Sales > Inquiries > Invoices > Invoice lines 

Use this function to display sales invoice and credit note lines, including proforma invoice lines, for one or all sites on one, or between a range of dates.

You can inquire by company and site, product and customer, project and type of invoice. You can filter the results by the category of invoice (invoice, credit note, proforma) and the status of the invoice. 

    Prerequisites

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    This function is customized to the needs of your organization and your processes. The Inquiry screens function for code 'CST' determines the way in which you enter information, and how information is displayed and printed.

    The Invoice lines inquiry function contains a section for you to enter your selection criteria and a table (grid) in which the results of the search are displayed.

    Header

    Presentation

    Selection

    Use this section to filter or select invoices:

    • Start date. The default Start date is the first date of the month two months before the current month but can be amended.
    • End date. The default End date is the last date of the current month but can be amended.

    The search, therefore, covers a 3 month period, by default.

    Invoice category, Status

    You can filter the results by the category of invoice (invoice, credit note, proforma) and the status of the invoice using the Invoice category and Status sections.

    You can use the Criteria action to enhance the selection criteria applied.

    Close

     

    Fields

    The following fields are present on this tab :

    Selection

    This field is used to specify the company code.
    The company is automatically loaded with the company of the user's default sales site. It remains modifiable.
    SEEINFO It is possible to display the invoices of all the companies by leaving this field blank. In this case, the site field is automatically left blank.

    This field is used to indicate the sales site.
    SEEINFOThis site is automatically loaded with the user's default sales site. It can be left blank. In that case, the inquiry will concern all the company's invoices.

    This field indicates the product reference code. It is generated by a sequence number counter (set up in function Sequence number counters) in the case when the product category has a sequence number counter code.

    The reference cannot be modified. It is automaticaly assigned and displayed at product creation end.

    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).

    Use these fields to filter for results within a range of project codes. For a single project, enter the same project code in the From/start project and To/end project fields. The content can be one of the following:

    • A project code
    • A project code and a project budget code
    • A project code and a project task code, that is a material task code, a labor task code (sales only), or a combined (mixed) labor and material task code.

    If the content of this field includes a character such as an exclamation mark "!" this field links to the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is 'USA-P3' and a project code is 'USA12345678', this field displays a link to the project operational structure as 'USA12345678!USA-P3'.

    To provide a quick and easy visual reference the link to the project or project structure is distinguishable by the number of separator characters used. If there is no separator, the link is made to the project. A single separator character such as an exclamation mark after the project code (the first code) indicates the link type is a task (the link is to the project operational structure). Two separators placed after the project code mean that the link corresponds to a budget code (link to the project budget structure).

     This field is populated by default with the project code if you accessed this function directly from the project. If you accessed this function from the project structure the project code and project budget/task code is displayed accordingly.

     

    • Whole project (field PJTDSPALL)

    Select this check box to view all records linked to the selected projects. To only view records linked to the selected structure of the projects, leave this check box clear.

    If the value of the From/To project field includes a character such as an exclamation mark "!" the search includes the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is "USA-P3" and a project code is "USA12345678", this field displays a link to the project operational structure as "USA12345678!USA-P3".

    • Start date (field INVDATDEB)

    These two fields are used to define the date ranges.
    These ranges are used to filter the invoices with a invoicing date included within this time 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)

     

    Invoice category

    • Invoice (field INVTYPFAC)

    The invoices are selected when this box is checked.
    SEEINFO The system submits the three invoice categories by default.

    • Credit memo (field INVTYPAVO)

    The credit memos are selected when this box is checked.

    • Proforma (field INVTYPPRF)

    The pro-forma invoices are selected when this box is checked.

    • Cancellation invoice (field INVCANCAT)

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

    Status

    • Posted (field INVSTAO)

    The validated (or posted) invoices are selected when this box is checked.
    SEEWARNING The invoices are posted, but the pro-forma invoices never are.
    SEEINFOThe system submits the invoices with both statuses by default.

    • Not validated (field INVSTAN)

    The invoices not validated are selected when this box is checked.

    • Canceled invoice (field INVCANSTA)

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

    Close

     

    Tab Search results

    Presentation

    This section displays all sales invoice and credit note lines that meet the defined selection criteria. Invoice/Credit note quantities and prices for each line are included.

    The columns displayed in the grid or table and the order in which they are displayed is determined by the Inquiry screens function for code 'CST'.

    Close

     

    Fields

    The following fields are present on this tab :

    Grid

    • Invoice no. (field NUM)

     

     

    • Type (field INVTYP)

     

     

     

     

    This field displays the associated project code. The content can be one of the following:

    • A project code
    • A project code and a project budget code
    • A project code and a project task code, that is a material task code, a labor task code (sales only), or a combined (mixed) labor and material task code.

    If the content of this field includes a character such as an exclamation mark "!" this field links to the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is 'USA-P3' and a project code is 'USA12345678', this field displays a link to the project operational structure as 'USA12345678!USA-P3'.

    To provide a quick and easy visual reference the link to the project or project structure is distinguishable by the number of separator characters used. If there is no separator, the link is made to the project. A single separator character such as an exclamation mark after the project code (the first code) indicates the link type is a task (the link is to the project operational structure). Two separators placed after the project code mean that the link corresponds to a budget code (link to the project budget structure).

     

     

    • Date (field INVDAT)

     

     

    • Major version (field ECCVALMAJ)

    This field indicates which version of this product applies. Major versions might be used where there have been increased or significant changes to the original or previous version, that is the "form, fit or function" has changed.

    This field is not populated if the product code defined in the Product field is not version managed.

       
    • Minor version (field ECCVALMIN)

    This field indicates which minor version of this product applies. Minor versions might be used where there have been minor features or changes in functionality, or significant fixes applied to a specific major version.

    This field is not populated if the product code defined in the Product field is not version managed.

    • Invoiced qty. (field QTY)

     

     

     

    • Net price - tax (field NETPRINOT)

     

    • Net price + tax (field NETPRIATI)

     

    • Order no. (field SOHNUM)

     

    • Delivery no. (field SDHNUM)

     

     

     

     

     

    • Description (field ITMDES)

     

    • Margin (field PFM)

     

    • Cost price (field CPRPRI)

     

    • Amount - tax (field AMTNOTLIN)

     

    • Amount + tax (field AMTATILIN)

     

     

    • Line type (field LINTYP)

     

     

    • Cancellation status (field INVCAN)

     

    Close

     

    Action icon

    Invoice

    Click Invoice from the Actions icon to view the invoice details. The transaction you select determines the way in which you enter information, and how information is displayed and printed. If only one transaction has been set up you are not offered a choice, the default entry screen is displayed.

    Customer order

    Click Customer order from the Actions icon to view the order details. The transaction you select determines the way in which you enter information, and how information is displayed and printed. If only one transaction has been set up you are not offered a choice, the default entry screen is displayed.

    Delivery

    Click Delivery from the Actions icon to view the delivery details. The transaction you select determines the way in which you enter information, and how information is displayed and printed. If only one transaction has been set up you are not offered a choice, the default entry screen is displayed.

    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 invoice line.

     

    Close

     

    Specific actions

    Click the Search action to load the table (grid) with invoice lines that meet the entered selection criteria.

    The maximum number of lines displayed is defined in the Inquiry screens function for code 'CST'.

    The following fields are included on the window opened through this button :

    Selection

    • Active memo (field MEMO)

     

    This screen is used to specify the criteria for the selection and display of the invoices to be viewed.

    Selection criteria:

    - Company/Site: It is necessary to assign one or the other. If the company is assigned, all the sites in this company must be authorized. If the site is assigned, this must be authorized.

    - Customer : The inquiry can concern all the customers or a specific customer.

    - Invoice number ranges.

    - Date range:

    - Invoice category to be consulted: Invoice, Credit note, Proforma.

    - Invoice status to be consulted: Validated Invoice (Credit memo), Non validated Invoice (Credit memo/Proforma) - also includes the printed invoices.

    Display criteria:

    - Invoice display order in the grid by number or by date.

    - A screen code (optional) that makes reference to the set up inquiry screens. Notably these screens define the columns to be displayed in the inquiry grid.

    All these criteria can be saved by the user under a code XXX on clicking the "Memo" button. To re-display criteria saved under memo code YYY, click on button "Call" and enter YYY. The criteria saved under the memo code STD will be pre-loaded when the user enters the function.

     

     

    This screen is used to specify the criteria for the selection and display of the invoices to be viewed.

    Selection criteria:

    - Company/Site: It is necessary to assign one or the other. If the company is assigned, all the sites in this company must be authorized. If the site is assigned, this must be authorized.

    - Customer : The inquiry can concern all the customers or a specific customer.

    - Invoice number ranges.

    - Date range:

    - Invoice category to be consulted: Invoice, Credit note, Proforma.

    - Invoice status to be consulted: Validated Invoice (Credit memo), Non validated Invoice (Credit memo/Proforma) - also includes the printed invoices.

    Display criteria:

    - Invoice display order in the grid by number or by date.

    - A screen code (optional) that makes reference to the set up inquiry screens. Notably these screens define the columns to be displayed in the inquiry grid.

    All these criteria can be saved by the user under a code XXX on clicking the "Memo" button. To re-display criteria saved under memo code YYY, click on button "Call" and enter YYY. The criteria saved under the memo code STD will be pre-loaded when the user enters the function.

     

    • From invoice no. (field NUMDEB)

    This screen is used to specify the criteria for the selection and display of the invoices to be viewed.

    Selection criteria:

    - Company/Site: It is necessary to assign one or the other. If the company is assigned, all the sites in this company must be authorized. If the site is assigned, this must be authorized.

    - Customer : The inquiry can concern all the customers or a specific customer.

    - Invoice number ranges.

    - Date range:

    - Invoice category to be consulted: Invoice, Credit note, Proforma.

    - Invoice status to be consulted: Validated Invoice (Credit memo), Non validated Invoice (Credit memo/Proforma) - also includes the printed invoices.

    Display criteria:

    - Invoice display order in the grid by number or by date.

    - A screen code (optional) that makes reference to the set up inquiry screens. Notably these screens define the columns to be displayed in the inquiry grid.

    All these criteria can be saved by the user under a code XXX on clicking the "Memo" button. To re-display criteria saved under memo code YYY, click on button "Call" and enter YYY. The criteria saved under the memo code STD will be pre-loaded when the user enters the function.

    • To invoice no. (field NUMFIN)

     

    Use these fields to filter for results within a range of project codes. For a single project, enter the same project code in the From/start project and To/end project fields. The content can be one of the following:

    • A project code
    • A project code and a project budget code
    • A project code and a project task code, that is a material task code, a labor task code (sales only), or a combined (mixed) labor and material task code.

    If the content of this field includes a character such as an exclamation mark "!" this field links to the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is 'USA-P3' and a project code is 'USA12345678', this field displays a link to the project operational structure as 'USA12345678!USA-P3'.

    To provide a quick and easy visual reference the link to the project or project structure is distinguishable by the number of separator characters used. If there is no separator, the link is made to the project. A single separator character such as an exclamation mark after the project code (the first code) indicates the link type is a task (the link is to the project operational structure). Two separators placed after the project code mean that the link corresponds to a budget code (link to the project budget structure).

     This field is populated by default with the project code if you accessed this function directly from the project. If you accessed this function from the project structure the project code and project budget/task code is displayed accordingly.

     

    • Whole project (field PJTDSPALL)

    Select this check box to view all records linked to the selected projects. To only view records linked to the selected structure of the projects, leave this check box clear.

    If the value of the From/To project field includes a character such as an exclamation mark "!" the search includes the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is "USA-P3" and a project code is "USA12345678", this field displays a link to the project operational structure as "USA12345678!USA-P3".

    • Start date (field INVDATDEB)

    This screen is used to specify the criteria for the selection and display of the invoices to be viewed.

    Selection criteria:

    - Company/Site: It is necessary to assign one or the other. If the company is assigned, all the sites in this company must be authorized. If the site is assigned, this must be authorized.

    - Customer : The inquiry can concern all the customers or a specific customer.

    - Invoice number ranges.

    - Date range:

    - Invoice category to be consulted: Invoice, Credit note, Proforma.

    - Invoice status to be consulted: Validated Invoice (Credit memo), Non validated Invoice (Credit memo/Proforma) - also includes the printed invoices.

    Display criteria:

    - Invoice display order in the grid by number or by date.

    - A screen code (optional) that makes reference to the set up inquiry screens. Notably these screens define the columns to be displayed in the inquiry grid.

    All these criteria can be saved by the user under a code XXX on clicking the "Memo" button. To re-display criteria saved under memo code YYY, click on button "Call" and enter YYY. The criteria saved under the memo code STD will be pre-loaded when the user enters the function.

    • End date (field INVDATFIN)

     

     

     

    Invoice category

    • Invoice (field INVTYPFAC)

    This screen is used to specify the criteria for the selection and display of the invoices to be viewed.

    Selection criteria:

    - Company/Site: It is necessary to assign one or the other. If the company is assigned, all the sites in this company must be authorized. If the site is assigned, this must be authorized.

    - Customer : The inquiry can concern all the customers or a specific customer.

    - Invoice number ranges.

    - Date range:

    - Invoice category to be consulted: Invoice, Credit note, Proforma.

    - Invoice status to be consulted: Validated Invoice (Credit memo), Non validated Invoice (Credit memo/Proforma) - also includes the printed invoices.

    Display criteria:

    - Invoice display order in the grid by number or by date.

    - A screen code (optional) that makes reference to the set up inquiry screens. Notably these screens define the columns to be displayed in the inquiry grid.

    All these criteria can be saved by the user under a code XXX on clicking the "Memo" button. To re-display criteria saved under memo code YYY, click on button "Call" and enter YYY. The criteria saved under the memo code STD will be pre-loaded when the user enters the function.

    • Credit memo (field INVTYPAVO)

     

    • Proforma (field INVTYPPRF)

     

    • Cancellation invoice (field INVCANCAT)

     

    Status

    • Posted (field INVSTAO)

    This screen is used to specify the criteria for the selection and display of the invoices to be viewed.

    Selection criteria:

    - Company/Site: It is necessary to assign one or the other. If the company is assigned, all the sites in this company must be authorized. If the site is assigned, this must be authorized.

    - Customer : The inquiry can concern all the customers or a specific customer.

    - Invoice number ranges.

    - Date range:

    - Invoice category to be consulted: Invoice, Credit note, Proforma.

    - Invoice status to be consulted: Validated Invoice (Credit memo), Non validated Invoice (Credit memo/Proforma) - also includes the printed invoices.

    Display criteria:

    - Invoice display order in the grid by number or by date.

    - A screen code (optional) that makes reference to the set up inquiry screens. Notably these screens define the columns to be displayed in the inquiry grid.

    All these criteria can be saved by the user under a code XXX on clicking the "Memo" button. To re-display criteria saved under memo code YYY, click on button "Call" and enter YYY. The criteria saved under the memo code STD will be pre-loaded when the user enters the function.

    • Not validated (field INVSTAN)

     

    • Canceled invoice (field INVCANSTA)

     

    Module

    Display

    This screen is used to specify the criteria for the selection and display of the invoices to be viewed.

    Selection criteria:

    - Company/Site: It is necessary to assign one or the other. If the company is assigned, all the sites in this company must be authorized. If the site is assigned, this must be authorized.

    - Customer : The inquiry can concern all the customers or a specific customer.

    - Invoice number ranges.

    - Date range:

    - Invoice category to be consulted: Invoice, Credit note, Proforma.

    - Invoice status to be consulted: Validated Invoice (Credit memo), Non validated Invoice (Credit memo/Proforma) - also includes the printed invoices.

    Display criteria:

    - Invoice display order in the grid by number or by date.

    - A screen code (optional) that makes reference to the set up inquiry screens. Notably these screens define the columns to be displayed in the inquiry grid.

    All these criteria can be saved by the user under a code XXX on clicking the "Memo" button. To re-display criteria saved under memo code YYY, click on button "Call" and enter YYY. The criteria saved under the memo code STD will be pre-loaded when the user enters the function.

    • Sort order (field TRI)

     

    Close

    Click the Criteria action to access additional selection and display criteria. You can filter the invoice lines to be processed by invoice number and analysis group, and modify the sort order.

    Module. Use this block to filter by sales invoices or Business partner (BP) invoices raised via the A/P-A/R accounting module.

    Screen code. You can select the required customized inquiry screen, if you are using personalized inquiries.

     Please see the Inquiry screens documentation.

    You can save one or several sets of criteria using the Memoaction. You can recall these using the Recallaction or delete them using the Delete memo action.

    Error messages

    The only error messages are the generic ones.

    Tables used

    SEEREFERTTO Refer to documentation Implementation