Creating delivery charges invoice

This page allows you to create a delivery charges invoice. Tell me more.

Select the “Create Delivery Charges Invoice” 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 delivery charges invoice. It could be “Draft”, “Fresh” or “Authorized”. 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 delivery charges 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 Date

The date on which the invoice is raised (Date Format). Mandatory. This invoice date must not be after 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: The date entered in this field must be the dates on which the goods receipt note has been created or later.

Invoice Category

Use the drop-down list box to specify the category of the delivery charges invoice. The system lists the following options:

Way Bill Based - Select this option if you wish to retrieve details in the multiline based on the Way Bill #.
Ref. Doc. Based – Select this option if you wish to retrieve details in the multiline based on the Ref. Doc. #

By default the system displays the value “Way Bill Based”.

Note: The drop-down list box of this field displays” Way Bill Based” if CIM is defined with Goods Receipt component and “Ref. Doc. Based” if CIM interaction exists with Purchase Order or Repair Order component.

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 Delivery Charges 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.

Company Address Id

The code identifying the company address at which the invoice is created.

Help facility available.

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

Company Address

The company address at which the invoice is created.

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

Document Category

Use the drop-down list box to specify the category of the delivery charge invoice.

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

Allocation Status

The allocation status of the delivery charges invoice.

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. The supplier must also belong to an Active supplier group.
	Press <Enter> key.
	The system retrieves and displays the details of the supplier in the relevant fields.
	Help facility available

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

Supplier Name

The name of the supplier.

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

Address ID

The code identifying the supplier address.

Help facility available

Pay To Supplier #

Use the drop-down list box to select the pay to supplier for the supplier. The drop-down list box displays those pay to suppliers mapped to the supplier. If no pay to supplier exists for the supplier, the system set the pay to supplier # to the supplier #.

Note: The pay to supplier # must be the same for all records in the multiline.

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

Pay To Supplier Name	The name of the pay to supplier for the supplier. If no pay to supplier exists for the supplier, the system set the pay to supplier name to the supplier name.
Supplier Address	The address details of the supplier.

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.
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”.

Note: The currency quoted in the reference document must be the same as the invoice currency that you specify in the above field.

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

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.

Note: The system displays the forward cover rate as the exchange rate, if the purchase orders selected in the multiline are forward cover applicable.

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 from which the payment for the invoice must be released. All the organization units that have been mapped to the login organization unit and in which a “Supplier Payment” business component is available will be available for selection.

Note: At least one organization unit must be available for selection if the “Payment Processing Point Mandatory” 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: You cannot reset the value to “Yes” from “No”. However, the opposite is possible.

Payment Method

Use the drop-down list box to select the method in which the payment has to be made to the supplier. 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. The drop-down list box displays: Cash, Check, Credit Card, Demand Draft, Direct Debit, and Others.

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.
	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 goods receipt note has been created. The system date is displayed by default on launch of the page.

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

Total Proposed Amount	The total amount proposed for invoicing. The system calculates and displays the total invoice amount as the difference between the sum total of the taxes and charges less the discount amount available in the goods receipt documents. This proposed amount is displayed based on the selected documents in the multiline and must be greater than zero.
Total Invoice Amount	The total amount payable to the supplier. The system calculates and displays the total invoice amount as the sum total of the tax, charge amount less the discount amount in the invoice. This total invoice amount must be greater than zero.

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

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).
Hold Pay	Use the drop-down list box to specify whether the payment is to be on hold. The system lists the values “Yes” and “No” along with a blank value. The system defaults the value based on the parameter ‘Default Hold Pay in DC Invoice with’ set under Parameter Level 'OU Level', Business Process 'Payable Management' and Category 'Delivery Charges Invoice' in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

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

Payment Ref. ID

The reference identification number for payment of delivery charges, if made through EFT (Electronic Fund Transfer).

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

Pay Ref. Details

Details of the reference ID for delivery charges payment as available in supplier bank information.

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

Payment Instructions

Rules for making EFT payment of delivery charges.

The system displays the following in the “Delivery Charges Information” multiline:

Order #

The number identifying the purchase order based on which the goods receipt document and the invoice has been created .

The system displays the following in the “Delivery Charges Information” multiline:

Line #

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

Enter the following fields in the “Delivery Charges Information" multiline:

Way Bill #

A number identifying the document sent by the carrier along with the consignment delivered to the receipt location. It could have details like package type, weight, carrier details and vehicle number. Mandatory.

Note: This field is available only if Invoice Category is ‘Way Bill Based’.

Help facility available

Ref. Doc #

The unique number identifying the goods receipt / repair receipt document based on which the invoice has been created (Alphanumeric, 18). Mandatory.

Data entry in this field is mandatory if “Ref. Doc #” is selected as the “Invoice Category”.

Ensure that the number entered in this field is a valid reference document number. The reference document must hold the Completed, Rejected, Freeze Acceptance or Inspected status

Help facility available

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

The system displays the following in the “Delivery Charges Information” multiline.

Ref. Doc. # Avbl.?	Indicates whether the reference document # for the Shipping Note or Advanced Shipping Note or Goods Receipt /Repair Receipt or Loan Rental Receipt is available or not.
Ref. Type	The reference document type which could be “Shipping Note” or “Advanced Shipping Note” or “Goods Receipt” / “Repair Receipt” or “Loan Rental Receipt”.
Ref. Doc. #	The identification number of the goods receipt/repair receipt based on which the invoice is being created.
Ref. Cost	The Freight Cost as per the Shipping Note or Advance Shipping Note, by converting the same into the DC Invoice Currency, using the exchange rate as of the Invoice date between the Freight Cost Currency and the Invoice Currency, for the exchange rate type set for Supplier Liability.
Add Ref. Doc #	The number identifying the additional reference document. In case of Shipping Note, the system displays the Ref. Document # of the Shipping Note. In case of Advance Shipping Note, the system displays the Goods Inward # if available.
Order #	The identification number of the purchase order/release slip/repair order related to the goods receipt/repair receipt.

Note: Ensure that the orders you select in the multiline are either forward cover applicable or not forward cover applicable. The system does not allow you to create an invoice if some of the orders are forward cover applicable and the rest are not. Additionally, if the orders are forward cover applicable, the forward cover rate specified for the orders must be the same.

Customer Order #	The number identifying the customer order from the Advance Shipping note or Shipping Note.
Tax Key	The unique code identifying the combination of tax # and tax variant #.
Carrier Code	The Carrier code as in the “Shipping Note”/ “Advance Shipping Note”.
Supplier #	The number identifying the supplier.
Supplier Name	The name of the supplier.
Customer #	The number identifying the customer.
Customer Name	The name of the customer.
Charge Option	The charge type of the delivery expense as derived from goods receipt/repair receipt More details
Way Bill # - GR	The way bill # as available in goods receipt/repair receipt.
T/C/D #	The code identifying the tax, charge or discount.
Variant #	The code identifying the tax, charge or discount variant.

Enter the following fields in the “Delivery Charges Information" multiline:

Amount

The total amount invoiced for the charges incurred (Decimal). Mandatory.

The system displays the following in the “Delivery Charges Information” multiline:

Proposed Amount	The amount proposed for payment.
Ref Doc. Type	Use the type of the reference document for which you wish to create delivery invoice. The drop-down list box displays: All, Goods Receipt and Repair Receipt.
Ref Doc. Date	The date on which the goods receipt or repair receipt for which you are recording delivery invoice was created.

Enter the following field in the “Delivery Charges Information” multiline:

Remarks

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

Cost Center

The cost center to which delivery charges must be charged.

Help facility available

Note: Do not specify any cost center if the DC Invoice Type is order based.

Analysis #

The analysis code that is associated with the invoice.

Help facility available

Sub Analysis #

The sub analysis code that is associated with the analysis code.

Help facility available

Expense Classification

The classification of the expense incurred by the invoice.

Ensure that the value specified in this field is a valid and active quick code as defined for the entity “Expense Classification” in the “Create Quick Codes” activity of the “Quick Codes” business component.

Help facility available.

The system displays the following in the “Delivery Charges Information” multiline:

Ref. Doc. Line #	The line # for delivery charges in the goods receipt/repair receipt.
Part #	The part for which delivery charges have been incurred in the goods receipt/repair receipt.
Description	The description of the tax, charge or discount available in the line.
Originating Point	The code identifying the organization unit in which goods receipt document has been raised.
TCD Type	Indicates whether “Tax”, “Charge” or “Discount” is available in the line.
User Defined Detail – 1	Any user defined detail for the delivery charges.
User Defined Detail – 2	Any user defined detail for the delivery charges.
User Defined Detail – 3	Any user defined detail for the delivery charges.

Check the box in the multiline to mark a line number for deletion.

Click the “Recompute” pushbutton to recalculate the total invoice amount.

The system calculates and displays the total invoice amount as the difference of the sum total of the tax amount, the charge amount and the discount amount, that is “Tax” amount + “Charges” amount – “Discount” amount. This total invoice amount is rounded off based on the parameter set in the “Company Parameter Setup” business component. Similarly, the system also calculates and displays the total proposed amount.

Click the “Create Invoice” pushbutton to create 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 TCD type is, “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 TCD 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.

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 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.

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.

Payment Schedule for electronic payment

The system generates a default payment schedule and also saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set as “Yes” 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 the “Created Date” fields.

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

Status Updation

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.

Click the “Create and Authorize” pushbutton to both save and authorize the new invoice at one go.

Financial Postings

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

If the TCD 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.

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.

Payment Schedule for electronic payment

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

Click the “Create and Authorize” pushbutton to both save and authorize the new invoice at one go.

The Workflow has been enabled for Delivery Charges Invoice based on the following criteria’s:

SN #	Criteria	SN #	Criteria
1	Finance Book	16	Numbering Type
2	Invoice Category	17	Supplier Inv. Amt.
3	Document Category	18	Supplier Invoice No.
4	User Status	19	Supplier Invoice Date
5	Supplier #	20	Pay Ref Details
6	Pay To Supplier #	21	Pay Ref ID
7	Total Invoice Amount	22	Pay Term
8	Currency	23	Payment Method
9	Payment Mode	24	Payment Priority
10	Anchor Date	25	Pay to Supplier Name
11	Created By	26	Supplier Name
12	Created Date	27	Comments
13	Invoice Date	28	Elec. Payment
14	Invoice No	29	Exchange Rate
15	Invoice Status	30	Base Amount

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 delivery charges invoice.
Created Date	The date on which the delivery charges invoice was created.

To proceed, carry out the following

Select the “Adjustment” link at the bottom of the page to select documents against which the invoice must be adjusted.
Select the “Edit Invoice” link at the bottom of the page to modify the invoice details.
Select the “Payment Schedule” link at the bottom of the page to record/modify payment schedule details of the invoice.
Select the “T/C/D” link at the bottom of the page to add the taxes, charges and discounts as applicable on the delivery charges.
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.
Select the “View Purchase Order” link to at the bottom of the page to know about the purchase order associated with the invoice.
Select the “View Repair Order” link to at the bottom of the page to know about the repair order associated with the invoice.
Select the “View Release Order” link to at the bottom of the page to know about the release slip associated with the invoice.
Select the “Upload Documents” link at the bottom of the page to upload the documents for the invoice.
Select the “View Associated Doc. Attachments” link at the bottom of the page to view the associated documents for the invoice.

Creating delivery charges 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 enter the details of the supplier from whom the invoice has been received. You can also enter the details of the payment that has to be made to the supplier. You can also set whether the invoice must be adjusted automatically on authorization.

This page allows you to enter the number identifying the goods receipt note that has recorded the delivery charges details and the number identifying the purchase order based on which the goods receipt note has been created. The system retrieves the details of the goods receipt note. You can also record your observations and comments regarding the charges that have been invoiced.

The system saves the invoice details. The system updates the status of the invoice as “Draft” if the applicable VAT details and the electronic payment details have not been updated. The system updates the status of the invoice as “Fresh” if the applicable VAT details and 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.

If “Value Added Taxes” (VAT) are applicable for the company, the system calculates the applicable VAT and saves the details with the invoice number. Similarly, if electronic payment is applicable for the company, the system calculates the payment schedule and saves the bank details along with the invoice number.

This page also allows you to authorize the invoice during the creation process. 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.
“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.
“Taxes”, “Charges” and “Discounts” must have been defined in the “T/C/D” business component.
“Receipt Acknowledgement” business component must have been installed in an organization unit mapped to the login organization unit.
“Payable Account Definition” and “Additional Account Definition” must bave been defined in the “Account Rule Definitioni” business component.
“Set Function Defaults” activity must have been defined in this busienss component.

Optional

The “Swiss Pay Applicable” parameter must have been set as “Yes” in the “Company Process Parameter” business component if electronic payments have to be made.
The “VAT Applicable” parameter must have been set as “Yes” in the “Company Process Paramter” business component if VAT is appicable for the login organization unit.
“VAT Categories”, “VAT Class” and “VAT Codes” must have been defined in the “VAT Setup” business component.