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Overview/ Invoicing

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On this tab the following fields can be viewed:

 

hmtoggle_plus1Additional View Options

UNCONFIRMED: To view requisitions where the payment date and amount has not yet been confirmed, check this option.

CONFIRMED: To view requisitions where the payment date and amount has already been confirmed, check this option.

AUTO INVOICING ONLY: To view requisitions where the payment has been set to auto-invoicing (self-billing), check this option.

AUTO INVOICING MODE: To view requisitions where the payment date and amount has been confirmed and the payment has been set for auto-invoicing, select this option.

Only confirmed payment schedules set for self-billing that have not yet been invoiced, will appear in the list for selection.

 

Only person having a job-assignment as either a division accountant or a creditors clerk can select this option and then choose to execute the "Create invoice" option.

hmtoggle_plus1Create Invoice

This option only becomes available if the mode "Auto Invoicing Only" has been selected and the user has a job-assignment as either a division accountant or a creditors clerk.

Once the button is clicked, the function will execute a stored procedure to create the accounts payable invoices for the selected rows in the grid.

 

The creation of the Invoice will increase the Requisition actual amount and post the journals to debit the applicable account or project node as specified on the selected Requisition.

 

The expected settlement date and discounted date will be calculated in accordance with the specified settlement terms and the tax will be calculated via the selected tax code or via the applied 3rd party interface if applicable.

 

The invoice number will be assigned from Number control as predefined for Auto creditors invoices on System configuration.

The selected rows will be removed from the list and the detail of the assigned auto-invoice numbers, invoice lines and capture dates can be viewed in the overview on the 2nd tab for a selected Requisition.

hmtoggle_plus1Creditors Clerk

To view requisitions for all Creditors clerks, select the option "All clerks".

To limit the results to requisitions for a specific creditors clerk, select the option "Specific clerk" and select the Clerk name from the list provided. Only requisitions where the selected clerk is responsible for the Supplier on the Requisition (as defined via the External organization function) will appear in the list of results.

hmtoggle_plus1Overview/Invoicing

This tab provides an overview as per user-specified criteria regarding anticipated requisition cash flow as well as options for auto-invoicing of these recurring payments (self-billing) where the scheduled dates and amounts have been confirmed.

 

Options are provided to limit the overview to:

1.                A specific or all Suppliers

2.                A specific or all Creditors (accounts payable) clerks

3.                A specific or all Requisitions

4.                All scheduled dates or only dates falling within a user-defined period

5.                Only confirmed amounts, only unconfirmed amounts or a combination of both

6.                Only payments scheduled for auto-invoicing or both manual and auto-invoicing payments

7.                Auto-invoicing mode to display confirmed amounts for auto-invoicing within a user-defined period where the scheduled payments have not yet been invoiced.

 

 

In auto-invoicing mode, the applicable requisitions can be selected and the "Create invoice" button can be clicked to generate the Invoice, line and link. The creation of the Invoice will also increase the Requisition actual amount and post the journals to debit the applicable account or project node as specified on the selected Requisition.

 

The expected settlement date and discounted date will be calculated in accordance with the specified settlement terms and the tax will be calculated via the selected tax code or via the applied 3rd party interface if applicable.

hmtoggle_plus1Requisitions

To view all requisitions, select the option "All Requisitions".  To limit the results to a specific requisition select "Specific Requisition" and select the requisition in the drop down list.

hmtoggle_plus1Scheduled Dates

To view requisitions irrespective of the scheduled payment date, select the option "All dates".

To limit the results to requisitions with scheduled payments until a specified date , select the option "dates until" and select the date from the calendar provided.

hmtoggle_plus1Show

The clicking of this button selects the Requisitions as per user-specified criteria and displays the results in the grid. If the parameters are changed, click this button to refresh the results as per the newly specified parameters.

hmtoggle_plus1Supplier

To view requisitions for all suppliers, select the option "All suppliers".

To limit the results to requisitions for a specific supplier, select the option "Specific supplier" and select the Supplier from the list provided.