Selecting documents for manual adjustment

This page allows you to search and select debit documents against which the invoice can be adjusted during authorization. Tell me more.

Select the “Adjustment” link at the bottom of the “Authorize Invoice” page.

The “Adjustment” page appears.

The system displays the following:

Invoice #	The number identifying invoice.
Status	The status of the invoice. It must be “Fresh”.
	Fresh – indicates a newly created invoice that can be authorized.

Enter the following fields in the “Search Criteria” group box to search for documents against which the invoice must be adjusted:

Debit Note	Check the box if you want retrieve debit notes for adjustment against the invoice.
Prepayment Invoice	Check the box if you want to retrieve prepayment invoices for adjustment against the invoice.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the adjustment 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.
Document # From	The starting number in the range of numbers identifying either the “Prepayment Invoice” or the “Debit Note” that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it using the “*” character. The system retrieves documents that have numbers similar to the value entered here.

Note: The number entered in this field must be before the number entered in the “To” field.

To	The ending number in the range of numbers identifying either the “Prepayment Invoice” or the “Debit Note” that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it using the “*” character. The system retrieves documents that have numbers similar to the value entered here.
Document Date From	The starting date in the date range during which the documents that you want to retrieve for adjustment has been created (Date Format ).

Note: The date entered in this field must be before the date entered in the “To” field.

To	The ending date in the date range during which the documents that you want to retrieve for adjustment has been created (Date Format).
Document Amount From	The starting amount in the range of amounts for which the documents that you want to retrieve for adjustment has been created (Decimal). The value entered in this field must be greater than zero.

Note: The amount entered in this field must be lesser than the amount entered in the “To” field.

To	The ending amount in the range of amounts for which the documents that you want to retrieve for adjustment has been created (Decimal). The value entered in this field must be greater than zero.

Click the “Search” pushbutton to retrieve the search results.

The system displays the following in the “Search Results” multiline based on the search criteria entered:

Document Type	The type of the document against which the invoice is to be adjusted. It could be “Prepayment Invoices” or “Debit Notes”.
Document #	The number identifying the document.
Document Date	The date on which the document was created.
Current Outstanding	The outstanding amount due as on date to the supplier.
Finance Book	The code identifying the finance book in which the details of the document is available.

Check the box in the “Select” column of the multiline to mark documents against which the invoice must be adjusted.

Click the “Save” pushbutton to save the adjustment details.

The system saves the details of the selected documents against which the invoice must be adjusted after authorization.

Click the “Save and Authorize” pushbutton to save the adjustment details and adjust the invoice.

The system saves the details of the selected documents against which the invoice must be adjusted.

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 part 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”.

Payment Schedule

The system generates a payment schedule after the invoice has been adjusted.

Payment Schedule for electronic payment

The system generates a payment schedule after the invoice has been adjusted. The system also saves the bank details required for the electronic payment.

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.

Click the “Return” pushbutton to return the invoice to the user who created it for modification.

The system updates the status of the invoice as “Returned”. The system updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date” fields.

To proceed, carry out the following

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.

If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view or modify the electronic payment information.

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

Selecting debit documents for manual adjustment – An overview

The debit documents could be a debit note or a prepayment invoice. You can search and select the debit documents if you have not opted for the auto-adjust facility while creating the invoice.

This page allows you to carry out a search to retrieve the documents against which the invoice must be adjusted. You can search by specifying a range of numbers identifying the documents that you want to retrieve and the date range during which the documents were created. You can also search by selecting the finance book in which the adjustment must be made. The system retrieves the documents based on the search criteria entered. The system saves the adjustment details along with the invoice.

This page also allows you to authorize the invoice. The status of the invoice is updated as “Authorized”. The system adjusts the invoices against the selected documents. The details of this invoice cannot be modified any longer. A payment schedule is generated taking into consideration the adjustments made against the selected debit documents.

This page also allows you to return the invoice to the user who created it for modifications. The system updates the status of the invoice as “Returned”. The system also stores the login ID of the user and the system date along with the invoice details.