Holding / Releasing repair invoice

This page allows you to put service invoices on hold and also release held invoices. Tell me more

Select the “Hold/Release” link from the “Select Invoice” page.

The “Hold/Release 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”, “Exchange PO".
Status	The status of the invoice to be authorized which could be "Authorized", "Held Authorized", "Partly Paid" or "Held Partly Paid".
Invoice Date	The date on which the invoice was created.
Finance Book	The code identifying the finance book to which the transactions pertaining to this invoice are posted.

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 #	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.
Supplier Invoice #	The number identifying the invoice that has been sent by the supplier for payment.
Supplier Invoice Amount	The amount to be paid to the supplier as per the supplier invoice (Decimal).
Supplier Invoice Date	The date on which invoice has been raised by the supplier for payment.

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

Currency	The currency in which the payment has to be made to the supplier.
Exchange Rate	The exchange rate of the pay curency with respect to the base currency, if they are different. The system displays "1" if they are the same.
Payment Processing Point	The organization unit in which the payment is released.
Electronic Payment	A specification of whether payment can be made to the supplier through electronic pay modes.
Payment Method	The method in which payment is to be made to the supplier.
Payment Mode	The mode of making payments to the supplier.
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.
Anchor Date	The date from which the schedules for making payment starts.
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	The comments or observations pertaining to the invoice.

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.
Ref Doc Type	The type of the service order which could be “Repair Order”, “Exchange PO”.
Ordering Point	The organization unit where the service order has been raised.
Currency	The currency in which the payment is to be made as mentioned in the service order.
Pay Mode	The mode of payment that has been mentioned in the service order.
Expense Type	The type of the expense incurred in repairing the part, which could be "Material", "Labor", "Miscellaneous", "Tax", "Charges", or "Discount".

The system displays the following 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”.

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

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 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".
Stock Status	The sure defined stock status for the part / component.
Proposed Amount	The budgeted cost of repair for the part / component.
Invoice Quantity	The number of units of the part to be invoiced.
Invoice Amount	The cost of the part or the expense incurred at the document level.
BER Cost	The beyond economic repair cost of the part / component.
Salvage Value	(Material Cost + Labour Cost + Miscellaneous Cost ) – Salvage Value.

Enter the following fields:

Reason Code	Use the drop-down list box to select the code identifying the reason behind putting the invoice on hold. All the reason codes that have been defined for the transaction type “Supplier Repair Invoice”, will be available for selection. The system leaves the field blank by default on launch of the page.
Remarks for Hold	The comments pertaining to putting an invoice on hold (Alphanumeric, 100).

Click the “Hold Invoice” pushbutton to put the invoice on hold.

Note: Invoices in “Authorized”, “Requested” and “Partly Paid” statuses can only be put on hold.

The system saves the invoice details and puts the invoice on hold.

Status Update

Invoice in “Authorized” status is updated to “Held Authorized”.
Invoice in “Partly Paid” status is updated to “Held Partly Paid”.
Click the “Release Invoice” pushbutton to release the invoice in “Held” status.

Note: Invoices in “Held Authorized” and “Held Partly Paid” statuses can only be released.

The system saves the invoice details and releases the invoice from hold.

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 “Payment Schedule” link from the bottom of the page to view payment information 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.
Select the "Payment Information" link to view the payment details.

Holding / Releasing service invoice – An overview

Invoices in “Authorized”, “Partly Paid” statuses can be put on hold so that payment requests pertaining to the invoice can be withheld. You can also specify the reason behind putting the invoice on hold along with remarks. The statuses of the invoice would get updated to “Held Authorized” or “Held Partly Paid”.

Similarly, held invoices can be released in this page. Invoices in “Held Authorized” and “Held Partly Paid” statuses can be released so that their status revert back to “Authorized” or “Partly Paid”. The system saves the invoice details and also updates the login ID of the user and the system date along.

Prerequisites

“Reason Code” must have been defined in the “Reason Code” business component.