Automatic Shipment Invoicing
Use this function to automatically generate invoices from recorded and validated deliveries. Only those invoices with an invoicing mode different from Manual invoicing are impacted.
You can access the generated invoices and validate them one by one using the Invoices function. You can also validate them in bulk using the Invoice/Credit memo validation function.
Prerequisites
Refer to documentation Implementation
Screen management
The sales orders that are blocked manually SCDTUNL - Authorization to unlock order chapter (VEN chapter, AUZ group) cannot be selected. They must be unlocked (Hold field in the Orders function).
Grouping of deliveries
Deliveries to invoice are grouped together as follows:
- According to the customer invoicing method (specified on the delivery) and invoicing frequency
- According to the criteria specified below for each of the invoicing methods
A new invoice is created each time one of these criteria is modified.
The automatic invoicing must apply to a single company. In addition, only one single price list structure can be defined by company. Therefore, the price list structure represents an implicit grouping criteria.
One invoice by packing slip. None of the selected deliveries having this invoicing method is grouped together. Deliveries are sorted by customer.
One invoice per closed order. This means the following:
- The order must be closed
- All the deliveries associated with this order must be validated and they are all included in the automatic invoicing selection.
- Sales site
- Bill-to customer
- Invoicing method
- Order number
- Sold-to customer
- Invoicing elements having a grouping rule for the delivery to invoice flow set to Yes
- Address code of the bill-to customer
- Entity code
One invoice by order. This means that an invoice is generated and regroups all the validated deliveries of the order when the invoicing process is run.
Criteria:
- Sales site
- Bill-to customer
- Invoicing method
- Order number
- Sold-to customer
- Invoicing elements having a grouping rule for the delivery to invoice flow set to Yes
- Address code of the bill-to customer
- Entity code
One invoice per ship-to customer. This means that all the packing slips concerning the same ship-to customer will be regrouped on a single invoice when the invoicing process is run.
Criteria:
- Sales site
- Bill-to customer
- Invoicing method
- Sold-to customer
- Shipment address code
- Currency
- Price type
- PJT project code if GPJTSNGDOC = Yes
- Pay-by BP
- Tax rule
- EU identification
- Freight terms
- EEC transport location
- Group customer
- Payment term
- Intersite flag
- Original site
- Bill-to customer address: company name
- Bill-to customer address: address line
- Bill-to customer address: postal code
- Bill-to customer address: town of the address
- Bill-to customer address: state code
- Invoicing elements having a grouping rule for the delivery to invoice flow set to Yes
- Address code of the bill-to customer
- Entity code
One invoice by period: The selected deliveries are regrouped according to the invoicing frequency and the following grouping criteria.
Concerning the invoice frequency, the selected criteria is the following:
- An invoice a day: date
- An invoice a week: date of the first day of the week
- One invoice every ten days: 01/MM/AA or 11/MM/AA or 21/MM/AA
- One invoice every two weeks: 11/MM/AA or 16/MM/AA
- One invoice a month: 01/MM/AA
For instance, in case of a weekly frequency, all the deliveries during week 32 (shipment date or delivery date based on the INVREFDAT - Origin date for invoicing parameter) are grouped on a single invoice.
Criteria:
- Sales site
- Bill-to customer
- Invoicing method
- Invoice frequency
- Calculated period
- Currency
- Price type
- PJT project code if GPJTSNGDOC = Yes
- Pay-by BP
- Tax rule
- EU identification
- Freight terms
- EEC transport location
- Group customer
- Payment term
- Intersite flag
- Original site
- Bill-to customer address: company name
- Bill-to customer address: address line
- Bill-to customer address: postal code
- Bill-to customer address: town of the address
- Bill-to customer address: state code
- Invoicing elements having a grouping rule for the delivery to invoice flow set to Yes
- Address code of the bill-to customer
- Entity code
Specific characteristic of those deliveries having a frequency set to: ‘Upon request’: these deliveries are all grouped together for the Calculated period grouping field.
A check is run to ensure that there are some remaining quantities to invoice on each delivery line: the quantity that is submitted for invoicing is equal to the difference between the delivered quantity and the returned quantity.
Entry screen
Presentation
Enter the different selection criteria.
If you want to print the generated invoices, select the Invoice check box and enter the printing parameters.
After this function has been run, a log file is displayed with all the operations performed, the numbers of the created invoices and the deliveries used to created these invoices.
Close
Fields
The following fields are present on this tab :
Selection criteria
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| Specify the site chosen for the process. The automatic creation of invoices is made from a single sales site at a time. |
| Enter the invoicing date to be allocated to each invoice created. |
| Specify the invoice type used during the sales invoice generation. It is used to determine a sequence number and an automatic journal used for invoice posting. |
Block number 2
| The invoices that will be created always originate from deliveries, which you can select according to their delivery date (recorded in the Deliveries function): the only deliveries that will be selected are those that have been created up to this date. In this field, enter the delivery date. The value of this field defaults to the current date. According to the NVREFDAT - Origin date for invoicing parameter (VEN chapter, INV group), deliveries are filtered by their delivery date on the customer’s premises or by shipment date. |
Frequency
| Help common to the sales invoice generation functions. The frequency criteria applies when the value for the Invoicing mode is set to 'One invoice by period'. Specify the frequency used as a selection criteria:
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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. |
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| Use these fields to select:
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Printing
| Select this check box to print the document (pick ticket, packing slip or invoice) after delivery or invoice creation. In that case, you need to specify:
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| Enter the standard document code to be printed. |
| Enter the document or report destination. |
| This field is used to define the print server. |
| Default printer. |
Close
Batch task
This function can be run in batch mode. The standard task FUNAUTINVD is provided for that purpose.
Specific Buttons
Click this action to save the current settings to a Memo code to be reused later. The memo is linked to your user profile, not to the function or the screen.
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Click this action to enter a Memo code to load the settings associated with the code. |
Click this action to delete a Memo code. |
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
Function not authorized
The user profile has no rights for this function, regardless of the site.
You do not have the access rights for this site
Your user profile does not contain the access rights for this function at this site
Incorrect date
The invoice date entered does not match any period or fiscal year. The entry is rejected.
Fiscal Year Not Open
The fiscal year to which the invoice date belongs is not open. The entry is rejected.
Period Not Open
The period to which the invoice date belongs is not open. The entry is rejected.
Closed Period
The period to which the invoice date belongs is closed. The entry is rejected.
The end range is prior to the start range
This message appears on entering the selection criteria for the delivery number and the bill-to customer.
Modification in process on another workstation
This message appears if a delivery to be invoiced is locked by another user.
Too many lines for the invoice
This message appears if all the lines of the deliveries to be invoiced cannot be contained in a single invoice. You need to increase the SIH activity code value.
Customer BP not authorized for a control account
This message is displayed if the BP control account is not authorized for the control account associated with the bill-to customer (by means of its accounting code). The invoice is not created.
Problem in recovering the sequence number
This message is displayed if it has not been possible to assign an invoice number.
No delivery processed
This message appears at the end of the processing if no delivery has been invoiced.
Validated main mandate not found or invalid for the pay-by BP Please update invoice before validation
This message is displayed when the payment terms are SDD-type and no mandate reference has been initialized by default on the invoice (no "Validated" main Mandate defined for the [company, Pay-by BP] pair). However, the reference of the mandate is mandatory on the invoice. The invoice is still created but its validation will be prohibited as long as the reference of the mandate has not been entered manually on the invoice.