Sales > Inquiries > Invoices > List of invoices 

Use this function to:

  • inquire all or some of the invoices (this generic term includes invoices, pro forma invoices or credit memos) validated or being processed for one customer or all customers,
  • target an invoice group, using the available criteria.
Using a setup, you can choose which information should be displayed on the screen.

This function only displays the invoice header information but provides you with a direct access to the invoice so you can view it in details.

    Prerequisite

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    This screen is divided in two parts:

    • use the first part to access the main criteria,
    • use the second part to view in a grid the invoices selected based on the criteria.

    Header

    Presentation

    The screen header information is used to specify the principal selection criteria for the inquiry being used.

    • Company: The company is automatically loaded with the company of the user's default sales site. It remains modifiable and it can be forced to empty to view the invoices of all the companies. In that case, the site is automatically forced to empty.
    • Site: It is the sales site. This site is automatically loaded with the user's default sales site. It can be forced to empty. In that case, the inquiry will deal with all the company's invoices.
    • Customer: When accessing the inquiry from a customer record, the customer code is loaded with the customer code of the record being viewed. Otherwise the customer code is not entered. If no customer is mentioned, the inquiry will relate to all the customers of the folder.
    • Dates: The indicated date range is used to filter the invoices whose invoice date is included within this interval. They are initialized by default in the following manner: The end date is initialized with the current date postponed to the last day of the month. The start date is initialized with the first day of the month coming from the current date minus two months.

    There are additional criteria used to target the invoices to be viewed:

    • Invoice: This check box is used to select the invoices
    • Credit memo: This check box is used to select the credit memos
    • Pro forma: This check box is used to select the Pro forma invoices
    • Validated: This check box is used to select the validated (or posted) invoices
    • Not validated: This check box is used to select the non-validated invoices

    For information purposes, the company currency and the folder currency are displayed.

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    Fields

    The following fields are present on this tab :

    Selection

    The company and sales site are used to select the invoices of a company or a site grouping or a site.
    When opening the function, the sales site submitted by default matches the user's default sales site. The company is deduced from the user's site. It is possible to modify the company or the site.
    It is possible to consult the invoices for:

    • all companies: the company code and the site code are not assigned,
    • all sites: the company code is assigned but the code site is left blank.

    The selected sites are checked depending on the authorizations granted to the user. If a site is not authorized for a particular user, the latter will not be able to view the invoices for this site.
    If the inquiry is launched for all the company's sites, the user will need the authorization for all the sites. If required, they will have to specify an authorized site.

     

    This field is used to enter a customer code.
    The inquiry can concern:

    • a given customer: a customer code must be entered,
    • all customers: the customer code field must be left blank.

    SEEINFO Upon opening this function, the customer code is not filled. When accessing this function from the customer record, the customer code will be automatically filled.

    This field is used to filter information by sales invoice type (GESTSV2).

    When the sales invoice type is not specified, all sales invoice types are displayed in the list of results.

    SEEINFO Invoice types are set up in the function Invoice types(GESTSV2).

    In these two fields, you can specify the start and end ranges of the project reference.
    You use these fields to filter on the documents whose reference is included within the specified range.

     

    • Start date (field INVDATDEB)

    The indicated date ranges are used to filter the documents whose date is included within this interval.
    They are initialized by default in the following manner:

    • The end date is initialized with the current date postponed to the last day of the month.
    • The start date is initialized with the first day of the month coming from the current date minus two months.
    • End date (field INVDATFIN)

     

    Currencies

    The currency of the company or the folder are automatically displayed. The company currency varies depending on the company selected for the inquiry. Based on the setup of the inquiry, three types of amounts can be expressed:

    • The amount in transaction currency. A currency column is usually added next to this amount in order to specify the currency in which this amount is expressed.
    • The amount in company currency In the column header it is mentioned that it is a company amount.
    • The amount in folder currency. In the column header it is mentioned that it is a folder amount.

     

     

    Invoice category

    • Invoice (field INVTYPFAC)

    Additional criteria are used to screen the invoices that should be viewed. There are two types:

    • Invoice category. It is possible to view only the invoices, the Proforma invoices, the credit memos or the three. The system submits the three delivery categories by default.
    • Invoice status It is possible to view only the validated invoices (invoices are posted. The proforma invoices are never posted) or the pending invoices or both. The system submits the invoices with both statuses by default.
    • Credit memo (field INVTYPAVO)

     

    • Proforma (field INVTYPPRF)

     

    • Cancellation invoice (field INVCANCAT)

    When this flag is active, it displays the cancellation invoices.

    Status

    • Posted (field INVSTAO)

    Additional criteria are used to screen the invoices that should be viewed. There are two types:

    • Invoice category. It is possible to view only the invoices, the Proforma invoices, the credit memos or the three. The system submits the three delivery categories by default.
    • Invoice status It is possible to view only the validated invoices (invoices are posted. The proforma invoices are never posted) or the pending invoices or both. The system submits the invoices with both statuses by default.
    • Not validated (field INVSTAN)

     

    • Canceled invoice (field INVCANSTA)

    When this flag is checked, it displays the invoices whose status is Canceled.

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    Tab number 1

    Presentation

    The columns present in the invoice table depend on the setup of the screen code chosen.

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    Fields

    The following fields are present on this tab :

    Grid

    • Module (field ORIMOD)

    Based on the parameterization of the invoice inquiry transaction, the following information can be viewed:

    • The origin of the invoice (Sales or A/P-A/R Accounting module)
    • The invoice number
    • The code of the invoiced customer
    • The invoice date
    • The Invoice category (Invoice, Proforma inoice, credit memo)
    • The invoice status (validated, not validated).
    • The tax incl. amount of the invoice expressed in the invoice currency
    • The settled amount of the invoice expressed in the invoice currency
    • The invoice currency
    • Tax incl. amount of the invoice expressed in the company currency
    • Settled amount of the invoice expressed in the company currency
    • Tax incl. amount of the invoice expressed in the folder currency
    • Settled amount of the invoice expressed in the folder currency
    • The customer group
    • The Pay-by BP
    • The payment condition of the invoice
    • The open item payment schedule start date
    • The sales site for the invoice
    • Invoice no. (field NUM)

     

     

     

    • Date (field INVDAT)

    Based on the parameterization of the invoice inquiry transaction, the following information can be viewed:

    • The origin of the invoice (Sales or A/P-A/R Accounting module)
    • The invoice number
    • The code of the invoiced customer
    • The invoice date
    • The Invoice category (Invoice, Proforma inoice, credit memo)
    • The invoice status (validated, not validated).
    • The tax incl. amount of the invoice expressed in the invoice currency
    • The settled amount of the invoice expressed in the invoice currency
    • The invoice currency
    • Tax incl. amount of the invoice expressed in the company currency
    • Settled amount of the invoice expressed in the company currency
    • Tax incl. amount of the invoice expressed in the folder currency
    • Settled amount of the invoice expressed in the folder currency
    • The customer group
    • The Pay-by BP
    • The payment condition of the invoice
    • The open item payment schedule start date
    • The sales site for the invoice
    • Type (field INVTYP)

     

    • Status (field INVSTA)

     

    • Amount + tax (field AMTATI)

     

    • Paid amount (field AMTPAY)

     

     

    • Amount + tax (company) (field AMTATISOC)

     

    • Paid amt (company) (field AMTPAYSOC)

     

    • Amount + tax (folder) (field AMTATIDOS)

     

    • Paid amt (folder) (field AMTPAYDOS)

     

     

     

     

    • Due date basis (field STRDUDDAT)

     

     

     

     

     

    • Cancellation status (field INVCAN)

     

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    Action icon

    Invoices

    You can access the displayed invoice, providing that you have the required authorizations.

    Sales journal traceability

    Click Sales journal traceability from the Actions icon to open the Journal traceability inquiry where you can view or browse through the hierarchy of documents created from this order line.

     

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    Specific Buttons

    Use this action to access the previously-defined criteria, as well as additional criteria:

    • Invoice no.: This criteria is used to define invoice ranges to be viewed
    • Sales module: This criteria is used to select all the sales categories of the Sales module
    • A/P-A/R Accounting module: This criteria is used to select all the sales categories of the A/P-A/R Accounting module
    In this screen, you can also select the invoice sort criteria. By default, these are sorted by invoice number, but they can also be sorted by invoice date.

    You can save the selection criteria under a memo code in order to recall them later on.

    The STD memo code is specific since it is the one that is systematically applied upon entering the inquiry. For this memo code in particular, the date range is not kept in order to always display by default the quotes of the last two months and of the current month.

    Use this action to go to the next page if the table contains more lines than can be displayed in a screen.

    Use this action to go to the previous page if the table contains more lines than can be displayed in a screen.

    Menu Bar

    Graphics/Tax excl category

    Use this graphical inquiry to compare the invoiced tax excl. amount and the tax excl. amount by period for the credit memos.

    When accessing this inquiry from the invoice list inquiry, the selection criteria used by the calling function are retrieved. When returning from this inquiry, the date ranges are restored as they were.

    Graphics/Rule

    Use this graphical inquiry to compare the paid tax incl. amount and the unpaid tax incl. amount by period.

    When accessing this inquiry from the invoice list inquiry, the selection criteria used by the calling function are retrieved. When returning from this inquiry, the date ranges are restored as they were.

    Graphics/Paid/Sales representative

    Use this graphical inquiry to compare the paid tax incl. amount and the unpaid tax incl. amount by sales representative over a given period.

    When accessing this inquiry from the invoice list inquiry, the selection criteria used by the calling function are retrieved. When returning from this inquiry, the date ranges are restored as they were.

    Graphics / Customer chart

    Use this graphical inquiry to view the customer ranking in valued tax excl. amount for invoices recorded over the relevant period.

    When accessing this inquiry from the invoice list inquiry, the selection criteria used by the calling function are retrieved. When returning from this inquiry, the date ranges are restored as they were.

    Graphics/Representative chart

    Use this graphical inquiry to view the main sales representative ranking in valued tax excl. amount for invoices recorded over the relevant period.

    When accessing this inquiry from the invoice list inquiry, the selection criteria used by the calling function are retrieved. When returning from this inquiry, the date ranges are restored as they were.

    Graphics/Pay-By BP ranking

    Use this graphical inquiry to view the Pay-by BP ranking by tax incl. amount still to be paid over the relevant period.

    When accessing this inquiry from the invoice list inquiry, the selection criteria used by the calling function are retrieved. When returning from this inquiry, the date ranges are restored as they were.

    Error messages

    The only error messages are the generic ones.

    Tables used

    SEEREFERTTO Refer to documentation Implementation