Invoicing Process- Finance Team

Modified on Wed, 09 Aug 2023 at 06:22 PM

Read More: Invoicing Process- Business Team

Navigate to:

1. Booking & invoice creation

2. Invoice approval & processing

3. Uploading SAP invoice ID

4. Uploading collection

5. TDS approval

1. Booking & Invoice Creation

Once the business team closes the booking & creates the invoice, they will send it for approval & processing to the finance team.

Refer to the documentation ‘Invoicing Process- Business Team’ for detailed steps on booking and invoice creation.

2. Invoice Approval & Processing

Once the business team uploads the developer confirmation, they will send the invoice for approval to the finance team. The finance team can see the list of all the invoices on the ‘Invoice’ page.

I. To approve the invoice further, log in to the ‘Invoice’ page.

II. On the respective invoice card, the finance user will get the option to ‘Approve’ or ‘Reject’ the invoice.

Finance users can approve the invoice with the following statuses:

- Approved for accrual

- Approved for invoicing and revenue

- Approved only for invoicing

- Approved for invoicing revenue deferred 

- Approved recognition of deferred revenue

III. After selecting the status, add the revenue date in the pop-up (optional) and then click on the button 'Yes'.

Before approving an invoice, finance users can also check the invoice details by clicking on it. Various other functions that the finance team can perform are:

- Adding a note

- View developer confirmation

- Modify entity

- Edit invoice details

3. Uploading SAP invoice ID

Once the invoice requests are approved, the finance team needs to upload the SAP invoice ID for the newly approved invoice requests. For the same, the finance team has to download the sample for uploading SAP invoice ID CSV from the Invoices page.

I. Go to the filters and select the status or date range from which you need to update the SAP invoice ID. Once the filters are selected, click on the button ‘View Invoices’.

II. Click on the download icon and select the ‘Download Invoice CSV’ to download the sample CSV.

The fields from the sample CSV are:

- id

- status

- sap_invoice_id

- invoice_date

- due_date

- total_invoice_value

- gross_service_fee

- assignment_id

- collections_details

- total_collection

- total_tds_collected

- tds_doc

- gst_amount

- tds_logs

- notes

- confimation_doc

- invoice_copy

- file_name

- file_key

III. Add the SAP invoice ID against the newly created invoice request along with other details in the CSV.

IV. Once the details are added to the CSV, click on the upload icon, and then select ‘Upload Invoice CSV’.

V. In the pop-up, you have to follow the 2 steps mentioned below:

Step 1- Upload the CSV file having the updated SAP invoice IDs.

Step 2- Choose all the files (jpeg, png, pdf, etc.) of invoices, & then click on the button ‘Start Uploading’.

Note: The name of the files in Step 2 should be the same as the SAP invoice ID.

After uploading, if you are getting any errors, then please check the fields that you have updated in the CSV file.

4. Uploading Collection

Now, collection needs to be uploaded on each invoice. 

I. To do so, download the ‘sample collection upload’ format from the invoices page. Add all the details as per the respective fields in the downloaded CSV.

The details from the CSV file are:

- Invoice ID*

- Sap Invoice ID*

- Amount* 

- Collection Date

- Write Off

- File Name

- File Key

- TDS Amount

- TDS Collection Date

- TDS File Name

- TDS File Key

- Account Number

- Collection Reference Number

The field marked with * is mandatory.

II. Once the details are added to the CSV, click on the upload icon & then select ‘Upload Collection CSV’ to upload the CSV file.


5. TDS Approval

Once the collection is uploaded, TDS needs to be approved & shared with the developer.

I. Click on the ‘Show Collection’ button on the respective invoice card.

II. On the right side panel, the business team needs to upload the TDS certificate,  update the total TDS amount deducted by the developer and then click on the button ‘Save as Draft’.

III. Once the TDS details are updated, the finance team needs to approve or reject them after confirming the uploaded documents and the TDS amount. 

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