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Capture Invoice

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The select box is required to be checked before anything can be inserted/ updated for a particular line.

The Settle Invoice box is enabled while the invoice line is unsettled. Once an invoice line has been settled, it will be disabled. Settling a line involves creating a credit line link that matches the original line link (in the Invoice_Line_Link table) and creating a creditor settlement record (in the Creditor_Settlement table.)

 

The Status is either Active, On Hold or marked as Deleted. Once a record has been created, it cannot be physically deleted. Once marked as deleted, it will then be ignored in all calculations and links. The user may ‘delete’ lines that have not already been matched with a credit link.

 

A user may also unsettle a line (change the status of the credit link from active to deleted) and then mark it (the original invoice line link) as inactive IF : it does not yet have a Return Advice Number or a link to a consumption record with a status of MAN or higher – thereby effectively deleting the invoice line links linked to that invoice line.

 

A record may be placed On Hold. This will prevent any updates to the record (as well as it being sent through for payment) until the status has been made active again.

 

A separate invoice line (and link) is required for each consumption category  and for each link class. The invoice line field is mandatory.

 

The Invoice Detail populates with options existing in the Additional_Link_Class table. These additional link classes must match the consumption categories if they are related to consumption. One cannot link an invoice to a consumption record where the former has a link class of only ‘ELECTRICITY DEMAND’ and the latter’s line is ‘ELECTRICITY CONSUMPTION COMB’. The system will see that as an error and disallow the link between the two. They do not require matching part_numbers if they are not consumption related – i.e. interest. The consumption related classes were originally created as part numbers in the Part_Master table with a commodity code of CATEGory.

 

This field is mandatory.

 

The amount field is the exact amount on the invoice for that specific category / link class.

 

The system will automatically insert/update the amounts entered here against the matching record in the Consumption Master record ( for the consumption related classes/ categories).

 

The Account field is populated from the Accounts table for all accounts allowed for additional cost links / credit links (depending on whether it is for the creation of the invoice or the settlement thereof).

This field is mandatory (if not entered here, then it must be entered in the grid).

 

The Settle Amount is greyed out and settles the full amount on the line if the Settle Invoice box is checked.

 

The Settle Account is greyed out and is only enabled if the Settle Invoice box is checked. The Settle Account field displays the accounts that may be selected in order for the invoice to be settled. This field is mandatory if the invoice line is to be settled.

 

The Return Advice Number is entered automatically by the system once the record is paid. All invoice lines will be paid at the same time for a specific invoice. Thus all invoice lines will have the same return advice number if paid.

 

Settle Type may be selected by the user. It may be BANK, CASH, CHEQUE, CREDIT CARD.

The Comments field is mandatory.

 

The Comments field is mandatory.

 

In order for a record to be added / altered, the Select must be checked and the Apply button be clicked.

This screen allows the user to enter all the required information on an invoice.

All the fields in the grid are mandatory.

 

The Apply button must be clicked to save the record.

 

This data is then stored in the Invoice, Invoice_Line and Invoice_Line_Link tables.

 

Settlement and Unsettlement:

 

The Status is either active or marked as deleted. A record must be active for it to be settled.

The consumption functionality allows for the settlement and unsettlement of invoices by line (Not by line link).

Settlement of an invoice line results in the following:

The creation of credit line links matching the invoice line links by entering the invoice line links’ invoice data into the credit line link’s ‘SOURCE_’ fields.

After that, a creditor settlement record is created for each of the invoice line links and credit line links. This is done by linking the invoice and credit line links in the settlement records. (The ‘settled by_ : ‘_invoice number’, ‘_line number’ and ‘_capture date’ of the credit record carries the key (capture date, invoice number and lines number) of the invoice line link and vice versa.)

The ‘date fully settled’ on the invoice line links and credit line links are then updated to match the ‘date settled’ on the creditors settlement record.

 

Unsettlement of an invoice line results in the following:

An invoice may be unsettled by creating reversal records for those invoice lines being unsettled. Reversal records are written in the Creditor Settlement table and the ‘date fully settled’ in the Invoice Line Link and Credit Line Link records will be updated to 1 Jan 1900 again.

The Credit Line Link records’ status will be changed from ‘active’ to ‘deleted’.

 

Should the user wish to delete the whole invoice, he/she may now (once all credit links and settlements have been marked as deleted, mark the actual invoice as ‘deleted’. This will result in the link between the invoice and the consumption record being broken. The consumption record’s organization code, invoice and line numbers will be set to spaces. This can only occur if the consumption record’s status is pre MAN.

 

None of the changes mentioned above (marking as delete or unsettling) may take place IF the invoice has a Return Advice Number or a link to a consumption record with a status of MAN or higher.

 

A record may be placed On Hold. This will prevent any updates to the record (as well as it being sent through for payment) until the status has been made active again.

 

Payment of invoices :

Invoices that have any links (credit or otherwise) that are ‘On Hold’ or exist without a Credit Link will NOT be available for payment.

An invoice is available for payment by the Creditors Clerk when all the links contain a credit link, all are active and the signed (by the required manager(s)) invoice exists as a binary file within the Qmuzik system – i.e it has been scanned–in). The status of the record to which the invoice is linked must be at least in MAN status, be active and the measurement type must be either ‘Suppl Actual’ or ‘Suppl Average’.