View / Edit Invoice

Pre-Requisites

User must be having a valid corporate login credentials for creation of program.

You are here How to reach here:

Dashboard > Toggle menu >Supply Chain Finance > Invoice Management > View/ Edit Invoice
OR
Dashboard > Toggle menu > Supply Chain Finance > Overview > Quick Links > View Invoice

View Invoice

Using this option you can view your invoices on the basis of your role of a buyer or a seller. Accordingly invoices receivables or payables will be displayed.

On selection of Buyer view, you can view all the invoices as of current date where he/she is a buyer in the program. where as on selection of Supplier view, you can view all the invoices as of current date where he/she is a Supplier in the program.

To view invoice:

  1. The Select Role popup appears.

Field Name

Description

Select Role

Select user's role as a Buyer or a Supplier to view data in terms of Receivables or Payables.

The options are:

  • Buyer
  • Supplier
  1. Select the Buyer or Supplier option to view your data in terms of Receivables or Payables.
  2. Click Proceed to view the existing invoices. The View Invoice screen appears.
    OR
    Click Cancel to cancel the transaction.

Field Name

Description

Party Name and ID

Displays the party name along with ID of the logged on Corporate.

Switch View

Select user's role as a Buyer or a Supplier to view data in terms of Receivables or Payables.

The options are:

  • Buyer
  • Supplier

Search

Invoice No

Enter the customers own reference number of the invoice.

Invoice Status

Select the invoice status to search the invoice.

Payment Status

Select the payment status of the invoice to search the invoice.

Invoice Due Date

Select the due date of the invoice to search the invoice.

Counter Party Name

Select the associated party to search the invoice.

Program Name

Select the program name under which invoice is created to search the invoice.

Invoice Amount Range

Select the from and to Invoice amount to be search invoice.

Search Result

Displays the invoices list based on entered search criteria.

Counterparty Name

Displays the counter party name as fetched from the Host.

Program Name

Displays the program name as fetched from the Host.

Invoice No

Displays the invoice number as fetched from the Host.

Invoice Amount

Displays the invoice amount along with the currency as fetched from the Host.

Due Date

Displays the due date of the invoice as fetched from the Host.

Invoice Status

Displays the status of the invoice as fetched from the Host.

It could be:

  • Raised
  • Cancelled
  • Accepted
  • Financed
  • Partially Financed
  • Rejected
  • Disputed

Amount Payable / Receivable

Displays the amount payable / Receivable depending on the role selected. If its buyer it will be amount payable else it will be amount receivable.

Payment Status

Displays the status of the invoice.

It could be:

  • Paid
  • Unpaid
  • Partially Paid
  • Overdue
  1. Enter the search criteria, click Search, The invoice list appears based on entered search criteria.
    OR
    Click Clear to reset the search parameters.
    OR
    Click Cancel to cancel the transaction.
  2. Click download all icon to download the list of all invoices in .csv format.
  3. Click on the Invoice No link, the details of the specific invoice appears.

View Invoice Details

Field Name

Description

Party Name & ID

Displays the name and ID of the corporate party.

Invoice Creation Date

Displays the invoice creation date.

Name of Program

Displays the program to which the invoice is linked.

Payment Status

Displays the payment status of the invoice

Invoice Status

Displays the invoice status.

Preview and Download Invoice

Click on the link to download the invoice details in .pdf format which is password protected.

The password is combination of the first four letters of corporate user in UPPERCASE followed by birthdate in DDMM format.

Invoice Details

Invoice Reference No.

Displays the invoice reference number as fetched from the Host.

Customer Invoice No.

Displays the customer invoice number as fetched from the Host.

Name of Program

Displays the program to which the invoice is to be linked.

Payment Terms

Displays the terms agreed for payment of the invoice.

Invoice Due Date

Displays the due date of the invoice

Purchase Order No

Displays the purchase order number.

Purchase Order Date

Displays the customers purchase order number.

Product Code

Displays the product code under which invoice is raised.

Shipment Date

Displays the date when shipment is expected to take place.

Accepted Date

Displays the date on which the invoice is accepted.

Pre Accepted

Displays the date if invoice is pre-accepted before the acceptance date.

Comments

Displays the added comments or remarks regarding a particular invoice.

Amount Details

Invoice Amount

Displays the invoice amount along with the currency

Discount Percentage

Displays the discount percentage.

Discount Amount

Displays the calculated value on basis of discount percentage entered.

Tax Percentage

Displays the tax percentage.

Tax Amount

Displays the calculated value on basis of tax percentage entered.

Final Invoice Amount

Displays the net calculated value on basis of discount and tax values are entered.

Net Invoice Amount= Total Amount (Invoice Amount) - Discount value - Tax value

Acceptance Amount

Displays the acceptance invoice amount.

Outstanding Amount

Displays the value of invoices outstanding for the counter party under this program.

Party Details

Depend upon the corporate's role to view the invoice as a 'Buyer' or 'Supplier', the details related 'Buyer Details' or 'Supplier Details' are displayed in this section.

Buyer / Supplier Name

Displays the name of the buyer / supplier.

Buyer / Supplier Address

Displays the address of the buyer / supplier.

Buyer / Supplier ID

Displays the ID of the buyer / supplier.

Commodity Details

Name

Displays the name of the commodity.

Description

Displays the brief description of the commodity.

Quantity

Displays the quantity of the commodity.

Cost per unit

Displays the cost per unit of the commodity.

Amount

Displays the amount along with the currency, it is product of entered quantity and Cost per unit.

Amount = Quantity * Cost per unit
  1. Click Edit to modify the invoice details. The Edit Invoice screen appears.
    OR
    Click Cancel Invoice to cancel the raised invoice to stop the invoice from being accepted or rejected from the buyer
    Only single Invoice can be cancelled by the user using this button.
    OR
    Click Cancel to cancel the transaction.
    OR
    Click Back to navigate back to previous screen.

    2. Note:
    1) Accept and Reject buttons are gets displayed only to Buyer, and when Invoice Status is ‘Raised’ and the invoice Payment Status is 'Unpaid'.
    2) Click Accept / Reject button to accept or to reject the invoice.

  2. Click on the Preview and Download invoice. The Invoice Details are displayed as a physical invoice in an overlay window.
    The invoice fields displayed here are those fields which were entered during creation of an invoice.
  3. Click Download Invoice to download the invoice details in .pdf format.
    OR
    Click Close window icon to close the window.

  4. Field Name

    Description

    Invoice No

    Displays the invoice reference number.

    Party Name

    Displays the name of the corporate party.

    External Invoice Ref No.

    Displays the invoice reference number.

    Invoice Date

    Displays the invoice date.

    Program Name

    Displays the program to which the invoice is to be linked.

    Party Name

    Displays the name of the corporate party.

    Purchase Order No

    Displays the customers purchase order number.

    Purchase Order Date

    Displays the date of purchase order.

    Balance Due

    Displays the invoice due amount along with the currency.

    Due Date

    Displays the invoice due date.

    Commodity Details

    Name

    Displays the name of the commodity.

    Description

    Displays the brief description of the commodity.

    Quantity

    Displays the quantity of the commodity.

    Cost per unit

    Displays the cost per unit of the commodity.

    Amount

    Displays the amount along with the currency, it is product of entered quantity and Cost per unit.

    Amount = Quantity * Cost per unit

    Tax Percentage

    Displays the tax percentage applicable on invoice.

    Discount Percentage

    Displays the discount percentage applicable on invoice.

    Payment Terms

    Displays the terms agreed for payment of the invoice.

    Tax Value

    Displays the calculated value on basis of tax percentage entered.

    Discount Value

    Displays the calculated value on basis of discount percentage entered.

    Net Invoice Amount

    Displays the calculated value on basis of discount and tax values are entered.

    Net Invoice Amount= Total Amount (Invoice Amount) - Discount value - Tax value

Edit Invoice

Using this option, you can modify the required changes to the invoice raised by you.

Note: Following are the condition where you can edit the Invoice:
1) If the status of the invoice is Raised or Initiated i.e. before the invoice is either accepted or rejected by the Buyer.
2) If the status is 'Accepted', in this case only the due date of the invoice should be allowed to be edited.

To edit invoice details:

  1. The Select Role popup appears.
  2. Select the Buyer or Supplier option to view your data in terms of Receivables or Payables.
  3. Click Proceed to view the existing programs. The View Invoice screen appears.
    OR
    Click Cancel to cancel the transaction.
  4. Select the Buyer or Supplier option.
  5. Enter the search criteria, click Search, The invoice list appears based on entered search criteria.
    OR
    Click Clear to reset the search parameters.
    OR
    Click Cancel to cancel the transaction.
  6. Click download all icon to download the list of all invoices in .csv format.
  7. Click on the Invoice No link whose details to be modified. The detail of the specific invoice appears in the View Invoice screen.
  8. Click Edit to modify the invoice details. The Edit Invoice screen appears.
    OR
    Click Cancel Invoice to cancel the raised invoice to stop the invoice from being accepted or rejected from the buyer
    Only single Invoice can be cancelled by the user using this button.
    OR
    Click Cancel to cancel the transaction.
    OR
    Click Back to navigate back to previous screen.

Field Name

Description

Party Name & ID

Displays the name and ID of the corporate party.

Invoice No.

Displays the invoice number as fetched from the Host.

Status

Displays the invoice status.

Customer Invoice No.

Displays the customer invoice number as fetched from the Host.

Name of Program

Select the program to which the invoice is to be linked.

Purchase Order No

Enter the purchase order number.

Invoice Date

Displays the due date of the invoice

Shipment Date

Displays the date when shipment is expected to take place.

Invoice Amount

Select the invoice amount along with the currency

Discount Percentage

Enter the applicable discount percentage if required.

Tax Percentage

Enter the applicable tax percentage if required.

Buyer Name

Select the counter party/spoke belonging to the selected program on whom the invoice is to be raised.

Payment Terms

Enter the terms agreed for payment of the invoice.

Purchase Order Date

Select the purchase order date.

The date that is greater than Today's date. You can enter the previous date if required.

Invoice Due Date

Select the invoice due date.

Invoice Due date should greater than or equal to the Invoice Date.

Add Commodity Details

Select the option whether corporate wants to add commodity details.

The options are:

  • Yes
  • No

Commodity Details

This section appears if the "Yes" option is selected in the Add Commodity Details field.

Currency

Select the invoice amount currency.

Name

Enter the name of the commodity.

Description

Enter the brief description of the commodity.

Quantity

Enter the quantity of the commodity.

Cost per unit

Enter the cost per unit of the commodity.

Amount

Displays the amount, it is product of entered quantity and Cost per unit.

Amount = Quantity * Cost per unit

Actions

Click on the copy or remove icons to copy the contents of the row to the next row or remove the row in the Add Commodity Details section.

Add Row

Click on link to add new row in the Add Commodity Details section.

Discount Percentage

Enter the applicable discount percentage if required.

Tax Percentage

Enter the applicable tax percentage if required.

Total Amount

Displays the total amount of all commodities.

Discount Value

Displays the calculated value on basis of discount percentage entered.

Tax Value

Displays the calculated value on basis of tax percentage entered.

Net Invoice Amount

Displays the calculated value on basis of discount and tax values are entered.

Net Invoice Amount= Total Amount (Invoice Amount) - Discount value - Tax value

Note: If Commodity Details are not entered, then Net Invoice gets auto calculated as follows:
Net Invoice Amount = Invoice Amount - Discount Value - Tax Value
  1. Modify the required details.
  2. Click Submit to the new changes.

    OR

    Click Cancel to cancel the transaction.

    OR

    Click Back to navigate back to previous screen.
  3. The review screen appears. Verify the details, and click Confirm.

    OR

    Click Edit to modify the submitted parameters if required.

    OR

    Click Cancel to cancel the transaction.
  4. The success message of modification appears along with the reference number.

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