Automatic Order Invoicing
Use this function to perform the automatic generation of invoices related to orders with direct invoicing (see the Order Types documentation).
You can view the generated invoices in the Invoice function (see the Invoices documentation). You can then validate them one at a time using this function or all at once using the Invoice validation function (see the Invoice validation documentation).
Prerequisites
Refer to documentation Implementation
Screen management
The orders that will be taken into account can be allocated either in detailed or global mode. The invoicing for an order with direct invoicing is translated by a detailed allocation on the invoice (only the detailed allocations are authorized for invoices).
Taking into account the global allocation rules (defined in the product category, Management rules tab) and detailed allocation rules (Allocation rules and authorized issue rules), an order, even if allocated, may not always be invoiced.
For instance:
If a global allocation rule authorizes the allocation of stock with status Q (allocation carried out based on the total stock with status A* and Q*) and that the issue rule prohibits the issue of products with status Q. The transformation of a global allocation on an order to a detailed allocation on the invoice can, in some cases, prohibit the invoicing of the order because stock with status Q cannot be allocated to the invoice.
If a global allocation rule authorizes the allocation of stock with status A and the detailed allocation rule only authorizes the allocation of product with status A at a picking location, the orders will not be invoiced if a shortage has been found at the picking locations.
Specific case of sales kits and sales BOMs
Sales kits: the issue of the parent product stock and of the stock of its components cannot be distinguished. This means that if one unit of the parent product is issued, it must be possible to issue the associated components for the link quantity. When determining the stock to be issued through the automatic invoicing process, if one of the components cannot be completely issued, the invoicing of the kit cannot be carried out above the level of the component which authorizes the lesser component quantity issue.
Sales BOMs: contrary to sales kits, the links between the parent product and the components are not strict ones. It means that it is possible to issue the parent product or the components (if they are stock-managed) in an independent manner. For a given component, you can issue a quantity different from the link quantity, with respect to the parent product.
Reasons that prevent the invoicing of an order or an order line
If an order line reserves in a detailed manner a stock line with status Q that has an outstanding analysis request, the corresponding invoice cannot be created until the quality control check has been carried out.
If an order line reserves in a detailed manner a stock line being put away and for which the stock has not yet been identified (lot number, sub-lot number, serial number), the corresponding invoice cannot be created until the stock has been identified.
The order line is planned (it cannot therefore be allocated).
The order is set to the Complete line shipment mode and the order line has not been totally allocated.
The order is set to the Complete order shipment mode and the order has not been totally allocated.
Order lines related to service contracts are not considered.
The customer credit status is blocked.
The customer credit limit is exceeded and the operator who has launched the automatic invoicing process does not have the authorization to invoice orders when the customer credit limit is exceeded - see the SCDTUNL - Authorization to unlock order user parameter (VEN chapter, AUZ group).
The prepayment expected for the order has still not been carried out (the prepayment has been issued, the prepayment due date is exceeded and the payment has still not been fully carried out (or the payment has been recorded but not posted) and the LOKORD - Order blocked if prepayment not received parameter (VEN chapter, ORD group ) is set to 'Yes'.
The order lines managed by purchase or production direct orders are not processed except if they are allocated and if the direct orders have been generated.
Orders associated with the Manual invoicing invoicing method are not considered in this process. You can invoice them manually in the selection function available from the invoices or using the Invoice button available from the order.
Invoices associated with the One invoice per closed order invoicing method and orders are not completely allocated.
If the sales orders are manually blocked (SCDTUNL - Authorization to unlock order user parameter), they cannot be selected until a user has unlocked them (Hold field in the Order function).
Order grouping
The orders to be invoiced are grouped in the following way based on the customer invoicing method and their invoicing frequency. When one of the parameters in the following table varies, a new invoice is created:
One invoice per shipment. None of the orders having this invoicing method are grouped.
One invoice per closed order. None of the orders having this invoicing method are grouped.
One invoice by order. None of the orders having this invoicing method are grouped.
One invoice per ship-to customer. All the invoices of the same ship-to customer are grouped on a single invoice when carrying out the invoice processing.
Sales site | Bill-to customer | Invoicing method | Sold-to customer | Shipment address code | Currency | Price type | Project code | Pay-by BP | Tax rule |
Group customer | First line of the bill-to customer name | Payment term | First line of invoicing address | Postal code for invoicing address | Town for invoicing address | County/state for invoicing address |
One invoice by period: The selected orders are grouped based on the invoicing frequency and on the following grouping criteria. For example, if the frequency is weekly, all the orders having a shipment date planned for week 32 are grouped on the same invoices.
Sales site | Bill-to customer | Invoicing method | Invoice frequency | Calculated period | Currency | Price type | Project code | Pay-by BP | Tax rule |
Group customer | First line of the bill-to customer name | Payment term | First line of invoicing address | Postal code for invoicing address | Town for invoicing address | County/state for invoicing address |
(1) The project code must be unique when the PJTSNGDOC - Single-project document parameter is set to ‘Yes’.When it is set to ‘No’, the grouping of orders having different project codes is authorized.
Special feature of the on request frequency: Orders having the on request frequency are grouped together on the group field Calculated period.
Entry screen
Presentation
The invoices are automatically created based on the selections applied in the screen. The different selection criteria are:
Sales site
The automatic creation of invoices is made from a single sales site at a time. It is therefore necessary to specify the site chosen for the process. By default, it is the sales site associated with operator.
Invoice date
It is possible to choose the invoice date that will be affixed to the documents created by this function. By default, it is the current date that is displayed.
The entry of the invoice date is submitted to an existence check in the period table and the fiscal year table. The fiscal year and the period must be open.
Invoice type
The chosen invoice type will be written on the invoices. It is used to determine a sequence number counter and an automatic journal used in the invoice posting. The type suggested by default comes from the SIVTYP parameter (User invoice type). You can modify it if necessary by choosing an invoice type from the list of invoice types that have been defined. This information is mandatory.
Order selection criteria
The created invoices necessarily originate from customer orders. You can therefore apply the following criteria to limit the selection of orders to be processed:
Orders up to
Use this criteria to select the order lines whose shipment date is prior to or equal to this date. By default, it is initialized to the current entry date. You can therefore limit the creation of invoices to all orders created up to a given date.
Frequency
The invoicing frequency is specified in the Customer record (Sales tab). The invoicing method must have the value One invoice per period and the invoicing frequency must have a value (day, week, ten days period, 2 weeks or month). The selection, for the customers where the invoicing method is One invoice per period, is then performed according to the chosen frequency.
Start/end ranges
Bill-to customer range
You can limit the selection to one or more bill-to customers by using this selection range.
Order number range
You can limit the selection to a group of orders based on their numbers (order sequence numbers).
Printing the invoices
You can print the generated invoices. To do so, you need to specify the document to be used (by default, it is the document code associated with the object), the print server, if it exits, and the printer assigned to the printing.
You can only access this option when the Invoice option has previously been selected.
After the execution of this function, a log file is displayed:
- summarizing all the operations carried out.
- presenting the invoice numbers created and the orders that were used in the creation of these invoices.
When the payment terms have the SDD-type, the reference of the mandate is mandatory on the invoice. On the other hand, if no main 'validated' Mandate has been identified for the Company/Pay-by BP pair, no default mandate reference can be initialized on the invoice. This is highlighted by a message in the log file. The invoice is still created but its validation is prohibited as long as the reference of the mandate has not been entered manually on the invoice.
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Fields
The following fields are present on this tab :
Selection criteria
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| The automatic creation of invoices is made from a single sales site at a time. |
| Enter the date used on each created invoice.
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| This information is compulsory. The invoice type suggested by default is linked to the SIVTYP - User invoice type parameter. You can modify it if necessary by choosing an invoice type from the list of invoice types that have been defined.
On invoice entry, only an invoice type with a legislation and company group consistent with those of the company linked to the sales site can be entered. |
Block number 2
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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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| Enter a start and an end range to select order numbers: only the orders whose reference is within the entered range are selected. The selection window only displays orders of the Normal category, not totally invoiced and attached to the selected site. |
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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. |
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Batch task
This function can be run in batch mode. The standard task FUNAUTINVO 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
Your user profile has no rights to this function, irrespective 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 correspond to any period or fiscal year. The entry is refused.
Fiscal Year Not Open
The fiscal year to which the invoice date belongs is not open. The entry is refused.
Period Not Open
The period to which the invoice date belongs is not open. The entry is refused.
Closed Period
The period to which the invoice date belongs is closed. The entry is refused.
The end range is prior to the start range
This message is displayed when entering the order number and the bill-to customer selection criteria.
Modification in process on another workstation"
This message is displayed if the order to be invoiced is locked by another user.
Too many lines for the invoice
This message is displayed if the order lines to be invoiced cannot be contained in a single invoice. It may be convenient 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.
Line managed by direct order and purchase order not generated
An order line managed with direct order cannot be invoiced if the purchase order has not been generated.
Problem in the global allocation deletion
The deletion of the global allocation linked to the order detail line cannot be carried out at the time of the transfer of the global allocation to the detailed.
Problem in the creation of the detailed allocation
The creation of the detailed allocation linked to the invoice line could not be carried out at the time of the transfer of the global allocation to the detailed allocation.
Problem in the transfer of order allocation to invoice allocation
The detailed allocation linked to the order line detail could not be modified in allocation on the invoice.
Problem in recovering the sequence number
This message is displayed if it has not been possible to assign an invoice number.
No order processed
This message is displayed at the end of the processing if no order has been invoiced.