Creating expense invoice

This page allows you to create an expense invoice. Tell me more.

Select the “Create Expense Invoice” link under the “Supplier Direct Invoice” business component.

The “Create Expense Invoice” page appears.

The system displays the following in the header:

Workflow Status

The status of the document as per Workflow Applicability.

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

Status	The status of the invoice. It could be “Draft”, “Fresh” or “Authorized”. This status is updated when the “Create Invoice” or the “Create and Authorize Invoice” pushbutton available at the bottom of the page is clicked.
	Draft – indicates a newly created expense invoice that cannot be authorized.
	Fresh – indicates a newly created invoice that can be authorized.
	Authorized – indicates that the invoice has been authorized.

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

Invoice No.

The number identifying the invoice (Alphanumeric, 18). This number is generated and displayed by the system, when the “Create Invoice” or the “Create and Authorize Invoice” pushbutton is clicked. 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 “Numbering Class” business component.

Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.

Invoice Date

The date on which the invoice is 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. The system date is displayed by default on launch of the page.

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 will be loaded.

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

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Expense 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.

Enter the following field in the “Supplier Information” group box:

Supplier Registered At	Use the drop-down list box to select the organization unit in which the supplier has been created. All the organization units from where the “Supplier” business component has been mapped will be available for selection. The system displays the organization unit has been set as “Default Supplier Registered At” in the “Set Functions Default” activity by default on launch of the page.
Supplier Code	The code identifying the supplier (Alphanumeric, 16). Mandatory. The supplier must have been defined in the “Supplier” business component and must be in the “Active” status.
	Press <Enter> key.
	The system retrieves the details of the supplier like the name of the supplier and the supplier to whom payment must be made, the code identifying the supplier to whom the payment must be made, the currencies that have been mapped to the supplier and the pay term associated to the supplier in the relevant fields.
	Help facility available

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

Supplier Name

The name of the supplier.

Select the following in the “Supplier Information” group box:

Pay to Supplier Code

Use the drop-down list box to select the code identifying the supplier to whom the payment can be made. All the suppliers who have been designated, as “Pay to Supplier” for the supplier entered in the “Supplier Code” field will be available for selection. The pay to suppliers must be in an “Active” status.

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

Pay To Supplier Name

The name of the supplier to whom payment can be made.

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

Supplier Invoice No.	A unique number identifying the invoice that has been issued by the supplier (Alphanumeric, 18). Mandatory.
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.
Supplier Invoice Date	The date on which the supplier invoice was raised (Date Format). Mandatory. This date must be the same or before the invoice date.

Enter the following:

Supplier Account Code	The Supplier 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 Supplier Account Code.

Enter the following in the Retention / Withheld Amount details section:

Retention Control A/c

The Supplier payable Account to which the postings for retention amount should happen.

Help facility available.

Pay Term

The code identifying the pay term (Alphanumeric, 15). This pay term must have been defined in the “Pay Term” buSDINess component and must be in “Active” status.

The pay term used to auto generate the Supplier Account based credit Note for the retention amount.

Retention Amount

The amount which is retained while making payment to the vendor.

The system displays the following in the Retention / Withheld Amount details section.

Supplier Credit Note

The Credit Note auto generated for the retention amount.

Enter the following field in the “Payment Information” group box:

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 ““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 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.

Enter the following fields in the “Payment Information” 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 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.

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 if the “Swiss Pay Modes Applicable” parameter has been set to “Yes” at the company level.

Payment Method

Use the drop-down list box to select the method in which the payment has to be made to the supplier. You can select from “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”. The system displays “Regular” by default on launch of the page.

Note: “ESR”, “ESR+”, “LSV”, “LSV+” and “Specific Bank” will be available for selection only if Swiss pay modes are applicable for the company.

Payment Type

Use the drop-down list box to select the type in which the payment has to be made to the supplier. You can select from “CREDIT” or “CASH”. The system displays “CREDIT” by default on launch of the page.

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, PTT, DTA and SAD pay modes that have been defined.

Note: “PTT”, “DTA” and “SAD” will be available selection only if Swiss pay modes are applicable for the company.

'Letter of Credit' will be available for selection only if Payment Method is 'Regular' and Electronic Payment is set as “No” and the CPS Parameter LC in Expense Invoice is required is set to Yes.

Cash Code

Use the drop-down list box to select the cash code. When the payment 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 made.

The system displays the following:

Description

The description of the selected cash code will be displayed.

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

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.
	Help facility available
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.

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

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.

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

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.
Comments	Any observations or remarks regarding the newly created expense invoice (Alphanumeric, 255).
	Zoom facility available
Proposal No.	The code identifying the asset proposal based on which the item has been received (Alphanumeric, 18). This asset proposal must have been created in the “Asset Planning” business component. The asset proposal must be an acquisition proposal.
	Help facility available

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

Round Off Amount	Round off amount (if any) for the invoice..
Corrected Round Off Amount	Modified Round Off Amount i.e. the Round off amount considered for postings.

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.

Enter the following in the "LC Details" group box:

LC Number	The number identifying the LC created in LC Masters
	Help facility available
Ref ID	The number identifying the reference ID for the given LC Number.
	Help facility available

The system displays the following in the "LC Details" group box:

LC Beneficiary	The beneficiary for which the LC has been created.
LC Expiry Date	The expiry date of the LC.
LC Currency	The currency in which the LC has been created.
LC Amount	The amount for which the LC has been raised.

Note: LC Details group box will be visible only when the CPS Parameter "Letter of Credit in Expense Invoice is required" is set as “Yes”.

The system displays the following fields in “Prepayment Details” multiline:

Voucher Number	The Prepayment Voucher number in Paid status raised with LC Mode without reference document for the LC Number given above.
Transaction OU	The OU in which the Prepayment voucher has been created
Voucher Date	The Pay date of the Prepayment voucher.
Finance Book	The Finance Book in which the prepayment voucher has been created
Document Amount	The Pay amount of the prepayment voucher.
Current Outstanding	The balance amount available for adjustment.
Adjustment Amount	The current adjustment Amount of the Prepayment Voucher with the Invoice

Note : Prepayment Details multiline will be visible only when the Invoice is LC Based and LC is Sight LC

The system displays the following in the “Expense Information” multiline:

Line No.

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

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

Expense	A description of the expense incurred by the invoice (Alphanumeric, 16).
Usage Id.	A code identifying the usage that has been mapped to the account code (Alphanumeric, 20).
	Help facility available
Account Code	A code identifying the accounting code that has been mapped to the usage ID given.
UOM	The unit of measurement of the expense (Alphanumeric, 10).
	Help facility available
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

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”.

Amount

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 expense available in the line (Alphanumeric, 255).
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.
	Help facility available
Analysis Code	The analysis code to which the “Supplier Payable Account” is mapped 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 in the “Account Based Budgeting” business component (Alphanumeric, 5).
Destination Company	Use the drop down list box to select the destination company for the INTERCOMP usage transactions. This combo will be loaded only on enter of Usage id as "INTERCOMP".
Destination OU	Use the drop-down list box to select the OU in which the Inter FB JV will be generated.
Destination FB	Use the drop-down list box to select the FB in which the Inter FB JV will be generated.
Destination Usage ID	The account code pertaining to that Usage ID, for which the Inter FB JV will be generated.
	Help facility available.
Destination Cost Center	The cost center to which the amount must be posted (Alphanumeric, 10). Data-entry in this field is mandatory if the account code mapped to Destination Usage has been mapped to a cost center in the “Cost Setup” business component.
	Help facility available.
Destination Analysis Code	The analysis code to which the account code of the Destination Usage is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5).
	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 (Alphanumeric, 5).

The system displays the following in the “Expense Information” multiline:

Inter Finance Book JV No.

The journal voucher number of Inter FB .This number is auto generated.

Enter the following fields in the “Expense 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 would be loaded with the OUs to which Component interaction between Supplier 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 would 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 IPS parameter "Container Freight Station Applicability" is set as "Yes".

The system displays the following in the “Expense Information” multiline:

Usage Description	The textual description of the Usage id.
Account Description	The textual description of the account code.

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

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

The system calculates and displays the total invoice amount

Click the “Create Invoice” pushbutton to create an expense invoice.

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

Status Updation

The status of the invoice is updated as “Draft”

If the electronic payment details that is required have not been added for the invoice.

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

If the electronic payment details are not required.

Account Postings details

The system credits the “Supplier Payable Account” in the account currency.

The system debits the “Expense Account”.

The system debits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is greater than the total amount that has been rounded off. The system credits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is lesser than the total amount that has been rounded off.

Payment Schedule

The system generates the default payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component.

Payment Schedule for electronic payment

The system generates a default payment schedule and also saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set as “Yes” in the “Company Parameter Setup” business component.

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

Click the “Create And Authorize Invoice” pushbutton to authorize the invoice during the creation process.

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

Status Updation

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

Account Postings details

The system credits the “Supplier Payable Account” in the account currency.

The system debits the “Expense Account”.

The system debits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is greater than the total amount that has been rounded off. The system credits the “Rounding Off Account” in the base currency of the company, if the total invoice amount is lesser than the total amount that has been rounded off.

Payment Schedule

The system generates the default payment schedule for the invoice if “Swiss Pay Modes Applicable” has been set as “No” in the “Company Parameter Setup” business component.

Payment Schedule for electronic payment

The system generates a default payment schedule and also saves the bank details required for the Electronic Payment if “Swiss Pay Modes Applicable” has been set as “Yes” in the “Company Parameter Setup” business component.

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 created the expense invoice.
Created Date	The date on which the expense invoice was created.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to enter the tax, charges or discount details for the invoice.
Select the “Adjustment” link at the bottom of the page to select debit documents against which the invoice must be adjusted.
If Swiss pay modes are not applicable for the company, select the “Payment Schedule” link at the bottom of the page to view or modify the payment schedule generated by the invoice.
If the supplier is a “One-time Supplier", select the “Supplier Information” link at the bottom of the page to record the supplier details.
If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view or modify the details of the electronic payment that must be made to the supplier.
Select the “Edit Expense Invoice” link at the bottom of the page to modify the details of the expense invoice.
Select the “Invoice Summary” link at the bottom of the page to view the summary of the invoice.
Select the “Accounting Information” link at the bottom of the page to view the account posting information of the invoice.
Select the “Attach Notes” link at the bottom of the page to record observations or comments regarding the newly created expense invoice.
Select the “Tax Calculation - Details” link to enter the tax details for the Invoice.
Select the “Authorise Expense Invoice” link at the bottom of the page to authorise the selected Invoice.
Select the “View Expense Invoice” link at the bottom of the page to view the selected Invoice.

Creating expense invoice – An overview

You can enter the invoice information like the code identifying the finance book in which the invoice details have to be posted. You can enter the number identifying the invoice if you have opted for the “Manual” numbering type. The system generates a unique invoice number if you have not opted for the “Manual” numbering type.

This page allows you to enter the details of the invoice received from the supplier. You can also enter the details of the supplier to whom the payment must be made. You can also enter payment information like the currency in which the payment must be made. You can also indicate whether an electronic payment is applicable for the invoice and if the invoice must be adjusted automatically with other debit documents.

You can enter the expense for which the invoice has been raised. You can also select the usage that has been mapped to the account in which the expense amount must be debited or credited. If the expense has been incurred for a measurable item like gasoline or stationary, you can enter the unit of measurement in which the item has been received and the rate and the amount that has been calculated for the item. The system generates the payment schedule based on the pay term defined for the invoice. A payment schedule is also generated if an electronic payment is to be made to the supplier.

The system saves the details of the invoice and updates the status as “Draft” if the electronic payment details, if applicable, have not been updated. The system updates the status of the invoice as “Fresh” if the electronic payment details are not applicable or if they have been updated.

This page also allows you to authorize an expense invoice immediately after creation. The status of the invoice after authorization is updated as “Authorized”. The details of this invoice cannot be modified.

Prerequisites

Mandatory

“Financial Calendar” must have been defined in the “Accounting Setup” business component.
“Finance Book” must have been defined in the “Organization Setup” business component.
“Numbering Type” must have been defined in the “Numbering Class” business component.
“Supplier” must have been defined in the “Supplier” business component.
“Currency” must have been defined in the “Organization Setup” business component and must have been mapped to a supplier in the “Account Rule Definition” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Pay Term” must have been defined in the “Pay Term” business component.
Chart of Accounts should be mapped to the Finance Book in the ‘Accounting Setup’ business component.
“Usage” must have been defined in the “Account Rule Definition” business component.
“Unit of Measurement (UOM)” must have been defined in the “Unit of Measurement” business component.
“Set Functions Default” activity must have been completed.

Optional

The “Swiss Pay Applicable” paramter must have been set as “Yes” in the “Company Process Parameter” business component if electronic payments have to be made.
“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis and Sub-Analysis Codes” must have been defined in the “Account Based Budget” business component.
“Cost Center Applicable” parameter must have been set as “Yes” in the “Company Parameter” business component if MAC is applicable for the company.
“Cost Center” must have been defined in the “Cost Setup” business component.

What you can do in this page

Indicate the mode of payment

Set payment priority

Indicate mode of adjustment

Calculate total invoice amount

Indicate the mode of payment

You can set the mode by which the payment must be made to the supplier. You can make an electronic payment to the supplier or you can pay him through check or cash. Based on the method of payment, the system allows you to record the details of the electronic payment to be made to the supplier.

Set “Electronic Payment” field to “Yes” if you want to make an electronic payment to the supplier.
Set “Electronic Payment” field to “No” if you do not want to make an electronic payment to the supplier.

Set payment priority

You can accord a priority to the payment that is to be made to the supplier for the expense invoice. You can accord a “High”, “Medium” or “Low” priority to the payment.

Set “Payment Priority” field to “High” if you want to accord a high priority to the payment.

Set “Payment Priority” field to “Medium” if you want to accord a medium priority to the payment.

Set “Payment Priority” field to “Low” if you want to accord a low priority to the payment.

Indicate mode of adjustment

An invoice is adjusted against debit documents when it is authorized. You can select the debit documents against which the invoice must be adjusted. Otherwise, the system picks the debit documents against which the invoice is adjusted. This page gives you the facility to set whether the mode of adjustment must be manual or automatic.

Set the “Auto Adjust” field to “Yes” if you want the system to pick and adjust the invoice against debit documents.

Set the “Auto Adjust” field to “No” if you want to select the debit documents against which the invoice must be adjusted.

Calculate total invoice amount

You can calculate the total invoice amount of the newly created item invoice.

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

The system calculates the total invoice amount as the sum total of all the item amounts that have been entered in the multiline.