Expense : 1500 ETB  =  Per Diem expense from "Support and Service " Trasury Budget.
Refund  : 500 ETB

1) Create Standard Invoice to recognize the expense.
Apply the prepayment partially (1500 ETB)

2) Create Standard Invoice to eliminate the remaining prepayment balance if refunded.
(Note: With a line having “Refund” Natural Account(not expense).
Apply the prepayment partially (500 ETB)

3) Create and Pay(Refund) a “Credit Memo” Invoice. (500 ETB)

Finance CTL(Expert)->Accounts Payable->Invoice Batch(invoice)
-> F11 -> Enter the Batch Name -> Ctrl + Fll
-> Invoices:
Type: Standard
Enter Trading Partner or Supplier Number
Enter Date, Amount including VAT, [Cash Purchase?], and other fields
-> Click 2.Lines
Enter Lines:
Amount excluding VAT
Default Distribution Account:having “Refund” Natural Account(not expense)
If no VAT, Click Tax Detail-> Change Tax Rate to VAT 0%-> Ok
(Note: You can enter multiple Lines.
VAT (Tax Detail) is for each line)

    -> Click "Actions"-> Mark "Apply/UnApply Prepayments" -> Ok
        Mark "Apply" on left of the desired Prepayment
        Edit "Amount to apply" and "GL Date" as needed.
        Click "Apply/ UnApply" On bottom right

    ->(For Case Team Leaders) Click Action-> Mark Validate-> Ok
    -> Click Action-> Mark Create Accounting -> Select "Final Post"-> Ok
    ->(For BackLog) Click Action-> Mark Force Approval-> Ok
    ->(If not BackLog)Click Action-> Mark Initiate Approval-> Ok 

    -> To Print the Invoice Voucher on prepayment application:
                    -> View(Menu)-> Requests-> Find:
                    -> Select "IFMIS Invoice Voucher"

                        -> Click "View Output"

Finance CTL(Expert)->Accounts Payable->Invoice Batch(invoice)

-> F11 -> Enter the Batch Name -> Ctrl + Fll

-> Invoices:

Type: Standard
Enter Trading Partner or Supplier Number ( eg. Commercial Bank, Credit Associations,…)
Enter Date, Amount, [Cash Purchase?], and other fields

-> Click 2.Lines
Enter Lines:
Amount
Default Distribution Account:(The natural account in the Lines shall be ” xxxx Payable-Clearing” if payroll is processed with IFMIS payroll module.)

If no VAT, Click Tax Detail-> Change Tax Rate to VAT 0%-> Ok
(Note: You can enter multiple Lines.
VAT (Tax Detail) is for each line)

    ->(For Case Team Leaders) Click Action-> Mark Validate-> Ok

    -> Click Action-> Mark Create Accounting -> Select "Final Post"-> Ok

    ->(For BackLog) Click Action-> Mark Force Approval-> Ok

    ->(If not BackLog)Click Action-> Mark Initiate Approval-> Ok 


    -> After Approved

        -> Click Action-> Mark "Pay in Full" -> Ok

                ->Enter "Payment Date, Bank Account, Payment Method,
                    and Document Number,...

                -> Click Action(In the payment window, not in the invoice window)

                    -> Mark Create Accounting -> Select "Final Post"-> Ok


    To Print the Payment Voucher for the additional pay:

        -> View(Menu)-> Requests-> Find:

        -> Select "IFMIS Payment Voucher"

        -> Click "View Output" 

Finance CTL(Expert)->Accounts Payable->Payments:

Enter Trading Partner or Supplier Number for which invoice is prepared

Enter "Payment Date"

Choose "Bank Account"

Choose "Payment Method"

Choose "Payment Process Profile"


-> Click "Enter/Adjust Invoice"

-> Enter/Select Invoices 

        -> Edit/change Payment Amount

        -> Save

        ->Close the "Select Invoice" window



-> Click Action-> Mark Create Accounting -> Select "Final Post"-> Ok

Finance CTL(Expert)->Accounts Payable->Invoice Batch(invoice)

     -> F11 -> Enter the Batch Name -> Ctrl + Fll

     -> Invoices:

         Type: Standard

         Enter Trading Partner or Supplier Number

         Enter Date, Amount including VAT, [Cash Purchase?], and other fields


         -> Click 2.Lines

             Enter Lines:

                 Amount excluding VAT, Default Distribution Account, …

             If no VAT, Click Tax Detail-> Change Tax Rate to VAT 0%-> Ok
             (Note: You can enter multiple Lines. 

                     VAT (Tax Detail) is for each line)

    -> Click "Actions"-> Mark "Apply/UnApply Prepayments" -> Ok

        Mark "Apply" on left of the desired Prepayment

        Edit "Amount to apply" and "GL Date" as needed.

        Click "Apply/ UnApply" On bottom right


    ->(For Case Team Leaders) Click Action-> Mark Validate-> Ok

    -> Click Action-> Mark Create Accounting -> Select "Final Post"-> Ok

    ->(For BackLog) Click Action-> Mark Force Approval-> Ok

    ->(If not BackLog)Click Action-> Mark Initiate Approval-> Ok 


    -> After Approved, if there is more expense than the prepayment:

        -> Click Action-> Mark "Pay in Full" -> Ok

                ->Enter "Payment Date, Bank Account, Payment Method,
                    and Payment Process Profile,...

                -> Click Action(In the payment window, not in the invoice window)

                    -> Mark Create Accounting -> Select "Final Post"-> Ok



                To Print the Payment Voucher for the additional pay:

                    -> View(Menu)-> Requests-> Find:

                    -> Select "IFMIS Payment Voucher"

                    -> Click "View Output"


    -> To Print the Invoice Voucher on prepayment application:

                    -> View(Menu)-> Requests-> Find:

                    -> Select "IFMIS Invoice Voucher"
                    -> Click "View Output" 

Finance CTL(Expert)->Accounts Payable->Invoice Batch(invoice)

    -> F11 -> Enter the Batch Name -> Ctrl + Fll

    -> Invoices:

        Type: Credit Memo

        Enter Trading Partner or Supplier Number

        Enter Date, Negative Amount including VAT, [Cash Purchase?], and other fields

        -> Click 2.Lines

            Enter Lines:

                Negative Amount excluding VAT

                Default Distribution Account:having "Refund" Natural Account(not expense)

            If no VAT, Click Tax Detail-> Change Tax Rate to VAT 0%-> Ok

            (Note: You can enter multiple Lines. 

                    VAT (Tax Detail) is for each line)

    ->(For Case Team Leaders) Click Action-> Mark Validate-> Ok

    -> Click Action-> Mark Create Accounting -> Select "Final Post"-> Ok

    ->(For BackLog) Click Action-> Mark Force Approval-> Ok

    ->(If not BackLog)Click Action-> Mark Initiate Approval-> Ok 


    -> After Approved,

        -> Click Action-> Mark "Pay in Full" -> Ok

                ->Enter "Payment Date, Bank Account, Payment Method,
                    and Document Number,...

                -> Click Action(In the payment window, not in the invoice window)

                    -> Mark Create Accounting -> Select "Final Post"-> Ok



    To Print the Payment Voucher for the additional pay:

        -> View(Menu)-> Requests-> Find:

        -> Select "IFMIS Payment Voucher"

        -> Click "View Output" 
=========================================================================

Finance CTL(Expert)->Accounts Payable->Invoice Batch(invoice)

-> F11 -> Enter the Batch Name -> Ctrl + Fll

-> Invoices:

    Type: Standard

    Enter Trading Partner or Supplier Number:

     Date

    Amount including VAT,

    Match Action(Purchase Order or Receipt)

    [Cash Purchase?], and other fields as needed


    ->Click "Match -> Enter PO Number -> Find

                   ->Mark Match -> Edit Quantity or Unit Price if needed.

                   ->Click "Match" at the right side.


    ->(For Case Team Leaders) Click Action-> Mark Validate-> Ok

    -> Click Action-> Mark Create Accounting -> Select "Final Post"-> Ok


    ->(For BackLog) Click Action-> Mark Force Approval-> Ok
    ->(If not BackLog)Click Action-> Mark Initiate Approval-> Ok 


    -> After Approved:

        -> Click Action-> Mark "Pay in Full" -> Ok

                ->Enter "Payment Date, Bank Account, Payment Method,
                and Payment Process Profile,...

                -> Click Action(In the payment window, not in the invoice window)

                    -> Mark Create Accounting -> Select "Final Post"-> Ok


To Print the Payment Voucher:

    -> View(Menu)-> Requests-> Find:

        -> Select "IFMIS Payment Voucher"

        -> Click "View Output"

================================================================================

Finance CTL(Expert)->Accounts Payable->Invoice Batch(invoice)

    -> F11 -> Enter the Batch Name -> Ctrl + Fll

    -> Invoices:

        Type: Standard, Prepayment, Credit Memo…

        Enter Trading Partner or Supplier Number

        Enter Date, Amount including VAT, [Cash Purchase?], and other fields

    ->Folder(Menu)-> Show Field->Press "i"
                         ->Select "Invoice Withholding Tax group"
                         ->ok
    -> In the "Invoice Withholding Tax group", Select appropriate %.

    -> Click 2.Lines

        Enter Lines:
            Amount excluding VAT, Default Distribution Account, ...
        If no VAT, Click Tax Detail-> Change Tax Rate to "VAT 0%"-> Ok
        (Note: You can enter multiple Lines. 
            VAT (Tax Detail) is set for each line separately)

    ->(For Case Team Leaders) Click Action-> Mark Validate-> Ok

    -> Click Action-> Mark Create Accounting -> Select "Final Post"-> Ok

    ->(For BackLog) Click Action-> Mark Force Approval-> Ok
    ->(If not BackLog)Click Action-> Mark Initiate Approval-> Ok 


    -> After Approved:

        -> Click Action-> Mark "Pay in Full" -> Ok

                ->Enter "Payment Date, Bank Account, Payment Method,
                    and Payment Process Profile,...

                -> Click Action(In the payment window, not in the invoice window)

                    -> Mark Create Accounting -> Select "Final Post"-> Ok


To Print the Payment Voucher:

    -> View(Menu)-> Requests-> Find:

        -> Select "IFMIS Payment Voucher"-> Click "View Output"

XXXX Finance CTL(Expert)->Accounts Payable->Invoice Batch(invoice):
-> F11 -> Enter the Batch Name -> Ctrl + Fll
-> Invoices:

Type: Standard, Prepayment, Credit Memo…
Enter Trading Partner or Supplier Number
Enter Date, Amount including VAT, [Cash Purchase?], and other fields

-> Click “2.Lines“
Enter Lines:
Amount excluding VAT, Default Distribution Account, …
If no VAT, Click Tax Detail-> Change Tax Rate to VAT 0%-> Ok
(Note: You can enter multiple Lines. VAT (Tax Detail) is for each line)

->(For Case Team Leaders) Click Action-> Mark Validate-> Ok

-> Click Action-> Mark Create Accounting -> Select “Final Post“-> Ok

->(For BackLog) Click Action-> Mark Force Approval-> Ok
->(If not BackLog)Click Action-> Mark Initiate Approval-> Ok

-> After Approved:
-> Click Action-> Mark “Pay in Full” -> Ok
->Enter “Payment Date, Bank Account, Payment Method,
and Payment Process Profile,…
-> Click Action(In the payment window, not in the invoice window)
-> Mark Create Accounting -> Select “Final Post”-> Ok

To Print the Payment Voucher:
-> View(Menu)-> Requests-> Find:
-> Select “IFMIS Payment Voucher -> Click “View Output”