Index 1.Structure of AP Invoice 2.Never Validated Status 3. Invoice Validation 4.

Adjustement to Invoice in Validated Status Manual Invoice Line Distribution Tax Code Line Discard PO Matched Invoice ( Inventory) Line Distribution Tax Code Line Discard PO Matched Invoice (Non Inventory) Line Distribution Tax Code Line Discard 5.Adjustement to Invoice in Validated and Accounted Status Manual Invoice Line Distribution Tax Code Line Discard PO Matched Invoice ( Inventory) Line Distribution Tax Code Line Discard PO Matched Invoice (Non Inventory) Line Distribution Tax Code Line Discard 6.Adjustement to Invoice in Validated ,Accounted and Paid Status Manual Invoice Line Distribution Tax Code Line Discard PO Matched Invoice ( Inventory) Line Distribution Tax Code Line Discard PO Matched Invoice (Non Inventory) Line Distribution Tax Code Line Discard

Structure of a Payables Invoice Payables Invoice /Credit Memo has the following Structure Header This has the Suppliers Information and Gross Amount Line Each Header can have one or more lines totaling to the Gross Amount .Line can be two Type Item and Tax. Tax is associated to each Item Line Distribution Each Line can have one or more Distribution Lines which provides to which Accounts the Amount of the lines gets Debited to.The Distribution Amount should be Equal to Line Amount

Tax Line ( Except for Tax only Line) is always associated to a Item Line of a Invoice

NEVER VALIDATED STATUS On Entry of a Invoice the First Header Status of a Invoice is Never Validated At this Status all Information entered in a Invoice Can be Updated except the Distibution of Non Recoverable Tax for Manually Entered Invoice For Po Matched Invoice the ,Supplier Number,Supplier Name, Line Distribution and Tax Distribution are not updated able at this status. The Invoice distribution is also not reversable after calculation of Tax . Note: Line and Recoveable Tax Distribution are updateable for PO Matched invoice related to Non Inventory at this status

Best Practice For Manually Entered Invoice: Enter the Header , Line and Distribution check that all the information is correct and then Calculate Tax, as your tax distribution might get deleted when you update your line distribution Best Practice. For PO Matched Invoice if wrong Tax Has Defaulted this is the best status to Change the tax by cancelling the Defulated Tax line and adding the right Tax Classification with the item line. Tax only Line cannot be entered on a Invoice where there is Already a Item or a Tax Line. . (Never Cancel a Tax from a line and try to add the same tax again on the same line this will lead to data corruption. If by mistake this needs to be done discard the line and create a new line with the same tax)

NEVER UPDATE THE TAX AMOUNT IN THE TAX DETAIL FORM THIS WILL IMPACT THE TAX REGISTER

INVOICE VALIDATION Invoice Validation Process Check whether a Manually entered Invoice or a PO matched invoice has all the correct information for Paying and accounting it. If it find all the required are available then it puts the invoice in a Validated Status ready to be paid and accounted otherwise it puts a hold on the hold on the invoice needing revalidation by rectifying the required information Once the invoice is Validated the system puts more restriction on updating the information . Validation Program makes the Following important information on the Invoice Non Updateble 1. Supplire Name (Only for Manual Invoice) 2. Supplier Number (Only for Manual Invoice) 3. GL Date at the Invoice Distribution Level.

Validated Invoice Updated Tax and Line Distribution Manual Invoice Line Distribution (Wrong Distribution has been entered)can be manually updated at this status for Manually Entered Invoice. (No need to discard line). But updating the Distribution will put the invoice in a needs revalidation Status and it will have to be validated again. Tax Code ( Wrong Tax Code is Entered) To Change the Tax code you need to cancell the Tax line from the Tax details tab of the item line and enter a new Tax Classification .and revalidate the invoice. Line Discrad(Invoice has been booked Manually now Receipt is Available for Matching) : This is possible at this status .Discarding of line will also can the associated Tax Line . New Line needs to be entered with new Tax Classification.The Invoice will have to be revalidated. PO Matched Invoice (Inventory) Line Distribution Line Distribution is not updateable and it should not be updated Tax Code(Wrong Tax Code Defulated from PO) : Update Tax code by Cancelling Tax Line and then Manully assinging new Tax Classification to the line. Line Discrad(Invoice Wrongly Matched to different PO) : This is possible at this status .Discarding of line will also can the associated Tax Line . New Line needs to be entered with new Tax Classification.The Invoice will have to be revalidated. PO Matched Invoice (Non Inventory) Line Distribution (Worng Distribution Defulated from PO) Line Distribution is still updateable so it can be updated manually without the need to discard the line. Please revalidate the Invoice after doing so. Tax Code ( Wrong Tax Code is Entered) To Change the Tax code you need to cancell the Tax line from the Tax details tab of the item line and enter a new Tax Classification .and revalidate the invoice. Line Discrad(Invoice Wrongly Matched to different PO) : This is possible at this status .Discarding of line will also can the associated Tax Line . New Line needs to be entered with new Tax Classification.The Invoice will have to be revalidated.

If you get error in trying to discard a line you should first try to Cancel the Tax associated with the Line and then again Try to discard the line Tax only line can be cancelled at this Status. Validated and Accounted After a Invoice has been accounted following additional field becomes non updateable making it more difficult to update a invoice In the Header Invoice Date Invoice Amount Invoice Number Rate Type Exchange Date Exchange Rate Terms Date In the Distribution Distribution Amount Distribution Account

Updated Tax and Line Distribution Manual Invoice Line Distribution (Wrong Distribution has been entered)Line Distributio cannot be manually updated nor can it be reversed at this status so only option to change the distibution is to discard the line and re enter a new line .Discrading the line will also cancel the tax line associated with it . The new line can be entered either in a the same period as the earlier line or if the period is closed in a new period. The Invoice will do to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. Tax Code ( Wrong Tax Code is Entered) To Change the Tax code you need to cancell the Tax line from the Tax details tab of the item line and enter a new Tax Classification .and revalidate the invoice. The Invoice will go to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. Line Discrad(Invoice has been booked Manually now Receipt is Available for Matching) : See Section on LineDistribution above

PO Matched Invoice (Inventory) Line Distribution Line Distribution is not updateable and it should not be updated Tax Code(Wrong Tax Code Defulated from PO) : Update Tax code by Cancelling Tax Line and then Manully assinging new Tax Classification to the line. . The Invoice will do to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. Line Discrad(Invoice Wrongly Matched to different PO) : This is possible at this status .Discarding of line will also cancel the associated Tax Line . New Line needs to be entered matching to the right PO ,taxes from the PO will defulat. The Invoice will go to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. PO Matched Invoice (Non Inventory) Line Distribution (Worng Distribution Defulated from PO) Line Distributio cannot be manually updated nor can it be reversed at this status so only option to change the distibution is to discard the line and re enter a new line .Discrading the line will also cancel the tax line associated with it . The new line can be entered either in a the same period as the earlier line or if the period is closed in a new period. The Invoice will do to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. Tax Code ( Wrong Tax Code is Entered) Update Tax code by Cancelling Tax Line and then Manully assinging new Tax Classification to the line. . The Invoice will do to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. . Line Discrad(Invoice Wrongly Matched to different PO) : This is possible at this status .Discarding of line will also cancel the associated Tax Line . New Line needs to be entered matching to the right PO ,taxes from the PO will defulat. The Invoice will go to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. . Validated ,Accounted and Paid Since Allow Adjustement to paid off will be switched off for Ferring so all possible adjustment to the invoice should be made before making the payment . If it is abslutely necessary to make changes to a Paid Invoice then it need to be

made on one day which is mutually agreed between business and SAG to Switch on the flag Following Header Information Becomes non updateable once the invoice is paid Supplire Site Payment Term Payment Method In the Allow Adjustment to paid invoices is switched on then following added infromation is also non updateable Pay Group Header All the Invoice Line information Adjustment to Paid Invoice Should not Change the Invoice Header Amount Never Cancel a Tax only Line on a Paid Invoice System will stop of from Cancelling a Paid Invoice. The Way to do is to Unreconcile the payment and then cancel the payment while. Then Cancel the invoice and you will be allowed to do so. Following Situation its is ok to Adjust a Paid Invoice 1. Cancel Tax on a Line and Add a new tax of same Rate. (Never Cancel a Tax from a line and try to add the same tax again on the same line this will lead to data corruption. If by mistake this needs to be done discard the line and create a new line with the same tax). 2. Discard a Line and Add a new line of same amount and Tax Rate either to change the line distribution or to Match to Receipt which was not available earlier. Manual Invoice,PO Matched ( Inventoyr and Non Inventory) Line Distribution (Worng Distribution Defulated from PO) Line Distributio cannot be manually updated nor can it be reversed at this status so only option to change the distibution is to discard the line and re enter a new line .Discrading the line will also cancel the tax line associated with it . The new line can be entered either in a the same period as the earlier line or if the period is closed in a new period. The Invoice will do to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. Tax Code ( Wrong Tax Code is Entered) Update Tax code by Cancelling Tax Line and then Manully assinging new Tax Classification to the line. . The Invoice will do to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. . Line Discrad(Invoice Wrongly Matched to different PO) : This is possible at this status .Discarding of line will also cancel the associated Tax Line . New Line needs

to be entered matching to the right PO or manually ,taxes from the PO will defulat or added manually The Invoice will go to a Needs Revalidation Status and Partially accounted status so it will have to be validated and accounted again. .