Questions on setting up PeopleSoft FIN AP Business Unit for India with TDS

Question

Hi,
Does anyone here have some advice for me on how to handle AP transactions for a business unit set up for India with TDS (withholding) and statutory reporting.
We are configuring AP BU for India in our existing database which has other BUs for other countries not using withholding. For India the way we understood on statutory is that all invoices must be recognised for withholding at the time of invoice entry or payment which ever ealiest. For PeopleSoft we always have to create voucher before we can make mayment so the earliest occurace will be at voucher entry that withholding should be deducted (at voucher post).
The problem that we are encountering is that if we have prepayment invoice, we can use prepaid voucher to record this. However, when we receive the final invouce and entered into PeopleSoft the voucher post reversed the original withholding lines and recreate in the final invoice with final invoice amount. This could be in different period. As for the India rule the way we understood this is that the entries that created at prepaid should not be reversed, also those withholding might already be paid to the goverment in prior period before receiving the final invoice. The final invoice should have withholding calculate just for the difference of the invoice balance.
Our other problem is on the statutory reporting that all transactions should be recorded in that particular period. Our current setup has AP close period at the end of each month which means we cannot enter invoices raised in previous period or have adjustments put in the period that already closed.
Any help and advice on how companies that has India AP business unit deal with the above mentioned issues are much appreciated.
Thank you.

Answer 1

Thanks Marc Sachdeva.
I don't mean where to set up withholding. I have alredy configured all withholding details and everything works fine in AP.
However, as India statutory comes in, I'd like to know how other companies handle cases like accounting entries for transactions in specific period if your system has AP/GL closed periods. Normal cases would be put entries in the next accounting period. But as my understanding on the Indian rules is that withholding must be recorded at the time of entering the invoice. So how should adjustment be made.
Another thing is the prepayment invoices, using PeopleSoft Prepaid voucher would cause the accounting entries for withholding lines to be reversed and then re-recorded when posting the final invoice (that matches with the prepaid). I would like to know how companies are dealing with such case as the TDS lines could be revsersed and recalculate in different accounting period. Also if the period that it revsered the TDS % could have changed and when the reverse happens it will recalculate withholding based on the new rate for the whole of invoice amt.
For example an invoice of 10000 INR, 50% is to be recorded and paid in advance so raise the invoice of 5000 INR in Feb. TDS is 10%.
- So vendor will be paid 4500 and 500 is for withholding.
- In April then receive final invoice of 10000 INR, record into PS as 10000 but matched to prepaid so the remaining invoice is 5000. withholding rate in Apr is now 15% so 15% should be applied to the remaining invoice of 5000 INR. As the prepaid voucher option reversed withholding lines and recalculate with final invoice total so the withholding to be deducted is calculated at 15% = 1500 (10000 * 15%).
- As the prepaid invoice withholding might have already been paid in March before the rate changed, the final invoice should have withholding of 750.
I'm not sure if my understanding of recording withholding for India is correct and whether it really needs to be recorded in the month that invoice is raised. As the way I understood and have been told it has to be recorded in that month. I.e. invoice received on 30 April must be entered into accounting period of April. Our business close AP/GL about a week before the end of month so if we receive invoice on 30th April but our AP/GL already closed on 25th Apr then 30th Apr invoice should go to May accounting period. As statutury requirement is to record this into April. How does anyone handle this?
Thanks.