Creating item invoice

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

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

The “Create Item 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 item 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 “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.

Enter the following fields 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 fields 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.

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 item invoice (Alphanumeric, 255).
	Zoom facility available

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

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 “Item / Asset Information” multiline:

Line No.

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

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

Usage	Use the drop-down list box to select the type of liability that has been incurred by the invoice. You can select from “Capital” or “Non-Capital”. The system displays “Non-Capital” by default on launch of the page.
Item Code	The unique code identifying the item (Alphanumeric, 32). Mandatory.
	Help facility available

Note: If “Non-Capital” is selected in the “Usage” field, the item entered in this field must have been created in the “Item Administration” business component and must be in “Active” status.

Variant	The unique code identifying the “Item Variant” (Alphanumeric, 32).
UOM Code	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.
	Help facility available

Note: This field must not be left blank if “Non-Capital” is selected in the “Usage” field. The unit of measurement entered in this field must be the unit of measurement in which the item is stocked in the inventory.

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”)]

Receipt Location

Use the drop-down list box to select the organization unit in which the items were received. All the organization units in which the “Stock Receipt” business component has been mapped will be available for selection. The system displays “Blank” by default on launch of the page.

Note: A receipt location must be selected if usage has been selected as “Non-Capital”.

Receipt No.	The code identifying the receipt that has been created to receive the items (Alphanumeric, 18).
Asset 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

Note: This field must not be left blank if “Capital” is selected in the “Usage” field.

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.
	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).

The system displays the following in the “Item / Asset Information” multiline:

Item Desc.	The description of the item.
Accounting Usage Description	The long description of the accounting usage.

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

Click the “Get Item Details” pushbutton to retrieve the item details.

The system retrieves the details of the item in the “Item / Asset Information” multiline.

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 item invoice.

The system generates a unique number identifying the item 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 like ESR / ESR+ reference numbers 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 or have been added already.

Account Postings details

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

The system debits the “Purchase Suspense Account” in the base currency of the company if the “Item” purchased is “Non-Capital”.

The system debits the “FA Suspense Account” or the “Capital WIP Account” in the base currency of the company if the “Item’ purchased is “Capital”.

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 item 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 “Purchase Suspense Account” in the base currency of the company if the “Item” purchased is “Non-Capital”.
The system debits the “FA Suspense Account” or the “Capital WIP Account” in the base currency of the company if the “Item’ purchased is “Capital”.
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 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 item invoice.
Created Date	The date on which the item 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.
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 “Tax Calculation - Details” link at the bottom of the page to modify tax calculation and to save the changes made.
Select the “Edit Invoice” link at the bottom of the page to modify the details of the item 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 item invoice.
Select the "Tax Calculation - Summary" link at the bottom of the page to compute a tax calculation.
Select the “Authorise Item Invoice” link at the bottom of the page to authorise the selected Invoice.
Select the “View Item Invoice” link at the bottom of the page to view the selected Invoice.
Select the “Create Prepayment Voucher” link at the bottom of the page to Create Prepayment voucher for the Item Invoice.
Select the “Create Unplanned Receipt” link at the bottom of the page to Create Unplanned Receipt for the Item Invoice.

Creating item 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.

This page also allows you to enter the details of the “Capital” or “Non-Capital” items that have been purchased. You can record details of the asset proposal number based on which the “Capital” item were purchased. You can also record the organization unit in which the “Non-Capital” items would be received.

The system also generates the payment schedule based on the pay term defined for the supplier. A payment schedule is also generated if an electronic payment is to be made to the supplier. The system updates the status of the invoice as “Fresh” electronic payment details are not applicable or if they have been updated.

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

What you can do in this page

Indicate the mode of payment

Set payment priority

Indicate mode of adjustment

Set the type of liability incurred

Retrieve item details

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 item 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.

Set the type of liability incurred

You set the type of liability that has been incurred by the purchase of the item. You can indicate whether the item that has been purchased is a “Capital” or a “Non-Capital” item.

Set the “Usage” field to “Capital” if the item purchased is a capital item.

Set the “Usage” field to “Non-Capital” if the item purchased is not a capital item.

Retrieve item details

If the item that has been purchased is available in the inventory you can retrieve the details of the item.

Enter the item code in the “Item Code” field.

Click the “Get Details” pushbutton to retrieve the item details.

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.

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.
“Item” must have been defined in the “Item Administration” business component.
“Chart of Accounts” must have been mapped to the Finance Book in the ‘Accounting Setup’ business component.
“Account codes” for “Purchase Suspense”, “FA Suspense” and “Capital WIP” must have be defined in the “Account Rule Definition” business component.
“Unit of Measurement (UOM)” must have been defined in the “Unit of Measurement” business component.

Optional

“Asset Proposal” must have been created in the “Asset Planning” business component.
“Cost Center” must have been defined in the “Cost Setup” business component.
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.