Utility invoice form

The Utility Invoice form is a record that contains information from an invoice that is received from a utility company.

Locating the Utility Invoice form

You can find the Utility Invoice form by clicking Contracts > Payables > Invoices > Utilities.

General section

ID

A unique number identifying the utility invoice record. This number is generated automatically and displayed by the system when the utility invoice record is created.

Revision

The revision number indicating the number of times the current record is revised. You can revise or modify the record by clicking Revise, which is displayed on the Action bar. Each time you revise or modify the record, the value displayed in this field increases by one.

Status

The current status of the utility invoice record being created. The utility invoice record can have the following statuses:

Draft: The utility bill invoice record is in the draft state and can be modified. The system displays this status when you click Create Draft in the Action bar.
Review In Progress: The record has been sent for approval and is yet to be approved by all the members in the distribution list. The system displays this status when you click the Issue action in the Action bar.
Issued: The record changed from Review In Progress state to Issued state when all the members in the distribution list have approved the record. The system creates environmental logs when a record is changed to Issued state.
Revision In Progress: The record is being modified or edited for further changes. The system displays this status when you click the Revise action in the Action bar.
Completed: All the processes associated with the record are complete. The system displays this status when you click Complete in the Action bar.
Retired: The record is removed temporarily from the active management list. The system generates this status when you click the Retire action in the Action bar.
History: When the utility bill invoice record is revised, a copy of the record is saved in the History state for each revision.; If you select the History option in the Related Reports dropdown status list, which is displayed in the results page, the system retrieves and displays all the records that are revised at different stages.

Name

A unique name to identify the utility invoice record that is being created. You enter the unique name.

Invoice Date

The date on which the utility invoice record is created.

Description

A brief description about the invoice. You enter the description.

Units section

Currency: The currency type that is used for all the cost-related fields. Use the List icon to select the currency type. You see all options defined for Currency in the Tools > Administration > Lists page. By default, the system displays the currency set by your administrator.

Details section

Response Required: An option to request a response. Select this check box to specify that a response is required from the person selected in the To section of the current record.
Conversion Group: The conversion group that is used for all the cost-related fields in the record. Use the List icon to select the group. The system displays all options defined for Conversion Group in the Tools > Administration > Lists page.
Currency Exchange Date: The date and time on which the currency was traded. Use the Calendar icon to select the date.

Invoice Summary section

Total Invoice Amount: The sum of the invoice line items.
Total Previous Invoices: The sum of the Previous Invoiced Total fields on the invoice line items.
New Invoice Total: The sum of the New Invoiced Total fields on the invoice line items.

Contract section

The Contract section is used to associate the utility invoice record to a contract.

Click Find on the section bar to associate a contract record. The system displays the list of records retrieved from the Service Agreement and the Blanket Purchase Order business objects in the Contract menu. The list is sorted by contract type and contract number.
Select a record and click OK. The system autopopulates the fields in this section, as well as the To, Service Provider Company, Service Provider Contact, and Payment Terms sections, with values from the selected contract.

ID: The unique ID number of the associated contract record.
Status: The current status of the associated contract record.
Name: The name of the associated contract record.
Revision: The number of times the associated contract record was revised.
Contract Type: The contract type of the associated contract record.

To section

The To section is used to add contact information about the person who sends the invoice. The system automatically populates the details about the contact person. These details are from the associated contract record selected in the Contract section of the current record.

To Lookup

The To Lookup field is used to find an employee that the company assigns as the person responsible for the contract.

Use the Search icon to select the contact person in the company. In the search list, you can see a list of the employee records in the People page.
Use the Related Reports dropdown list to select records of other business objects in the People page (such as an External Contact or a Consultant).

The details about the contact are autopopulated by the system after you select a record (if data exists in the selected record). Otherwise, you can populate the fields manually.

Conversion Group

The organization for which the payment is made. Use the Search icon to select the organization. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.

Service Provider Company section

The Service Provider Company section is used to identify the service provider company.

The system autopopulates the details about the service provider company from the associated contract record selected in the Contract section of the current record. To change the information, you click Find on the section bar, choose from among the companies displayed, and click OK.

Service Provider Contact section

The Service Provider Contact section is used to identify the service provider contact.

The system autopopulates the details about the service provider company from the associated contract record selected in the Contract section of the current record and any changes you make in the Service Provider Company section. To change the information, you click Find on the section bar, choose from among the contacts displayed, and click OK.