Creating direct invoice

This page allows you to create a direct invoice. Tell me more

Select the “Create Direct Invoice” link under the “Customer Direct Invoice” business component.

The “Create Invoice” page appears.

The system displays the following :

Workflow Status

The status of the document as per workflow applicability.

The system displays the following:

Status	The status of the invoice. It could be “Draft”, “Fresh” or “Authorized”.
	Draft – indicates a newly created direct invoice. You can modify the details of the invoice in this status.
	Fresh – indicates a newly created direct invoice that can be authorized.
	Authorized – indicates that the direct invoice has been authorized. You cannot modify any details in this invoice.

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

Invoice No.

A unique number identifying the direct 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.

Invoice Date

The date on which the direct invoice has been raised (Date Format). Mandatory. This invoice date must not be after the system date. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the invoice posting is to be made. All the finance books that have been mapped to the login organization unit - login user will be available for selection in the ascending order if postings can be made in multiple finance books other wise the finance book set as default will be loaded.

If postings must be made in a single finance book, the book that has been set as default will be displayed.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Direct Invoice” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Numbering Class” business component.

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

Bill To Customer Code	The code identifying the customer on whom the invoice must be raised (Alphanumeric, 16). Mandatory. This code must have been defined in the “Customer” business component.
	Press <Enter> key.
	The system retrieves the name of the bill to customer in the “Bill to Customer Name” field based on the customer code entered. The system also retrieves the corresponding values in the “Ship to Customer Code” and “Ship to ID” field; the system also displays the default ship to customer code and ship to Id. The system also retrieves the currency, pay term, price list code and the receipt method set for the bill to customer in the “Customer” business component.
	Help facility available

Note: You can either enter the customer code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar customer codes and names from which you can select the required customer code.

The system displays the following:

Bill To Customer Name

The name of the customer on whom the invoice must be raised.

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

Bill To ID.	Use the drop-down list box to select the code identifying the location to which the invoice must be addressed. This location must have been defined in the “Customer” business component. The system displays “None” by default on launch of the page.
Ship To Customer Code	Use the drop-down list box to select the code identifying the customer to whom the material must be shipped. This code must have been defined in the “Customer” business component. The system displays “None” by default on launch of the page.

The system displays the following:

Ship To Customer Name

The name of the customer to whom the material must be shipped.

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

Ship To ID.

Use the drop-down list box to select the code identifying the location to which the material must be shipped. This location must have been defined in the “Customer” business component. The system displays “None” by default on launch of the page.

Customer Information

Select the “Customer Information” link to save the Customer details.

Note: It would be visible only on enter of One Time Customer.

Sale Type	Use the drop-down list box to select the different type of sales. It could be “Internal”, “External” or “Domestic”. These different types of sales are defined in the “Category” business component and must be in “Active” status.
Sales Channel	Use the drop-down list box to select the route in which the item is being sold. It could be “Distribution”, “Direct”, “Mail Order” etc. These sales channels are defined in the “Category” business component and must be in “Active” status.
Sales Person Code	The code identifying the person to whom the sales commission is due (Alphanumeric, 6). This code must have been defined in the “Sales Person” business component and must be in “Active” status.
	Help facility available
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice must be created. All the currencies that have been mapped to the ““Customer Receivable accounts” in 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 on launch of the page if it has been mapped to a “Customer Receivable accounts”.

The system displays the following:

Exchange Rate

The exchange rate of the invoice currency with respect to the base currency of the company if they are different. “1” (one) will be fetched if the invoice currency and the base currency are the same.

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

Receipt Type	Use the drop-down list box to select the type in which the payment can be received from “Cash”, “Credit” or “Bank”. The system displays “Credit” by default on launch of the page.
Receipt Method	Use the drop-down list box to select the method in which the payment is to be received.
Bank / Cash Code	Use the drop-down list box to select the cash code. When the receipt type is selected as Cash, then the user can select a specific cash code from the drop down list box in which the payment has to be received.
Description	The Description of the Bank/Cash code selected will be displayed.
Instrument Type	Use the drop down list box to select the Instrument type for the Receipt Mode - Check. "At par", "Local", and "Outstation" will be available for selection. Blank will be defaulted on launch of the page.
Instrument No.	The number identifying the instrument (Alphanumeric, 30).
Instrument Date	The date of the instrument (Date Format). The date must be valid date in an open financial year.
Receipt Mode	Use the drop-down list box to select the mode in which the payment was received from the customer. You can select from the modes returned by the "Bank Cash Definition" business component.
MICR No.	Indicates the Magnetic Instrument Clearing Number available in the check, demand draft or pay order (Alphanumeric, 30).
Bank Code	The code identifying the bank that has issued the instrument (Alphanumeric, 32).
Instrument Type	Use the drop down list box to select the Instrument type for the Receipt Mode - Check. "At par", "Local", and "Outstation" will be available for selection. Blank will be defaulted on launch of the page.
Company Ref No.	Unique number identifying company reference no.
Receipt Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Receipt” 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.

Note: Manual should not get loaded.

Auto Adjust	When ‘Auto Adjust’ check box is CHECKED, then the Invoice and Customer Receipt will get adjusted automatically and Customer Balance Adjustment Voucher will get generated in authorized status. When ‘Auto Adjust’ check box is not NOT CHECKED, then the invoice and Customer receipt will get automatically generated in authorized status. When ‘Auto Adjust’ check box is not NOT CHECKED, then the invoice and Customer receipt will get automatically generated in authorized status.
Receipt / Instrument Amount	The amount of the Receipt/Instrument (Decimal).
Pay Term	The code identifying the pay term (Alphanumeric, 15). Mandatory. This pay term must have been defined in the “Pay Term” business component and must be in “Active” status.
	Help facility available
Anchor Date	The date from which the payment schedule of the invoice is calculated (Date Format). Mandatory. This date must not be before the date on which the invoice was created. The system displays the invoice date by default.

The system displays the following:

Total Invoice Amount

The sum total of all the item amounts and the freight amount. This amount is calculated and displayed after the “Compute” pushbutton is clicked.

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

Freight Amount	The amount that would be incurred as freight while shipping the items (Decimal). The value entered in this field must be greater than zero.
Price List Code	The code identifying the price list based on which the item is being invoiced (Alphanumeric, 25). This code must have been defined in the “Price List / Rules Mapping” business component and must be in “Active” status.
	Help facility available

Note: If this field is left blank, the system retrieves the “Unit Price” of the item from the “Pricing Engine”.

Auto Adjust	Use the drop-down list box to set whether the invoice after authorization must be adjusted with the credit documents automatically.
	Yes – indicates that the invoice must be adjusted automatically.
	No – indicates that the invoice must be adjusted manually.
	The system displays “No” by default on launch of the page.
Draft	Check the box to save the invoice in the “Draft” status in case you want to make some modifications to the invoice. The system leaves the box unchecked by default on launch of the page.
Comments	Any observations pertaining to the invoice, the remarks are mandatory when PPS parameter set as YES for Header Remarks for this Transaction (Alphanumeric, 255).
Customer Account Code	The Customer Control Account code to which the postings should happen .
	Help facility available.
	UI facility available.

The system displays the following:

Account Description	The description of the Customer Account Code.
Round Off Amount	Round off amount (if any) for the invoice.

Enter the following in "Project Information" group box:

Project OU	Use the drop-down list box to select the organization unit in which the project code has been created. The combo would be loaded with the OUs to which "Project Definition" business component mapping exists. The system displays blank by default on launch of the page.
Project /Sub-Project Code	The project /sub project code to which transactions are to be attached. This code should have been defined in the "Project Definition" business component and the status of the code should be either "Approved" or "Revised”.
	Help facility available.

The system displays the following in the "Project Information” group box:

Project /Sub-Project Description

The description of the project / sub-project.

Enter the following fields in the “Item Information” multiline:

Note: Data must be available in at least one row of the multiline.

Item Type

Use the drop-down list box to select the type of item. The item type set for the item in the “Item Administration” business component will be available for selection.

Note: If “Capital” is selected, there would be no value available in the “Price List Code” field. The system retrieves and displays values in the “UOM”, “Quantity”, “Unit Price” and “Amount” fields from the “Asset Disposal” business component. If an “Asset Disposal” business component is not available in the login organization unit or in any of the organization units mapped to the login organization unit you cannot create an invoice for items of “Capital” type.

Item Code	The unique code identifying the item (Alphanumeric, 32).
	Help facility available

Note: You can either enter the item code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar item codes from which you can select the required item code.

Item Variant	The unique code identifying the item variant (Alphanumeric, 32). Mandatory.
	Help Facility Available.
UOM	The unit of measurement in which the item is invoiced (Alphanumeric, 10). Mandatory. The unit of measurement must have been defined in the UOM Administration” business component and must be in “Active” status.
	Help facility available
Qty.	The number of units of the item that has to be invoiced (Integer). Mandatory. The value entered in this field must be greater than zero.
Unit Price	The price of one unit of the item (Decimal). Mandatory. The value entered in this field must be greater than zero.

The system displays the following:

Amount

The amount invoiced for the item. This amount is calculated and displayed as the product of the item quantity and the unit price.

Enter the following fields in the “Item Information” multiline:

Sale Purpose	Use the drop-down list box to select the purpose of the sale. These sales purposes must have been defined in the “Category” business component and must be in “Active” status.
Remarks	Any observations regarding the item available in the line, the remarks are mandatory when PPS parameter set as YES for Multiline Remarks for this Transaction (Alphanumeric, 255).
CC	The code identifying the cost center that has been mapped to the “Item Revenue Account”. The cost center must have been defined in the “Cost Setup” business component.
	Help facility available
Analysis Code	The analysis code to which the “Item Revenue Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available
Sub Analysis Code	The sub-analysis code to which the analysis code is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).

Note: In the columns – Cost Center, Analysis Code and Sub Analysis Code, you can either enter the code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar codes and descriptions from which you can select the required code.

Proposal No.	The number identifying the proposal that has created for the sale of fixed assets (Alphanumeric, 18). This proposal must have been created in the “Asset Planning” business component and must be in “Active” status.
	Help facility available
Attribute Based Allocation	Use the drop-down list box to select whether the allocation of the items must be based on the various attributes of the item. You can select “Yes” or “No”.
	Yes – indicates that the allocation of the items is based on its various attributes.
	No – indicates that the allocation of the items is not based on its various attributes.
	The system displays “Yes” by default on launch of the page.
Allocation Method	Use the drop-down list box to select the method in which the item will be allocated for shipment. This allocation method defined for the item in the “Item Administration” business component will be available for selection. The system displays “Manual” by default on launch of the page.

The system displays the following:

Item Desc.

The textual description of the item.

Enter the following field in the “Item Information” multiline:

Warehouse Code	The unique code identifying the warehouse from which the item must be shipped (Alphanumeric, 10). Mandatory. This warehouse must have been defined in the “Storage Administration” business component and must be in “Active” status.
	Help facility available
Alternate UOM	The alternate unit of measurement in which the item is invoiced.
	Help facility available
Alternate Quantity	The alternate quantity of the item.

Check the box in the “Select” column of the multiline to mark the item for deletion.

Click the “Get Item Details” pushbutton to retrieve the item details.

The system retrieves and displays the unit price of the item.

Click the “Compute” pushbutton to calculate the total invoice amount.

The system calculates and displays the total invoice amount. The system also rounds off the total invoice amount.

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

Shipment Mode	Use the drop-down list box to select the mode of shipment in which the goods are to be dispatched. The combo load with values "ROAD", "SEA" and "AIR" and default with "ROAD". `
Carrier Code	The code identifying the carrier for transportation of goods from the shipping point to the delivery area (Alphanumeric, 20). The system checks for the validity of the entered carrier.
	Help facility available.
Carrier Name	The textual description of the Carrier code.
PRO / BOL / AWB No.	The number identifying the PRO / Bill of Lading / Air Way bill No.
Transport Doc. Date	The date of transport document.
Distance	Distance in Kms between Ship from location and Ship to location.
No. of Transportation Days	The number of days for Transportation.
Vehicle Type	Use the drop-down list to select code identifying the vehicle type. The combo will load with values "Regular" and "Over Dimentional Cargo" and defaulted with "Regular".
Vehicle No.	The numbering identifying the vehicle.
GSTIN / TRANSIN / Transporter ID	GSTIN of registered Transporter and Transporter ID / TRANSIN of an unregistered Transporter.

Click the “Create Invoice” pushbutton to create a direct invoice.

The system generates a line number for every row in the multiline. The login ID of the user and the system date are updated in the “Created By” and “Created Date” fields.

Status Updation

The status of the invoice is updated as “Draft”
if the box in the “Draft” field has been checked,
if the TCD details have not been added for the invoice and
If the electronic payment details have not been added for the invoice.
The status of the invoice is updated as “Fresh”.

Posting Details

The system saves the Total Item Revenue Amount in the account currency and credits the “Item Revenue Account”.

The system saves the Total Item Revenue Amount in the account currency if the receipt type is cash and debits the “Cash Account”.

The system saves the Total Item Revenue Amount in the account currency and debits the “Customer Control Account”.

The system saves the Freight Amount in the account currency and credits the “Freight Control Account”.

Payment Schedule

The system generates the default payment schedule for the invoice in case “Pay Modes Applicable” has been set to “Blank” in the “Set Company Parameters” activity of the “Installation Parameter Setup” business component.

Payment Schedule for electronic payment

The system generates a default payment schedule and saves the bank details required for the Electronic Payment in case “Pay Modes Applicable” has been Not set to "Blank" in the “Set Company Parameters” activity of the “Installation Parameter Setup” business component.

Click the “Create And Authorize Invoice” to create a direct invoice and authorize it.

The system generates a line number for every row in the multiline. The login ID of the user and the system date are updated in the “Created By” and “Created Date” fields.

Status Updation

The status of the invoice is updated as “Authorized”.

Posting Details

The system saves the Total Item Revenue Amount in the account currency and credits the “Item Revenue Account”.

The system saves the Total Item Revenue Amount in the account currency and debits the “Cash Account”.

The system saves the Total Item Revenue Amount in the account currency and debits the “Customer Control Account”.

The system saves the Freight Amount in the account currency and credits the “Freight Control Account”.

Payment Schedule

The system generates the default payment schedule for the invoice in case “Pay Modes Applicable” has been set to “Blank” in the “Set Company Parameters” activity of the “Installation Parameter Setup” business component.

Payment Schedule for electronic payment

The system generates a default payment schedule and saves the bank details required for the Electronic Payment in case “Pay Modes Applicable” has been Not set to "Blank" in the “Set Company Parameters” activity of the “Installation Parameter Setup” business component.

Select from the following:

Print Language

Use the drop down list box to select the language in which the invoice is to be printed. You can select from the list of Application and Report Languages mapped for the Company.

Click the “Print Invoice” pushbutton to print an invoice.

The system displays the following:

Created By	The login ID of the user who has created the direct invoice.
Created Date	The date on which the direct invoice was created.

To proceed, carry out the following

Select the “Edit Invoice” link at the bottom of the page to modify the details of the invoice.
Select the “T/C/D” link at the bottom of the page to enter the tax, charge and discount details applicable for the newly created invoice.
If pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to enter the payment information details in case of electronic payment receipt.
If pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to generate a payment schedule for the newly created invoice.
Select the “Adjustment” link at the bottom of the page to select the documents against which the invoice amount must be adjusted.
Select the “Attribute Details” link at the bottom of the page to add details of the various attributes.
Select the “Item Serial No. Details” link at the bottom of the page to add the serial number details of the item.
Select the “Allocation Details” link at the bottom of the page to enter the allocation details.
Select the “Invoice Summary” link at the bottom of the page to view the details of the invoice.
Select the “Accounting Information” link at the bottom of the page to view the posting details of the invoice amount.
Select the “Shipping Details” link at the bottom of the page to update the details of the shipment.
Select the "Tax Calculation - Summary" link at the bottom of the page to compute the tax calculation.
Select the "Attach Notes" link at the bottom of the page to add notes relating to the invoice created.
Select the "Authorize Invoice" link at the bottom of the page to authorize the invoice.
Select the "View Direct Invoice" link at the bottom of the page to view the direct invoice.
Select the "Specify Sales Person Contribution" link at the bottom of the page to add Sales Persons/Team Contribution if Multiple Sales Persons applicable for the invoice being created.
Select the “Collaborate” link at the bottom of the page to record or to view the observations or comments or discussions regarding the document.

Select "Specify Dimension" Link page to provide / view dimension values for the transaction.
Select the “Generate E-Invoice” link at the bottom of the page to Generate E-Invoice for the Transaction. The Transaction Details will get fetched automatically on launch of the Generate E-Invoice page, and the link will get launched only when the Transaction in Authorized status

Creating direct invoice – An overview

You can enter the invoice information like the code identifying the finance book in which the invoice details have to be posted. You can enter the number identifying the invoice if you have opted for the “Manual” numbering type. The system generates a unique invoice number if you have not opted for the “Manual” numbering type.

You can also enter the payment information like the customer on whom the invoice must be created, the location to which the items have to be shipped and the sales person who is involved in this sales. You can also enter the date from which the payment schedule must be calculated if a “Credit” payment is to be received.

While entering the item details, you can enter the price list code from which the unit price of the item must be retrieved. If you do not enter the price list code the “Pricing Engine” is activated and the unit price is retrieved. The unit price retrieved by the price engine cannot be modified but the unit price that is retrieved by the price list code can be modified. The unit price can be modified if the function default “Allow Price Change” has been set to “Yes”.

If you want to make some more modifications to the invoice you can save the invoice in the “Draft” status. An invoice in this status cannot be authorized. The status of a newly created direct invoice is usually updated as “Fresh”. This invoice can be authorized.

This page also allows you to authorize a direct invoice after creation. The status of the invoice after authorization is updated as “Authorized”. The details of this invoice cannot be modified.

Prerequisite

Mandatory

“Finance Book” and “Currencies” 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 “Numbering Class” business component.
“Customer Codes”, “Bill to Customers”, “Ship to Customer” and “Ship to ID” must have been defined in the “Customer” business component.
“Sales Type”, “Sales Purpose” and “Sales Channel” must have been defined in the “Category” business component.
“Set Function Defaults” activity must be completed in this business component.
“Credit check “ must have been defined in the “Credit Management” business comonent.
“Price List Codes” must have been defined in the “Price List / Rules Mapping” business component.
“Item”, “Item Types”, “Attributes” and “Allocation Methods” must have been defined in the “Item Administration” business component.
“Warehouse Codes” must have been defined in the “Storage Administration” business component.

Optional

“Pay Modes Applicable" parameter in "IPS" component, which can be set to Electronic Pay modes like Swiss and German and Australia and New Zealand etc. to enable Electronic Payments.

“Analysis / Sub-analysis Codes Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the analysis and sub-analysis code.

“Analysis and Sub Analysis Codes” must have been defined in the “Account Based Budget” business component.

“Cost Center Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the cost center.
“Cost Center” must have been defined in the “Cost Setup” business component.

What you can do in this page

Set the method of adjustment

Retrieve unit price

Set method of payment

Save in “Draft” status

Retrieve item details

Calculate the total invoice amount

Create direct invoice

Create and authorize direct invoice

Set the method of adjustment

You can adjust a direct invoice against a prepayment invoice or a credit note. You can set the method to be followed during the adjustment. You can adjust an invoice “Manually” or “Automatically” as per the requirement.

Set the “Auto Adjust” field to “Yes” if you want to adjust the invoice automatically.

Set the “Auto Adjust” field to “No” if you want to adjust the invoice manually.

Retrieve unit price

You can retrieve the unit price of the item with the help of the price engine or from the price list.

Enter the code in the “Price List Code” field to retrieve the unit price from the price list.

In case there is no value entered in this field the unit price is retrieved from the pricing engine.

Set method of payment

You can set whether the payment for the pack slip invoice will be received against immediate cash or a payment schedule must be generated if it is through credit.

Set the “Receipt Type” field to “Cash” if the payment is to be received by cash.

Set the “Receipt Type” field to “Credit” If the payment is to be received by credit.

Save in “Draft” status

You can save the invoice in the “Draft” status in case you want to make modifications. An invoice in this status cannot be authorized.

Check the box beside the “Draft” field to save the invoice in the draft status.

The system updates the status.

Retrieve item details

You can retrieve the item details from the inventory based on the selected item code. The allocation method of the item is decided based on the attributes of the item. The details of the warehouse from which the allocation is to be made is also retrieved from the inventory.

Enter the item code in the “Item Code” field.

Click the “Get Item Details” pushbutton to retrieve the item details.

The system retrieves all the details pertaining to the item from the inventory.

Calculate the total invoice amount

You can calculate the total amount invoiced which is the sum of the item amounts.

Click the “Compute” pushbutton to calculate and display the total invoice amount.

Create direct invoice

You can create a direct invoice for items that have to be invoiced without a sale order. The shipment is made after the invoice is authorized.

Enter the necessary information.

Click the “Create” pushbutton to create a direct invoice.

The system generates a unique invoice number and updates the status as “Fresh”.

Create and authorize direct invoice

You can create a direct invoice for items that have to be invoiced without a sale order. This invoice can be authorized. An authorized invoice cannot be modified.

Enter the necessary information.

Click the “Create and Authorize” pushbutton to create a direct invoice and authorize it.

The system generates a unique invoice number and updates the status as “Authorized”.