Authorizing repair invoice

This page allows you to authorize a service invoice. Tell me more

Select the “Authorize Invoice” link from the “Select Invoice” page.

The “Authorize Invoice” page appears.

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

Invoice #	The number identifying the service invoice to be authorized.
Invoice Category	The type of invoice, which could be “Repair Order”, or “Exchange PO”.
Status	The status of the invoice to be authorized, which must be “Fresh”.

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

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.
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.
	If the “Allow multiple Finance Book Postings” parameter at the OU level has been set to “Yes”, in the "Set Function Defaults" activity of this business component, then all the finance books that have been mapped to the login organization unit will be available for selection.
	If the “Allow multiple Finance Book Postings” parameter at the OU level has been set to “No”, then the finance book that has been set as default in the “Set Function Defaults” activity of this business component will be available for selection.

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

Supplier #	The code identifying the supplier to whom the part/component has been outsourced.
Supplier Name	The name of the supplier to whom the part/component has been outsourced.
Pay To Supplier Code	The code identifying the supplier to whom the payment is to be made.
Supplier Name	The name of the supplier to whom the payment is to be made.

Modify the following fields in the “Supplier Information” group box:

Supplier Invoice #	The number identifying the invoice that has been sent by the supplier for payment (Alphanumeric, 18). Mandatory.
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.
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 repair order date.

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

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 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:

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.

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

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.

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.

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”.

Note: You can reset the above field to "No" from "Yes", however the reverse is not possible.

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”.

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.

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.

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.

Payment Priority	Use the drop-down list box to select the precedence of the payment. You can select from “High”, “Medium” or “Low”.
Pay Term	The pay term associated with the supplier (Alphanumeric, 15). Mandatory. The value entered here must have been defined in the “Pay Term” business component.
	Press the <Enter> key.
	The system retrieves and displays the anchor date.
	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.

Anchor Date	The date from which the schedules for making payment starts (Date Format). Mandatory.
Auto Adjust	Use the drop-down list box to specify whether the payment amount can be automatically adjusted against debit documents. You can select from “Yes” or “No”.
Comments	Any comments or observations pertaining to the invoice (Alphanumeric, 255).
	Zoom facility available

Enter the following field in the "Electronic Payment Information" group box:

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:

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:

Payment Instructions

Any guidelines for invoice payment relevant to the payment reference (Alphanumeric).

The system displays the following in the "Source Document Information" group box:

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.

Ref Doc Type

The type of the service order, which could be “Normal" or “Exchange with Repair”.

Note: The service order type displayed here must be the same as the value selected in the “Invoice Category”.

Originating Point	The organization unit where the receipt has been raised.
Currency	The currency in which the service order has been raised.
Pay Mode	The mode of payment that has been mentioned in the service order.
Ordering Point	The organization unit where the service order has been raised.
The system displays the following in the "Part Information" multiline:
Receipt #	The number identifying the receipt that has been raised against the service order in the “Goods Receipt” business component.
Receipt Date	The date on which the receipt against the service order was created.

Originating Point

The organization unit where the receipt has been raised.

Currency

The currency in which the repair order has been raised.

Pay Mode

The mode of payment that has been mentioned in the repair order.

Ordering Point

The organization unit where the repair order has been raised.

Enter the following fields in the “Invoice Value Details" group box:

Material Cost	The amount of invoice charged under the billing head Material.
Labour Cost	The amount of invoice charged under the billing head Labour.
Miscellaneous Cost	The amount of invoice charged under the billing head Miscellaneous Cost.
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:

BER Cost	The beyond economic repair cost of the part / component.
Salvage Value	The amount received from the sale proceeds of the part.
Basic Value	(Material Cost + Labour Cost + Miscellaneous Cost ) – Salvage Value.
Tax	The amount of tax charged in the invoice.
Charges	The amount of other charges charged in the invoice.
Discount	The amount of discount granted in the invoice.
Total Cost	(Basic Value + Tax + Charges) - Discount

The system displays the following fields in the “Part Information” multiline:

Receipt #

The number identifying the receipt that has been raised against the service / repair order in the “Goods Receipt” business component.

Receipt Date

The date on which the receipt against the repair order was created.

Part#

The code identifying the part to be repaired or serviced.

Part Description

The name / description of part to be repaired or serviced.

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".

Facility Object

The number that identifies the facility object associated with the part.

Facility Type

The type of the facility object. It can be "Tool", "Equipment", or "Other".

Modify the following fields in the “Part Information” multiline:

Proposed Quantity

The system displays the following in the "Part Information" multiline:

UOM	The unit of measurement in which the part is purchased. The unit of measurement must have been defined in the “UOM Administration” business component and must be in “Active” status.
Serial#	The serial number of the part repaired or serviced.
Lot#	The lot number of the part repaired or serviced.
Stock Status	The status of the stock. It can be
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 Amount” fields in the line.

Invoice Quantity

The number of units of the part to be invoiced (Integer). The value entered here must be greater than zero.

Invoice Amount

The cost of the part or the expense incurred at the document level (Decimal). If a part number is entered in the line then this value will be the product of the invoice rate and invoice quantity. If an expense is considered then the value must be entered directly.

Note: Value entered in this field can be modified only if the corresponding quotation type is "Estimate". Also, the amount of modification should fall within the tolerance limit specified in the order.

The system displays the following in the “Part Information” multiline:

Expense Type	The type of expense incurred in repairing the part, which could be “Material”, “Labor”, “Miscellaneous”, “Tax”, “Charges” or “Discount”.
T/C/D Computation	A specification of whether tax, charge or discount is computed in the line.
T/C/D On Line #	The line number of the part/component whose tax, charge or discount is being calculated.

Click the “Recompute” pushbutton to recomputed the invoice totals based on the modified details.

Click the “Edit Invoice” to modify the invoice details.

Note: For a selected service order receipt, 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 repair 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 repair 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 repair 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”. This is applicable especially for ESR invoices as ESR reference is to be captured in the “Payment Information” page.
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 “Fresh”.

Click the “Edit And Authorize” to modify the invoice details and authorize it.

Note: Invoice in “Fresh” status alone can be authorized.

Execute Matching and Tolerance

4 way matching:

If the matching type specified in the service order is four 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.

The system saves the matching data along with the variance amount.

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 repair 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

The system updates the status of the invoice to “Authorized”.
Click the “Return Invoice” to delete the invoice.

The system returns the invoice and updates the status of the invoice to “Returned”.

Click the “Print Invoice” to print the invoice details.

The system prints the details of the invoice, along with the TCD and VAT details from the respective pages.

The system displays the following:

Created By	The login ID of the user who created the service invoice.
Created Date	The date on which the service invoice was created.
Modified By	The user who modified the service invoice last.
Modified Date	The date on which the service invoice was last modified.

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 information.
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.

Authorizing repair invoice – An overview

During authorization, you can modify all the details of the invoice except the details of the supplier to whom the payment is to be made and the source document details. The system saves the modifications made and retains the status of the invoice as “Fresh”. Upon authorization the system updates the status of the invoice to “Authorized” any further changes to the invoice cannot be made.

When mistakes are found in the invoice created, then before authorization, the invoice can be returned for modification. The system returns the invoice and updates the status of the invoice to “Returned”. A returned invoice can be modified in the “Edit Invoice” activity of this business component and can be once again sent for authorization. The system also updates the login ID of the user and the system date along with the authorization details.

What you can do in this page

Modifying payment priority

Indicate mode of adjustment

Compute invoice amount

Return invoice

Modifying payment priority

You can modify the precedence that has been set for the payment.

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.

Indicate mode of adjustment

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.

Compute invoice amount

Modify the details, wherever applicable.
Click the “Recompute” pushbuttons to compute the various totals and the invoice amount.

Return invoice

Click the “Return” pushbutton to return the invoice.

The system updates the status of the invoice to “Returned”.