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PREREQUISITE TOOL INVOICE:
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:
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.
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.
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.
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for the part is current helps in selecting the right components for the order, preventing delays or errors caused by outdated information.
Sales Order: The Sales Order with line items of appropriate data should present to raise an error free and accurate Invoice.
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.
Place Master: Keeping current place information of the respective type helps in selecting the right place of supply , country of origin for the invoice.
Master Category: Maintaining accurate information for the respective category is crucial for selecting the options when generating invoices.
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:
Customer Information:
Customer name, plant details, and address
Payment terms , delivery terms and conditions
Price Information:
Confirm that the prices for the part are up-to-date and accurate.
Check if the type of the part correctly selected.
Sales Order:
Verify that the details of the sales order required are accurate and are up-to-date.
Internal Validation:
Confirm that the PO aligns with the organization's sales policies and guidelines.
Check for any duplicate POs to avoid unnecessary orders.
Dates and Deadlines:
Verify delivery or completion dates to ensure they align with project timelines .
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 Tool Invoice - Step-by-Step
Step 1: Reach the Add Tool Invoice Section
From the main Side menu, click on "Sales," then go to "Operations," and finally choose "Add/Edit Invoice" .This will open the Add/Edit Invoice Search page.
Step 2: Adding a Sales Order
On the top right of the Add/Edit Invoice Search page, you'll see an "Add Invoice" button. Click this button.
Step 3: Fill in details
Customer: [Dropdown] (Mandatory) Choose the customer from the dropdown list. The customer added in the customer screen will be shown as an option.
Plant: [Dropdown] (Mandatory) Select the plant from the list . The plant added for the selected customer will be shown as an option.
Select Part:[Dropdown] Select the part from the list . The part added for the selected customer will be shown as an option.
Notes: If a specific part is selected, the sales orders raised for that particular part will be displayed in the purchase order (PO) dropdown . However, if no specific part is selected, then the sales orders raised for the customer and plant combination will be shown in the PO dropdown for selection. This provides flexibility in choosing the relevant sales order for creating a corresponding invoice.
Select PO-Rev No: [Dropdown] (Mandatory) Please choose the purchase order (PO) for which you intend to create an invoice. The dropdown menu will contain values representing a combination of the Sales Order Number and the Sales Order Revision, as provided when the sales order was initially created. This allows for the selection of the specific sales order.
Click the “PO Submit” The PO Submit button will initiate a data search for the Sales Order, which will subsequently populate the Purchase Order Date, Purchase Order Number,Name and Address of delivery (SHIP TO),Name and Address of Recipient (Bill TO), Terms of Delivery, Payment Terms, Buyer, E-Mail, Phone No, Vendor Code/Supplier Code field in the Invoice Screen..
To Start Over: Click the "Clear" button if you wish to erase all information and begin a new invoice for a Sales Order. Please note that once this button is clicked, the selected information and the populated values in the fields will be cleared.
If you change your mind and don't want to add an invoice, click "Cancel" This takes you back to the Invoice Search page.
Invoice Serial Number: [Text Field] (Mandatory) Enter the Invoice Serial number .The entered Invoice Serial number should be unique.
Invoice Date: [Date Field] (Mandatory)The current date shall be automatically designated as the invoice date. However, should the need arise for alteration, such adjustments can be made in accordance with the customer's specific request.
GSTIN No: (Mandatory) The GSTIN (Goods and Services Tax Identification Number) is automatically populated in this field when the Add invoice screen is initiated.The value displayed in the field is retrieved from the GSTIN entered in the organization detail screen.
IE Code No: (Mandatory) The IE Code No is automatically populated in this field when the Add invoice screen is initiated.The value displayed in the field is retrieved from the IE Code entered in the organization detail screen.
Transportation Mode: [Dropdown](Mandatory)Select the transportation. The value added against the transportation mode category added in the master category will be shown as an option.
Invoice Type: [Dropdown](Mandatory)Select the Invoice Type. It is a mandatory field
Export: [Dropdown](Mandatory)Select the Export Type.
Note: If the type is chosen as the export Country of Final Destination,Pre-Carriage by ,Place of Receipt by Pre-Carrier, Vessel / Flight No, Port of Loading, Port of Discharge, Final Destination, Pickup Location,Special Declaration(EX: Rex),Shipper’s Letter of Instruction, Second Special Instruction on Sli Document fields have to be filled.
Date and Time of Supply: [Date](Mandatory) Choose the date of supply.
Name and Address of delivery (SHIP TO): [Text Field](Mandatory) The Name and address of delivery is automatically populated in this field when the Po Submit button is initiated.
Name and Address of Recipient (Bill TO): [Text Field](Mandatory) The Name and address of recipient is automatically populated in this field when the Po Submit button is initiated.
Terms of Delivery: [Text Field](Mandatory) The Terms of Delivery is automatically populated in this field when the Po Submit button is initiated..
Payment Terms: [Text Field](Mandatory) The Payment Terms are automatically populated in this field when the Po Submit button is initiated.
Place of Supply: [Dropdown](Mandatory) Choose the place of address. The place of supply added in the place master will be shown as an option.
Buyer: [Text Field](Mandatory) The Buyer is automatically populated in this field when the Po Submit button is initiated.
E-mail: [Text Field](Mandatory) The Email is automatically populated in this field when the Po Submit button is initiated.
Phone:[Text Field](Mandatory) The Phone is automatically populated in this field when the Po Submit button is initiated..
Country of Origin: [Dropdown](Mandatory) Choose the country of origin. The place of supply added in the place master will be shown as an option.
Description of the Goods: [Text Field](Mandatory) Add the description of goods that have been invoiced .
LUT/IGST Declaration: [Dropdown](Mandatory)Choose the option for the LUT/IGST Declaration.
Notes:
If the option NA is chosen then the fields for CGST, SGST, IGST is displayed based on the state of the billing and the delivery address.
If the Supply meant for export on payment of IGST is paid IGST value is displayed in the IGST field.
If the Supply meant for export on LUT is chosen the GST will the applied and the IGST field will not be displayed.
Select Bank: [Dropdown](Mandatory) Select the bank from the list . The bank added in the bank master will be shown as an option.
Notes:If the option NA is chosen then the fields for CGST, SGST, IGST is displayed based on the state of the billing and the delivery address,
IFSC Code: [Text Field](Mandatory) The Ifsc code is automatically populated in this field when the bank is selected.
Account Number: [Text Field](Mandatory) The Account number is automatically populated in this field when the bank is selected.
Swift Code: [Text Field](Mandatory) The Swift code is automatically populated in this field when the bank is selected.
AD Code: [Text Field](Mandatory) The AD Code is automatically populated in this field when the bank is selected.
ABA Code: [Text Field](Mandatory) The ABA Code is automatically populated in this field when the bank is selected.
Declaration: [Dropdown](Mandatory) Choose the declaration.The value added against the declaration category added in the master category will be shown as an option.
Shipping Through: [Text Field](Mandatory) Add the Shipping through for the goods .
Select Aggregate Status: [Dropdown](Mandatory) The aggregate status of the invoice is selected. The values added against the invoice status category in the master category will be shown as an option.
Pickup Location: [Dropdown](Mandatory) Select the pickup location . The value in the dropdown is the billing and delivery address added in the plant master’s - billing and delivery address subtab.
Tool Invoice LineItem(s):
The list of the line items added in the Sales Order are will be listed with the PO Number, Part No, Description, HS CODE, Total PO QTY, Invoiced QTY, Current Invoice QTY, Current Status, Total Value
Enter the Quantity of the part in the line item to be invoiced .
Current INR value against selected currency:The value here is automatically populated when the export type is chosen as domestic.
Submission forInvoice
Upon submission of an invoice, the entry will be added and the screen will transition to the editing mode.
In editing mode of the invoice we have the option for adding Package master and the package details .
1.2 Search Tool Invoice
Search a Tool 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 Tool Invoice :
A generated invoice is a document that is send to a customer to request payment. It serves as an official record of the transaction and typically includes information such as Invoice Number, Invoice Date,Due Date ,Billing Information, Recipient Information,Description of Goods/Services,Subtotal,
Taxes,Payment Instructions,Payment Terms etc
Generated invoices are essential for maintaining accurate financial records, tracking payments, and ensuring that both the seller and customer have a clear understanding of the transaction details.
1.3 Edit Tool Invoice:
Edit a Tool Invoice- Step-by-Step
Step 1: Find Tool 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 Tool Invoice Page:
On the Edit Invoice page, you'll find the existing details of the invoice you're editing.
Change details that you like to update in Invoice.
Change the quantity if you like to update the invoice line item.
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.
In the edit , we have the option to add the package master and the package detail.
Submission Of Invoice
Upon submission of a tool invoice, the entry will be added with the updated data and the screen will retain the editing mode.
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.