Create Direct Invoice – A summary of the activity
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This activity allows you to create a direct invoice. A direct invoice is created when items have to be shipped in the absence of a pack slip. The status of a newly created direct invoice is updated as “Fresh”. You can modify the details of this invoice if required. The system generates a payment schedule if a “Credit” payment is to be received. This payment schedule can also be modified. If an electronic payment is to be received you can also view the payment schedule generated for the invoice along with the electronic payment details.
This activity also allows you to enter the tax, charge and discount details pertaining to the invoice. The TCD details can be calculated both “For Document ” and for the “Line Item”. You can modify the “Value Added Tax” generated for the invoice and the VAT postings made in the various accounts. You can also select the credit documents against which the invoice must be adjusted during manual adjustments.
This activity also allows you to enter additional attribute details for the item based on which the allocation can be made. The system allocates the selected items for the invoice. You can also modify the details of the lot, zone and bin from which the items are to be shipped based on which allocation of items occurs.
This activity also allows you to authorize an invoice on creation. The details of an authorized invoice cannot be modified. The status of an authorized invoice is updated as “Authorized”. The system stores the login ID of the user and the system date along with the authorization details.
Getting familiar with the pages inside
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Go to page… |
For… |
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Create Invoice |
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Edit Invoice |
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Tax / Charge / Discount |
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Payment Information |
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Payment Schedule |
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Adjustment |
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Attribute Details |
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Item Serial Nos |
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Allocation Details |
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Invoice Summary |
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Accounting Information |
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Shipping Details |
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Tax Calculation - Summary |
Calculating tax |
What you can do in this activity
Generates invoice numbers automatically
Enter Tax / Charge / Discount (TCD)
Update details for different types of electronic payments
View the summary of the invoice
View the various account postings
Provision to authorize the invoice
Record cost center and analysis details
Modify Value Added Tax (VAT) calculated
Direct invoices are created for invoicing various items that are not accompanied by a pack slip. The details of the various items that have to be invoiced can be entered. The items that are invoiced must also be shipped to the customer. The system calculates the VAT applicable for the invoice and also generates the default payment schedule, which can be modified. New item attributes can be added based on which the items can be allocated for shipment.
4Go to “Create Invoice” page.
4Enter the necessary information and create the direct invoice.
Direct invoices can be authorized immediately on creation. The details of the authorized invoice cannot be modified. The status of the authorized invoice is updated as “Authorized”. The payment schedules that have been generated for the invoice and the VAT that has been calculated are frozen and cannot be modified.
4Go to “Create Invoice” page.
4Enter the necessary information and authorize the invoice on creation.
Direct invoices can be adjusted manually or automatically against a prepayment invoice or other credit documents. The system picks the documents for adjustment if the method is “Automatic”. If the method is “Manual” the user can search and select the credit document against which the adjustment must be made.
4Go to “Create Invoice” page.
4Set the method of adjustment.
The unit price of the item can be retrieved using the price engine or the price list code. The unit price can be retrieved from the price engine that has been defined in the “Pricing Engine” business component, if a price list code is not selected. Otherwise, the system retrieves the unit price based on the selected price list code.
4Go to “Create Invoice” page.
4Select the price list code if required.
The unit price of the item that is retrieved based on the price list code, can be modified. This modification can be made in case the “Allow Price Change” has been set to “Yes” in the “Set Function Defaults” activity.
4Go to “Create Invoice” page.
4Modify the unit price.
The payment schedule for an invoice is generated based on the default pay term set for the customer in the “Customer” business component. This default pay term can be modified based on the function defaults that have been set for the transaction. If the “Modify Pay Term” has been set to “Yes” in the “Set Function Defaults” activity, the default pay term can be modified. The system generates the payment schedule for the invoice based on the revised pay term.
4Go to “Create Invoice” page.
4Modify the pay term.
Generates invoice numbers automatically
Unique numbers are generated for the invoices. These numbers are generated with the corresponding prefix and suffix of the selected numbering type and incremented from the last generated number.
4Go to “Create Invoice” page.
4Specify the invoice numbering type.
4Create the invoice.
Enter Tax / Charge / Discount (TCD)
TCDs for the selected invoice have to be entered for the individual items. The system generates a payment schedule taking into account the TCD details entered apart from the invoice amount.
4Go to “Tax / Charge / Discount” page.
4Enter the TCD applicable.
TCDs can be entered in two different levels for an invoice. The two different levels are at the “Document level” and at the “Line level”. At the document level the TCD that are common for all the items available in the invoice can be entered. At the line level the TCD that are unique for the individual items can be entered.
4Go to “Tax / Charge / Discount” page.
4Select the level in which the TCD must be entered.
A payment schedule gives you the pattern of in-flow of cash for the invoice. The system generates the payment schedule based on the default pay term set for the customer. The payment schedule can be modified based on the business requirements of the organization. The payment schedule can be modified provided the invoice is in the “Draft”, “Fresh” or “Returned” status. The payment schedule is frozen when the invoice is authorized.
4Go to “Payment Schedule” page.
4Make the required changes and generate a new payment schedule.
Update details for different types of electronic payments
Electronic payments can be received in different types. This activity allows you to receive electronic payments through the ESR or ESR+ methods, LSV or LSV+ methods and through a specific bank or PTT. Electronic payments can be received provided both the participating banks have the unique participation Ids. The banks and the accounts through which the transaction occurs will be based on the definitions made in the “Customer” business component. These settings can be modified if required. Payment information also contains the payment schedule for the invoice.
4Go to “Payment Information” page.
4Modify the bank details and the payment schedule if required.
View the summary of the invoice
An invoice summary contains the details of the invoice along with the details of the payment received and the details of the adjustments that have been made. The receipt details of the invoice can be viewed provided an advance has been received. An invoice can be adjusted immediately on authorization. The details of the adjustment can be viewed if the invoice has been adjusted.
4Go to “Invoice Summary” page.
4View the details of the invoice, receipt and adjustments made.
View the various account postings
The invoice amount is debited or credited into different accounts. The various postings that occur for a transaction can be viewed account wise in both the base currency and the parallel base currency of the company.
4Go to “Accounting Information” page.
4View the account posting details.
Provision to authorize the invoice
This activity provides the facility to authorize an invoice. Authorization can also be done while saving the modifications made to the TCD, freight details, payment schedule, and payment information. Authorization can also be made while calculating VAT and when VAT postings occur.
4Go to “Tax / Charge / Discount” page.
4Go to “Payment Schedule” page.
4Go to “Payment Information” page.
4Go to “Freight Charges” page.
4Go to “VAT Calculation” page.
4Go to “VAT Posting” page.
Record cost center and analysis details
The details of the invoice are updated in the “Item Revenue” account, “TCD” account, “Freight Control” account and the “VAT Account” as required. A cost center is mapped to these account heads. Budgets can also be set to control and analyze the freight or the TCD incurred. The analysis of the budget against the actual for these accounts can be done with the analysis codes that are mapped to the account.
4 Go to “ Create Invoice” page.
4Go to “Tax / Charges / Discount” page.
4Go to “Freight Charges” page.
4Go to “VAT Postings” page.
4Enter the cost center and analysis details required.
A newly created invoice after authorization can be adjusted with an existing credit document. This credit document could be a credit note or a prepayment invoice. If the type of adjustment has been set as “Manual”, a search can be carried out to retrieve the credit documents. The documents against which the invoice must be adjusted can be selected and adjusted accordingly.
4Go to “Adjustment” page.
4Search, retrieve and select the documents for adjustment.
Modify Value Added Tax (VAT) calculated
If VAT is applicable for the items available in the invoice, the system calculates it automatically. This VAT amount can be modified if required. The VAT recalculated based on the modifications made.
4Go to “VAT Calculation” page.
4Modify the VAT.
The VAT calculated for the items are posted in the relevant VAT account when the invoice is authorized. This posting amount can be modified if required. The corrected posting amounts are then posted in the relevant finance book.
4Go to “VAT Postings” page.
4Modify the posting amounts.
Items that have been invoiced are shipped to a customer by various means of transport. The shipment and the delivery details of the item can also be recorded. The shipping details also include the insurance details of the shipment made. These shipping details are updated along with the invoice number.
4Go to “Shipping Details” page.
4Enter the shipping details.
Item attributes are set for the customer based on which the allocation of the items is to be made for shipment. This activity provides a facility to add new item attributes or delete existing attributes based on which allocation of the items can be made for the shipment.
4Go to “Item Attribute Details” page.
4Enter the necessary information.
Items that are invoiced must be allocated for shipment. Allocation of the items is done for every line of the invoice in which an item is available depending on the selected method of allocation. If a manual method has been opted for the allocations details must be entered. Apart from the lot details the warehouse details can also be entered.
4Go to “Allocation Details” page.
4Enter the necessary information and allocate the items.
If the items that have been invoiced are serial number controlled, the details of the serial numbers are retrieved based on the existing allocation details of the item. Additional entries can also be made. The system saves these details along with the invoice number.
4Go to “Item Serial Nos”.
4 Enter the serial numbers.