Financials > Closing processes > Invoices to be issued 

This automatic process is used to generate the automatic posting of the invoices to be issued arising from the validated and not invoiced customer shipments. The shipments that are not considered are the inter-site shipments, the sub-contractor shipments, the loan shipments where the return date is not exceeded and the totally returned shipments.

This function for the invoices to be issued is executed at the end of the month and is used to generate the recurrent invoices to be issued. If a shipment has been posted at the end of month N and it has not yet been invoiced for the N+1 month, a new invoice to be issued will then be generated at the end of the month N+1 for this shipment. In fact this process considers the non-posted shipments (not having been the object of an Invoice to be issued) and not invoiced or posted non-invoices shipments where the reversal date of the associated invoice to be issued is less than the new generation date.

It should be noted that the invoices to be issued from the non-invoiced shipments take into account any invoicing elements and which regroup the shipments within these documents following the same grouping rules as the grouping of shipments on invoice with the exception of certain differences.

  • An invoice per shipment or manual invoicing. An invoice to be issued will be created for each shipment.
  • One invoice per complete order or one invoice per order. A single invoice to be issued will be created for each order grouping together the order shipments.
  • One invoice per ship-to customer. An invoice to be issued will be created for all the shipments involving the same ship-to customer.
  • One invoice by period : An invoice to be issued will be created for all the shipments respecting the following grouping criteria and this is irrespective of the periodicity of the invoicing.

Sales site

Bill-to customer

Invoicing method

Currency

Price type

Project code

Pay-by BP

Tax rule

 

Group customer

Payment term

First line of the bill-to customer name

First line of invoicing address

Postal code for invoicing address

Town for invoicing address

County/state for invoicing address

Two automatic journals exist to post the invoices to be issued :

  • The automatic journal SDH takes into account the VAT and the invoicing elements. The automatic journal SDH is the automatic journal proposed by default to post the invoices to be issued.
  • The automatic journal SDH1 does not take into account the VAT, but takes into account the invoicing elements.

    Prerequisite

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    A single screen is used to generate the invoices to be issued. It is used to enter the criteria related to the shipments to be processed and to specify the accounting generation mode that is to be used.

    The status of postings in the launch screen must be "Definitive" when the "Actual" journal category is selected and when the company is:

    • either a French legislation company (the setup FRADGI/module TC/group CPT has "yes" for value and cannot be modified),
    • or a non-French company applying the French DGI no. 13L-1-06 compliance rules (the setup FRADGI/module TC/group CPT has "yes" for value and can be modified).

    Entry screen

    Presentation

    Entry is optional for the majority of the fields on this screen.

    Criteria

    The selection of the customer shipments is made following several criteria :

    • The given company. If the All companies check box is activated, then the company code will no longer be accessible and the process will be run for all the companies in the folder.
    • The given site. If the All sites tick box is activated, then the site code will no longer be accessible and the process will be executed for all the sales sites for the previously entered company. This information is not accessible if the All companies option has been previously checked.
    • A maximum date for selecting the shipments. As a function of the Sales setup INVREFDAT, the date considered will be the shipment date or the delivery date.
    • One or more customers (range).

    Generation

    Generation type

    At process level itself, it is possible to choose whether the journal entry should be generated as:

    • Actual: The actual journal is a journal that can always be viewed and printed (GL, Balance…). If this choice is made, it will be possible to decide whether this actual journal entry should have a provisional or final status. A shipment processed with a real journal entry is considered as completely posted. It can only be considered again when the reversal date has been exceeded. In this case, a reversal document for the invoice to be issued will automatically be generated on the reversal date.
    • Active simulation or Inactive simulation: A simulation journal entry, once activated, is also integrated to the inquiry screens and accounting reports. A simulation journal entry can be turned into an actual journal entry or deactivated to become an inactive simulation journal entry (that is to say a latent journal entry, not visible in the accounting reports and inquiries). Warning, to ensure coherence, it will not be necessary to transform a simulation journal entry arising from a shipment into a real journal entry because the link is not then assured. A shipment processed by a simulation journal entry is not considered as posted.

    It is possible to generate first the journal entry in simulation mode, then, after verification, to restart the processing in actual mode. In this case, the simulation journal entry is automatically deleted and replaced by the real journal entry which will take into account the new non-invoiced shipments if they exist.

    Entry status

    These check boxes can only be accessed when the generation mode is the Actual mode. A final journal entry cannot be modified or deleted, only the analytical allocations remain accessible.

    Automatic journal code

    This is the automatic journal that will be used to generate the invoices to be issued. By default the system proposes the automatic journal SDH.

    Entry type

    This is the journal entry type that will be used to generate the invoices to be issued and their reversals. The journal entry type is initialized by the journal entry type entered in the specified automatic journal when the generation type is real. If it is a simulation mode, the document entry type used will come from the TYPACC setup (for the Folder value).

    Journal

    It is possible to decide in which journal this document will be recorded (provided that the document entry type generated accepts the journal). By default, for a simulation-type generation, the journal entry is recorded in the journal attached to the document entry type. If the generation is in real mode, the journal used will be the journal found in the specified automatic journal or if it is not inscribed by the journal attached to the journal entry type.

    Document entry date and reversal date

    In addition, the date of the journal entry for the generated Invoice to be issued as well as the journal entry date for its reversal will be entered (only if the generation type chosen is Real). The reversal date submitted by default is the first day of the next accounting period. In classic operation, the invoices to be issued are generated at the end of the month and they are reversed at the start of the next month in order to have an end of month situation for the shipments that have not yet been invoiced.

    It should be noted that the processing of invoices to be issued generates 2 journal entries in Real mode. The invoice to be issued and its reversal.

    Log file

    The Log file box is used, to obtain a summary at the end of processing, of all the journal entries generated by Company, Site and Supplier (invoices to be issued, reversing invoices) as well as the different ex-tax or tax inc. totals by Company and Site with an ex-tax valuation for each shipment line processed.

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    Fields

    The following fields are present on this tab :

    Selection criteria

    • All companies (field ALLCPY)

    Select this check box to run the process for all companies. Otherwise, you need to select a company.

    Specific case

    In a multi-legislation environment, this check box is not available. The process can only be run one company at a time because the document type and journal for the posting are likely for a single legislation.

    Enter the company for the report.

     

    • All sites (field ALLFCY)

    Select this check box to include all sites.

    Enter site for which the process needs to be run.

    Block number 2

    • Deliveries until (field SHIDAT)

    Enter the shipping date used to select elements to be processed:

    • Order lines to be delivered
    • Deliveries or picking notes for load preparation, validation, and invoicing

    All the elements with a shipping date on or before this date are included.

    Start - end range

    Use these ranges to filter the selection on a single bill-to customer or on the bill-to customers whose reference is contained within these ranges.

     

    Generation

    • Generation type (field TYP)

    The category is set up in the journal type.
    The accounting journal category can take one of the following values:

    Actual:
    The actual journal can also be viewed and printed (GL, Balance, etc.). The document is integrated into the balance when said document is saved.

    Active simulation/inactive simulation:
    Once activated, the simulation journal is also integrated to the inquiries and print-outs. It can be converted into an actual journal or de-activated in order to become an inactive simulation journal (that is to say it is not visible in inquiries and print-outs: for instance, the physical stock count postings).
    SEEWARNING A period of a ledger type cannot be closed until the simulation postings have been either converted to actual postings or cancelled. The status of the simulation journals is changed using the processings of the Accounting functionality.

    • Entry status (field STA)

    In the event of an actual generation, the status of the journal can be:

    • Temporary
    • Final

    The entry status for entries must be Final when the requested generation type is Actual and the company meets one of the following criteria:

    SEEINFOThe status defines your ability to modify the document. Once final, the modifications of the journal are only for information purposes or concern the analytical postings. The date, amounts, accounts, VAT code and other purely accounting information can no longer be modified.

    In temporary mode, most of the information displayed on the journal can be modified. The modification options can vary based on:

    • The nature and the origin of the accounting document:
      • Temporary payment document: bank line that cannot be deleted
      • Purchase invoice document: BP line that cannot be deleted, purchase account and VAT that cannot be modified
    • The management events that have an impact on the account document are:
      • Charge account with a declared VAT amount
      • Matched VAT account or not

    Each accounting journal entered is linked to a given type. The journal type corresponds to the nature of the entered posting: customer invoice, miscellaneous operations, cash receipt, etc.

    This information comes with management rules relating to VAT, reminders, etc. It is one of the key elements of the journal entry.

    The setup of the selected journal type determines if you can open or close the propagation to the manual ledgers.

    SEEWARNINGThe journal type prevails and interrupts the propagation to the other ledgers of the company of the entry site.

    Enter the journal code (1 to 5 alphanumerical characters).
    The journal can be initialized by default depending on the journal type that has been chosen. It corresponds to the accounting journal in which the entry will be recorded.
    SEEINFO The entry of a non authorized journal code at the journal type level is not possible.

    • Entry date (field INVDAT)

    Enter the date used on each created invoice.
    This date is set to the current date and is submitted to an existence check in the period table and the fiscal year table. The fiscal year and the period must be open.

    This date is also used to filter the selected invoicing open items.
    Refer to the Scheduled invoices until field help for further details.

    • Reversal date (field EXTOURNE)

    This date corresponds to the reversal date of the generated journal postings. It must belong to a fiscal year and a period that are open.

    • Log file (field TRACE)

    Select this check box to generate a log file at the end of the run.

    Close

     

    Batch task

    This function can be run in batch mode, but no dedicated standard task is delivered to run it.

    Specific Buttons

    Used to memorize the current parameters.

    Makes it possible to recall a previously saved memo.

    Allows the deletion of an existing memo.

    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    Fiscal year not open

    This message appears when the journal entry date used concerns a fiscal year that is not open.

    Period not open

    This message appears when the journal entry date used concerns a period that is not open.

    Closed period

    This message appears when the journal entry date used concerns a period that is closed.

    The triggering table is not SINVOICEV

    This message appears when the selected automatic journal does not use the SINVOICEV table. To operate, the invoice to be issued process relies on temporary records in the invoice tables.

    Journal type prohibited with 'Actual' status

    This message appears when the document type chosen is not an actual document type and the process will generate actual document entries.

    Document type prohibited in simulation mode

    This message appears when the document type chosen is not a simulation document type while the process will generate simulation document entries.

    Journal not authorized for the document type

    The selected document type does not support this journal.

    As well as all the messages relating to problems that may occur during the creation of the accounting document.

    The posted documents will have the 'Final' status for the company

    If the processing is launched for a given company and this company has selected Conformity DGI no. 13L-1-06 (i.e. the value of setup FRADGI/chapter TC/group CPT is 'yes'), the documents generated by the processing will have the status 'Final'.

    The posted documents will have the 'Final' status for one or more companies

    The processing is launched for all companies or a group of companies, and if at least one of the companies chose Conformity DGI no. 13L-1-06 (i.e. the value of setup FRADGI/chapter TC/group CPT is 'yes'), the documents generated by the processing will have the status 'Final'.

    Tables used

    SEEREFERTTO Refer to documentation Implementation