Selecting invoice for authorization

This page allows you to search and select an order based invoice for authorization. Tell me more.

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

The “Select Invoice” page appears.

Enter the following fields if you are aware of the category and the number identifying the invoice that you want to authorize:

Invoice Type	Use the drop-down list box to select the type of invoice that you want to authorize. You can select from "Order Based Invoice" and “Delivery Charges Invoice”.
Invoice #	The number identifying the invoice that you want to authorize (Alphanumeric, 18).

Select the “Authorize Invoice” link at the bottom of the page to authorize the invoice.

Enter the following fields in the “Search Criteria” group box to search for the invoices that you want to authorize. Data-entry in the following fields is optional.

Invoice Category	Use the drop-down list box to specify the category to which the invoice that you want to authorize belongs. The system lists the following values if “Order Based Invoice” is selected as the “Invoice Type” Purchase Order - Select this option if you want to retrieve invoices belonging to purchase order category. Repair Order - Select this option if you want to retrieve invoices belonging to repair order category. Exchange PO - Select this option if you want to retrieve invoices belonging to exchange PO category. Loan Order - Select this option if you want to retrieve invoices belonging to loan order category. Release Slip - Select this option if you want to retrieve invoices belonging to release slip category. PBH PO - Select this option if you want to retrieve invoices belonging to the PBH purchase order category. PBH Exchange PO - Select this option if you want to retrieve invoices belonging to the PBH Exchange purchase order category. However, if Invoice Type is Delivery Charges Invoice, Invoice Category will display Way Bill Based.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the posting is to be made for the invoice that you want to retrieve. 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.
Supplier Invoice #	The number identifying the invoice that has been issued by the supplier (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the supplier invoice numbers that are similar to the number entered in this field.
Supplier # From	The starting code in the range of supplier codes on whom the invoices that you want to retrieve have been created (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the supplier codes that are similar to the value entered in this field.

Note: The code entered in this field must be before or the same as the code entered in the “To” field.

To	The ending code in the range of supplier codes on whom the invoices that you want to retrieve have been created (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the supplier codes that are similar to the value entered in this field.
Supplier Name	The name of the supplier who has issued the invoice (Alphanumeric, 60).
Order # From	The starting number in the range of purchase order numbers for which the invoices that you want to retrieve have been created (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the purchase order numbers that are similar to the value entered in this field.

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

To	The ending number in the range of purchase order numbers for which the invoices that you want to retrieve have been created (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the purchase order numbers that are similar to the value entered in this field.
Created by	The login ID of the user who created the invoice that you want to authorize (Alphanumeric, 15).
Total Invoice Amount From	The starting amount in the range of invoice amounts for which the invoices that you want to retrieve has been created (Decimal).

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

To	The ending amount in the range of invoice amounts for which the invoices that you want to retrieve has been created (Decimal).
Payment Priority	Use the drop-down list box to set the priority to be accorded to the invoice that you want to retrieve. You can select from “High”, “Medium”, “Low” or “All”. The system displays “All” by default on launch of the page.
Invoice # From	The starting number in the range of invoice numbers that you want to retrieve for authorization (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the invoice numbers that are similar to the value entered in this field.

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

To	The ending number in the range of invoice numbers that you want to retrieve for authorization (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the purchase order numbers that are similar to the value entered in this field.
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice that you want to authorize has been created. All the currencies that have been assigned as permitted currencies for the login company 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.
Invoice Date From	The starting date in the date range during which the invoice that you want to retrieve has been created (Alphanumeric, 18). The system date is displayed by default on launch of the page.

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

To	The ending date in the date range during which the invoice that you want to retrieve has been created (Alphanumeric, 18). The system date is displayed by default on launch of the page.

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

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

Note: If the category of the invoice is “Order Based”, the system retrieves all the invoices that are in the "Matched" status.

Invoice #	The number identifying the invoice.
Invoice Date	The date on which the invoice was created.
Currency	The code identifying the currency in which the invoice has been created.
Total Invoice Amount	The total invoice amount.
PO #	The number identifying the purchase order based on which the invoice has been created.
Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Supplier Invoice #	The number identifying the invoice issued by the supplier.
Finance Book	The code identifying the finance book in which the invoice details have been posted.
Payment Priority	The priority that has been accorded to the payment of the invoice. It could be “High”, “Medium” or “Low”.

Check the box in the multiline to mark invoices for authorization.

Click the “Authorize Invoice” pushbutton to authorize multiple invoices.

Note: The system displays an error message, if taxable amount is not equal to Invoice amount for the invoice line #, when the option ‘Allow Modification of Taxable Amount for Order Level Tax?’ or ‘Allow Modification of Taxable Amount for Invoice Level TCDs?’ is modified as “No” in the “Set Function Defaults” page.

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 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 payment schedule for the invoice. The details of this payment schedule cannot be modified.

The system performs the following:

Updates the status of the invoice as “Fully Adjusted” or “Partly Adjusted” on auto adjustment of the invoice.
Creates a Single Currency Adjustment in Authorized status in the “Supplier Balance Adjustment” business component as follows:

1. Adjusts the invoice with prepayment vouchers if the following conditions are true:

a. The option 'Basis for Auto Adjustment' in the “Set Function Defaults” activity of the current business component is set as "Order Specific Open Prepayments" .

b. The option “Default Auto Adjust in Maintain Invoice with” in the “Set Function Defaults” activity of the current business component is set as "Yes" for the invoice

c. For the order documents, Prepayment Vouchers exists in invoice currency in “Paid” status.

Creates a Single Currency Adjustment in Authorized status in the “Supplier Balance Adjustment” business component as follows:

2. Adjusts the invoice with Debit Documents if the following conditions are true:

a. The option 'Basis for Auto Adjustment' in the “Set Function Defaults” activity of the current business component is set as "All Open Debit Docs." .

b. The option “Default Auto Adjust in Maintain Invoice with” in the “Set Function Defaults” activity of the current business component is set as "Yes" for the invoice

To proceed, carry out the following

Select the “Upload Documents” link at the bottom of the page to upload documents.

Refer to the topic “Object Attachments” online help for more details.

Select the “View Associated Doc. Attachments” at the bottom of the page to view information regarding the associated document attachments

Refer to the topic “Object Attachments” online help for more details.

Select the “Authorize Invoice” link at the bottom of the page to authorize an Order Based invoice.

Refer to the topic “Maintain Invoice” online help for more details.

Select the “Authorize Delivery Charges Invoice” link at the bottom of the page to authorize a delivery charges invoice.

Selecting invoice for authorization – An overview

If you know the number identifying the invoice and the type of the invoice, you can enter it directly. Otherwise, you can carry out a search by specifying a range of invoices and the dates during which the invoices that you want to authorize has been created. You can also search by specifying the name of the supplier and the number identifying the invoice that was issued by the supplier. You can also search by specifying the login ID of the user who created the invoice. The system retrieves all the invoices based on the search criteria entered.

This page also allows you to authorize multiple invoices. You can authorize order-based invoices that are in the “Fresh” or “Matched” status. You can also authorize delivery charges invoices that are in the “Fresh” status. The system updates the status of the invoices as “Authorized”. The system also stores the login ID of the user and the system date along with the invoice details. You cannot modify the details of the invoice, payment schedule and so on after an invoice has been authorized.