Modifying taxes, charges or discount details

This page allows you to modify the tax, charge and the discount details for an expense invoice. Tell me more.

Select the “T/C/D” link at the bottom of the “Authorize Expense Invoice” page.

The “Tax / Charge / Discount” page appears.

The system displays the following:

Invoice No	The number identifying the expense invoice.
Status	The status of the invoice. It could be “Draft” or “Fresh”.
	Draft – indicates a newly created expense invoice that cannot be authorized.
	Fresh – indicates a newly created invoice that can be authorized.

Modify the following fields if required:

T/C/D Computation	Use the drop-down list box to select the method in which the tax, charge or discount has been calculated. You can select from “For Document” or “For Line Item”.
	For Document – indicates that the tax, charge or discount has been calculated for the invoice as a whole.
	For Line Item – indicates that the tax, charge or discount has been calculated for each individual row in the invoice.
Line No	Use the drop-down list box to select the number identifying the line in which the expense details appear in the invoice. Sequential numbers will be available for selection based on the rows in which the item details are available.

Note: A line number must be selected in this field if “For Line Item” has been selected in the “T/C/D Computation” field.

The system displays the following:

Line Amount	The invoice amount or the line amount.
Expense / T/C/D	The code identifying the tax, charge or discount. The description of the expense would also be displayed.
TCD Variant	The code identifying the tax, charge or discount variant.
Description	A textual description of the tax, charges or discount.
	Zoom facility available
Usage ID	The code identifying the usage that has been mapped to the expense.

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

T/C/D

Use the drop-down list box to indicate whether tax, charge or discount is being calculated for the expense in the line. You can select from “Tax”, “Charge” or “Discount”.

Note: One type must be selected in at least one row of the multiline.

T/C/D Code	The code identifying the tax, charge or discount based on the value set in the “T/C/D” field (Alphanumeric, 10). Mandatory. This code must have been defined in the “Taxes / Charges / Discounts” business component and must be in “Active” status. The code entered in this field must be unique for the individual line
	Help facility available

Note: The tax, charge or discount must be applied only once either at the “Document Level” or at the “Line Level”.

Variant

The code identifying the variant of the tax, charge or discount (Alphanumeric, 10). Mandatory. This variant must be a valid one for the code entered in the “T/C/D Code” field.

Note: This field must not be left blank if a T/C/D code is entered in the “T/C/D Code” field”.

The system displays the following in the “T/C/D Information” multiline:

Description

The description of the tax, charge, discount or variant.

Enter the following fields in the “T/C/D Information” multiline:

Usage

Use the drop-down list box to set the account to which the tax, charge and discount amount must be debited. You can select from “Usage” or “Expense”.

Usage – indicates that the tax, charge and discount amount must be debited to the Usage Account given in the Main page.
Expense – indicates that the tax, charge and discount amount must be debited as an expense.

The system displays “Expense” on launch of the page.

The system displays the following in the “T/C/D Information” multiline:

TCD Rate	The unit rate of the tax, charge or discount selected.
Taxable Amount	The amount that is the tax, charge or discount for the expense available in the line.

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

TCD Amount	The amount that is the tax, charge or discount for the expense available in the line (Decimal).
Currency	Use the drop-down list box to select the code identifying the currency in which the taxes, charges or discount details have been calculated. You can select from the invoice currency and the base currency.
Cost Center	The code identifying the cost center (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 relevant 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).

Check the box in the “Select” column of the multiline to mark a tax, charge or discount for deletion.

Click the “Compute” pushbutton to calculate the amount that has been taxed.

The system calculates and displays the amount that has been taxed in the “Taxable Amount” field.

The system calculates and displays the amount that is taxable and the amount that can be charged as TCD in the “Taxable Amount” and the “TCD Amount” fields.

The system also calculates and stores the TCD amount in the base currency of the company if it is different.

The system calculates and stores the total invoice amount as the difference of the discount and the sum total of the line amount, taxes and the charges.

Click the “Save” pushbutton to save the modifications made to the tax, charge or discount details.

The system saves the modified tax, charge and discount details along with the invoice details.

Account Posting Details

If the TCD has been added,

The system debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges” and credits the Supplier Payable Account.

The system credits the “Discount Accounts” when the “TCD Type” is “Discount” and debits the Supplier Payable Account.

Payment Schedule

The system generates a 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 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.

Click the “Save and Authorize” pushbutton to save the modifications made to the tax, charge or discount details and authorize the invoice.

The system saves the modifications made to the tax, charge and discount details along with the invoice details.

Status Updation

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

Account Posting Details

If the TCD has been added,

The system debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges” and credits the Supplier Payable Account.

The system credits the “Discount Accounts” when the “TCD Type” is “Discount” and debits the Supplier Payable Account.

Payment Schedule

The system generates a 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 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.

Click the “Return invoice” pushbutton to return the invoice for modification.

The system saves the modifications made to the expense invoice.

Status Updation

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

The system also updates the login ID of the user and the system in the “Last Modified By” and “Last Modified Date” fields.

To proceed, carry out the following

Select the “Adjustment” link at the bottom of the page to include or remove 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.
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 “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 invoice.

Modifying taxes, charges or discount details – An overview

You can modify the TCD details if the invoice is in the “Draft” or “Fresh” status. You can modify the method in which the TCD has been calculated. You can modify the code identifying the tax, charge, discount and the variants. You can also modify the TCD amount, the cost center to which the TCD account is mapped and the analysis and the sub-analysis code allocated. The system saves the modifications made the TCD details.

The modified total TCD amount for the invoice is posted to the selected finance book under the various account heads in the account currency, base currency of the company and the parallel base currency of the company. A payment schedule is also generated based on the modifications made to the TCD details.

This page also allows you to authorize the invoice while saving the modifications made to the TCD details. The status of the invoice is updated as “Authorized”. The details of this invoice cannot be modified any longer. This page also allows you to return the invoice to the user who created it for modification. The system updates the status of the invoice as “Returned”. The system also stores the login ID of the user and the system date along with the invoice details.