Maintain Recurring Miscellaneous Invoice Template
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This activity allows you to create a Recurring Miscellaneous Invoice template that is used to raise Customer Miscellaneous Invoices on a periodical basis. This template holds all the common details pertaining to the Miscellaneous Invoice. The Invoices are created periodically based on the information available in this template. You can also view all the Invoices that are generated from the template.
Select the “Maintain Recurring Miscellaneous Invoice Template” link under the “Customer Direct Invoice” business component.
The “Maintain Recurring Miscellaneous Invoice Template” page appears.
Enter the following fields in the “Template Information” group box:
Template No. |
A unique number identifying the Recurring Miscellaneous Invoice Template (Alphanumeric, 18). This number will be automatically generated if the “Numbering Type” is not set to “Manual”. 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 “Document Numbering Class” business component. Help Facility Available |
Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and the “Maintain Recurring Miscellaneous Invoice Template” 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. |
Purpose |
Use the drop down list box to select the purpose of saving recurring miscellaneous invoice template. The combo would be loaded with "Generate Invoice in Fresh Status", "Generate Invoice in Authorized Status" and "Template". |
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 otherwise the finance book set as default will be loaded. If postings has been made in a single finance book, the finance book that has been set as default will be displayed. |
The system displays the following field.
Status |
The status of the Recurring Miscellaneous Invoice Template. The various statuses for the Recurring Miscellaneous Invoice Template are,
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Purpose |
Use the drop down list box to select the purpose of saving recurring miscellaneous invoice template. The combo would be loaded with "Generate Invoice in Fresh Status" and "Template". |
Enter the following fields in the “Invoice Information” group box:
Numbering Type for Miscellaneous Invoice |
Use the drop-down list box to select the numbering type for the login organization unit and the “Miscellaneous 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. |
Frequency |
Use the drop-down list box to select the frequency in which the vouchers have to be generated for payment. You can select from “Daily”, “Weekly”, “Fortnightly” or “Monthly”:
The system displays “Blank” by default on launch of the page. |
Start Date |
The date from which the Notes must be generated (Date Format). Mandatory. This date should be later than or the same as the system date. The system date is displayed by default on launch of the page. |
End Date |
The date till which the Notes must be generated (Date Format). Mandatory. |
Note : The invoice information section would not be visible on selection of purpose "Template".
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 “Create Customer” activity of 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 and loads 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, and the receipt method set for the bill to customer in the “Customer” business component. Help facility available |
The system displays the following:
Bill To Customer Name |
The name of the customer on whom the invoice must be raised. |
Ø 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. |
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. |
Sales 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 “Create Category” activity of the “Category” business component and must be in “Active” status. |
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” defined 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. |
Receipt Type |
Use the drop-down list box to select the type in which the payment can be received from “Cash” or “Credit”. 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. |
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 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 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 field 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 or remarks pertaining to the invoice (Alphanumeric, 255). |
Customer Account Code |
The Customer Control Account code to which the postings should happen. Help 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 field in the “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 field in the “Item Information” multiline:
Item Type |
Use the drop-down list box to select the type of item. The type of items that have been defined as quick codes will be available for selection. |
Item Code |
The code identifying the item (Alphanumeric, 32). |
Item Variant |
The code identifying the “Item Variant” (Alphanumeric, 32). |
UOM |
The unit of measurement in which the item is invoiced (Alphanumeric, 10). |
Qty. |
The number of units of the item that has to be invoiced (Integer). The value entered in this field must be greater than zero. |
Unit Price |
The price of one unit of the item (Decimal). 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 |
Use the drop-down list box to select the code identifying the usage. All the usages that have been defined for the miscellaneous invoices in the “Account Rule Definition” business component will be available for selection. |
Remarks |
Any observations or comments regarding the item available in the line (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). |
Enter the following field 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 the 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 “Save Template” pushbutton to create an expense invoices.
The system updates the status of the Template to Active
The system generates a unique number identifying the Template if you have opted for the automatic numbering type.
Click the “Delete Template” pushbutton to create an expense invoices.
The system updates the status of the Template to Deleted
The system displays the following:
Created By |
The login ID of the user who created the expense invoice |
Created Date |
The date on which the expense invoice was created. |
Last Modified By |
The login ID of the user who modified the expense invoice |
Last Modified Date |
The date on which the expense invoice was modified |
To proceed, carry out the following
Select the “View Recurring Miscellaneous Invoices” link at the bottom of the page to view the Miscellaneous invoice generated for the template.
Select the “View Recurring Miscellaneous Invoice Template” link at the bottom of the page to view the template.
