Authorizing pack slip invoices

This page allows you to authorize the selected pack slip invoice. Tell me more

Select the “Authorize Pack Slip Invoice” link at the bottom of the “Select Invoice” page.

The “Authorize 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:

Invoice No.	The number identifying the invoice.
Status	The status of the invoice. It must be “Fresh”.
	Fresh – indicates a pack slip invoice that can be authorized.

Modify the following if required in the “Invoice Information” group box:

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.

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 / or the finance book with which the document is created will be loaded.

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

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.
Bill To Customer Name	The name of the customer on whom the invoice must be raised.

Modify the following if required 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.
Sale 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 that are in the “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 that are in the “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 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.

Modify the following fields if required 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.
Cash Description	The Description of the Bank/Cash code selected will be displayed.
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 following in the “Payment Information” group box:

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.

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.

Modify the following fields if required in the “Payment Information” group box:

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
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.
Draft	Check the box to save the invoice in the “Draft” status if you want to make some more modifications to the invoice.
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/T/C/D Information” multiline:

Line No.	The number identifying the line in which the pack slip is available in the invoice.
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 to be shipped vide the pack slip number.

Modify the following field in the “Item/T/C/D 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.

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.

Modify the following fields if required in the “Item/T/C/D Information” multiline:

Sale Purpose	Use the drop-down list box to select the purpose of the sale. All the purposes that have been defined in the “Category” business component and that are in the “Active” status will be available for selection.
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.

Modify the following fields if required in the “Item/T/C/D 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
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).

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 after the modification.

Click the “Edit Invoice” pushbutton to save the modifications made.

The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified Date” fields.

Status Updation

The status of the invoice is updated as “Draft” if the box beside the draft field is checked.

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 the payment has been received by cash.

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”.

Click the “Edit And Authorize Invoice” pushbutton to save the modifications made to the invoice and authorizes the invoice.

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.

The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified 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 debtis the “Cash Account” if the payment has been received by cash.

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 payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set to “No” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.

Payment Schedule for electronic payment

The system generates a payment schedule and saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component.

Click the “Return Invoice” pushbutton to delete the invoice.

The system updates the login ID of the user and the system date in “Last Modified By” and “Last Modified Date” fields.

Status Updation

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

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.

Last Modified By The login ID of the user who has last modified the pack slip invoice.

Last Modified Date The date on which the pack-slip invoice was last modified.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to modify the taxes, charges and discount details of the invoice.
If pay modes applicable is set as Blank in Installation Parameter Setup Business component for the company, select the “Payment Schedule” link at the bottom of the page to modify the payment schedule generated for the invoice.
If pay modes applicable is Not set as Blank in Installation Parameter Setup Business component, select the “Payment Information” link at the bottom of the page to modify the electronic payment details and payment schedule.
Select the “Freight Charges” link at the bottom of the page to enter the freight charges that have been incurred.
Select the “Adjustment” link at the bottom of the page to select the documents against which the invoice 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 "Attach Notes" link at the bottom of the page to add notes relating to the invoice created.
Select the "View Direct Invoice" link at the bottom of the page to view the direct invoice.
Select the “Shipping Details” link at the bottom of the page to update the details of the shipment.
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 Authorized.
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

Authorizing pack slip invoices – An overview

You can authorize an invoice that is in the “Fresh” status. The status of the invoice after authorization is updated as “Authorized”. This authorized invoice cannot be modified.

This page also allows you to modify the details of the invoice before the authorization. If you want to make more modifications, you can save the invoice in the “Draft” status or allow the invoice to retain its “Fresh” status. Based on the modifications made the system generates a new payment schedule.

This page also allows you to return the invoice for modification. You can return an invoice that is in the “Fresh” status. The status of the returned invoice is updated as “Returned”. The system stores the login ID of the user and the system date along with the modified details.