Generate Invoice

Supplier Invoicing

This activity allows you to generate the supplier invoice. Invoice can be generated either for the Trip or for the usage of the equipment. Only closed logs will be fetched for invoicing. You have provision to generate single invoice for one log or multiple logs. You can specify the Invoice Date, Numbering Series, Finance Book, Payterm, Supplier Invoice Number, Supplier Invoice Date, Supplier Invoice Value and the Payment Method for generating the invoice. The cost center can be mapped for the In Progress status of the trip.

You can also view the already generated invoices for a trip / usage log.

Select the “Supplier Invoicing” activity under the “Operational Billing” business component.

The “Supplier Invoicing” page appears.

Note: Clicking this icon available near certain fields takes you to the help page of the respective field.

Enter the following details in the “Search Section” group box:

Transaction No. From	The starting range of the transaction number from which you wish to raise the invoice.
Transaction No. To	The ending range of the transaction number until which you wish to raise the invoice.
Document Type	Use the drop-down list box to select the document type for which you wish to raise the invoice. The combo is loaded with “Trip Basis” and “Usage Basis”. The system displays “Trip Basis” by default on launch of the page.
Date From	The starting date range of the transaction number to be fetched for invoicing.
Date To	The ending date range of the transaction number to be fetched for invoicing.
Driver Code From	The starting range of the driver code.
Driver Code To	The ending range of the driver code.
Vehicle No. From	The starting range of the vehicle number.
Vehicle No. To	The ending range of the vehicle number.
Supplier Code From	The starting range of the supplier.
Supplier Code To	The ending range of the supplier.
View Generated Invoice	Select the check box, to view the generated invoices.

Click “Search” button to search the details.

The system retrieves the Trip/ Usage Logs which are in closed status.

Enter the following details in the “Default Section” group box:

Invoice Generation	Use the drop-down list box to select the mode for invoice generation. The combo is loaded with “One Log – One Invoice” and “Multiple Log – One Invoice”. The system displays “One Log – One Invoice” by default on launch of the page. § Multiple LOG- One Invoice – Transaction Numbers are grouped and one invoice is generated. If, the Transaction Number refers to the same BLPO. § If the Transaction No. has PO as the reference, then all the Supplier wise Transaction number are grouped and One Invoice is generated.
Invoice Date	The date on which the invoice was generated.
Numbering Type	Use the drop-down list box to select the numbering type for generating the invoice. The combo is loaded with the values defined in the Numbering Class for the Transaction Type – Supplier Order Based Invoice. The system displays the value set as default in the Numbering Class component.
Finance Book	Use the drop-down list box to select the finance book, in which the transaction has to be posted. The combo is loaded with all the finance books that have been mapped to the login organization unit.
Payterm	The code identifying the pay term. This pay term must have been defined in the “Create Pay Term” activity of the “Pay Term” business component and must be in “Active” status.
Supplier Invoice No.	The code identifying the invoice that has been sent by the supplier for prepayment.
Supplier Invoice Date	The date of the invoice that has been sent by the supplier.
Supplier Invoice Value	The amount mentioned in the payment invoice sent by the supplier.
Payment Method	Use the drop-down list box to select the payment method. The combo is loaded with “Regular”.

The system displays the following details in the “Details” multiline.

Transaction No.	A unique number identifying the trip or the usage log.
Transaction Date	The date on which the transaction was created.
Supplier / Owner Code	A unique code identifying the supplier mapped to the order.
Supplier / Owner Name	The name of the supplier or owner.
Vehicle No.	A unique number identifying the vehicle/ resource used in the trip / usage log.
Driver Code	A unique code identifying the driver.
Driver Name	The name of the driver.
Basic Value	The contract’s basic value.
Total Value	Total Value = Basic value + All the expenses incurred during the Trip Log/Usage Log.
Currency	The transaction currency.

Enter the following details in the “Details” multiline.

Exchange Rate

The exchange rate of the transaction currency.

The system displays the following details in the “Details” multiline.

Invoice No.

A unique number identifying the invoice.

Enter the following details in the “Details” multiline.

Supplier Invoice No.	A unique number identifying the supplier invoice. Mandatory.
Supplier Invoice Amount	The supplier invoice amount for the transaction. Mandatory.
Supplier Invoice Date	The date on which the supplier invoice was raised. Mandatory.
Payterm	The code identifying the pay term. This pay term must have been defined in the “Create Pay Term” activity of the “Pay Term” business component and must be in “Active” status. Mandatory.
Finance Book	Use the drop-down list box to select the finance book in which the transaction has to be posted. Mandatory.

The system displays the following details in the “Details” multiline.

Planning No.

A unique number identifying the planning.

Click “Generate” pushbutton to generate invoice.

The system generates the supplier order based invoice in “Fresh” status.

To proceed further, carry out the following

Select the “Cost Center Mapping” hyperlink at the bottom of the page to map the cost center for the transaction.