Maintain Recurring Expense Invoice Template

This activity allows you to create a Recurring Expense Invoice template that is used to raise Supplier Expense Invoices to suppliers on a periodical basis. This template holds all the common details pertaining to the Expense Invoice. The Invoices are created periodically based on the information available in this template. You can also view all the Invoices that are generated from the template.

Select the “Maintain Recurring Expense Invoice Template” link under the “Supplier Direct Invoice” business component.

The “Maintain Recurring Expense Invoice Template” page appears.

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

Template No.

A unique number identifying the Recurring Expense Invoice Template (Alphanumeric, 18). This number will be automatically generated if the “Numbering Type” is not set to “Manual”. 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 “Document Numbering Class” business component.

Help Facility Available

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Maintain Recurring Expense Invoice Template” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

The system displays the following field.

Status

The status of the Recurring Expense Invoice Template. The various statuses for the Recurring Expense Invoice Template are

Active – On Creation it will be saved in Active Status

Deleted –when deleted is in “Deleted” status

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

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 for Expense Invoice	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.
Frequency	Use the drop-down list box to select the frequency in which the vouchers have to be generated for payment. You can select from “Daily”, “Weekly”, “Fortnightly” or “Monthly”: Daily – indicates that the voucher must be generated every day. Weekly – indicates that the voucher must be generated once in every week. Fortnightly – indicates that the voucher must be generated once in every 15 days. Monthly – indicates that the voucher must be generated once in every month. The system displays “Blank” by default on launch of the page.
Start Date	The date from which the Notes must be generated (Date Format). Mandatory. This date should be later than or the same as the system date. The system date is displayed by default on launch of the page.
End Date	The date till which the Notes must be generated (Date Format). Mandatory.

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.

Enter the following:

Supplier Account Code

The Supplier Control Account code to which the postings should happen.

Help facility available.

The system displays the following.

Account Description	The description of the Supplier Account Code.
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.

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.

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.

Comments

Any observations or remarks regarding the newly created expense invoice (Alphanumeric, 255).

Zoom facility available.

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.
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.

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 “Save Template” pushbutton to create an expense invoices.

The system updates the status of the Template to Active

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

Click the “Delete Template” pushbutton to create an expense invoices.

The system updates the status of the Template to Deleted

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 modified the expense invoice
Last Modified Date	The date on which the expense invoice was modified

To proceed, carry out the following

Select the “View Recurring Invoices” link at the bottom of the page to view the expense invoice generated for the template
Select the “View Recurring Expense Invoice Template” link at the bottom of the page to view the template