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This page allows you to create a prepayment invoice. Tell me more.
Select the “Create Invoice” link under the “Customer Prepayment Invoice” business component.
The “Create Invoice” page appears.
The system displays the following in the “Invoice Information” group box:
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Status |
The status of the invoice. It could be “Draft”, “Fresh” or “Authorized”. |
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Enter the following fields in the “Invoice Information” group box:
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Invoice # |
A unique number identifying the prepayment invoice (Alphanumeric, 18). This number is generated and displayed by the system, when the “Create Invoice” or the “Create and Authorize Invoice” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Numbering Class” business component. |
Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.
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Invoice Category |
The Invoice category combo is used to select the category based on which a prepayment invoice will be created. Use the drop-down list box to set the category to which the invoice must belong .The category can be either a “Direct Prepayment." or “Order Based Prepayment” . |
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The system displays “Order Based Prepayment” by default at the launch of the page. | |
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Invoice Date |
The date on which the prepayment invoice is being created (Date Format). Mandatory. The date entered in this field must be a valid one for an “Open” financial year. The system date is displayed by default on launch of the page. |
Note: The date entered in this field must be after the date on which the customer order was created and earlier than the system date . If a prepayment invoice is being created for multiple customer orders this date must be after the date of all the customer orders.
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Finance Book |
Use the drop-down list box to select the code identifying the finance book in which the posting is to be made. All the finance books that have been mapped to the login organization unit will be available for selection in the ascending order if postings can be made in multiple finance books. If postings can be made in a single finance book, the book that has been set as default in the “Set Function Defaults” activity of this business component will be displayed. |
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Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Prepayment Invoice” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component of Inventory Setup Component. |
Enter the following field in the “Customer Information” group box:
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Bill To Customer |
The code identifying the customer on whom the invoice must be raised (Alphanumeric, 16). Mandatory. This code must have been defined in the “Create Customer” activity of the “Customer” business component and must be in an “Active” status. The system retrieves the name of the customer, Bill to Customer code, Ship to Customer, Pay Tern for the customer Help facility available |
The system displays the following in the “Customer Information” group box:
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Bill To Customer Name |
The name identifying the bill to customer. |
Enter the following field in the “Customer Information” group box:
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Bill to Id. |
Use the drop-down list box to select the bill -to customer to whom the invoices are to be sent. The system retrieves the address ids of all the bill-to customer code. |
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Ship to Customer # |
Use the drop -down list to select the ship number of the customer. |
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The system displays the following in the "Payment Information" group box. |
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Ship to Customer Name |
The ship to customer name associated with the Ship to Customer # selected in ship to Customer # combo
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Draft |
Check the box to save the prepayment invoice in the “Draft” status. The system leaves this field unchecked by default on launch of the page. |
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Note: The box must be left unchecked if you want to authorize the prepayment invoice immediately on creation. |
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Ship to ID |
Use the drop-down list box to select the ship to ID for the selected ship to customer. |
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Currency |
Use the drop-down list box to select the code identifying the currency in which the prepayment invoice must be created. All the currencies that have been mapped to the ““Customer Receivable accounts” defined in the “Create Receivables Account Definition” activity of the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays the base currency of the company by default at the launch of the page if it has been mapped to a “Customer Receivable accounts”. |
The system displays the following.
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Exchange Rate |
The exchange rate of the transaction currency with respect to the base currency of the company if they are different. “1” (one) will be displayed if the transaction currency and the base currency are the same. |
Enter the following in the “Receipt Information” group box:
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Receipt Method |
Use the drop-down list box to select the receipt method that has been defined as a quick code. All the receipt methods that have been defined for the company will be available for selection. The system displays “Regular” by default at the launch of the page. |
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Pay Term |
The code identifying the pay term (Alphanumeric, 15). Mandatory. This pay term must have been defined in the “Create Pay Term” activity of the “Pay Term” business component and must be in “Active” status. |
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Help facility available | |
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Anchor Date |
The date from which the payment schedule of the invoice is calculated (Date Format). Mandatory. . The system date is displayed by default at the launch of the page. |
Note:: The anchor date must be later than the invoice date.
Enter the following field in the “Source Document & Invoice Value Details” group box:
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Ref. Doc # |
The identification number of the reference document associated with the invoice.. |
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Help facility available |
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Comments |
Any observations regarding the payment to be received for the prepayment invoice (Alphanumeric, 255). |
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Zoom facility available. |
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Basic Value |
The sum of “Materials”, “Resources” and “Other Charges”. |
The system displays the following, if the “Auto Default TCD from Order” is set to “Yes” in the Set function Defaults activity.
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Total Text |
The sum total of Order Level and Invoice Level tax. |
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Total Charges |
The sum total of Order Level and Invoice Level charges. |
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Total Discount |
The sum total of Order Level and Invoice Level discount. |
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Total Value |
The sum total of Basic Value, Tax payable and Charges minus Discounts where tax payable does not include With-holding taxes and zero sum game taxes. |
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With-holding Tax |
A type of tax that is deducted at source. |
Note: Invoice level With-holding tax is displayed in ”With-holding tax”. Invoice level taxes other than With-holding tax and Customer Order level taxes are displayed in “Tax”. This filed is applicable only if the statutory tax accounting & computation is applicable for the company.
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Value Net of Tax |
Total value minus With-holding tax, which is the invoice amount. |
Note: If value is set in the “Company Parameter Setup” business component as “Actuals” then actual tax amount is displayed without rounding off. If value is set as “Ceiling”, “Floor” or “Nearest” then actual tax amount is rounded off and displayed.
Enter the following field in the “Default Tax Keys” group box:
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On Material |
Use the drop-down list box to select the key identifying the Tax code & Variant to be applied on the Material value. The system leaves this field blank if no value is specified in the “Bill to Customer #” field |
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On Resource |
Use the drop-down list box to select the key identifying the Tax code & Variant to be applied on the Resources value The system leaves this field blank if no value is specified in the “Bill to Customer #” field. |
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On Document |
Use the drop-down list box to select the key identifying the Tax code & Variant to be applied on the Resources value. The system leaves this field blank if no value is specified in the “Bill to Customer #” field. |
Note: In “On Material“ and “On Resources” drop-down list boxes, the system lists all the active “Exclusive” tax keys that are percentage based and applicable on Basic value of Sales Transactions, if the Invoice Category is “Order Based Prepayment” and Customer # is in Active status. If the Invoice Category is Direct prepayment ‘On Material ‘ and ‘On Resources’ list boxes will be blank.
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Tax Exclusive |
The total amount that does not include the tax charges. The system leaves this field checked by default on launch of the page. |
Enter the following in the “Order Details” multiline:
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Ref. Doc # |
The identification number of the reference document associated with the invoice.. |
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Help facility available |
Note: The reference document details are required only if invoice category is Direct Prepayment.
The system displays the following.
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Ref Doc Type |
The type of the reference document, such as Order. |
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Amendment # |
The identification number of the last amendment to the reference document. |
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Ref Doc Currency |
The currency quoted in the reference document.. |
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Ref Doc Value |
The Customer Order Value or the amount quoted in the reference document |
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Already Invoiced |
The part of the Ref Doc Value for which invoice was already created. |
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Net Order Value |
The remainder of the Ref. Doc Value after adjusting the Already Invoiced Value, (if any.) |
Enter the following in the "Order Details” multiline.
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Advance Percentage |
The percentage of the Ref Doc Value that becomes payable as advance in order to create a prepayment invoice. |
Note: If the invoice category is Order based Prepayment, the advance % must be greater than Zero and less than or equal to 100%.
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Material |
The amount of advance apportioned to material cost.. |
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Resources |
The amount of advance apportioned to resources / human skills cost. |
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Other Charges |
The amount of advance apportioned to other charges.. |
The system displays the following in the “Order Details” multiline:
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Total Advance. |
The amount of advance in order currency. This value is equal to Materials + Resources + Other Charges. |
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Total Advance (Invoice Currency) |
This value is equal to Total Advance * Exchange Rate. |
Select the box for the record for which you want to compute the invoice amount.
Click the “Compute” pushbutton to calculate the total invoice amount.
Note: If “Apply invoice level TCDs for order based docs. On” field in “Set Parameters – Receivable” of “OU Parameter Setup” business component is set as “Basic Value” then invoice level TCD computation will be based on basic value on invoice, else computation will be based on basic value along with Order level taxes, Charges and Discount.
The system calculates and displays the total prepayment invoice amount as the sum of the amounts in the multiline.
Click the “Create Invoice” pushbutton to create a prepayment invoice.
The system performs the following on creation of the invoice:
If the tax nature is “Payables” or “With-holding tax”, then the system updates the account-wise data for the financial postings in “Finance Book Processing” business component.
If the tax nature is “Zero sum game”, then the system credits/debits the account details in the “Account Rule Definition” business component.
Note: Account Posting will not be performed if the TCD amount is “0” for the TCD type “Tax”.
The system generates a unique number identifying the prepayment invoice if you have not opted for the “Manual” numbering type.
Click the “Create and Authorize Invoice” pushbutton to save as well as authorize the prepayment invoice, at the same time.
Click the “Print” pushbutton for a hard copy of the invoice
Status Update
The system updates the status of the invoice as “Draft” if the “Draft” field is checked.
The system updates the status of the invoice as “Fresh”.
Financial Details
The system saves the invoice details in the transaction currency, base currency and the parallel base currency of the company.
T/C/D Details
The system calculates the tax, charge and discount applicable for the items.
Payment Schedule
The system generates a payment schedule based on the pay term defined for the invoice.
Click the “Create and Authorize Invoice” pushbutton to create and authorize a prepayment invoice.
The system generates a unique number identifying the prepayment invoice if you have not opted for the “Manual” numbering type.
Status Update
On execution of Create and Authorize The system updates the status of the invoice as “Authorized”. On execution of Create the system updates the status of invoice as ‘Fresh’. The Status updation will be ‘Draft’ irrespective of task executed if draft check box is checked.
Financial Details
The system saves the invoice details in the transaction currency, base currency and the parallel base currency of the company.
T/C/D Details
The system calculates the tax, charge and discount applicable for the items.
Payment Schedule
The system generates a payment schedule based on the pay term defined for the invoice.
To proceed, carry out the following
Select the “Edit Invoice” link at the bottom of the page to modify the details of the newly created prepayment invoice.
Select the “T/C/D” link at the bottom of the page to modify the tax, charge and discount details of the invoice.
Select the “Payment Schedule” link at the bottom of the page to modify the payment schedule generated for the invoice.
Select the “Accounting Information” link at the bottom of the page to view the account posting details of the invoice.
Select the “Invoice Summary” link at the bottom of the page to view the details of the invoice.
Select the “View Customer Order" link to see the details of the customer order.
Creating prepayment invoice - An overview
You can also modify the details of an invoice in this status. If you do not want to retrieve the invoice for authorization you can also save the invoice in the “Draft” status. The system calculates the tax, charge, discount applicable for the item based on the newly created invoice. The system also generates a payment schedule for the invoice.
This page also allows you to authorize the prepayment invoice during the creation process. The system updates the status of the invoice as “Authorized”. The details of a prepayment invoice in this status cannot be modified. The system also updates the login ID of the user and the system date along with the newly created invoice details.
Mandatory
“Finance Book” must have been defined in the “Organization Setup” business component.
“Currency” must have been defined in the “Organization Setup” business component.
“Currencies” must have been mapped to the “Customer Receivable accounts” in the “Account Rule Definition” business component.
“Numbering Type” must have been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component in Inventory Setup BPC.
“Customer Codes” must have been defined in the “Customer” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Receipt Method” must have been defined in the “Quick Code Definition” business component.
“Item” must have been defined in the “Item Administration” business component.
“TCD” must have been defined in the “Taxes / Charges / Discount” business component.
At least one sale/Customer order must have been defined in the “Create Customer Order” activity of the “Customer Order” component of Sales Management BPC.
“Set Function Defaults” activity available in this business component must be completed.
Optional
“Pay Modes Applicable” must be set to “Yes” and “Swiss” or “German” in the “Set Common Parameters” activity of the “Installation Parameter Setup” business component to accept electronic payments.
Calculate total invoice amount
You can categorize the prepayment invoice as an “Order Based” prepayment invoice and a “Direct Prepayment” invoice. The order based prepayment invoice would have one or multiple sale orders references. The direct prepayment invoice would not have a sale order reference.
Set the “Invoice Category” field to “Order Based Prepayment” if you want to create a prepayment invoice based on a sale order.
Set the “Invoice Category” field to “Direct Prepayment” if you want to create a prepayment invoice without a sale order reference.
You can save the invoice in the “Draft” status if you want to modify the invoice. You can also save the invoice if you do not want to retrieve it for authorization.
Check the box beside the “Draft” field if you want to save the invoice in the “Draft” status.
You can retrieve the details of the items available in the sale order and modify them.
Enter the sale order number in the “Sale Order #” field.
Check the box in the “Select” column of the multiline to mark multiple sale orders for which you want to retrieve the details.
Click the “Get Item Details” pushbutton to retrieve the details of the items available in the sale order.
Calculate total invoice amount
You can calculate the total prepayment invoice.
Click the “Compute” pushbutton to calculate the total invoice amount.
The system calculates the amount as the sum total of all the amounts in the amount column.
You can authorize the prepayment invoice during the creating process. You cannot modify the details of the invoice after authorization.
Click the “Create and Authorize Invoice” pushbutton to authorize the prepayment invoice.
The system updates the status of the invoice as “Authorized”.