Authorizing item invoice

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

Select the “Authorize Item Invoice” link at the bottom of the “Select Invoice” page.

The “Authorize 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:

Invoice No.	The number identifying the item invoice.
Status	The status of the invoice. It must be “Fresh”.
	Fresh – indicates a newly created invoice that can be authorized.

Modify the following field in the “Invoice Information” group box:

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

Finance Book

The code identifying the finance book in which invoice postings is to be made.

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

Supplier Registered At	The code identifying the organization unit in which the supplier has been created.
Supplier Code	The code identifying the supplier.
Supplier Name	The name of the supplier.

Modify the following if required 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.

Modify 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.

Modify 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.

Modify 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 from 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.
Electronic Payment	Use the drop-down list box to set whether electronic payment is possible for the invoice. You can select from “Yes” or “No”.

Note: “Yes” will be available for selection if the “Swiss Pay 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.

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.

Modify 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”.
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).

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 “Edit Invoice” or the “Edit and Authorize Invoice” pushbutton is clicked. This amount must be lesser or equal to the supplier invoice amount.

Modify 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”.
Comments	Any observations or remarks regarding the item invoice (Alphanumeric, 255).
	Zoom facility available

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

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 / T / C / D Information” multiline:

Line No.

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

Modify the following fields if required in the “Item / Asset / T / C / D 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”.
Item/TCD Code	The unique code identifying the item, tax, charge or discount (Alphanumeric, 32). Mandatory.
	Help facility available
Variant	The unique code identifying the item, tax, charge or discount variant (Alphanumeric, 32).
UOM	The unit of measurement in which the item has been 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.

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 purchased (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
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” has been mapped (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 / T / C / D Information” multiline:

Item/TCD	Indicates whether an “Item”, “Tax”, “Charge” or “Discount” is available in the line.
TCD Computation	Indicates the method in which the tax, charge or discount has been calculated. It could be “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.
TCD On Line No.	The number identifying the line in which the item for which the tax, charge or discount has been calculated.
Item/TCD Desc.	The description of the code identifying the item, tax, charge or discount.
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 “Edit Invoice” pushbutton to save the modifications made to the invoice.

The system saves the modifications made to the item invoice.

Account Postings details

The system credits the “Supplier Payable Account” in the account currency.
The system debits the “TCD Account” when the “TCD Type” is “Tax” or “Charges”.
The system credits the “Discount Accounts” when the “TCD Type” is “Discount”.
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

Pay Modes Applicable Parameter in IPS which can be set to Electronic Pay modes like Swiss and German etc to enable Electronic Payments

Payment Schedule for electronic payment

The system generates a default payment schedule and also saves the bank details required.

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

Click the “Edit And Authorize Invoice” pushbutton to save the modifications and authorize the invoice.

The system saves the modifications made to the item invoice.

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 “TCD Account” when the “TCD Type” is “Tax” or “Charges”.

The system credits the “Discount Accounts” when the “TCD Type” is “Discount”.

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

Pay Modes Applicable Parameter in IPS which can be set to Electronic Pay modes like Swiss and German etc to enable Electronic Payments

Payment Schedule for electronic payment

The system generates a default payment schedule and also saves the bank details required.

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

Click the “Return Invoice” pushbutton to return the invoice.

The system saves the modifications made to the item 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.

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 invoice.
Created Date	The date on which the invoice was created.
Last Modified By	The login ID of the user who last modified the invoice.
Last Modified Date	The date on which the invoice was last modified.

To proceed, carry out the following

Select the “T/C/D” link at the bottom of the page to modify the tax, charges or discount details for the invoice.
Select the “Adjustment” link at the bottom of the page to include or remove debit documents against which the invoice must be adjusted.
If 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 the supplier is a “One-time supplier", select the “Supplier Information” link at the bottom of the page to record the supplier details.
If 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 item invoice.
Select the “Tax Calculation - Details” link to view the details of tax calculation.
Select the "Tax Calculation - Summary" link at the bottom of the page to compute a tax calculation.
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.

Authorizing item invoice – An overview

You can authorize an expense invoice that is in the “Draft” or “Fresh” status. The system updates the status of the invoice as “Authorized”. The system also stores the login ID of the user and the system date along with the invoice details. You cannot modify the details of an authorized invoice any further. The payment schedule that has been generated for the invoice would be frozen. An authorized invoice will be adjusted with the selected debit documents.

This page also allows you to modify the details of an item invoice while trying to authorize it. The system saves the modifications made to the invoice. The system also retains the same status of the invoice. This page also allows you to return the invoice to the user who created it for modifications. You can return an invoice that is in the “Fresh” status. The system updates the status of the returned invoice as “Returned”. The system also stores the login ID of the user and the system date along with the invoice details.