Selecting invoice for authorization
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This page allows you to search and select a prepayment invoice for authorization. Tell me more.
Select the “Authorize Invoice” link under the “Customer Prepayment Invoice” business component.
The “Select Invoice” page appears.
Enter the following field if you are aware of the number identifying the invoice that you want to authorize:
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Invoice No. |
The number identifying the prepayment invoice that you want to authorize (Alphanumeric, 18). |
Select the “Authorize Invoice” link provided in the page for authorizing the invoice.
Enter the following fields in the “Search Criteria” group box to search for the prepayment invoice that you want to authorize. Data entry in the following fields is optional.
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Ref Doc # From |
The starting number in the range of reference document numbers that may be associated with the invoice you want to authorize. You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that are similar to the value entered here. |
Note: The value entered in this field must be the same or lesser than the value entered in the “To” field.
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To |
The ending number in the range in the range of reference document numbers that may be associated with the invoice you want to authorize. You can enter the number in full or |
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specify it partially using the “*” character. The system retrieves and displays all the invoices that are similar to the value entered here. |
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FB |
Use the drop-down list box to select the code identifying the finance book in which the invoice posting has been 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 will be displayed. |
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Invoice # From |
The starting number in the range of numbers identifying the invoice that you want to authorize. (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that are similar to the value entered here. |
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Note: The value entered in this field must be the same or lesser than the value entered in the “To” field. |
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To |
The ending number in the range of numbers identifying the invoice that you want to authorize. (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that are similar to the value entered here. |
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Invoice Category |
Use the drop-down list box to select the category of the invoice that you want to authorize. |
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Invoice Date From |
The starting date in the range of dates during which the invoice that you want to authorize was created (Date Format). The system date is displayed by default at the launch of the page. |
Note: The value entered in this field must be the same or lesser than the value entered in the “To” field.
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To |
The ending date in the range of dates during which the invoice that you want to authorize has been created (Date Format). The system date is displayed by default at the launch of the page. |
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Status |
Use the drop-down list box to select the status of the invoice that you want to authorize. You can select from “Draft”, “Fresh”, “Returned” or “All”. The system displays “All” by default at the launch of the page. |
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Total Invoice Amount From |
The starting amount in the range of amounts for which the invoice that you want to authorize was created (Decimal). The value entered in this field must be greater than zero. |
Note: The amount entered in this field must be the same or lesser than the amount entered in the “To” field.
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To |
The ending amount in the range of amounts for which the invoice that you want to authorize has been created (Decimal). The value entered in this field must be greater than zero. |
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Currency |
Use the drop-down list box to select the code identifying the currency in which the invoice that you want to authorize has been 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 “All” by default at the launch of the page. |
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Bill To Customer Code From |
The starting code in the range of codes identifying the customer on whom the invoice that you want to authorize has been raised (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the codes identifying the bill to customers similar to the value entered here. |
Note: The value entered in this field must be the same or lesser than the value entered in the “To” field.
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To |
The ending code in the range of codes identifying the customer on whom the invoice that you want to authorize has been raised (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the invoices that have been created for the codes identifying the bill to customers similar to the value entered here. |
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User ID |
The login ID of the user who created the prepayment invoice that you want to authorize (Alphanumeric, 30). The system displays the login ID of the user by default on launch of the page. |
Click the “Search” pushbutton to retrieve the search results.
The system retrieves and displays the following in the “Search Results” multiline based on the search criteria entered:
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Ref Doc # |
The identification number of the reference document associated with the invoice. |
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Invoice Category |
The category of the invoice. |
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Invoice # |
The identification number of the invoice. |
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Invoice Date |
The date of creation of the invoice. |
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Currency |
The identification code of the currency of the invoice. |
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Invoice Amount |
The value of the invoice. |
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Status |
The status of the prepayment invoice. It could be “Draft”, “Fresh” or “Returned”. |
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Bill To Customer # |
The identification number of the customer of the invoice. |
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Bill To Customer Name |
The name of the customer of the invoice. |
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Finance Book |
The identification number of the finance book in which the invoice details are posted. |
Check the box in the multiline to mark multiple invoices for authorization.
Click the “Authorize Invoice” pushbutton to authorize the selected invoices.
Status Update
The system updates the status of the invoice as “Authorized”.
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.
The system also stores the login ID of the user and the system date along with the invoice details.
Selecting invoice for authorization – An overview
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If you know the number identifying the invoice that you want to authorize you can enter it directly. Otherwise, you can carry out a search by specifying the range of numbers identifying the invoice, the date range during which the invoices have been raised, the range of amount for which the invoice has been created and the range of codes identifying the customer on whom the invoices have been created. You can also search by specifying login ID of the user who created the invoice. The system retrieves all the invoices that are in the “Fresh” status based on the search criteria entered.
This page also allows you to authorize multiple prepayment invoices. The system updates the status of the invoice after authorization as “Authorized”. The details of an authorized prepayment invoice cannot be modified any longer. The system also stores the login ID of the user and the system date along with the authorization details.
