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This page allows you to create a service invoice. You can create three types of invoices. Tell me more
Select the “Create Invoice” link under the “Supplier Repair Invoice” business component.
The “Create Invoice” page appears.
Enter the following fields in the “Invoice Information” group box:
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Invoice # |
A unique number identifying the invoice that is created to record the service invoice raised by a service agency for the service of parts or components (Alphanumeric, 18). Mandatory. |
Note: This field should not be left blank when the numbering type has been selected as “Manual”.
On the other hand, if a numbering type is selected in the “Numbering Type” field, then the invoice number is generated with the corresponding prefix and suffix of the numbering type. This number is incremented from the last number available in the “Numbering Class” business component.
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Invoice Category |
Use the drop-down list box to select the type of invoice to be created. The system displays "Repair Order" and "Exchange PO". |
Note: The service order and the invoice type must be the same.
The system displays the following in the “Invoice Information” group box:
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Status |
The status of the invoice that is being created which could be “Draft”, “Fresh” or “Authorized”. The system displays the status when the “Create Invoice” or the “Create and Authorize” pushbutton is clicked. |
Note: The status of the invoice that you specify must be "Authorized", "Closed", or "BER Closed".
Enter the following fields in the “Invoice Information” group box:
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Invoice Date |
The date on which the invoice is created (Date Format). Mandatory. The value entered here must be less than or equal to the system date. The system date is defaulted on launch of the page. |
Note: The date entered here must be greater than the corresponding service order date.
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Finance Book |
Use the drop-down list box to select the code identifying the finance book to which the transactions pertaining to this invoice are posted. |
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Numbering Type |
Use the drop-down list box to select the numbering type used to automatically generate the invoice number. All the numbering types that have been defined for the transaction type “Supplier Repair Invoice” in the “Numbering Class” business component will be available for selection. The system displays the value that has been set as default in the “Numbering Class” business component on launch of the page. |
Enter the following fields in the “Supplier Information” group box:
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Supplier # |
The code identifying the supplier to whom the service of part / component has been outsourced (Alphanumeric, 16). Mandatory. The value entered here must have been defined in the Supplier master and must be either the supplier or the pay to supplier specified in the service order. |
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Press the <Enter> key. |
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The system retrieves and displays the supplier name, pay to supplier code, pay to supplier name, currency, payment method, pay mode, payment priority and pay term from the Supplier master in the respective fields. | |
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Help facility available |
Note: The supplier code entered in this field must be either the supplier or the pay to supplier specified in the service order.
The system retrieves and displays the following in the “Supplier Information” group box:
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Supplier Name |
The name of the supplier to whom the service of the part/component has been outsourced. |
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Pay To Supplier # |
The code identifying the supplier to whom the payment is to be made. |
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Supplier Name |
The name of the supplier to whom the payment is to be made. |
Note: If the Pay To Supplier information is not defined, the system displays the supplier information in place of Pay to Supplier information.
Enter the following fields in the “Supplier Information” group box:
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Supplier Invoice # |
The number identifying the invoice that has been sent by the supplier for payment (Alphanumeric, 18). Mandatory. |
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Supplier Invoice Amount |
The amount to be paid to the supplier as per the supplier invoice (Decimal). Mandatory. The value entered here must be greater than zero. |
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Supplier Invoice Date |
The date on which the invoice has been raised by the supplier for payment (Date Format). Mandatory. The value entered here must be less than or equal to the system date. |
Note: The date entered here must be greater than the service order date.
Enter the following fields in the “Payment Information” group box:
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Currency |
Use the drop-down list box to select the currency in which the payment has to be made to the supplier. All the currencies applicable for the supplier will be available for selection. The system displays the base currency by default on launch of the page. |
Note: On selecting a currency in this field, the system retrieves and displays the corresponding exchange rate from the “Exchange Rate” business component.
The exchange rate type for the exchange rates retrieved must have been specified in the “Exchange Rate Type for Liability creation” OU level parameter.
The system displays the following in the “Payment Information” group box:
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Exchange Rate |
The exchange rate of the pay currency with respect to the base currency, if they are different. The system displays “1” if they are the same. |
Enter the following fields in the “Payment Information” group box:
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Payment Processing Point |
Use the drop-down list box to select the organization unit in which the payment is released. All the organization units that have been mapped to the “Supplier Payment” business component will be available for selection. The system displays the first value by default on launch of the page. |
Note: This field should not be left blank if the “Payment Processing Point Mandatory” parameter has been set to “Yes” in the “Set Function Defaults” activity of this business component.
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Electronic Payment |
Use the drop-down list box to specify whether payment can be made to the supplier through electronic pay modes. You can select from “Yes” or “No”. The system displays “No” by default on launch of the page. |
Note: You can reset the above field to "No" from "Yes", however the reverse is not possible.
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Payment Method |
Use the drop-down list to select the method in which payment is to be made to the supplier. All the payment methods that have been defined for the login organization unit in the “Bank Cash Definition” business component will be available for selection, along with “Regular”. The system displays “Regular” by default on launch of the page. |
Note: If “Electronic Payment” field has been set to “Yes”, then all the electronic payment methods will be retrieved for selection from the “Bank Cash Definition” business component.
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Pay Mode |
Use the drop-down list to select the mode of making payments to the supplier. All the payment modes pertaining to the payment method selected in the “Payment Method” field will be retrieved from the “Bank Cash Definition” business component for selection. The system displays the default pay mode set in the “Bank Cash Definition” business component on launch of the page. |
Note: If “Electronic Payment” field has been set to “Yes”, then all the electronic payment modes will be retrieved for selection from the “Bank Cash Definition” business component.
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Payment Priority |
Use the drop-down list box to select the precedence of the payment. You can select from “High”, “Medium” or “Low”. The system displays “Medium” by default on launch of the page. |
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Pay Term |
The pay term applicable for the invoice (Alphanumeric, 15). Mandatory. The value entered here must have been defined in the “Pay Term” business component. |
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Press the <Enter> key. | |
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The system retrieves and displays the anchor date. | |
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Help facility available |
Note: The value entered in this field must be the same as the pay term specified in the service order if the “Modify Pay Term” field has been set to “No” at the OU level.
The payment schedule for the supplier is generated based on the pay term entered in this field.
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Anchor Date |
The date from which the schedules for making payment starts (Date Format). Mandatory. The system displays the invoice date by default on launch of the page. |
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Auto Adjust |
Use the drop-down list box to specify whether the invoice amount can be automatically adjusted against debit documents such as debit note, paid prepayment invoice etc. You can select from “Yes” or “No”. The system displays “No” by default on launch of the page. |
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Comments |
Any comments or observations pertaining to the invoice (Alphanumeric, 255). |
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Zoom facility available |
Enter the following field in the "Electronic Payment Information" group box:
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Payment Ref.ID |
The identification number of the payment reference note (Alphanumeric). |
Note: It is mandatory to specify Payment Reference ID, if you have selected "Yes" for Electronic Payment. If you have selected "No" in the Electronic Payment filed and, not set the Payment Mode to any electronic payment related value, the above list box does not display any values. Additionally, even if the electronic payment is "Yes" and the selected Payment Mode is not valid for electronic payment, the Payment Reference ID combo displays no values.
The system also displays the payment reference Ids associated with the defined Pay to Supplier in the above field, if available.
The system displays the following in the "Electronic Payment Information" group box:
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Pay Ref. Details |
The comments recorded for the specified Payment Reference ID in the Supplier Bank Information component. |
Enter the following field in the "Electronic Payment Information" group box:
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Payment Instructions |
Any guidelines for invoice payment relevant to the payment reference (Alphanumeric). |
Enter the following fields in the “Source Document Information” group box:
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Ref Doc No |
The number identifying the service order that has been raised on the supplier for repairing or servicing a part/component (Alphanumeric, 40). Mandatory. Help facility available. |
Click the “Get Details” pushbutton to retrieve the details of the service order.
The system retrieves and displays the following details from the “Repair Order” business component: ref doc type, expense type the service order currency, the service order pay mode and, the ordering point.
Note: The status of the service order must be “Authorized Closed” or “BER Closed”.
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RO Type |
The type of the repair order, which could be “Normal” or “Exchange with Repair”. |
Enter the following fields in the “Invoice Value Details" group box:
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Material Cost |
The amount of invoice charged under the billing head Material. |
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Labour Cost |
The amount of invoice charged under the billing head Labour. |
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Miscellaneous Cost |
The amount of invoice charged under the billing head Miscellaneous Cost. |
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Exchange Fee |
The amount charged by the supplier for the exchange of the part with another similar or dissimilar part. This field is relevant if the Invoice Category is “Exchange PO”. |
The system displays the following in the “Invoice Value Details" group box:
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BER Cost |
The beyond economic repair cost of the part / component. |
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Salvage Value |
The amount received from the sale proceeds of the part. |
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Basic Value |
(Material Cost + Labour Cost + Miscellaneous Cost ) – Salvage Value. |
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Tax |
The amount of tax charged in the invoice. |
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Charges |
The amount of other charges charged in the invoice. |
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Discount |
The amount of discount granted in the invoice. |
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Total Cost |
(Basic Value + Tax + Charges) - Discount |
The system displays the following in the Part Information multiline, on clicking the “Get Details” pushbutton:
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Receipt # |
The number identifying the repair service that has been raised against the service order for the part / component in the “Goods Receipt” business component. |
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Receipt Date |
The date on which the receipt against the service order was created. |
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Part # |
The number identifying the part repaired or serviced. |
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Part Description |
The name / description of the part. |
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Part Type |
The part type of the facility object. The system displays one of the following values. "Raw Material", "Component", "Expendable", "Tool", "Miscellaneous", "Consumables", and "Kit". |
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Facility Object # |
The number that identifies the facility object associated with the part. |
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Facility Type |
The type of the facility. It can be "Object Tool", "Equipment", or "Other". |
Modify the following in the “Part Information” multiline:
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Proposed Quantity |
The number of parts / components to be repaired/serviced. |
The system displays the following in the “Part Information” multiline:
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UOM |
The unit of measurement applicable for the part. |
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Stock Serial# |
The serial number of the part repaired or serviced. |
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Lot# |
The lot number of the part repaired or serviced. |
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Stock Status |
The user defined stock status of the part / component. |
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Proposed Amount |
This amount is equal to Total Material Cost, Total Labour Cost + Total Miscellaneous Cost and Exchange fee. |
Note: This field must not be left blank, if values are entered in the “Invoice Quantity” and “Invoice Rate” fields in the line.
Enter the following fields in the “Part Information" multiline:
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Invoice Quantity |
The number of units of the part to be invoiced (Integer). The value entered here must be greater than zero. |
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Invoice Amount |
The cost of the part or the expense incurred at the document level (Decimal). |
Note: Value entered in this field can be modified only if the corresponding quotation type is “Estimate” and tolerance has been set in the service order.
Also, the amount of modification should fall within the tolerance limit specified in the quotation.
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BER Cost |
The beyond economic repair cost of the part / component. |
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Salvage Value |
The amount received from the sale proceeds of the part. |
Click the “Recompute” pushbutton to calculate the total invoice amounts.
TCD Computation
The system calculates the TCD amount at the line level.
Compute Totals
The system calculates all the totals and displays them against the respective fields.
Click the “Create Invoice” pushbutton to create the invoice.
Note: If the invoice is created for a selected service order receipt, then ensure that all the expense types are selected for the service order receipt.
Computation
Net Repair Expense Variance Amount
If the invoice amount and the service order amount are not the same, then the difference between these two amounts is recorded as the Repair expense variance amount.
Net Exchange Variance Amount
When service order currency and the invoice currency are the same (non base currency) but the exchange rate recorded at the time of Repair Receipt is different from the invoice exchange rate, then the difference is recorded to be the Net Exchange Variance Amount.
If the service order currency and the invoice currency are not the same (non base currency), then the system calculates the difference in amounts with respect to the base currency, as the Net Exchange Variance Amount.
Rounding Off Amount
When the invoice amount is rounded off before posting, the difference between the invoice amount and the rounded invoice amount is saved as the Rounding Off Amount.
Account Postings
The system credits the total invoice amount to the Supplier Payable account.
If the expense type is “Discount” and the matching is 4-way, then the system credits the line amount to the Supplier Suspense Account.
If the expense type is not “Discount” and the matching is 4-way, then the system debits the line amount to the Supplier Suspense account.
If the Net Exchange Variance Amount is greater than zero, then the system credits the amount to the Net Exchange Variance Account. Otherwise, the amount is debited from the account.
If the Rounded Off Amount is greater than zero, then the system credits the Rounding Off Account. Otherwise, the amount is debited from the account.
If the matching is 4-way and the Net Repair Expense Variance Amount is greater than zero, then the system debits the Net Repair Expense Variance account. Otherwise, the amount is credited to the account.
Inter FB postings takes place when GR finance book is different from Invoice finance book.
Status Update
If the electronic payment option has been set to “Yes” and the electronic payment information is yet to be entered, then the system updates the status of the invoice to “Draft”.
If electronic payment is not applicable and a pay term for the supplier has been specified, then the system generates a default payment schedule and updates the status of the invoice to “Matched”.
Click the “Create and Authorize” pushbutton to create and authorize the service invoice.
Note: Only invoices in “Fresh” status alone can be authorized.
Execute Matching and Tolerance
4 way matching:
If the matching type specified in the service order is three way then the system compares the invoice amount against the GR amount for the accepted value.
Note: The system checks whether the invoice amount is between the minimum and the maximum invoice value.
Computation
Net Repair Expense Variance Amount
If the invoice amount and the service order amount are not the same, then the difference between these two amounts is recorded as the Repair expense variance amount.
Net Exchange Variance Amount
When service order currency and the invoice currency are the same (non base currency) but the exchange rate recorded at the time of Repair Receipt is different from the invoice exchange rate, then the difference is recorded to be the Net Exchange Variance Amount.
If the service order currency and the invoice currency are not the same (non base currency), then the system calculates the difference in amounts with respect to the base currency, as the Net Exchange Variance Amount.
Rounding Off Amount
When the invoice amount is rounded off before posting, the difference between the invoice amount and the rounded invoice amount is saved as the Rounding Off Amount.
Account Postings
The system credits the total invoice amount to the Supplier Payable account.
If the expense type is “Discount” and the matching is 4-way, then the system credits the line amount to the Supplier Suspense Account.
If the expense type is not “Discount” and the matching is 4-way, then the system debits the line amount to the Supplier Suspense account.
If the Net Exchange Variance Amount is greater than zero, then the system credits the amount to the Net Exchange Variance Account. Otherwise, the amount is debited from the account.
If the Rounded Off Amount is greater than zero, then the system credits the Rounding Off Account. Otherwise, the amount is debited from the account.
If the matching is 4-way and the Net Repair Expense Variance Amount is greater than zero, then the system debits the Net Repair Expense Variance account. Otherwise, the amount is credited to the account.
Inter FB postings takes place when GR finance book is different from Invoice finance book.
Status Updation
The system updates the status of the invoice to "Authorized".
The system displays the following:
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Created By |
The login ID of the user who created the service invoice. |
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Created Date |
The date on which the invoice was created. |
To proceed, carry out the following
Select the “T/C/D” link from the bottom of the page to enter the tax, charges and discount details.
Select the “Payment Schedule” link from the bottom of the page to enter payment schedule details.
Select the “Edit Invoice” link from the bottom of the page to modify invoice details.
Select the “Invoice Summary” link from the bottom of the page to view invoice summary.
Select the “Accounting Information” link from the bottom of the page to view account posting details.
Creating repair invoice – An overview
The three types of invoices that can be created are as follows:
1. Repair Order service – an invoice generated to pay the expenses incurred while servicing a part/component.
2. Exchange with Repair – an invoice generated to pay the exchange fee and estimated service cost when a serviceable part is sent out to the supplier and a serviceable part is received back on exchange.
You can automatically generate the invoice number using a numbering type or enter it manually. The supplier for whom the invoice is being recorded can be entered and based on the supplier details; the system retrieves the supplier name and the corresponding pay to supplier details.
The system also retrieves the payment information pertaining to the supplier like the payment method, pay mode, pay currency and the pay term. Based on the pay term a payment schedule is generated. The anchor date from which the schedules for making payment starts can also be specified along with the pay term details. Invoice can be recorded in the base currency or in a different currency, in which case, the corresponding exchange rate is applied. You can also specify whether electronic pay modes can be used to make payments. Electronic payment information can be captured only if the “Swiss Pay Mode Applicable” parameter has been set to “Yes”. A provision to specify whether the payment can be automatically adjusted against debit documents is also available.
This page also allows you to enter the details of the source document. You can enter the service order number and retrieve the type of service order, the corresponding quotation with the estimated cost, the repair order currency, the pay mode and the receipt details.
The system also retrieves the various expenses incurred on servicing the part like the material cost, labor cost and miscellaneous costs. These values cannot be modified when the quotation sent by the supplier is of the type “Firm”. But if the quotation type is “Estimate” then these costs can be modified within the tolerance limit. You can also calculate and classify these expenses under different heads like the material cost, labor cost, miscellaneous costs and other charges. You can also recompute the total invoice amount according to the modifications made.
Retrieving repair order details
Enter the supplier code.
Press the <Enter> key to retrieve the supplier name, the corresponding pay to supplier and the pay to supplier name and also the payment information.
You can set the precedence for the payment to the supplier.
Set the “Payment Priority” field to “High” if the payment is to be given highest precedence.
Set the “Payment Priority” field to “Medium” if the payment is to be considered as a normal payment.
Set the “Payment Priority” field to “Low” if the payment is to be given least precedence.
An invoice can be adjusted against debit documents when it is authorized. The debit documents can be picked up for adjustment automatically by the system or can be manually selected.
Set the “Auto Adjust” field to “Yes” if you want the system to pick and adjust the invoice against debit documents.
Set the “Auto Adjust” field to “No” if you want to manually select the debit documents against which the invoice must be adjusted.
Retrieving service order details
Enter the service order number.
Click the “Get Details” pushbutton to retrieve the service order details.
Retrieve the part/expense details from the service order.
Modify the details, wherever applicable.
Click the “Recompute” pushbuttons to compute the various totals and the invoice amount.
Mandatory
“Finance Book” must have been defined in the “Organization Setup” business component and must have been mapped to the login organization unit.
“Numbering Type” must have been defined in the “Numbering Class” business component.
“Supplier Code” must have been defined in the “Supplier” business component.
“Currency” must have been defined in the “Organization Setup” business component and must have been mapped to the supplier.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
“Repair Order” must have been created in the “Repair Order” business component.
For Non-BER closed service orders, GR should have been raised for the part / component.
“UOM” (Unit of Measurement) must have been defined in the “UOM Administration” business component.
Optional
“Swiss Pay Mode Applicable” parameter must have been set to “Yes” at the company level for electronic payments.