Modifying invoice details

This page allows you to modify the details of the invoice. Tell me more.

Select the “Edit Invoice” link provided in the “Select Invoice” page.

The “Edit Invoice” page appears.

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

Invoice #	The number identifying the invoice.
Invoice Category	The category to which the invoice belongs. It could be “Regular Invoice” or “Capital Invoice”, “Consumption Report Invoice”, “Consignment Receipt Invoice” or “Drop ship Receipt Invoice”.
	Regular Invoice – indicates that the invoice has been raised based on a “General” or “Express”purchase order.
	Capital Invoice – indicates that the invoice has been raised based on a “Capital” purchase order.
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.

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: If reference documents have been retrieved for the invoice, the date entered in this field must be after the date on which the reference documents were raised.

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.
Pay to Supplier #	The code identifying the supplier to whom the payment must be made.
Supplier Name	The name of the supplier to whom the payment must be made.

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 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.
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.

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 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”.

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 field 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 in which the payment for the invoice must be released. All the organization units from where a “Supplier Payment” business component has been mapped will be available for selection. The system displays the organization unit that has been set as “Default Payment Processing Point” in the “Set Functions Default” activity by default on launch of the page.

Note: At least one organization unit must be available for selection if the “Default Payment Processing Point” 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 “Regular” or “Specific Bank”.

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 Cash, Check, Demand Draft and Direct Debit pay modes that have been defined.

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 purchase order has been authorized.

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

Total Invoice Amount

The total amount invoiced. The system calculates and displays the total invoice amount as the difference of the sum total of the part, tax, charge amount and the discount amount. This total invoice amount must be greater than zero.

Total Proposed Amount

The total amount proposed for invoicing.

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

Auto Match

Check the box if you want the invoice to be matched with the purchase order and the goods receipt automatically based on the matching type defined in the corresponding purchase order.

Note: This field must be checked if the invoice must be authorized while modifying the details.

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).

The system displays the following in the “Part/T/C/D Information” multiline:

Line #

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

Modify the following field if required in the “Part/T/C/D Information” multiline:

PO #

The number identifying the purchase order, drop ship, release slip, sub-contract order or sub contract release slip based on which the invoice has been received from the supplier (Alphanumeric, 18). Mandatory. The number entered in this field must be a valid purchase order number, drop ship number, sub contract order number or a sub contract release slip number and could be in the “Open”, “Closed”, “NT Closed”, “Held”, “Short Closed”, “Amend” or “Amended” status.

Note: If “Regular” is selected in the “Invoice Category” field, the purchase order number entered in this field must belong to the “General” category.

If “Capital” is selected in the “Invoice Category” field, the purchase order number entered in this field must belong to the “Capital” category.

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

The system retrieves the details of the purchase order number entered in the “PO No” field.

The system displays the following in the “Part/T/C/D Information” multiline:

Ordering Point	The organization unit in which the purchase order has been raised.
Ref. Document Type	Indicates the type of the document based on which the invoice is being raised.
Ref. Doc #	The number identifying the document based on which the invoice is being raised.

Note: The system displays the number identifying the FOB acknowledgement if the category of the invoice is “Regular” or “Capital”.

Ref. Document Date	The date on which the document was raised.
Part/T/C/D #	The code identifying the part, tax, charge or discount.
Variant #	The code identifying the part, tax, charge or discount variant.
UOM	The code identifying the unit of measurement in which the part has been invoiced.

Modify the following fields if required in the “Part/T/C/D Information” multiline:

Invoice Quantity	The quantity of the invoice (Integer). If the “Part Type” is “Part”, the system displays the proposed quantity by default.
Invoice Rate	The unit rate of the part as available in the invoice (Decimal). If the “Part Type” is “Part”, the system displays the proposed rate by default.
Amount	The total amount invoiced for the part (Decimal). The system displays the proposed amount by default.
Proposed Quantity	The number of units of the part that have been invoiced (Decimal).
	If the “Invoice Category” is “Regular”, the system retrieves the quantity based on the matching type that has been set in the purchase order.
	If the matching type is “4 way” the proposed quantity is calculated as the difference of the quantity accepted after inspection and the total of the quantity invoiced till date.

Note: This field can be modified if you want to take up only part of the available quantity for invoicing. The remaining quantity will be available for invoicing subsequently.

The system displays the following in the “Part/T/C/D Information” multiline:

Proposed Rate	The proposed rate of the part. The system calculates and displays the proposed rate as the cost for cost per.
Proposed Amount	The amount proposed for payment. The system calculates the proposed amount for a part as product of the proposed quantity and rate.
	If the “Invoice Category” is “Regular”, the system calculates and retrieves the proposed amount for the TCDs is based on the TCD computation and the matching type set in the purchase order.
	If a TCD is available in the line and the TCD computation has been made at the “Document Level” the system calculates the proposed amount using the formula “TCD on Accepted Amount” + “TCD Received Amount” – “Sum of TCD Billed Amount”.
	If the TCD computation has been made at the “Line Level” and the matching type is “4 way” the system calculates the proposed amount as the difference of the “TCD” on the accepted amount after inspection and the “TCD” on the total quantity invoiced till date.

Modify the following fields if required in the “Part/T/C/D Information” multiline:

Remarks

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

Enter the following fields in the “Part/T/C/D Information” multiline:

Cost Center	The code identifying the cost center to which the “Variance Account” has been mapped (Alphanumeric, 10). The cost center must have been 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 “Part/T/C/D Information” multiline:

Originating Point	The organization unit in which the reference documents have been created.
Part/T/C/D	Indicates whether its an “Part”, “PO Tax”, “PO Charge” or “PO Discount”.
T/C/D Computation	Indicates whether the tax, charge or discount has been calculated for the invoice at the “Document Level” or at the “Line Item Level”.
T/C/D on Line #	The tax, charge or discount that is applicable for a part available in a line.
PO Currency	The code identifying the currency in which the purchase order has been raised.
PO Pay Mode	The mode of payment defined in the purchase order.
Authorization Date	The date on which the purchase order was authorized.
Part/T/C/D Description	The description of the part, tax, charge or discount available in the line.
Rate Per	The number of pieces of the part purchased.
PO Type	Indicates the type of the purchase order.

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

Click the “Recompute” pushbutton to recalculate the total invoice amount after modifications have been made.

The system calculates and displays the proposed rate and amount for the part, total invoice amount and total proposed amount for the invoice.

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

Financial postings

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

If the item type is “Part”, “PO Tax” or “PO 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 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 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 based on the modified invoice.

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

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

Financial postings

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

If the part type is “Part”, “PO Tax” or “PO 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 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 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 based on the modifications made to the invoice.

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

Click the “Delete Invoice” pushbutton to delete the invoice.

The system updates the status of the invoice as “Deleted”. The system also 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 and discount details.

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.

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.

Modifying invoice details – An overview

You can modify the invoice information, supplier information and the payment information for the invoice. You can also modify the details of the parts, taxes, charges or discounts for which the invoice has been raised. The system recalculates the total invoice amount based on the modifications made.

The system saves the modified invoice details. The taxes, charges and discounts that are applicable for the parts that have been invoiced are calculated by the system subsequent to the modifications and saves along with the invoice details.

The system matches the invoiced quantity and amount based on the matching type set in the purchase order. If the matching succeeds the system updates the matching status as “Matched” and if the matching fails the system updates the matching status as “Auto Matched Failed”.

The system updates the status of the invoice as “Draft” if the applicable electronic payment details have not been updated. The system updates the status of the invoice as “Fresh” if the applicable electronic payment details have been updated. The system also stores the login ID of the user and the system date along with the modified invoice details.

This page also allows you to authorize the invoice. 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 delete the invoice if it is not required any longer. 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.