Viewing expense invoice details

This page allows you to view the details of the selected expense invoice. You can view the details of the supplier on whom it was raised and the method of the payment that must be made. You can also view the details of the expense, tax, charge and discount details that have been incurred for the expense invoice. If the invoice has been put on hold or reversed, you can also view the reason and the observations that have been recorded while putting the invoice on hold or when it was reversed. The system also displays the login ID of the user and the dates on which the expense invoice was created and later modified.

Select the “View Expense Invoice” link at the bottom of the “Select Invoice” page.

The “View 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:

Invoice No.	The number identifying the expense invoice.
Status	The status of the expense invoices. It could be “Draft”, “Fresh”, “Authorized”, “Requested”, “Partly Paid”, “Held”, “Held Requested”, “Held Partly Paid”, “Deleted” or “Reversed”.
	Draft – indicates a newly created expense invoice that cannot be authorized.
	Fresh – indicates a newly created expense invoice that can be authorized.
	Authorized – indicates that the invoice has been authorized.
	Requested – indicates that a request for payment has been raised for the invoice.
	Partly Paid – indicates that a part payment has been made for the invoice.
	Held – indicates that the invoice has been put on hold. An invoice in this status will not be posted in the finance book.
	Held Requested – indicates that the request for payment that has been raised for the invoice has been put on hold. The payment voucher that has been raised for this invoice would be stopped from being processed.
	Held Partly Paid – indicates that the invoice has been partly paid. The balance amount has been stopped from payment.
	Deleted – indicates that the invoice has been deleted.
	Reversed – indicates that the invoice has been reversed. A reversal entry has been posted in the finance book.
Invoice Date	The date on which the invoice has been raised.
Finance Book	The code identifying the finance book in which the account postings have been 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.
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.
Supplier Invoice No.	The number identifying the invoice that has been issued by the supplier.
Supplier Invoice Amount	The amount for which the supplier invoice has been raised.
Supplier Invoice Date	The date on which the supplier invoice was raised.

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

Retention Control A/c	The Supplier payable Account for retention amount postings.
Pay Term	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.
Supplier Credit Note	The Credit Note auto generated for the retention amount.

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

Supplier Control (Hold) A/c	The Supplier payable Account for withheld amount postings.
Pay Term	The pay term used to auto generate the Supplier Account based credit Note for the withheld amount.
Hold Amount	The amount which is withheld while making payment to the vendor.
Supplier Credit Note	The Credit Note auto generated for the withheld amount.

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

Currency	The code identifying the currency in which the invoice has been created.
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 displayed if the invoice currency and the base currency are the same.
Payment Processing Point	The code identifying the organization unit from which the payment for the invoice must be released.
Payment Priority	Indicates the priority that has been accorded to the invoice. It could be “High”, “Medium” or “Low”.
Pay Term	The code identifying the pay term.
Anchor Date	The date from which the payment schedule of the invoice has been calculated.
Electronic Payment	Indicates whether an electronic payment can be made for the invoice.
Payment Method	Indicates the method in which the payment must be made to the supplier. It could be “ESR”, “ESR+”, “LSV”, “LSV+”, “Regular” or “Specific Bank”.
Payment Type	The type of payment made. It could be "Cash" or "Credit".

Pay Mode	Indicates the mode in which the payment has to be made to the supplier. It could be “Check”, “Demand draft”, “Pay Order” , etc
Cash Code	The cash code in which the payment has been made for the Invoice.
Description	The description of the cash code.
Total Invoice Amount	The total invoice amount.
Auto Adjust	Indicates whether the invoice has been automatically adjusted. It could be “Yes” or “No”.
Comments	Any observations or remarks regarding the item invoice.
	Zoom facility available
Proposal No.	The code identifying the asset proposal based on which the item has been received.
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.

The system displays the following in the "Project Information” group box:

Project OU	The Organization Unit in which the Project Code has been created
Project /Sub-Project Code	The code Identifying the Project /Sub-project to which the transaction is associated.
Project /Sub-Project Description	The description of the project / sub-project.

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

Note: This Reference Document Information section will be displayed only if the "Shipping and Transportation Applicability" parameter in Installation Parameter Setup component is set to “Yes”.

Booking No.	The acknowledgement number issued for an export consignment by the freight forwarder.
B/L No. / AWB No.	The document issued by the freight forwarders to their consignors as a receipt of the merchandise.
Master B/L No. / Master AWB No.	The document issued by the carrier owners for the cargo transported by them.

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

LC Number	The number identifying the LC created in LC Masters.
Ref ID	The number identifying the reference ID for the given LC Number.
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/T/C/D Information” multiline:

Line No.	The number identifying the line in which the expense details are available in the invoice.
Expense/T/C/D Code	The code identifying the tax, charge or discount or the description of the expense.
Variant	The code identifying the tax, charge or discount variant.
Usage ID	The code identifying the usage that has been mapped to the account code.
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.
Qty.	The number of units of the item that is invoiced.
Rate	The price of one unit of the item.
Rate Per	The number of items, which when put together, makes one unit of the item that is invoiced.
Amount	The amount invoiced for the expense.
Remarks	Any observations or comments regarding the expense available in the line.
Cost Center	The code identifying the cost center to which the “Supplier Payable Account” has been mapped.
Analysis Code	The analysis code to which the “Supplier Payable Account” is mapped.
Sub-Analysis Code	The sub-analysis code to which the analysis code is mapped.
Expense/T/C/D	Indicates whether an “Expense”, “Tax”, “Charge” or “Discount” is available in the line.
T/C/D 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.
T/C/D On Line No.	The number identifying the line in which the item for which the tax, charge or discount has been calculated.
TCD Desc.	The description of the code identifying the tax, charge or discount.
Destination Company	The destination company for the INTERCOMP usage transactions.
Destination OU	The destination OU of the auto generated Inter FB JV.
Destination FB	The destination FB of the auto generated Inter FB JV.
Destination Usage ID	The account code pertaining to that Usage ID, for which the InterFB JV will be generated.
Destination Cost Center	The cost center to which the amount must be posted for the Account Code belonging to Destination Usage.
Destination Analysis Code	The analysis code to which the account Code belonging to Destination Usage is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component.
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.
Inter Finance Book JV No.	The auto generated InterFB Journal Voucher number.
CFS Ref. Doc. OU	The OU in which the CFS reference document has been created.
CFS Ref. Doc. Type	The CFS reference document Type. The values would be "Application", "Auction" Or "ESC"
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.
Usage Description	The textual description of the Usage id.
Account Description	The textual description of the account code.

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 “Hold / Reversal Information” group box:

Reversal Doc. No.	The number identifying the document that has been generated for the reversal of the expense invoice.
Reversal Date	The date on which the reversal document was generated.
Reason For Hold	The code identifying the reason due to which the expense invoice was put on hold.
Remarks For Hold	Any observations or comments regarding the necessity for putting the expense invoice on hold.
	Zoom facility available
Reason For Reversal	The code identifying the reason due to which the expense invoice was reversed.
Remarks For Reversal	Any observations or comments regarding the reversal of the expense invoice.
	Zoom facility available
Print Language	Use the Drop Down list box to select the language in which the Note is to be printed. You can select from the list of Application and Report Languages mapped for the Company

Click the “Print Note" 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.
Last Modified By	The login ID of the user who last modified the expense invoice.
Last Modified Date	The date on which the expense invoice was last modified.

To proceed, carry out the following

Select the “Adjustment” link at the bottom of the page to view the details of the documents against which the invoice has been adjusted.

If Swiss pay modes are applicable for the company, select the “Payment Schedule” link at the bottom of the page to view the details of the payment schedule.

If the supplier is a “One time” supplier, select the “Supplier Information” link at the bottom of the page to view the supplier information details.

If Swiss pay modes are applicable for the company, select the “Payment Information” link at the bottom of the page to view the details of the electronic payment that has to 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 details of the account posting information.

Select the “View Notes” link at the bottom of the page to view the details of the notes that have been recorded for the invoice.
Select the "Tax Calculation - Summary" link at the bottom of the page to view the calculated tax.