|
|
|
|
|
This page allows you to create invoices for pack slips that have already been raised. Tell me more
Select the “Create Invoice” link provided in the “Select Pack Slip” page.
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 in the “Invoice Information” group box:
Status |
The status of the invoice. It could be “Draft”, “Fresh” or “Authorized”. |
|
|
|
|
|
Enter the following fields in the “Invoice Information” group box:
Invoice No. |
A unique number identifying the pack slip 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 pack slip invoice has been raised (Date Format). Mandatory. This invoice date must not be later than 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 Pack Slip Invoice” transaction type. The numbering types must have already been defined in 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. |
The system displays the following in the “Payment Information” group box:
Bill To Customer Code |
The code identifying the customer on whom the invoice must be raised. This code will be retrieved and displayed from the selected pack slip. |
Bill To Customer Name |
The name of the customer on whom the invoice must be raised. |
Enter the following fields 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. Mandatory. |
Sales Type |
Use the drop-down list box to select the different type of sales. All the sales types that have been defined in the “Category” business component and are in “Active” status will be available for selection. |
Sales Channel |
Use the drop-down list box to select the route in which the item has been sold. All the sales channels that have been defined in the “Category” business component and are in “Active” status will be available for selection. |
Sales Person Code |
The code identifying the person who has sold the items (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. |
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. The price list code set for the customer will be displayed by default. |
|
Help facility available |
Note: If this field is left blank, the system runs the “Pricing Engine” to retrieve the “Unit Price” of the item.
The system displays the following:
Total Invoice Amount |
The sum total of all the item, tcd amounts and the freight amount. This amount is calculated and displayed after the “Compute” pushbutton is clicked. |
Freight Amount |
The amount that has been incurred as freight while shipping the items. This amount is retrieved from the pack slip based on which the invoice has been created. |
Enter the following fields in the “Payment Information” group box:
Auto Adjust |
Use the drop-down list box to set whether the invoice after authorization must be adjusted with the credit documents automatically. |
|
|
|
|
The system displays “No” by default on launch of the page. |
|
Draft |
Check the box to save the invoice in the “Draft” status if 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). |
|
Zoom facility available |
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. |
The system displays the following in the “Item Information” multiline:
Pack Slip No. |
The number identifying the pack slip. |
Item Code |
The code identifying the item that has been shipped through the pack slip. |
Item Variant |
The code identifying the “Item Variant” that has been shipped through the pack slip. |
UOM |
The unit of measurement in which the item must be invoiced. |
Qty. |
The number of units of the item that has been shipped vide the pack slip number. |
Enter the following field in the “Item Information” multiline:
Unit Price |
The price of one unit of the item (Decimal). Mandatory. The value entered in this field must be greater than zero. |
Note: The system retrieves the price of the item from the selected price list code
The system displays the following:
Amount |
The amount to be 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:
Sales 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). |
The system displays the following:
Shipping Point |
The code identifying the organization unit from which the material has been shipped. |
Ship To Customer Code |
The code identifying the customer to whom the material has been shipped. |
Ship To ID. |
The code identifying the location to which the material has been shipped. |
Enter the following fields in the “Item Information” multiline:
Cost Center |
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 |
Note: The cost center code entered in this field can be used only if the “Cost Center Applicable” field has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
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 |
Note: The Analysis code entered in this field can be used only if the “Analysis / Sub Analysis Codes Applicable” is set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
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: The Sub-analysis code entered in this field can be used only if the “Analysis / Sub-analysis Codes Applicable” is set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.
The system displays the following:
Item Desc. |
The textual description of the item. |
Alternate UOM |
The alternate unit of measurement in which the item is invoiced. |
Alternate Quantity |
The alternate quantity of the item. |
Project OU |
The Organization Unit in which the Project Code has been created. |
Project /Sub-Project Code |
The code Identifying the Project /Sub-project to which the transaction is associated. |
Project /Sub-Project Description |
The description of the Project / Sub-project. |
Click the “Compute” pushbutton to calculate the total invoice amount.
The system calculates and stores the total invoice amount.
Click the “Create Invoice” pushbutton to create the pack slip invoice.
The system generates a unique invoice number. The system updates the login ID of the user and the system date in “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 or
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 and debits the “Cash Account” if payment is to be received by “Cash”.
The system saves the Total Item Revenue Amount in the account currency and debits the “Customer Control Account” if payment is to be received by “Credit”.
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” pushbutton to create an invoice and authorize it.
The system generates a unique invoice number.
The system updates the login ID of the user and the system date in “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” if payment is to be received by “Cash”.
The system saves the Total Item Revenue Amount in the account currency and debits the “Customer Control Account” if payment is to be received by “Credit”.
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 pack slip invoice. |
Created Date |
The date on which the pack slip 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 “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 "Tax Calculation - Summary" link at the bottom of the page to compute the tax calculation.
Select the “Freight Charges” link at the bottom of the page to enter the freight charges that have been incurred.
Select the “Attach Notes” link at the bottom of the page to append any observation regarding the document.
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 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 pack slip invoices – An overview
The system generates a unique invoice number if you have not opted for the “Manual” numbering type. You can enter the payment information and the item information details for the invoice.
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 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 pack slip invoice is updated as “Fresh”. This invoice can be authorized.
This page also allows you to authorize a pack slip invoice immediately after creation. The status of the invoice after authorization is updated as “Authorized”. This invoice cannot be modified.
The payment schedule is also generated based on the pay term that has been set. If an electronic payment is to be received for the invoice the system also generates the payment schedule.
Mandatory
“Finance Book” and “Currencies” must have been defined in the “Organization Setup” business component.
“Financial Calendar” must have been defined in the “Accounting Setup” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” 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.
“Pay Term” must have been defined in the “Pay Term” 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.
“Pack slips” that have been created for Direct Invoices in the “Pack Slip” business component.
“Set Function Defaults” activity must be completed in this business component.
Optional
"Pay Modes Applicable" Parameter in IPS which can be set to Electronic Pay modes like Swiss and German etc to enable Electronic Payments.
“Analysis / Subanalysis 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 subanalysis code.
“Analysis Codes” and “Sub Analysis Codes” must have been defined in the “Account Based Budgeting” 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.
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.
If there is no value entered in this field the unit price is retrieved from the pricing engine.
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.
You can adjust a pack slip 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.
You can save the invoice in the “Draft” status if 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. .