Invoice Validation
This function is used to validate the invoices saved with the Invoice control function in order to generate the accounting and analytical entries for these invoices.
When the Fixed assets module is managed in the folder, the invoice validation generates the automatic creation of an expense for the purchase invoice line when all the conditions are met (the expense creation conditions are detailed below).
Prerequisite
Refer to documentation Implementation
Screen management
Entry screen
Presentation
This processing performs a mass validation of the saved and checked purchase invoices.
Once the validation processing is completed:
- An entry is created for each validated invoice.
- For each validated invoice line, a record is created in a dedicated table, PTDSTKVAL, when the PRIFLG – Full stock valuation parameter is set to Yes. This record tracks the history of the links between this invoice or credit memo and the other purchase documents (orders, shipments and receipts). In addition it saves all the valuation data, such as the quantity and the stock cost per unit calculated using the document values.
These data are used in the stock valuation calculation, for example. The stock cost per unit is defined at receipt level based on the order price, then on the stock adjustments using all the invoices, credit memos and additional invoices associated with the documents, irrespective of which documents arrived first.
Special behavior for additional invoices with the field New cost set to No and a specified cost code: the amount of the adjusted cost is directly integrated into the stock cost per unit of the receipt line.
- An expense is automatically created if the Fixed assets module is managed.
The creation is carried out according to the following rules.
The invoices are selected according to the following criteria:
- Company
- Site
- User
- Invoice type (invoice, credit memo, etc.)
- Date range (invoice creation date)
- Range on the number of the invoice to be processed
Select the Log file check box to display the list of all the validated entries when the processing is complete.
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Fields
The following fields are present on this tab :
Criteria
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| Enter the company for the report. |
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| Enter site for which the process needs to be run. |
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| Operator code used to sort out the entries to be processed. |
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| This is used to carry out the process on a specific invoice category. There are five invoice categories:
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| Start date used to select the records to be processed. |
| End date used in the selection of the records to be processed. |
| Initial invoice number used to select the records to be processed. |
| End invoice number used to select the records to be processed. |
Generation
| Select this check box to generate a log file at the end of the run. |
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Conditions for the automatic creation of an expense
For a purchase invoice line, an expense is created when the following conditions are met:
- Accounting postings are specified for the line.
- The Legal account and the IAS account are tracked (in the definition of the Accounts table: the check boxes Fixed asset tracking and Expense creation must be activated and an accounting nature must be specified for this account).
- In addition, if the line contains a product, this product must be capitalizable (the Fixed asset check box must be activated in the Product setups). If the product is not capitalized, the expense is created after validation of a warning message.
An expense is also created for each invoicing element for which no invoice line distribution has been requested. This setup is carried out at the level of the Invoice type. However, when a distribution is requested, no expense is created for the invoicing element. In this case, the amount of each created expense is increased or reduced by the distributed part of the invoicing element according to the distribution terms defined at the invoicing element level.
Populating of the expense fields
The LAYOUTFAS expense table is loaded from the following tables:
- Invoice header: PINVOICE
- Invoice line: PINVOICED
- Accounting and analytical postings: CPTANALIN
LAYOUTFAS | Table | Field | Rule | |
Company | CPY | PINVOICE | CPY |
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the site, | FCY | PINVOICED | FCYLIN | Site of the invoice line if it is a financial site |
PINVOICE | FCY | Site of invoice header (always financial) if FCYLIN is not financial. The site of the line is kept in GEOFCY (geographical location) | ||
Product reference | CODLOF | PINVOICE | NUM |
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Line number | LINLOF |
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| Incremental number |
Invoice reference | BPRVCR | PINVOICE | BPRVCR |
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Product ranges | ITMREF | PINVOICE | ITMREF |
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Supplier, | BPR | PINVOICE | BPR |
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Journal | JOU | PINVOICE | JOU |
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Exchange rate type | CURTYP | PINVOICE | CURTYP |
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Currency | CUR | PINVOICE | CUR |
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the invoice date | DATVCR | PINVOICE | BPRDAT |
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Allocation date | DATIMP | PINVOICE | ACCDAT |
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Invoice type | TYPVCR | PINVOICE | INVTYP |
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Geographic site, | GEOFCY | PINVOICED | FCYLIN |
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Currency rates, | RATCUR | PINVOICE | RATMLT(0) |
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Description 1 | DES | PINVOICE | <invoice type> + BPRNAM | When no product description |
PINVOICED | ITMDES1 | When product description not empty | ||
Description 2 | DES2 | PINVOICE | INVNUM | When it is a credit memo |
Granted | FLGGRA |
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| 1 |
Subsidy amount | FLGAMTGRA |
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| 1 |
Link asset | FLGLIKAAS |
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| 1 |
Main expenditure | FLGLOFMAI |
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| 1 |
Addition source | CPMCREORI |
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| 1 |
CoA account | GAC | GACCOUNT | GAC | GAC = legal account |
Original CoA account | GACORI | GACCOUNT | GAC | GAC = legal account |
CoA nature | GACACN | GACCOUNT | GACACN | GAC = legal account |
IAS account | IASACC | GACCOUNT | GAC | GAC = IAS account |
Original IAS account | IASACCORI | GACCOUNT | GAC | GAC = IAS account |
IAS nature | IASACN | GACCOUNT | GACACN | GAC = IAS account |
Order reference | ORDBUY | PINVOICED | POHNUM |
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Product ranges | ITMREF | PINVOICED | ITMREF |
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Unit | UOM | PINVOICED | UOM |
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Quantity | QTY | PINVOICED | QTYUOM |
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Invoiced VAT rate | RATVAT | TABRATVAT | VATRAT |
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Collected VAT rate | RATVATREC | TABRATVAT | DEDRAT |
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Ex-tax amount | AMTNOTCUR | PINVOICED | AMTNOTLIN + Distributed amount (DISCRGAMT1 DISCRGAMT2, ...) | According to the setup used at the level of the Invoice type: - If no distribution of invoicing elements - If distribution of invoicing elements on the invoice lines |
VAT amount | AMTVATCUR | PINVOICED | AMTTAXLIN1 |
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Collected VAT amount | AMTVATRCUR | PINVOICED | DEDTAXLIN1 |
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Allocation | DSP | CPTANALIN | DSP |
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Analytical dimensions | CCE(0..20) | CPTANALIN | CCE(0..20) |
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Fixed asset group | ACGGRP | ITMMASTER | ACGGRP |
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Detail line source | LIGORI | PINVOICED | PIDLIN |
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Validated | FLGVAL |
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| 1 |
Creation user | CREUSR |
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| GUSER |
Creation date | CREDAT |
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| Date$ |
Entry origin | CREORI |
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| 4 |
Notes:
- When the product has a fixed asset group, theSection associations are carried out upon expense creation.
- When the company is submitted to the French legislation and that the VAT collection rate does not equal 100% and that the setup VATAUTVAL - VAT Automatic validation is set to No, the user must validate the VAT coefficients on the expense so that this latter become capitalized. The validation is carried out byactivating the Validatedcheck box available and visible only on the expense as long as the validation has not been carried out.
Batch task
This function can be run in batch mode. The standard task FUNPIH 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 :
Non-referenced triggering table
Incorrect number of arguments
Incorrect key
Error on field validation
Incorrect link on ...
Sequence number counter exceeded
No exchange rate
Transaction canceled
No line
Unbalanced journal
Unbalanced distribution
When all these error messages appear, the invoice will not be validated. These messages are mostly the result of a setup error at automatic journal level. Check the setup of the PIHI and PIHC automatic journals.
Social and IAS accounts can be considered as fixed assets and the product cannot be considered as a fixed asset
This validation error message is generated because of the following conditions:
The Fixed assets module is managed
The accounts are tracked
The line has a product but the product is not capitalized.
See above the Conditions for the automatic creation of an expense.
No expense will be created for the line
Social and IAS accounts cannot be considered as fixed assets and the product can be considered as a fixed asset
This validation error message is generated because of the following conditions:
The Fixed assets module is managed
The product is capitalized
The accounts are not tracked
See above the Conditions for the automatic creation of an expense.
No expense will be created for the line
Social account not tracked and IAS account tracked (or) Social account tracked and IAS account not tracked
This validation error message is generated because of the following conditions:
The Fixed assets module is managed
An account is tracked and the other is not
See above the Conditions for the automatic creation of an expense.