Maintain Inter Company Invoicing

Maintain Inter-Company Invoicing

This activity allows you to create a Supplier Direct Invoice in the buying company, on creation of Customer Direct Invoice in the selling company.

Select the “Maintain Inter-Company Invoicing” link under the “Inter-Company Transactions” business component.

The “Maintain Inter-Company Invoicing” page appears

Note: Clicking this icon available near certain fields takes you to the help page of the respective field.

Enter the following fields in the “Batch Information” group box:

Batch No.

A unique number identifying the Inter-Company Invoicing Batch (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.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Inter-Company Invoicing Batch” 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.

The system displays the following field:

Status

The status of the Inter-Company Invoicing Batch. The various statuses for the Inter-Company Invoicing Batch are

Fresh / Draft - On Creation it will be saved in Active Status

Authorized – On authorization it will be saved in authorized Status

Deleted –when deleted is in “Deleted” status

Enter the following fields in the “Batch Information” group box:

Generation Type	Use the drop down list box to select the Generation type. The value could be “Customer Direct Invoice – Supplier Direct Item Invoice” and “Customer Miscellaneous Invoice – Supplier Expense Invoice”
Batch Date	The date on which the batch is raised.(Date Format). Mandatory. This date must be a valid one in the “Open” financial year. The system date is displayed by default on launch of the page.

The system displays the following in the “Seller Information” group box.

Selling Company	The Login OU’s Company is displayed.
Customer Invoice OU	The Login OU is displayed.

Enter the following fields in the “Seller Information” group box:

Customer Invoice 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 will be available for selection in the ascending order.

Customer Invoice Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Direct Invoice” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of 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 “Seller Information” group box.

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.

The system displays the Party Code with party type Customer for the Login and Buying Company Combination

Customer Name

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

Enter the following fields in the “Seller Information” group box:

Customer Invoice Transaction 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 on or after the Batch 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.

The system displays the following in the “Seller Information” group box.

Customer Invoice No.

A unique number identifying the direct invoice (Alphanumeric, 18). This number is generated and displayed by the system on Save details.

Enter the following fields in the “Buyer Information” group box:

Buying Company	Use the drop-down list box to select the company code in which the Purchase transaction takes place. All the Source / Destination Company code’s saved in the Inter Company masters for the login company would be available for selection
Supplier Invoice OU	The combo would be loaded with Blank. On select of the Buying Company, it is loaded with all the OUs of the selected Buying company.
Supplier Invoice 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 Supplier Invoice OU will be available for selection in the ascending order.
Supplier Invoice Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Item 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 “Buyer Information” group box.

Supplier Code

The code identifying the Supplier on whom the invoice must be raised (Alphanumeric, 16). Mandatory. This code must have been defined in the “Supplier” business component.

The system displays the Party Code with party type Supplier for the Login and Buying Company Combination

Supplier Name

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

Enter the following fields in the “Buyer Information” group box:

Supplier Invoice Transaction Date

The system displays the following in the “Buyer Information” group box.

Supplier Invoice No.

A unique number identifying the direct invoice (Alphanumeric, 18). This number is generated and displayed by the system on Save details.

Enter the following fields in the “Customer Invoice Details” 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.
Sale 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 “Category” business component and must be in “Active” status.
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 fields in the “Customer Invoice Details” group box:

Ship To Customer Name

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

Enter the following fields in the “Customer Invoice Details” 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. The system displays “None” by default on launch of the page.
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.
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. The system displays “No” 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.
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”.
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.
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.
Customer Account Code	The Customer Control Account code to which the postings should happen.

The system displays the following fields in the “Customer Invoice Details” group box:

Account Description

The description of the Customer Account Code.

Enter the following fields in the “Customer Invoice Details” 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.

Note: If this field is left blank, the system retrieves the “Unit Price” of the item from the “Pricing Engine”.

Comments

Any observations pertaining to the invoice (Alphanumeric, 255).

The system displays the following fields in the “Customer Invoice Details” 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.
Round Off Amount	Round off amount (if any) for the invoice.

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

Note: Data must be available in at least one row of the multiline.

Line No.	The Line No. of the item details will be displayed on Save / Authorize.
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 unique code identifying the item (Alphanumeric, 32).

Item Variant	The unique code identifying the item variant (Alphanumeric, 32). Mandatory.
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.
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:

Total Value

The amount 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:

Sale 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.
Usage Id	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 regarding the item available in the line (Alphanumeric, 255).
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.
Analysis Code	The analysis code to which the “Item Revenue Account” is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).
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: In the columns – Cost Center, Analysis Code and Sub Analysis Code, you can either enter the code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar codes and descriptions from which you can select the required code.

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.

The system displays “No” by default on launch of the page.

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 “Manual” by default on launch of the page.

The system displays the following:

Item Desc.

The textual description of the item.

Enter the following field in the “Item 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.
Usage Desc.	The textual description of the Usage id.

Click the “Update Supplier Item Information” pushbutton to update the Supplier Invoice Details Multiline with the Customer Item Information details.

The system displays the following in the “Supplier Invoice Details” group box:

Pay to Supplier Code	The code identifying the supplier to whom the payment can be made.
Pay to Supplier Name	The name of the supplier to whom payment can be made.

Enter the following fields in the “Supplier Invoice Details” group box:

Payment Processing Point	Use the drop-down list box to select the code identifying the organization unit in which the payment for the invoice must be released. All the organization units from where a “Supplier Payment” business component has been mapped to the Supplier Invoicing OU will be available for selection. The system displays the organization unit that has been set as “Default Payment Processing Point” in the “Set Functions Default” activity by default on launch of the page.
Supplier Invoice Number.	A unique number identifying the invoice that has been issued by the supplier (Alphanumeric, 18). Mandatory. This would be automatically updated with the Customer Invoice No.
Supplier Invoice Amount	The amount for which the supplier invoice has been raised (Integer). Mandatory. The amount entered in this field must be greater than zero. This would be automatically updated with the Customer Total Invoice Amount.
Supplier Invoice Date	The date on which the supplier invoice was raised (Date Format). Mandatory. This would be automatically updated with the Customer Invoice Transaction date.

Enter the following:

Supplier Account Code

The Supplier Control Account code to which the postings should happen.

The system displays the following:

Account Description	The description of the Supplier Account Code.
Auto-Adjust	Use the drop-down list box to set whether the invoice must be automatically adjusted. You can select from “Yes” or “No”. The system displays “No’ by default on launch of the page.
Currency Code	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 ““Payables 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 Buying company by default on launch of the page if it has been mapped to a “Payables Account”.
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. The system displays “1” by default on launch of the page.
Anchor Date	The date from which the payment schedule of the invoice would be calculated (Date Format). The system date is displayed by default on launch of the page.

Note: The date entered in this field must be after the date entered in the “Supplier Invoice Date” field.

Electronic Payment

Use the drop-down list box to set whether electronic payment can be made for the invoice. You can select from “Yes” or “No”. The system displays “No” by default on launch of the page.

Note: “Yes” will be available for selection based on the value selected in the “Pay Modes Applicable” parameter at the company level in "Installation parameter Setup" component.

Payment Method

Use the drop-down list box to select the method in which the payment has to be made to the supplier. The system displays “Regular” by default on launch of the page. Combo would be loaded based on Pay Mode Applicability parameter at the company level in "Installation parameter Setup" component.

Pay Mode

Use the drop-down list box to select the mode in which the payment has to be made to the supplier. You can select from the various Bank, Cash.

Note: Other values loaded based on the pay modes applicable for the company.

Payment Priority	Use the drop-down list box to set the priority to be accorded to the invoice. You can select from “High”, “Medium” or “Low”. The system displays “Medium” by default on launch of the page.
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.
Comments	Any observations or remarks regarding the newly created item invoice (Alphanumeric, 255).
Total Invoice Amount	The total invoice amount. The system calculates and displays this amount when the “Compute” pushbutton is clicked. This amount must be lesser or equal to the supplier invoice amount.
Round Off Amount	Round off amount (if any) for the invoice.

The system displays the following in the “Supplier item Information” multiline:

Line No.

The number identifying the line in which the item details are available.

Enter the following fields in the “Supplier item Information” multiline:

Item Code	The unique code identifying the item (Alphanumeric, 32). Mandatory.
Variant	The unique code identifying the “Item Variant” (Alphanumeric, 32).
Usage Id.	A code identifying the usage that has been mapped to the account code (Alphanumeric, 20).
Account Code	A code identifying the accounting code that has been mapped to the usage ID given.
UOM	The unit of measurement in which the item is purchased (Alphanumeric, 10). Mandatory. The unit of measurement must have been defined in the “UOM Administration” business component and must be in “Active” status.
Qty.	The number of units of the item that is invoiced (Integer). The value entered in this field must be greater than zero.

Note: This field must not be left blank if a value has been entered in the “Rate” field and the “Rate Per” field.

Rate Amount

The price of one unit of the item (Decimal). The value entered in this field must be greater than zero.

Note: This field must not be left blank if a value has been entered in the “Quantity” field.

Rate Per

The number of items, for which the rate is applicable (Integer). The value entered in this field must be greater than zero.

Note: If this field is left blank, the system displays “1”.

Total Value

The amount invoiced for the item (Decimal). Mandatory. The value entered in this field must be greater than zero.

Note: If this field is left blank, the system calculates the amount as the product of the item quantity and unit rate of the item, that is [“Quantity” * (“Rate” / “Rate per”)]

Remarks	Any observations or comments regarding the item available in the line (Alphanumeric, 255).
Accounting Usage	Use the drop-down list box to select the code identifying the usage. The combo is loaded with the options that have been defined for the supplier direct invoice in the “Account Rule Definition” business component.

Note: The Usage can be selected only when the "Item Type" is "Service".

Cost Center	The code identifying the cost center to which the “Supplier Payable Account” (Alphanumeric, 10). The cost center must have been defined in the “Cost Setup” business component.
Analysis Code	The analysis code to which the “Supplier Payable Account” is mapped in the “Account Based Budgeting” business component (Alphanumeric, 5).
Sub-Analysis code	The sub-analysis code to which the analysis code is mapped in the “Account Based Budgeting” business component (Alphanumeric, 5).

The system displays the following in the “Supplier item Information” multiline:

Item Desc.	The description of the item.
Accounting Usage Description	The long description of the accounting usage.
Usage Description	The textual description of the Usage id.
Account Description	The textual description of the account code.

The system displays the following in Payment Information Tab Page :

Company Bank / PTT Code Type	The bank / PTT type of the login company.
Company’s Bank / PTT Account No	The code identifying the bank / PTT account number of the login company.

Enter the following fields:

Contract / Participation ID.

Use the drop-down list box to select the code identifying the contract / participation ID of the company. All the corresponding codes will be available for selection.

The system displays the following:

Contract Reference

The code identifying the contract reference of the company.

Enter the following fields:

Customer Bank / PTT Reference

Use the drop-down list box to select the code identifying the bank or the PTT reference of the customer. All the unique codes available for the banks / PTT will be available for selection.

The system displays the following:

Customer Bank / PTT Reference Type

The bank or the PTT reference type of the customer.

Enter the following fields:

Customer Bank / PTT Account No.

Use the drop-down list box to select the code identifying the bank / PTT account number of the customer. All the account numbers recorded in the “Customer" business component, corresponding to the bank / PTT will be available for selection.

Enter the following fields in the “Payment Information” Tab Page:

Supplier Bank/PTT Ref.

Use the drop-down list box to select the code identifying the bank or the PTT reference of the supplier. All the unique codes available for the banks / PTT will be available for selection.

The system displays the following:

Supplier Bank/PTT Ref. Type

The bank or the PTT reference type of the supplier.

Enter the following fields:

Supplier Bank/PTT Account No.	Use the drop-down list box to select the code identifying the bank / PTT account number of the supplier. All the account numbers recorded in the “Supplier" business component, corresponding to the bank / PTT will be available for selection.
Company Bank/PTT Code	Use the drop-down list box to select the code identifying the bank / PTT of the login company from which the payment must be made. All the company codes corresponding to the bank / PTT will be available for selection.

The system displays the following:

Company Bank/PTT Code Type	The bank / PTT type of the login company.
Company’s Bank/PTT Account No.	The code identifying the bank / PTT account number of the login company.

Enter the following fields:

Contract / Participation ID

Use the drop-down list box to select the code identifying the contract / participation ID of the supplier. All the corresponding codes will be available for selection.

The system displays the following:

Contract Ref.

The code identifying the contract reference.

Enter the following fields:

Digits for Ref. No.

Use the drop-down list box to select the digits for the reference number.

Click the “Save Details” pushbutton to create / Modify the Batch.

The system update the status of the Batch to Fresh / Draft.

Click the “Authorize” pushbutton to authorize the Batch.

The system updates the status of the Batch to Authorized.

The system generates a unique number identifying the Batch if you have opted for the automatic numbering type.

Click the “Delete Batch” pushbutton to delete the Batch

The system updates the status of the Batch 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 Inter-Company Invoicing Batch” link at the bottom of the page to view the Batch.
Select the “Attach Notes” link at the bottom of the page to add notes to the batch.
Select the “Tax Calculation – Summary – Customer Invoice” link at the bottom of the page to modify / add tax details for the Customer Invoice.
Select the “Tax Calculation – Summary – Supplier Invoice” link at the bottom of the page to modify / add tax details for the Supplier Invoice.
Select the “Tax / Charge / Discount - Customer Invoice” link at the bottom of the page to add / modify taxes/ charges / discounts to the customer invoice.
Select the “Tax / Charge / Discount - Supplier Invoice” link at the bottom of the page to add / modify taxes/ charges / discounts to the supplier invoice.