Authorizing direct invoices

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

Select the “Authorize Direct 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 direct invoice that can be authorized.

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

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.

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.

Modify the following field if required 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 details of the selected customer in the relevant field.
	Help facility available

The system displays the following:

Bill To Customer Name

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

Modify the following field 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.
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 the following:

Ship To Customer Name

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

Modify the following fields if required 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. Mandatory.
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. 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 is being sold. All the sales channel 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 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.

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.
Description	The Description of the Bank/Cash code selected will be displayed.
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.
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.

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.

Modify the following fields if required 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
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 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).
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.

Modify the following fields in the “Item / T/C/D Information” 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.
Item Code	The code identifying the item (Alphanumeric, 32). This item must have been defined in the “Item Administration” business component and must be in “Active” status.
	Help facility available
Item Variant	The unique code identifying the “Item Variant” (Alphanumeric, 32). Mandatory. The variant must be a valid one for the item code entered in the “Item Code” field.
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.

Modify the following fields 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 sales purposes that have been defined in the “Category” business component and that are in “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).
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).
Proposal No.	The number identifying the proposal that has created for the purchase of fixed assets against a budget (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.
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 the following:

Item Desc.

The textual description of the item.

Modify the following fields in the “Item / T/C/D 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 “Edit Invoice” pushbutton to save the modifications made to a direct invoice.

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

Status Updation

The status of the invoice is updated as “Draft” if the box in the “Draft” field has been 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”.

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 “Edit And Authorize Invoice” to save the modifications made to the direct invoice and authorize it.

The login ID of the user and the system date are updated in the “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 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”.

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 “Return Invoice” pushbutton to return 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 direct invoice.
Created Date	The date on which the direct invoice was created.
Last Modified By	The login ID of the user who has last modified the direct invoice.
Last Modified Date	The date on which the direct 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 tax, charge 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 the payment schedule.
Select the “Attribute Details” link at the bottom of the page to modify details of the various attributes.
Select the “Allocation Details” link at the bottom of the page to modify the allocation details.
Select the “Item Serial No. Details” link at the bottom of the page to modify the serial number details of the item.
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 “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 "View Direct Invoice" link at the bottom of the page to view the direct invoice.
Select the "Attach Notes" link at the bottom of the page to add notes relating to the invoice created.
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 direct 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.