Authorizing delivery charges invoice

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

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

The “Authorize Invoice” page appears.

The system displays the following:

Status	The status of the invoice. It must be “Fresh”.
	Fresh – indicates an invoice that can be authorized.

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

Invoice #

The number identifying the delivery charges invoice.

Modify the following fields if required in the “Invoice Information” group box:

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.

Note: The date entered in this field must be after the dates on which the goods receipt note has been created.

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.

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

Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.

Modify the following fields if required 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.

Modify the following field if required in the “Payment Information” group box:

Currency

Use the drop-down list box to select the code identifying the currency in which the invoice that you want to modify 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.

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.

Modify the following fields if required 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”.

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 “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”.

Note: “ESR”, “ESR+”, “LSV”, “LSV+” and “Specific Bank” will be available for selection only if Swiss pay modes are applicable for the company. If the supplier is a one-time supplier, “Regular” must be selected as “Payment Method”.

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 Bank, Cash, PTT, DTA and SAD pay modes that have been defined.

Note: “PTT”, “DTA” and “SAD” will be available selection only if Swiss pay modes are applicable for the company. You can modify the pay mode set in the purchase order if “Modify Pay Mode” parameter is set to “Yes” in the “Set Function Defaults” activity.

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”.
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 goods receipt note has been created.

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.

Note: If VAT is applicable, the total invoice amount is inclusive of the calculated VAT amount.

Modify the following fields if required 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”.
Comments	Any observations or remarks regarding the invoice (Alphanumeric, 255).
	Zoom facility available

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.

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

Ref Doc #	The unique number identifying the goods receipt note based on which the invoice has been created (Alphanumeric, 18). Mandatory.
	Help facility available

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

The system retrieves the details of the goods receipt number or purchase order number, entered in the “Ref. Doc #” field.

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

Order #	The number identifying the purchase order based on which the goods receipt note and the invoice has been created (Alphanumeric, 18).
Ref Document Type	Indicates the type of the goods receipt note based on which the invoice is being raised.
Ref Document Date	The date on which the goods receipt note was created.
T/C/D #	The code identifying the tax, charge or discount.
Variant #	The code identifying the tax, charge or discount variant.

Modify the following field if required 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.

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

Remarks	Any comments or observations regarding the charges available in the line (Alphanumeric, 255).
Cost Center	The code identifying the cost center that has been mapped to the “Variance Account” (Alphanumeric, 10). The cost center must be defined in the “Cost Setup” business component.
Analysis #	The analysis code to which the “Variance Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available
Sub Analysis #	The sub analysis code to which the analysis code is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).

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

Description	The description of the delivery charges, tax, charge or discount available in the line.
Originating Point	The code identifying the organization unit in which goods receipt note has been raised.
TCD Type	Indicates whether “Tax”, “Charge” or “Discount” is available in the line.

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

Click the “Compute” pushbutton to recalculate the total invoice after modification.

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. Similarly, the system also calculates and displays the total proposed amount.

Click the “Edit Invoice” pushbutton to save the modifications made.

Status Updation

The system retains the status of the invoice as “Fresh”.

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 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.

Payment Schedule

The system generates the payment schedule based on the modifications made to the invoice.

Payment Schedule for electronic payment

The system generates a payment schedule saves the bank details based on the modifications made to the invoice.

VAT Details

The system calculates VAT if VAT is enabled for the company and is applicable for the invoiced items. The system saves the applicable VAT amounts on the items, 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”.

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

Click the “Edit and Authorize” pushbutton to save the modifications made and authorize the invoice.

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.

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.

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.

Payment Schedule

The system generates the payment schedule based on the modifications made to the invoice.

Payment Schedule for electronic payment

The system generates a payment schedule saves the bank details based on the modifications made to the invoice.

VAT Details

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

Click the “Return Invoice” 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.

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.
Last Modified By	The login ID of the user who last modified the invoice.
Last Modified Date	The date on which the invoice was last modified.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to modify the taxes, charges or discount calculated for the invoice.

Select the “Adjustment” link at the bottom of the page to include or remove documents from the list of documents against which the invoice must be adjusted after authorization.

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 VAT is applicable for the company, select the “VAT Calculation” link at the bottom of the page to view or modify the calculated VAT amount.

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 details of the electronic payment.

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

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.

Authorizing delivery charges invoice – An overview

You can authorize an invoice that is in the “Fresh” status. 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.

This page also allows you to modify a delivery charges invoice. You can modify the details of the supplier from whom the invoice has been received. You can also modify the details of the payment that has to be made to the supplier. You can also modify the details of the goods receipt note and the purchase order based on which the invoice has been created.

The system saves the invoice details. The taxes, charges and discounts that are applicable for the delivery charges that have been invoiced are calculated by the system subsequent to the modifications and saves along with the invoice details. If “Value Added Taxes” (VAT) are applicable for the company, the system calculates the applicable VAT based on the modifications and saved with the invoice number. Similarly, if electronic payment is applicable for the company, the system also calculates the payment schedule and saves the bank details along with the invoice number subsequent to the modifications made. The system also stores the login ID of the user and the system date along with the invoice details.

This page also allows you to return the invoice to the user who created it for modification. 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.