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Firstly, the key accounting information for the invoice must be entered:

• the site,
• The invoice type (refer to the documentation on customer invoice type)
  The type defines the category of the document (invoice/credit memo/debit note/credit note), the automatic journal, the journal and the journal type that will be used when posting the document.
• the journal number (when a manual numbering range is authorized),
• the document posting date, by default that of its receipt into the folder,
• the identification code for the customer and the collective account on saving the journal.

The information in the tabs is then used to define:

• the invoice header,
• the invoice lines,
• the invoicing address.

Once this information is entered, the invoice can be posted to accounting using the button.

Specific options

• STATISTICAL CODES: It is possible to associate statistical codes to each line of the invoice (and therefore the posting) to facilitate the gathering of statistics. A right click menu provides this option once the line is entered.
• SERVICE PERIOD: It is possible to stage the line amount (or the ex-tax amount) in analytical or general accounting according to a specific calendar. This functionality is accessible using the right click menu once the line is entered. To be operational, this functionality must be activated (activity code KIK) and the KIK1 automatic journal (staging of customer services) must exist.
• ACCOUNT STRUCTURE: It is possible to assign an account structure to the line. A right-click menu provides this option at the start of the line entry. The account structure makes it possible to predefine all the acounting and analytical postings of a journal and to preload them directly in entry mode (refer to the Entry structures documentation). As far as the amounts are concerned, starting from the allocation coefficients defined in the structure, they are automatically calculated from the invoice ex-tax amount.
• INVOICE => CREDIT MEMO: It is possible to turn an invoice directly into a credit memo. This option is available via the Tool bar \ Function \Invoice -> Credit memo menu. Confirmation of the creation of a credit memo invoice is then requested.

"Invoice" characteristics

Certain fields in the header are used to complete the identification of the invoice:

• the Ex-tax and Tax-incl amount: The entry is optional. During the entry of the amounts in the invoice lines, these are automatically displayed in the corresponding fields in the header (a warning message appears during creation if the header fields have not been entered: "Different totals to the header").
• the link between a credit memo and the original invoice via this invoice number where the link between the credit memo and the credit memo request number from the customer.
• a service period that indicates by start and end date ranges, the part of service to be carried forward for the next period or financial year. These fields are only activated if the "Accruals" (SVC activity code) option is set to "Yes". The expense or revenue to be carried forward are generated in the "Accrual generation" (CPTSVC) function.
• the default analysis that is applied to the payments for the BP account. It is possible to define the default dimensions in the invoice header (see the Default dimensions).

Open item characteristics

The remaining fields are used to characterize the open items in the invoice with respect to the payment management (identification of the pay-by customer, payment conditions), statement management and the reminder process.

Once the invoice is fully recorded, it is also possible, using the, to view the open items and their payment stage.

The grid in the second tab is used to characterize each of the invoice lines from an accounting point of view:

Site

It is possible to modify the site on the line and also to carry out inter-site operations in the same legal company. The link postings are automatically generated on the link accounts previously parameterized (see the Link accounts documentation).

By default, the site proposed is that defined in the header on the invoice entry.

Collective account / Account / Business Partner

The choice of the account posting is determined by:

• A collective account: the account that is associated with it is displayed by default, the BP must be specified.
• By a general account:
• By the Business partner (BP): by default, the collective account code and the associated account are displayed.

Ex-tax amount

The ex-tax amount for the recorded operation is entered in this field. When the amount is negative, it is posted as a debit in accounting in the case of a customer invoice and as a credit in the case of a customer credit memo.
Warning: the invoice cannot have a negative ex-tax or tax-incl total: some ex-tax amounts on the line can be negative, but the ex-tax amount of the header is necessarily positive in the end.

Tax

When the account on the line is subject to tax, the tax field is accessible for entry. It is initialized with the tax code associated with the account or with the tax code associated with the tax system (see the SAITAX parameter documentation). According to the context, it is necessary to verify that this tax code corresponds to the tax actually applicable, or it should be modified. The tax code defines the rate, the system and the terms for the deduction applicable to the operation.

A contextual menu proposes the "enter tax" option. It is possible to specify taxes other than VAT (additional/special taxes) likely to be assigned to the VAT calculation and therefore the Tax-incl amount.

Comments

It is possible to manually enter a comment on the line. By using " / ", the account title is displayed by default ; and with "=", the title of the previous line is copied.

Nature

If the account is tracked in dimensional accounting, it is necessary to define its nature. At the level of the general accounts (see the General accounts documentation ), it is possible to define a nature linked automatically to an account. The nature field cannot then be modified. On the other hand, if a nature screen has been defined, it is possible to choose a different analytical nature conforming to the screen.

Units/Quantities

At the time of parameterization of an analytical nature, (see the Natures documentation), it is determined whether any non-financial units will be entered, and then a unit is assigned to the nature by specifying its default value (in reporting currency). It is this unit that will appear when entering the journal. The quantity is automatically calculated by dividing the Ex-tax amount (converted into reporting currency) by the non-financial unit value. The quantity can be modified.

Allocation

Defined here are the allocation terms for the line amount on the different dimensions of each dimension view.

These terms are defined in the following way:

• The entry of a previously configured analytical allocation key (see the Allocation keys documentation)
• In amount. It is then possible to allocate the amount to as many sub-amounts as required.
• In percentage. A calculation is performed based on the sum of the coefficients used in the allocation.

For instance:  on a basis of 100, a coefficient of 10 will be read as 10%. But, on a basis of 50, a coefficient of 10 will be equivalent to 20%.

For these two latter cases, it is possible to pre-initialize the allocation with an already existing key. The final display will be " $ ". 

Analytical dimension views

If the accounting amount is not distributed over several analytical dimensions, the "allocation" field cannot be assigned. The entry is achieved directly in the following columns, in the dimension concerned, for each of the dimension views.

Default dimensions can be defined at the level of the nature, but those defined by the default dimension processing (see the default dimensions documentation ) have priority.

科目查询

It provides access to the account inquiry, and by default to the account of the current line.

统计代码

It is used to associate statistical codes to each line of the invoice (and therefore the posting) to facilitate the gathering of statistics.

服务周期

It is used to apportion the line amount (or the ex-tax amount) in analytical or general accounting according to a specific calendar. To be operational, this functionality must be activated (activity code KIK) and the KIK1 automatic journal (apportionment of customer services) must exist.

科目结构

It makes it possible to assign an account structure to the line. The account structure is used to pre-define all the accounting and analytical dimensions and natures, and to pre-load them directly on entry (see the Entry structures documentation). As for the amounts, based on the allocation coefficients defined in the structure, they are automatically calculated from the invoice ex-tax amount.

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