Modifying delivery charges invoice details

This page allows you to modify a delivery charges 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:

Invoice Category	The category of the delivery charges invoice. which could be Way Bill Based or Ref. Doc. Based.
Status	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.

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.

Company Address Id

The code identifying the company address at which the invoice is created.

Help facility available.

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

Company Address

The company address at which the invoice is created.

Enter the following fields in the “Invoice Information” group box:

Document Category

Use the drop-down list box to specify the category of the delivery charge invoice.

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

Allocation Status

The allocation status of the delivery charges invoice.

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

Supplier #	The code identifying the supplier.
Supplier Name	The name of the supplier.
Address ID	The code identifying the supplier address. Help facility available.
Pay To Supplier #	The code identifying the supplier to whom the payment must be made. If no pay to supplier exists for the supplier, the system set the pay to supplier # to the supplier #.
Pay To Supplier Name	The name identifying the supplier to whom the payment must be made. If no pay to supplier exists for the supplier, the system set the pay to supplier name to the supplier name.
Supplier Address	The address details 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 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 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. The system displays “Regular” by default on launch of the page.

Payment Mode

Use the drop-down list box to select the mode in which the payment has to be made to the supplier. The drop-down list box displays: Cash, Check, Credit Card, Demand Draft, Direct Debit, and Others.

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.

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).
Hold Pay	Use the drop-down list box to specify whether the payment is to be on hold. The system lists the values “Yes” and “No” along with a blank value. The system defaults the value based on the parameter ‘Default Hold Pay in DC Invoice with’ set under Parameter Level 'OU Level', Business Process 'Payable Management' and Category 'Delivery Charges Invoice' in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

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.

Way Bill #

A number identifying the document sent by the carrier along with the consignment delivered to the receipt location. It could have details like package type, weight, carrier details and vehicle number.

Note: This field is available only if Invoice Category is ‘Way Bill Based’.

Ref. Doc. # Avbl.?	Indicates whether the reference document # for the Shipping Note or Advanced Shipping Note or Goods Receipt /Repair Receipt or Loan Rental Receipt is available or not.
Ref. Type	The reference document type which could be “Shipping Note” or “Advanced Shipping Note” or “Goods Receipt” / “Repair Receipt” or “Loan Rental Receipt”.
Ref Doc #	The unique number identifying the goods receipt note based on which the invoice has been created. Note: This field is available only if Invoice Category is ‘Way Bill Based’.

Order #	The number identifying the purchase order based on which the goods receipt note and the invoice has been created.
Ref. Cost	The Freight Cost as per the Shipping Note or Advance Shipping Note, by converting the same into the DC Invoice Currency, using the exchange rate as of the Invoice date between the Freight Cost Currency and the Invoice Currency, for the exchange rate type set for Supplier Liability.
Add Ref. Doc #	The number identifying the additional reference document. In case of Shipping Note, the system displays the Ref. Document # of the Shipping Note. In case of Advance Shipping Note, the system displays the Goods Inward # if available.
Customer Order #	The number identifying the customer order from the Advance Shipping note or Shipping Note.
Tax Key	The unique code identifying the combination of tax # and tax variant #.
Carrier Code	The Carrier code as in the “Shipping Note”/ “Advance Shipping Note”.
Supplier #	The number identifying the supplier.
Supplier	Name The name of the supplier.
Customer #	The number identifying the customer.
Customer Name	The name of the customer.
Deletion Remarks	The remarks pertaining to the deletion of the delivery charges invoice.
Charge Option	Indicates the type of TCD which could be Order-Notional, Payable, or Direct. More Details
Way Bill # - GR	The Way Bill number available in the goods receipt/repair receipt.
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 “Payment 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.

Note: Do not specify any cost center, if Invoice Category is Order Based.

Help facility available

Analysis #

The analysis code to which the “Variance Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).

Data entry in this field is Mandatory if analysis information is applicable for the given account code.

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).

Data entry in this field is Mandatory if analysis information is applicable for the given account code.

Help facility available

Note: Ensure that a valid Analysis-Subanalysis # is entered in the multiline if the analysis information is applicable for the given account code.

Expense Classification	The classification of the expense incurred by the invoice. Ensure that the value specified in this field is a valid and active quick code as defined for the entity “Expense Classification” in the “Create Quick Codes” activity of the “Quick Codes” business component. Help facility available
The system displays the following in the “Delivery Charges Information” multiline:
Ref. Doc. Line #	The reference number indicating the line number in the GR.
Part #	The number identifying the part in the delivery charges invoice.

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.
User Defined Detail – 1	Any user defined detail for the delivery charges.
User Defined Detail – 2	Any user defined detail for the delivery charges.
User Defined Detail – 3	Any user defined detail for the delivery charges.

Check the box in 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

4 The system updates the status of the invoice as “Fresh”

If VAT or electronic payment is not applicable,
If the applicable VAT has been calculated and
If the applicable electronic payment has been updated.

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.

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

Payment Schedule

The system generates a payment schedule based on the modified invoice.

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.

Payment Schedule for electronic payment

The system generates a payment schedule saves the bank details 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 the “Last Modified Date” fields.

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

The system deletes the invoice and 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 the “Last Modified Date” fields.

Click the "Print" pushbutton to print the invoice.

The system prints the details of the invoice.

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 “Create Adjustment” link at the bottom of the page to select the documents against which the invoice must be adjusted.

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 details.

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 that must be made.
Select the “T/C/D” link at the bottom of the page to add/modify the taxes, charges and discounts as applicable on the delivery charges.

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.

Select the “Attach Notes” link at the bottom of the page to record your observations regarding the invoice.
Select the “View Purchase Order” link at the bottom of the page to view the purchase order information.
Select the “View Repair Order” link at the bottom of the page to view the repair order information.
Select the “View Release Order” link to at the bottom of the page to know about the release slip associated with the invoice.
Select the “Upload Documents” link at the bottom of the page to upload the documents for the invoice.
Select the “View Associated Doc. Attachments” link at the bottom of the page to view the associated documents for the invoice.

Modifying delivery charges invoice details – An overview

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 ot 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 authorize the invoice while saving the modifications that have been made. 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 an invoice. You can delete an invoice that is no longer needed. 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.