Selecting invoice for modification

This page allows you to search and select an invoice for modifying its details. Tell me more.

Select the “Edit 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 for which you want to modify details:

Invoice Category

Use the drop-down list box to set the category of the invoice you want to modify.

Note: “Regular Invoice” and “Capital Invoice” would be available for selection if a “Goods Receipt” business component has been mapped to the business component in the login organization unit.

Invoice #

The number identifying the invoice for which you want to modify details (Alphanumeric, 18).

Select the “Edit Invoice” link provided alongside to modify the details of the invoice.

Enter the following fields in the “Search Criteria” group box to search for the invoice for which you want to modify details. Data-entry in the following fields is optional.

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 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.
PO # From	The starting number in the range of purchase order numbers that you want to retrieve (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 that you want to retrieve (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.
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.
Total Invoice Amount From	The starting amount in the range of invoice amounts for which the invoice 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 invoice 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 modification (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 modification (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 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.
Invoice Date From	The starting date in the date range during which the invoice 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 has been created (Alphanumeric, 18). The system date is displayed by default on launch of the page.
Status	Use the drop-down list box to select the status of the invoice for which you want to modify details. You can select from “All”, “Draft”, “Fresh”, “Returned”, “Matched”, “Auto Match Failed” or “Force Match Failed”. The system displays “All” by default on launch of the page.
Supplier Name	The name of the supplier who has issued the invoice (Alphanumeric, 60).
User ID	The login ID of the user who created the invoice for which you want to modify details (Alphanumeric, 15).

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:

Invoice #	The number identifying the invoice.
	Data Hyperlink available
Status	The status of the invoice. It could be “Draft”, “Fresh”, “Returned”, “Matched”, “Auto Match Failed” or “Force Match Failed”.
	Draft – indicates an invoice that cannot be authorized.
	Fresh – indicates an invoice that can be authorized.
	Returned – indicates an invoice that has been returned to the user who created it for modification.
	Matched – indicates that the invoice has been matched as per the matching type set in the purchase order.
	Auto Match Failed – indicates that the automatic matching of the invoice as per the matching type set in the purchase order has failed.
	Force Match Failed – indicates that the matching of the invoice, purchase order and goods receipt has failed even after considering the percentage of tolerance.
Invoice Date	The date on which the invoice was raised.
Currency	The code identifying the currency in which the invoice has been raised.
Total Invoice Amount	The total amount for which the invoice has been created.
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 supplier who has issued the invoice.
Finance Book	The code identifying the finance book in which the invoice must be posted.
Payment Priority	Indicates the priority that has been accorded to the payment of the invoice. It could be “High”, “Medium” or “Low”.

Check the box in the “Select” column of the multiline to mark an invoice for deletion.

Click the “Delete” pushbutton to delete the marked invoices.

The system deletes the invoice and updates the status of the invoice as “Deleted”. The system stores the login ID of the user and the system date along with the invoice details.

Selecting invoice for modification – An overview

If you know the number identifying the invoice and the category to which the invoice belongs, you can enter it directly. Otherwise, you can carry out a search by specifying a range of invoice numbers and the dates during which the invoice for which you want to modify details 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 status of the invoice that you want to retrieve. The system retrieves all the invoices based on the search criteria entered.

This page also allows you to delete invoices. You can delete an invoice if it is no longer required. The system updates the status of the invoice as “Deleted”. The system also stores the login ID of the user and the system date along with the invoice details.