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Adding, Editing, Deleting, Releasing, Reverting & Printing Purchase Service Invoice (Adhoc) in web

Owned by Aparajita Basu Roy
Last updated: Jun 27, 2022 by Subhasree Banerjee (Unlicensed)
5 min read

Various services are bought by an organization so that their work may go on smoothly. Sometimes there's no time to formalize an order and then get it processed and then invoice it based on the order raised. In such cases, an informal (often verbal) order is placed and on receipt of the service an adhoc service invoice is raised. This article tells you how to manage Purchase Service Invoice (Adhoc).

 Add Service Invoice Adhoc

Pre-requisites

  1. The users' role must have access to the Add app operation in the Service Invoice Adhoc feature in Procurement - Operations - Purchase/Assets Invoicing 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 Invoicing > Service Invoice Adhoc.
  2. Service Invoice Adhoc module will open.
  3. All the previously created Service Invoice Adhoc (if any) will be listed here.
  4. Click on Add button.
  5. Service Invoice Adhoc 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 Adhoc 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 - Document Information, 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.: Order No. will be generated automatically at the time of saving purchase order.
    3. Vendor Name: Select the vendor name from the lookup window. 
    4. Others details like Trade Group, Purchase Term, Reference Site,TDS etc. will be populated as per selected Vendor.
    5. Date: System date will be populated automatically at the time of opening form. You can change the date manually as per your requirement.
  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. 
    6. Click on the Site button present in the end of the row of Selected Service. This is mandatory.
      1. Applicable Site window will open.
      2. Select the Site Name.
      3. Put in the Amount.
      4. Click on OK.
    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 Adhoc. You will get a message -  "Document <Service Invoice Adhoc No.> saved successfully."

 Edit Purchase Service Invoice

Pre-requisites

  1. The users' role must have access to the Edit app operation in the Service Invoice Adhoc feature in Procurement - Operations - Purchase/Assets Invoicing 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 Invoicing > Service Invoice Adhoc.
  2. Service Invoice Adhoc module will open.
  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Adhoc 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 Adhoc 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 Adhoc. 

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

 Delete Purchase Service Invoice

Pre-requisites

  1. The users' role must have access to the Delete app operation in the Service Invoice Adhoc feature in Procurement - Operations -Purchase/Assets Invoicing 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 Invoicing > Service Invoice Adhoc.
  2. Service Invoice Adhoc module will open.
  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Adhoc you want to delete.

  5. You can use Filter to search.

  6. Go to Action > 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 No:> - Document Deleted Successfully".

 Release Purchase Service Invoice

Pre-requisites

  1. The users' role must have access to the Release app operation in the Service Invoice Adhoc feature in Procurement - Operations - Purchase/Assets Invoicing 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 Invoicing> Service Invoice Adhoc.
  2. Service Invoice Adhoc module will open.
  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Adhoc you want to release.

  5. You can use Filter 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 No:> - Released Successfully ".

 Revert Purchase Service Invoice

Pre-requisites

  1. The users' role must have access to the Revert app operation in the Service Invoice Adhoc feature in Procurement - Operations - Purchase/Assets Invoicing 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 Invoicing > Service Invoice Adhoc.
  2. Service Invoice Adhoc module will open.
  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Adhoc you want to revert.

  5. You can use Filter to search.

  6. Go to Acton > Revert. 
  7. 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?"
  8. If you click on Yes, you will get a confirmation message "<Service Invoice No:> - Reverted Successfully\".

 Print Purchase Service Invoice

Pre-requisites

  1. The users' role must have access to the Print app operation in the Service Invoice Adhoc feature in Procurement - Operations - Purchase/Assets Invoicing 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 Invoicing > Service Invoice Adhoc.
  2. Service Invoice Adhoc module will open.
  3. All the previously created Service Invoices will be listed here.
  4. Select the Service Invoice Adhoc 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.