Authorizing miscellaneous invoices

This page allows you to authorize the selected miscellaneous invoice. You can authorize an invoice that is in the “Fresh” status. Tell me more

Select the “Authorize Miscellaneous 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 miscellaneous invoice.
Status	The status of the invoice. It could be “Draft”, “Fresh” or “Returned”.
	Draft – indicates a newly created pack slip invoice. An invoice in this status cannot be authorized.
	Fresh – indicates a pack slip invoice that can be authorized.
	Returned – indicates a pack slip invoice that has been returned to the user who has created the invoice for modification.

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

Invoice Date

The date on which the miscellaneous 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.

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.
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 bill to 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:

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. Mandatory.

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.
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 that are in the “Active” status will be available for selection in the ascending order.
Sales Channel	Use the drop-down list box to select the route in which the item is being 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 in the ascending order.
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.
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. The revised invoice 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.
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).
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.
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.

The system displays the following in the “Reference Document Information” group box:

Note: This Reference Document Information section will be displayed only if the "Shipping and Transportation Applicability" parameter in Installation Parameter Setup Component is set to “Yes”.

Booking No.	The acknowledgement number issued for an export consignment by the freight forwarder.
B/L No. / AWB No	The document issued by the freight forwarders to their consignors as a receipt of the merchandise.
Master B/L No. / Master AWB No.	The document issued by the carrier owners for the cargo transported by them.

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

Item Type	Use the drop-down list box to select the type of item. All the items types that have been defined as quick codes for the miscellaneous invoice will be available for selection in the ascending order.
Item Code	The unique code identifying the item (Alphanumeric, 32).
	Help facility available
Item Variant	The unique code identifying the “Item Variant” (Alphanumeric, 32).
UOM	The unit of measurement in which the item is invoiced (Alphanumeric, 10).
	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.
Amount	The amount invoiced for the item (Integer). The value entered in this field must be greater than zero.

Note: The system calculates and displays the amount as the product of the item quantity and the unit price.

Usage ID.	The code identifying the usage (Alphanumeric, 20). This usage ID must have been defined in the “Account Rule Definition” 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).
Destination Company	Use the drop-down list box to select the destination company to generate Intercompany journal voucher.The combo would be loaded with all the companies for which “INTERCOMP” usage has been defined between Login Company and Destination Company.
Destination OU	Use the drop-down list box to select the OU in which the Inter company Journal Voucher from CDI Miscellaneous Invoice will get generated. The combo would be loaded only with all the OU’s mapped to the destination companies loaded and he combo would be loaded only with all the OU’s mapped to the login company based on CIM between CDI and JV.
Destination Finance Book	Use the drop-down list box to select the Finance book in which the Inter company Journal Voucher from CDI Miscellaneous Invoice will get generated. The combo would be loaded with the finance books mapped to the OU’s loaded in the destination OU combo.
Destination Usage ID	The Usage ID to be used in the destination Intercompany journal voucher for contra leg can be specified here.
	Help facility available.
Destination Cost Centre	The cost centre to which the amount must be posted. Data entry in this field is mandatory if the destination account code (mapped to usage ID) has been mapped to a cost centre in the Cost setup business component.
	Help facility available.
Destination Analysis Code	The analysis code to which the given destination account is mapped in the "Assign Analysis code" activity of the "Account Based Budgeting" business component.
	Help facility available.
Destination Sub Analysis Code	The Sub analysis code, which is mapped to the destination analysis code in the "Assign Sub Analysis code" activity of the "Account Based Budgeting" business component.
	Help facility available.
Inter Finance book JV No	Displays the auto generated journal voucher no.

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

CFS Ref. Doc. OU	Use the drop down list box to select the OU in which the CFS reference document has been created. The OU combo will be loaded with the OUs to which component interaction between Customer Direct Invoice and Documentation component exist.
CFS Ref. Doc. Type	Use the drop down list box to select the CFS reference document type. The combo will be loaded with "Application", "Auction" and "ESC".
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.
	Help facility available.

Note : CFS Ref. Doc. OU. CFS Ref. Doc. Type and CFS Ref. Doc. No. columns will be enabled only when the "Container Freight Station Applicability" is set as "Yes” in Installation Parameter Setup component.

The system displays the following:

Item Desc.	A textual description of the item
Usage Desc.	The textual description of the Usage id .

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

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

The system calculates and stores the total invoice amount as the sum total of all the item amounts and the freight amount.

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 credit the “Item Revenue Account”.

The system saves the Total Item Revenue Amount in the account currency and debits the “Cash Account” if payments have 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 Total Miscellaneous Revenue Amount in the base currency and credits the “Miscellaneous Revenue Account”.

The system saves the Freight Amount in the account currency and credits in 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” pushbutton to save the modifications made and authorizes 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 “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 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 Total Miscellaneous Revenue Amount in the base currency and credits the “Miscellaneous Revenue 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 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 miscellaneous invoice.
Created Date	The date on which the miscellaneous invoice was created.
Last Modified By	The login ID of the user who has last modified the miscellaneous invoice.
Last Modified Date	The date on which the miscellaneous 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 “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 “Shipping Details” link at the bottom of the page to modify the shipping details.
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 give 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 "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 miscellaneous invoices – An overview

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.