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Adding, Editing, Deleting & Printing Service Invoice Against Document in Web

Owned by Aparajita Basu Roy
Last updated: Jun 28, 2022 by Subhasree Banerjee (Unlicensed)
6 min read

Managing the purchases of services require a constant flow of service orders and invoices based on those orders and sometimes the adhoc invoices. Here you can learn how to manage the Service Invoice raised against the order.

Important - Applicability of the Service Invoice

The Service Invoice can be created for all types of services although the services themselves are booked through other modules - 

  1. Order type in Procurement
  2. Logistics in Inventory
  3. Conversion in Inventory
  4. Job Receipt in Production


 Add Service Invoice Against Document

Prerequisites

  1. The users' role must have access to the Add app operation in the Service Invoice Against Document feature in Procurement - Operations - Purchase / Assets Invoice through Roles in Ginesys Web - Admin - Security.
  2. Services master must be created.
  3. Vendor must be created. 

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Purchase / Assets Invoice > Service Invoice Against Document.
  2. Service Invoice Against Document list page will open.
  3. All the previously created Service Invoice Against Order (if any) will be listed here.
  4. Click on Add button.
  5. Service Invoice Against Order window will open.

  6. You will get a group of icons at the top right corner of the window.
    1. The icons name from left to right are - Expand All, Collapse All, Print Document Report, Attachments, Clear Form and Open Side Panel.

      1. Expand All: Clicking on this icon, all the sections (General, Service Details, User Defined Fields and Others) will be Expand if they are collapsed.
      2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.
      3. Print Document Report: Clicking on the Down Arrow beside this icon, you will get Print Preference option with already created Report File Templates. This option is used to print document reports.
      4. Attachments: You can Upload some required documents from this option like previous communication related to this particular service or a tender document or any other relevant document.
      5. Clear Form: Clicking on this icon, you can Clear all the data already entered. 
      6. Open Side Panel: Clicking on this, you will get the details of the current Service Invoice Against Order as follows: 
        1. Document Summary:  In this section you will get the summary of Service Count, Ordered Quantity & Amount, Invoiced Quantity & Amount, Created & Modified by etc. 
        2. Vendor Details: You will get the Selected Vendor Details like Address, Contact Details, Tax Region, GST Details etc.
        3. Vendor Statistic: This section describes the Ledger balance amount, Outstanding Amount, Last Order Date etc. 
  7. You will get five sections - General, Service Details, User Defined Fields and Others.
  8. Document Information:

    1. Owner Site (Mandatory Field): It will be populated automatically as per the connected site. You can change the site from the lookup window. 
    2. Service No.  (Mandatory Field): Invoice No. will be generated automatically at the time of saving the document.
    3. Date, a mandatory field where System date will be populated automatically at the time of opening form. You can change the date manually as per your requirement.
    4. Service Vendor (Mandatory Field): Select the vendor name from the lookup window. 
    5. Others details like Trade Group, Purchase Term, Reference Site,Currency,Service Type,TDS etc. will be populated as per selected Vendor.
    6. Reference No. is a mandatory field to capture the document sent by the service provider.
    7. Reference Date is a mandatory field to capture the date of the document sent by the service provider. Reference Period is about the validity period of the said document.
    8. Due Date: This is the date by which the Invoice has to be paid. System date will be populated automatically at the time of opening form. You can change the date manually as per your requirement.
    9. Currency and Exchange Rate will be auto-populated with the base currency as defined in the Currency master but may be changed based on the user's need.
    10. Service Type must be provided here - the drop-down list having the four (4) types - Order, Logistics, Conversion and Job Receipt.
  9. Service Details:

    1. Click on the Add icon to add new row for service addition.

    2. Select the Services from the drop down list.

    3. Service Amount, Ledger, Sub Ledger, TDS etc. will be populated.
    4. If you click on the  button left side of the populated Service, you will get a drop down list. 
    5. You will get Delete Record and Service Charge.
      1. Delete Record: You can delete the populated item from the list as per your requirement.
      2. Service Charge: The charges applied on the particular service will be displayed by clicking on this option. However, you may change the factors of the charges applied based on the settings in your user profile. But you cannot add or delete any of the charges present in the selected term.
    6. Click on the Document button present in the end of the row of Selected Service. This is mandatory.
      1. Select Order No. and related site information will be populated according to that.
      2. Then click on Site button to check Site name and Amount.
    7. Now you need to calculate Charge. Click on the Calculate Charge button. But even if you skip this step, charges applied will be automatically calculated on saving the form.
    8. Charge will be calculated and the final amount after charge application will be populated as Net Amount.

    9. If you click on any applicable charge, Applicable Item Window will open. You can alter the charge factor if you have enabled the proper user profile setting. The applicable charge amount or discount amount will be divided between all the items.  

      Note: Charge will be calculated as per selected Term

  10. User Defined Fields: You can put the User Defined Fields.
  11. Others:

    1. You can put in the remarks in the Remarks field.

  12. Click on the Save button to save the Service Invoice Against Order. You will get a message -  "Document <Service Invoice Against Document No.> saved successfully."

 Edit Service Invoice Against Document

Prerequisites

  1. The users' role must have access to the Edit app operation in the Service Invoice Against Document feature in Procurement - Operations - Purchase / Assets Invoice through Roles in Ginesys Web - Admin - Security.
  2. Services Invoice must must be created.

Step-by-step guide

he process is divided in the following steps:

  1. Go to Ginesys Web > Procurement > Operations >Purchase / Assets Invoice > Service Invoice Against Document.
  2. Service Invoice Against Order module will open.

  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Against Order you want to edit.

  5. You can use Filter to search.

    Note: If you select multiple Service Invoice you will get the Edit option disabled. You cannot edit multiple invoice at a time.

  6. Go to Action > Edit.
  7. Edit: Service Invoice Against Order window will open. 
  8. All the details will be populated.
  9. If you want to modify the Vendor, you need to remove the Services. Otherwise you will get a message - "Please remove the service(s) before changing the Vendor.". Others details will be changed as per Vendor changed. 
  10. You can also modify and delete Services.
  11. Click on the Save button to save the modified Service Invoice Against Order. 

  12. You will get a message - "Document <Service Invoice Against Document No.> saved successfully."

 Delete Service Invoice Against Document

Prerequisites

  1. The users' role must have access to the Delete app operation in the Service Invoice Against Document feature in Procurement - Operations - Purchase / Assets Invoice through Roles in Ginesys Web - Admin - Security.
  2. Services Invoice must must be created.
  3. Services Invoice must not be Un-Posted.

Step-by-step guide

he process is divided in the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Purchase / Assets Invoice > Service Invoice Against Document.
  2. Service Invoice Against Order module will open.

  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Against Order you want to delete.

  5. You can use Filter to search.

  6. Go to Acton > Delete. 
  7. You will get a message - "Record once deleted cannot be retrieved. Are you sure you want to delete this transaction?"
  8. If you click on Yes, you will get a confirmation message "Service No. <Service Invoice Against Document No.> - Document deleted successfully ".
 Release Service Invoice Against Document

Prerequisites

  1. The users' role must have access to the Release app operation in the Service Invoice Against Document feature in Procurement - Operations - Purchase / Assets Invoice through Roles in Ginesys Web - Admin - Security.
  2. Services Invoice must must be created.
  3. Services Invoice must not be Un-Posted.

Step-by-step guide

he process is divided in the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Purchase / Assets Invoice > Service Invoice Against Document.
  2. Service invoice Against Document module will open.
  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Against Document you want to release.
  5. You can use Filer to search.
  6. Go to Action > Release.
  7. You will get a message - "Document(s) once released cannot be modified. Do you want to proceed?"
  8. If you click on Yes,you will get a confirmation message - "<Service Invoice Against Document No>" - Released Successfully.
 Revert Service Invoice Against Document

Prerequisites

  1. The users' role must have access to the Revert app operation in the Service Invoice Against Document feature in Procurement - Operations - Purchase / Assets Invoice through Roles in Ginesys Web - Admin - Security.
  2. Services Invoice must must be created.
  3. Services Invoice must not be Posted.

Step-by-step guide

he process is divided in the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Purchase / Assets Invoice > service Invoice Against Document.
  2. Service Invoice Against Document module will open.
  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Against Document you want to revert.
  5. Go to Action > Revert.
  6. You will get a message - "Selected document(s) will be un-posted, and finance postings done will also be reverted. Do you want to proceed?"
  7. If you click on Yes, you will get a confirmation message - "Service No.<Service Invoice Against Document No> Reverted Successfully".
 Print Service Invoice Against Document

Prerequisites

  1. The users' role must have access to the Print app operation in the Service Invoice Against Document feature in Procurement - Operations - Purchase / Assets Invoice through Roles in Ginesys Web - Admin - Security.
  2. Services Invoice must must be created.
  3. Printer must be connected and installed.

Step-by-step guide

he process is divided in the following steps:

  1. Go to Ginesys Web > Procurement > Operations > Purchase / Assets Invoice > Service Invoice Against Document.
  2. Service Invoice against Document module will open.
  3. Al the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Against Document you want to print.
  5. You can use Filter to search.
  6. You will get previously created template.
  7. Click on the required template to print.
  8. A new window will open.
  9. The document will be printed.


Note: You can print using Print Preference.