Create Service Invoice – A summary of the activity

In Aviation industries, the components/parts that are used for running the aircraft are subject to scheduled and unscheduled maintenance. The various steps involved in sending a part/component for service and getting it back are:

• A repair order is raised on the service Agency specifying the details of the part/component to be serviced.

• The part is issued for service against the service order.

• Quotation from the service agency is received with the details of cost involved for completing the service / maintenance.

• An acknowledgement is sent on acceptance of the cost specified in the quotation, followed by the authorization of the service order.

• The serviced part is received.

• The invoice from the Supplier for the service cost is received.

• An invoice is raised to make the payment to the supplier.

• Payment is made to the Supplier.

This activity allows you to record a service invoice received from a service agency for the service / maintenance carried out on part / component. While creating the invoice, the service order and the invoice received from the Supplier for payment, are used as reference documents. 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.

This activity also allows you to enter tax, charges and discounts details both at the line level and at the document level. Based on the TCD details, the system recalculates the invoice amount. Also, the payment to be made to the supplier can be adjusted against debit documents. This activity facilitates selection of debit documents against which the invoice is to be adjusted. After adjustments are made and the invoice is authorized, the details are picked up by the “Supplier Payment: business component for raising the payment vouchers.

During invoice creation, the pay term associated with a supplier can be specified. Based on this pay term the system generates a default payment schedule. Any changes to this default payment schedule can be done in the “Payment Schedule” page of this activity.

This activity also allows you to view the consolidated details of the service invoice with the payment and the adjustment details. You can also view the financial entries posted to various accounts. In this activity, you can also record your observations pertaining to the service invoice and attach it as a note. The system attaches the note to the invoice the first time it is created and updates the changes done to it thereafter.

Getting familiar with the pages inside

What you can do in this activity

Categorize service invoice

Automatic generation of invoice number

Create and authorize a repair invoice

Categorize repair invoice

You can create three types of service invoices based on the nature of service order raised on the part: “Repair Order” and “Exchange with Repair”.

• Go to “Create Invoice” page.

• Specify the invoice category to be one of: “Repair Order" or “Exchange with Repair”.

• Create the invoice.

The system creates the invoice in “Draft” or “Matched” status.

Automatic generation of invoice number

You can automatically generate the service invoice number based on the numbering type defined for the transaction type “Supplier Repair Invoice”.

• Go to “Create Invoice” page.

• Select the “Numbering Type”.

• Generate the invoice number.

Create and authorize a service invoice

You can authorize a newly created service invoice that is in “Fresh” status. 

• Go to “Create Invoice” page.

• Enter the invoice information.

• Authorize the invoice.

The system updates the status of the invoice to “Authorized” and any further changes to the invoice cannot be made.