Maintain Invoice - A summary of the activity

This activity dwells on the Supplier Order Based Invoice business component and its activity Maintain Invoice.

This activity allows you to create, modify and authorize order-based supplier invoices on a purchase order, exchange PO, repair order and loan order based on the Invoice category chosen in the invoice.

In addition, you can retrieve invoice level details like tax, charges and discount information. The currency used for invoicing can be different from the currency used in the order document. 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 for which you want to retrieve details have 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. The system retrieves all the invoices based on the search criteria entered.

Maintaining Purchase Order / Exchange Purchase Order Invoice

PO / Exchange PO acts as an agreement with supplier for procurement of materials as per requirement. Purchase orders are created for the procurement of parts. It is the base document for Goods Receipt processing, invoicing verification and subsequent process for the payment processing.

This activity allows you to record a purchase invoice or an exchange PO. The PO can be raised based on a purchase request, quotation, or a purchase order on hand, or without any reference to a purchase request.

You can modify an invoice that has not been authorized. The system saves the modifications made. The invoice can also be authorized or deleted in the same page. This activity also allows you to add or modify tax, charges and discounts details both at the line level and at the document level.

 An invoice in “Fresh” status can be authorized in this activity. The details of the retrieved invoice can be modified and the system saves the modifications made. The invoice can be authorized, returned  in the same page.

This activity also allows you to enter tax, charges and discounts details at the document level. Based on the TCD details, the system recalculates the invoice amount.

Maintaining Repair Order Invoice

In Aviation industries, the components/parts that are used for running the aircraft are subject to scheduled and unscheduled maintenance for which repair invoice can be raised.

This activity also allows you to record a service invoice received from a Repair agency for the service/maintenance carried out on part / component. Based on the service order, the amounts for expenses incurred on servicing the part/component are retrieved. Depending on whether the quotation type is “Firm” or “Estimate” these retrieved values are manipulated and the total invoice amount is calculated.

You can record information for invoicing like Exchange fee, Repair Cost, BER Cost and Salvage Value at entity-level.

Maintaining Loan Order Invoice

The loan order is a document created to loan a part into the operator’s inventory. The operator may decide to loan a part only after a review of the stock across locations and a review of the stock of substitutes/alternates. The loan charges are specified as per the calendar period of the loan in most cases, though in some cases it might depend on the usage. After the usage, the loaned part is returned.

This activity also allows you to record charges levied on the part or component loaned. Based on the loan order, the charges on loaning a part / component are retrieved.

This activity allows you to authorize the loan order. The appropriate authority must authorize a loan order before a loaned part can be received. You can authorize loan orders that are in the “Fresh” or “Under Authorization" status.

Matching of Invoice

Invoice matching is the comparison of the quantity and the values of goods available at different points in time during the procurement process. The quantity ordered, the quantity received or the quantity accepted is matched with the quantity invoiced, to ensure that payment is made for the proper quantity and value of items. This activity also allows you to match the invoice based on the matching  type specified in the Orders. The various matching types available are, “Four way at GR” and “Two way ”

Matching for Purchase Order / Exchange Purchase Order Type of Invoice

This activity allows you to match the invoice through 4 – way Matching at the time of creating or authorizing the invoice. In this type of matching, the invoiced quantity and value are matched with the accepted quantity and value. This type of matching is used when inspection of goods is required before making the payment. This type of matching can be further classified as:

• 4 – way Matching at PO Level – where the invoice tolerance is checked at the total purchase order quantity and amount and not on the individual goods receipt, inspected quantity and amount.

• 4 – way Matching at GR Level – where the tolerance is checked with the individual goods receipt, inspected quantity and amount and not on the total purchase order quantity and amount.

Also,  provision to correct the accounting usage chosen in the purchase order has been added.

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