Add/Edit Invoice

Before You Begin

  • To get started, make sure you have your username and password ready.
  • Once you log in, you will land on the welcome screen.

    • PREREQUISITE INVOICE:

    1. Certainly, before creating a invoice, it's a good practice to ensure that all the relevant details have been entered or updated. These details typically include information about the customer, plant, part, sales order and any other relevant data. Here's a checklist of the details you should verify before adding a Invoice:
    2. Updating/Adding master screens like customer, plant, part, sales order before adding an invoice is crucial for maintaining accurate and effective sales order processes. Each of these elements plays a role in ensuring that the invoice contains correct and up-to-date information.
    3. Customer Master: Keeping customer information current helps in selecting the right customer for the purchase order. This includes contact details, payment terms, and any other relevant information necessary for communication and coordination.
    4. Plant Master: Keeping current plant information of the respective customer helps in selecting the right plant for the purchase order. This includes the delivery and billing address, buyer details, delivery terms, and payment terms which are necessary for communication and coordination.
    5. Part Master: The part components for which the purchase order is been placed. Ensuring that the master data for the part is current helps in selecting the right components for the order, preventing delays or errors caused by outdated information.
    6. Sales Order: The Sales Order with line items of appropriate data should present to raise an error free and accurate Invoice.
    7. Bank Master: Maintaining accurate and up-to-date bank information is crucial for selecting the correct bank when generating invoices. This information should include essential details such as the IFSC code, account number, and Swift code to ensure precision and efficiency in financial transactions.
    8. Place Master: Keeping current place information of the respective type helps in selecting the right place of supply , country of origin for the invoice.
    9. Master Category: Maintaining accurate information for the respective category is crucial for selecting the options when generating invoices.
    10. By Updating these master screens and sales orders before creating an invoice, you ensure that the invoice process is efficient, accurate, and free from errors.

    Additional Info:

    1. Customer Information:
      • Customer name, plant details, and address
      • Payment terms , delivery terms and conditions
    2. Price Information:
      • Confirm that the prices for the part are up-to-date and accurate.
      • Check if the type of the part correctly selected.
    3. Sales Order:
      • Verify that the details of the sales order required are accurate and are up-to-date.
    4. Internal Validation:
      • Confirm that the PO aligns with the organization's sales policies and guidelines.
      • Check for any duplicate POs to avoid unnecessary orders.
    5. Dates and Deadlines:
      • Verify delivery or completion dates to ensure they align with project timelines .
    6. Communication:
      • If there have been any changes or updates to the order, make sure that relevant stakeholders are informed
      • Double-checking these details before creating a purchase order helps to minimize errors, reduce the chances of miscommunication, and ensures that your sales order process is smooth and efficient. It also helps maintain accurate records for future reference and reporting.

    1.1. Add a Invoice - Step-by-Step

    Invoice LineItem(s):

    Important Notes:

    1. The current invoice quantity must always be less than or equal to the total PO quantity. In other words, the number of items invoiced should not exceed what was originally specified in the sales order.
    2. If the invoice line item already has an invoiced quantity, the sum of the current invoice quantity entered and the previously invoiced quantity should be less than or equal to the total PO quantity.

    Shipper's Letter of Instruction

    1.2 Search Invoice

    Search a Invoice - Step-by-Step

    Step 1: Start Searching

    On the Search page, you can search in different ways:

  • By Sales Order Number: Type the Sales Order Number
  • By Customer: Select the customer name.
  • By Plant: Select the plant.
  • From Date: Define a date range within which your search should be conducted.
  • Invoice Number: Type the Sales Order Number.
  • Invoice Type: Select the invoice type.

    • Step 2: See the Results

    After clicking "Search," you'll see results:

  • If you searched by sales order number, customer, plant, date , invoice type you'll find the matching result with the options to View/edit , Generate Invoice, Generate PackcheckList,Generate SCOMET

    • Notes:

    Generate Invoice :

    Generate PackingChecklist:

    1.3 Edit Invoice:

    Edit a Invoice- Step-by-Step

    Step 1: Find Invoice Edit

    Step 2: Start Searching

    Step 3: Edit Details

    After searching, you'll see the Invoice you want to edit.

  • Click "View/Edit" next to that Generate Invoice to reach the Edit Invoice page.

    • Step 4: Edit Details

    After searching, you'll see the Sales Order you want to edit.

  • Click "View/Edit" next to that Sales Order Number to reach the Edit Sales Order page

    • Step 4:Update Info

    On the Edit invoice page, you'll see existing details.

  • In the Edit page, please note that the Customer, Plant Selected are not editable.

    • Edit Invoice Page:

    1. On the Edit Invoice page, you'll find the existing details of the invoice you're editing.
    2. Change details that you like to update in Invoice.
    3. Change the quantity if you like to update the invoice line item.

      4. Note: he current invoice quantity must always be less than or equal to the total PO quantity. In other words, the number of items invoiced should not exceed what was originally specified in the sales order. If the invoice line item already has an invoiced quantity, the sum of the current invoice quantity entered and the previously invoiced quantity should be less than or equal to the total PO quantity.

    4. In the edit , we have the option to add the package master and the package detail.

    Package Master

    We have the option to add the package master as individual /group

    Individual Package

    Group Package

    1.4 Add Individual Package

    1.5 Add Group Package

    1.6 Add Package Detail

    To add the package detail the Add icon on the top left corner of the Package detail section.

    That's it! You've learned how to ADD, SEARCH, EDIT a Invoice using the DMeX app. If you need help, contact the support team.