payment schedule based on the modifications made. This payment schedule cannot be modified.

Financial postings

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

If the part type is “Part”, “PO/GR Tax” or “PO/GR 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/GR Discount”, the system credits 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 “Part”, “PO/GR Tax” or “PO/GR Charge” and the matching type is “2 way”, the system debits the transaction amount in the account specified in the purchase order. The system posts the transaction for every individual line of the invoice.

If the part type is “PO/GR Discount” and the matching type is “2 way”, the system credits the transaction amount in the account specified in the purchase order. The system posts the transaction for every individual line of the invoice.

If the parameter “Invoice before GR” has been set as “Yes” in the purchase order and the part type is “Part”, “PO/GR Tax” or “PO/GR Charge”, the system debits the transaction amount in the “Stock in Transit” account. The system posts the transaction for every individual line of the invoice.

If the parameter “Invoice before GR” has been set as “Yes” in the purchase order and the item type is “PO/GR Discount”, the system credits the transaction amount in the “Stock in Transit” 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 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 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.

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

VAT Details

The system calculates VAT if VAT is enabled for the company and is applicable for the invoiced parts. The system saves the applicable VAT amounts on the parts, taxes, charges and discounts in the invoice currency and in the base currency of the company along with the debit or credit identifiers and the cost center, analysis and sub analysis code details in the corresponding “VAT Account”.

Status Updation

The system updates the status of the individual line and the document status as “Unreconciled”.

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

If the applicable VAT has been calculated,
If the applicable electronic payment has been updated and
If VAT or electronic payment is not applicable.

The system matches the invoiced quantity and amount as per the matching type specified in the purchase order automatically if the “Auto-match” field has been checked provided the “Invoice before GR” parameter has not been set as “Yes” in the corresponding purchase order.

The system updates the matching status as “Matched” if the matching succeeds. The system also updates the matched quantity as the proposed quantity, matched amount as the proposed amount and billed quantity as invoice quantity , billed amount as invoice amount.
The system updates the matching status as “Auto Match Failed” if the matching fails.

The system stores the login ID of the user and the system date along with the invoice details.

To proceed, carry out the following

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.

Select the “Attach Notes” link at the bottom of the page to record your observations regarding the invoice.