This topic describes the systematic instruction to create an invoice using Create Receivables and Payables screen.

1. On Create Receivables and Payables screen, select Invoice from the Instrument Type list.

Basic Information

2. Click Proceed to view the screen for populating the invoice details.
   The Invoice - Basic Information screen displays.

   Figure 3-2 Invoice - Basic Information

   
   

   
   Description of "Figure 3-2 Invoice - Basic Information"

   
   
3. Specify the fields on Basic Information screen.

   Note:

   The fields, which are marked with an asterisk, are mandatory.

   For more information on fields, refer to the field description table.

   Table 3-2 Basic Information - Field Description

   Field	Description
   Invoice Number	Specify the unique reference number for invoice to be created. OR Click the Search icon to select the existing invoice number. This field cannot be modified once authorized.
   Invoice Date	Click the Calendar icon and select the date of invoice creation. By default, the system’s current date is set.
   Invoice Due Date	Click the Calendar icon and select the date by when the invoice is due.
   Supplier	Click the Search icon and select the supplier of the goods/commodity. This field cannot be modified once authorized.
   Relationship	Click the Search icon and select the relationship of the selected supplier under which this invoice should be created. This field cannot be modified once authorized.
   Program	Click the Search icon and select the required program under which the invoice should be created. This field is applicable to only OBSCF system.
   Buyer	Click the Search icon and select the buyer to create the invoice for. This field cannot be modified once authorized.
   Supplier Division Code	Click the Search icon and select the division code of the supplier.
   Buyer Division Code	Click the Search icon and select the division code of the buyer.
   Currency	Select the currency of the invoice.
   Pre-Accepted	Switch the toggle ON if the invoice is pre-accepted by the buyer.
   BIC Routing Code	Specify the BIC or SWIFT code of the financial institution, to send the payment amount to.
   Funding Request Date	Click the Calendar icon and select the date on which funding for the invoice was requested.
   Remarks	Specify the comments regarding the invoice, if any.
   Virtual Account	Switch the toggle ON, if the repayment account is a virtual one.
   Repayment Account Number	Specify the account number to send the repayment amount to.

4. Perform any of the below action from the Basic Information screen.
   • Click Next to go to the Commodity and Pricing screen.
   • Click Save & Close to save the invoice details and submit it for authorization.
   • Click Cancel to cancel the creation of the invoice.

Commodity and Pricing

5. Click Next on Basic Information tab.
   The Invoice - Commodity and Pricing screen displays.

   Figure 3-3 Invoice - Commodity and Pricing

   
   

   
   Description of "Figure 3-3 Invoice - Commodity and Pricing"

   
   
6. Switch the Add Commodities toggle ON to view Commodity Details section.

   Note:

   The fields, which are marked with an asterisk, are mandatory.

   For more information on fields, refer to the field description table.

   Table 3-3 Commodity Details - Field Description

   Field	Description
   Invoice Number	Displays the reference number of the invoice.
   Buyer	Displays the name of the buyer.
   Supplier	Displays the name of the supplier.
   Invoice Due Date	Displays the date when the invoice is due.
   Add Commodities	Switch this toggle ON to add the commodities being purchased.
   Commodity Details	Displays the fields related to the Commodity details. This section appears if the ‘Add Commodities’ toggle is switched ON.
   Commodity Name	Displays the commodity name based on the selected commodity code.
   Unit	Select the measuring unit for the goods.
   Quantity	Specify the quantity of the goods as per selected measuring unit.
   Unit Cost	Specify a single unit’s cost of the goods.
   Discount (%)	Specify the percentage of discount to be applied on the total cost.
   Discount Amount	Displays the discount amount based on the discount percentage.
   Tax (%)	Specify the percentage of tax to be applied on total amount post discounting.
   Tax Amount	Displays the tax amount based on tax percentage.
   Net Cost	Displays the net costing based on all the previous fields.

7. Specify the following details on the Pricing Details section.

   Note:

   The fields, which are marked with an asterisk, are mandatory.

   For more information on fields, refer to the field description table.

   Table 3-4 Pricing Details - Field Description

   Field	Description
   Currency	Displays the selected currency.
   Base Invoice Amount	Displays the base amount of the invoice. Modify the base invoice amount, if required.
   Discount Percentage	Specify the percentage of discount to be applied on the base invoice amount. Discount percentage is auto-calculated based on entered discount amount.
   Discount Amount	Specify the amount to be discounted from the base invoice amount. Discount amount is auto-calculated based on entered discount percentage.
   Tax (%)	Specify the percentage of tax to be levied on the total invoice amount. Tax percentage is auto-calculated based on entered tax amount.
   Tax Amount	Specify the amount of tax to be levied on the total invoice amount. Tax amount is auto-calculated based on entered tax percentage.
   Total Invoice Amount	Displays the total invoice amount post calculating base invoice amount, discount, and tax.
   Misc Charge 1 Desc	Specify the description of the miscellaneous charges to be added in total invoice amount.
   Misc Charge 1 Amount	Specify the miscellaneous charge amount to be added in total invoice amount.
   Misc Charge 2 Desc	Specify the description of another miscellaneous charges to be added in total invoice amount.
   Misc Charge 2 Amount	Specify the miscellaneous charge amount to be added in total invoice amount.
   Net Invoice Amount	Displays the net invoice amount post adding miscellaneous charges in the total invoice amount.
   Acceptance Amount	Specify the invoice amount that has been accepted by the Buyer.

   1. Click Add icon to add rows in the grid.
   2. In the Action column of grid, perform any one of the following steps:
   • Click Delete icon to remove that specific row.
   • Click Edit icon and specify the commodity details in the grid.
8. Perform any of the following action from the Commodity and Pricing screen:
   • Click Next to go to the Shipment Information screen.
   • Click Save & Close to save the invoice details and submit it for authorization.
   • Click Back to go to the Basic Information screen.
   • Click Cancel to cancel the creation of the invoice.

Shipment Information

9. Click Next on Commodity and Pricing tab.
   The Invoice - Shipment Information screen displays.

   Figure 3-4 Invoice - Shipment Information

   
   

   
   Description of "Figure 3-4 Invoice - Shipment Information"

   
   
10. Specify the fields on Shipment Information screen.

    Note:

    The fields, which are marked with an asterisk, are mandatory.

    For more information on fields, refer to the field description table.

    Table 3-5 Shipment Information - Field Description

    Field	Description
    Invoice Number	Displays the reference number of the invoice.
    Buyer	Displays the name of the buyer.
    Supplier	Displays the name of the supplier.
    Invoice Due Date	Displays the date when the invoice is due.
    Shipment Date	Click the Calendar icon and select the date on which the buyer expects commodity to get dispatched.
    Shipment Number	Specify the unique shipment number to track the shipment.
    Shipment Address	Specify the complete address where shipment should be sent.
    Shipment Country	Select the country to send the shipment to.
    City	Select the city to send the shipment to.
    Zip Code	Specify the postal code to send the shipment to.
    Phone Number	Specify the contact number of the shipment company.
    Tax Id	Specify the unique tax id if shipment charge includes tax amount.
    Reason for Export	Specify the reason for exporting the shipment.
    Terms of Sale(Incoterms)	Select any of the following terms of sales: DAF – Delivered At Frontier DES - Delivered Ex Ship DEQ - Delivered Ex Quay DDU - Delivered Duty Unpaid CIP - Carriage and Insurance Paid To (Insert place of destination) CPT - Carriage Paid To (Insert place of destination) CIF - Cost, Insurance and Freight CFR - Cost and Freight FOB - Free On Board DDP - Delivered Duty Paid (Insert place of destination). FCA - Free Carrier (Insert named place of delivery) EXW - Ex Works (Insert place of delivery) FAS - Free Alongside Ship (insert name of port of loading)
    Payment Terms	Specify the terms of payments, if any.
    Country of Origin	Select the country from where the shipment is being sent.

11. Perform any of the below action from the Shipment Information screen:
    • Click Next to go to the Summary screen.
    • Click Save & Close to save the invoice details and submit it for authorization.
    • Click Back to go to the Commodity and Pricing screen.
    • Click Cancel to cancel the creation of the invoice.

Summary

12. Click Next on Shipment Information tab.
    The Invoice - Summary screen displays.

    Figure 3-5 Invoice - Summary

    
    

    
    Description of "Figure 3-5 Invoice - Summary"

    
    
13. Review the detail of the invoice being created and perform any of the following action from the Summary screen.
    • Click Save & Close to save the invoice details and submit it for authorization.
    • Click Back to go to the Shipment Information screen.
    • Click Cancel to cancel the creation of the invoice.

    Note:

    A cashflow record is automatically created for every new invoice record, if the ‘Create Cashflow from Invoice’ system-level configuration parameter is set to ‘Yes’.