Customer BP Invoices

• Site (field FCY)

Enter the site code.

The site must be a financial site. This determines the site and the company for the entry posting.

• Company (field CPY)

• Name (field CPYNAM)

• Invoice type (field SIVTYP)

Enter the invoice type code to reference the invoice category and the entry structure used when validating the invoice.

Only an invoice type with a legislation and company group consistent with those of the company linked to the given site can be entered.
Learn more about working with legislations.

• Document no. (field NUM)

If the number is left blank, it will be automatically assigned upon validation.

• Accounting date (field ACCDAT)

Enter a date to define the accounting date for the generated journal. This field defaults to today's date.

This date is not necessarily the same date entered for the Source document. For example, for a supplier invoice, the Source document date reflects when the invoice was created by the supplier. In that case, the Accounting date would be different.

• Customer (field BPR)

No help linked to this field.

• Address code (field BPAINV)

• Name (field BPRNAM)

• Control (field BPRSAC)

Enter the code for the BP (customer or supplier) control account initialized by default with the accounting code for the BP invoice.

The initialization of the code for the Control field depends on whether or not the BP/Company tab is present in the BP record (GESBPR).

• Account (field SACACC)

• Source document date (field BPRDAT)

Enter the invoice date. This field defaults to today's date.

• Source document (field BPRVCR)

This field is used to record the number or the reference of the source invoice.

• Spanish invoice type (field INVTYPSPA)

• Currency (field CUR)

This field indicates the invoicing currency. All amounts are entered in this currency.

• Rate (field RAT1)

• field LABEL

• field RAT2

• field CURMLT

• Amount - tax (field AMTNOT)

This field displays a control amount that is compared to the line total during the recording.

This amount is mandatory when the HEAAMTBPC – Cust. inv. header amt. ctrl parameter (TRS chapter, INV group) is set to Ex-tax and Tax -incl. amounts to be entered.

• Amount + tax (field AMTATI)

• Invoice number (field INVNUM)

This invoice is the one to which the credit memo is allocated.
Upon accounting validation and according to the value of the LETAUTCNO - Auto match inv ->credit note parameter (CPT chapter, MTC group), the credit memo and invoice can or cannot be matched together.

Depending on the value of theINVCAN - Cancellation invoice parameter (TC chapter, INV group), thedocument in progress can be of the 'Cancellation invoice' type. In this case, the credit memo and invoice are matched, regardless of the value of the LETAUTCNO parameter.

• DER code (field SPADERNUM)

• Project (field PJTH)

After invoice validation, the project reference the invoice is allocated to can no longer be modified.

• VCS number (field BELVCS)

Field linked to the Belgian legislation. 
It is used to specify on an invoice the VCS number (VCS refers to transfers with structured format communication) and to ease bank reconciliation via the use of the VCS number.

Reminder:Structured communication consists in specifying a single identifier on the invoices that will be used in all the banking exchanges.

The encoding number is made up of 12 numeric characters:

• 10 digits (two characters defining the year + eight characters defining a sequence number),
• 2 control digits calculated according to the check digit modulo 97 rule.

In the case of sales invoices and customer BP invoices, this number is automatically generated and cannot be modified.

The generation of the encoding number is performed:

• if the company manages VCS encoding numbers,
• if activity code KBE - Belgian localization is abled,
• if parameter BELVCS - VCS management is set to 'Yes',
• whatever the country of the bill-to customer.

 The field is not loaded if the invoice is of pro forma type.

If the invoice type is a direct credit memo, the encoding number remains empty.

If the invoice type is a credit memo linked to an invoice, the VCS number of the invoice is attached to it.

 In case of a site modification, the display of field "VCS number" is reinitialized.

In the case of a credit memo linked to several invoices, a control prevents the credit memo from being attached to the various invoices. The user must create as many credit memos as there are invoices.

• Field 40 - reason (field FLD40REN)

Field subject to activity code: KPO - Portuguese localization
It is used to specify the VAT adjustment reason for the field 40, upon generation of the VAT declaration.
When choosing the reason, the possible values are the values contained in the miscellaneous table 8300.

• Field 41 - reason (field FLD41REN)

Field subject to activity code: KPO - Portuguese localization
It is used to specify the VAT adjustment reason for the field 41, upon generation of the VAT declaration.
When choosing the reason, the possible values are the values contained in the miscellaneous table 8301.

• Original document no. (field ORIDOCNUM)

• Period start date (field PERDEB)

• To (field PERFIN)

• Status (field STA)

• Printed (field STARPT)

• Tax rule (field VAC)

Enter the VAT management type associated with the customer invoice.
Only a tax rule with a legislation and group that are consistent with those of the document can be entered.
The general principles linked to the multi-legislation setup are detailed here.

This field is automatically entered if a tax rule is specified in the record of the supplier of the current invoice. This is used, among other things, to obtain a print conditioned by the type of legislation.

• Amount type (field SALPRITYP)

These two radio buttons, initialized from the BP, are used to define whether the amounts on the invoice lines are entered as Tax excl. or Tax inc.

The choice between Ex-tax or Tax-incl. is only possible upon invoice creation.

• If the type is Ex-tax, the excluding-tax amount is entered in the invoice line. The Tax-incl. amount is calculated.
• If the type is Tax-incl., the amount including taxes is entered in the invoice line. The Ex-tax amount is calculated.

If the DEPMGTMOD - Discount management mode parameter (TC chapter, INV group) has the value Rebate on VAT, the type of amount is Ex-tax by default, regardless of the value of parameter SALPRITYP - Amount/Price type (TC chapter, INV group). You cannot select Tax-incl..

• Entity/Use (field SSTENTCOD)

Enter the Entity/use code to calculate the precise tax amount for the customer. This tax code is compatible with the Avalara system and makes it possible to determine the customer type for fiscal purposes.

This field is available for all countries. The Entity/Use code can be entered for any delivery address when a document is being processed for a country that is tax-exempt. When the Calculate alldocuments connection with SST is set to No andan Entity/use code is entered, the document is exempt from tax and not subject to processing costs.

• Factor (field BPRFCT)

If the invoice is to be factored, enter the code for the factor that will collect for this invoice. You need to enter a factor with a Company and/or Site that is compatible with the Company and/or Site of the open item. By default, the factor code is defined in the customer record.

For example:

• If the factor is not associated with a bank, there is no compatibility issue.
• If the factor is associated with a bank and the bank belongs to company 'A', the invoice must also be associated with company 'A'. The site of the invoice does not matter.
• If the factor is associated with a bank and the bank belongs to the company 'A' and site 'B', the invoice must also be associated with company 'A' and site 'B'.

• Factor name (field BPRFCTNAM)

• Statement (field XSOI)

Indicates if the generated open items will have 'to be put on the statement' or not.

• Reminder (field XFLGFUP)

Indicates if the generated open items will have 'to be relaunched' or not.

• Pay-by (field BPRPAY)

This BP indicates the pay-by or paid BP

• Address code (field BPAPAY)

• Due date basis (field STRDUDDAT)

This is the date from which the payment schedule is calculated.

• Payment term (field PTE)

This field indicates the payment conditions that will be applied in order to determine the invoice schedule. The latter can be manually modified later on.
It is only possible to enter a payment term that is consistent with the legislation and the group of the company. The general principles linked to the multi-legislation setup are detailed here.

• Due date (field DUDDAT)

• Early discounts/Late charges (field DEP)

Code used by default for the current BP to identify a series of early discount and late charge rates (up to 12) to be applied to a payment according to a number of days early or days late with respect to the open item date.
Only a discount code consistent with the legislation and company group of the document site can be entered.
The general principles linked to the multi-legislation setup are detailed in the GRPLEG field help.

• Comments (field DES)

You can manually enter up to three comments.

Note: You can add content from the first comment to the Comment field on the Lines tab by entering // in that field on the Lines tab.

• VAT declaration no. (field DCLEECNUM)

This field is displayed only if the following conditions are met:

• The KPO - Portuguese localization activity code is active.
• The company to which the invoicing site is linked manages the Portuguese VAT (the value of the company parameter PORVAT - Portuguese VAT (LOC chapter, POR group) is "yes").
• This field is not set up as hidden at entry transaction level.

 This field is initialized:

• on the first line: with the supplier EU VAT number indicated in the invoice header,
• on each of the next lines: with the EU VAT number indicated on the line preceding the current line or, if not, with that of the supplier indicated in the invoice header.

It can still be modified if it is set up to accept entries at entry transaction level and if the invoice is not validated.

• Mandate reference (field UMRNUM)

• You can complete the Mandate reference field in direct invoice creation mode. This field is only mandatory if the payment terms are of the SDD-type. This field is initialized by the validated main mandate of the company/pay-by BP combination, but it can be modified. Only a mandate reference whose status is 'Validated' can be entered.
• When the invoice is created through an automatic creation process, this field is not initialized if no 'Validated' main mandate has been defined for the company/pay-by BP combination. In this case, the invoice is created, but it can not be validated until a mandate reference is entered.
• During a credit memo entry by invoice picking, the mandate reference is populated by the reference of the mandate on the first selected invoice.

If the company and/or the pay-by BP is modified, the mandate reference is modified accordingly.

• ISR/QR reference number (field BVRREFNUM)

• Payment bank ISR/QR (field PAYBAN)

• No. (field NUMLIG2)

• Dimension type (field DIE)

• Dimension (field CCE)

The dimensions entered here will be used as default values for invoice lines.

• No. (field NUMLIG)

It is the line number.

• Site (field FCYLIN)

The site of each line can be different from the header site. In this case, the generated journal will be balanced site by site using inter-site link accounts.
It is possible to modify the site on the line and so to carry out the inter-site operations in the same legal company. The reciprocal entries are generated automatically on the reciprocal accounts previously set up.
 Refer to the documentation Reciprocal accountsfor further explanations.
By default, the site proposed is that defined in the invoice entry header.

Specificities linked to intercompany invoices (GESBICI and GESBISI functions protected by the activity code INTCO - Intercompany transactions):
When entering intercompany invoices, this field will display only the site of the companies that were defined in Intercompany account mapping.

• A financial site belonging to another company can be selected.
• A target company must be mapped to the source company and the invoice parameter INTCPYINV - Intercompany invoices (TRS chapter, INV group) must be set to 'Yes' for the target company.
  

• Company (field CPYLIN)

• Ctrl. (field SAC)

This check box is only available if the Control check box is selected in the Chart of accounts function (GESCOA).

Select this check box to indicate that the account is associated with a BP.

• field ACC1

In certain fields on the screens, use of access codes have been incorporated. These codes are used to restrict access to data by certain users.

In order that a field can have an access code available to a user, it is necessary that this code is present in this table. As a function of the rights which are assigned to the user, he/she can then consult or modify the field.

The access codes are equally used to restrict access to certain functions started by buttons on the screens.

It is necessary to assign each access code defined in the grid.

• Authorization to consult/display (a field)
• Authorization to modify (a field)
• Authorization to execute (an action)

• BP (field BPRLIN)

The choice of accounting allocation is determined by:

• a control account: the account that is associated with it is displayed by default, the BP must be specified.
• a general account,
• a BP: the control account code and the associated account are displayed by default.

• Settlement discount (field FLGDEP)

This field is used to specify if an invoice line is subject to discount.
This field can be viewed and accessed only if:

• a discount code (containing negative rates) is specified on the invoice, 
• parameters GERDSC - Early discount/late charge and BRIDSC - Discount on tax are disabled.

• Amount - tax (field AMTNOTLIN)

Enter in this field the ex-tax amount of the recorded operation.
When the amount is negative, it is passed as a credit in accounting in the case of a supplier invoice and as a debit in the case of a credit memo.
 The invoice cannot have a negative ex-tax and tax-incl. total: it is possible for some on line ex-tax amounts but the ex-tax amount of the header is always positive.

• Tax (field VAT)

When the account on the line is liable for tax, the tax field is accessible for entry. It is initialized with the tax code associated with the account or with the tax code associated with the rule.
 Refer to the documentation on the SAITAX - Tax Code Mandatory parameter (CPT chapter, VAT group).
Based on the context, it is necessary to verify that this tax code corresponds to the tax actually applicable, or it should be modified.
The tax code defines the rate, the rules and the terms for the tax deduction applicable to the operation.
 The 'Enter tax' option is available from the Actions icon. You can specify the taxes other than VAT (additional and/or special taxes) likely to affect the VAT calculation and therefore the tax excl. and tax-inc. amounts.
Only one tax code consistent with the legislation and the group of the site company can be entered.
The general principles linked to the multi-legislation setup are detailed in theGRPLEG field help.

• SST tax code (field SSTCOD)

Define the default value of the Sage Sales Tax (SST) tax code. This tax code is recognized by the Avalara system and is used to identify line types for fiscal purposes.
All document costs are sent to SST in the form of document lines. It can include for example transport costs, handling costs and on-line product costs. This field is only available when the LTA activity code is activated.

• Tax amount (field AMTVAT)

Enter a tax amount if the standard calculation for the tax amount on the line does not apply. If the tax code changes, these amounts are reinitialized.

• Amount + tax (field AMTATILIN)

No help linked to this field.

• Sales type (field SALTYP)

This field is currently no longer used.

• Comment (field DES)

You can manually enter a comment or add content from another field using the following characters:

/ displays the account title

= displays the comment from the previous line

// displays content from the first Comment field in the Header section.

In the case of an invoice generated automatically after validating the sales of fixed assets, this field contains the reference of the sold fixed asset and cannot be modified.

• Unit (field UOM)

The work unit entry is defined is determined when setting up an analytical account. It is associated with a unit specifying its default value (in reporting currency).
See the documentation on Natures for further information.
This unit is reused on journal entry.

• Quantity (field QTY)

The quantity is automatically calculated by dividing the Ex-tax amount (converted into reporting currency) by the work unit value.
This value can be modified.

• Project (field PJTLIN)

After invoice validation, the project reference the invoice line is allocated to can no longer be modified.

• Cost type (field PCCCOD)

• Distribution (field DSP)

This field is used to define the allocation methods for the line amount on the different dimensions of each dimension type.
These methods are defined as follows:

• the entry of an analytical allocation key previously configured,
  See the documentation on Allocation keys for further information.
• Amount : it is possible to distribute the amount to as many sub-amounts as required,
• Percentage: a processing launches a calculation based on the sum of the coefficients used for the allocation.

For instance:
On a basis of 100, a coefficient of 10 will be read as 10%.
But, on a basis of 50, a coefficient of 10 will be equivalent to 20 %.

For these two latter cases, it is possible to pre-initialize the allocation with an existing key. The final display is '$'.

• field CCE1

The setup determines if the analytical dimensions can be modified. They are initialized based on the setup of the default dimension.

In creation mode, if no order line has been entered and the project code is modified, the analytical dimensions are reset based on the setup of default dimensions.

In creation mode, as in modification mode, if an order line is entered and the project code is modified, the analytical dimensions are not reset.

• Discount basis (field BASDEP)

The discountable base is only displayed if the two following conditions are met:

• a discount code (containing negative rates) is specified on the invoice, 
• parameters GERDSC - Early discount/late charge and BRIDSC - Discount on tax are disabled.

The discountable basis depends on:

• column Discount,
• the scope of the discount code.

 If the user wants to add a discount after saving the invoice, the discount code addition can be performed via button [Open items]. Fields "Discount" and "Discount basis" will be hidden and the discountable basis will be equal to the tax incl total.

• field CUR3

• Total excluding tax (field TOTNOT)

• field CUR1

• Total including tax (field TOTATI)

This field indicates the tax-incl. result including the tax calculation by tax basis. This information appears when printing report ARCTTC2. The detail of the tax incl. calculation is obtained by right click on the total amount.

 The detailed calculation is stored in tables SVCRVAT and SVCRFOOT.

To access the detailed tax statistics based on 'Sage Sales tax' (SST), click the link in the tax-incl. total field. This option is only available if the document is issued by Sage Sales Tax (SST).

If SST is used, the recording and cancellation of a fiscal document are taken into account during the:

• invoice creation,
• invoice recording,
• invoice deletion.

If the tax is not calculated, the invoice is not created.

• For Sage Sales Tax, the detailed calculation is stored in table LTAVCR relating to documents, tax authorities and rates imposed by SST.
• You can access this option from the Actions icon.

• field CUR2

• field AFFICHE

• Amount type (field SALPRITYP)

• field DVCRNUM

This field indicates the document number.

• Remaining amount (field RMNAMT)

This field displays the amount remaining to be authorized for the document.

• Customer (field BPCNUM)

This field is used to display the customer that will be used upon adding or saving payment cards.

• Company (field DOCCPY)

This field is used to display the company linked to the processing code.

• One time use card (field ONETIME)

This check box is automatically selected if a saved payment card does not exist on the customer record.

If the customer record is assigned a default card, this check box is cleared and the primary card information for the account nickname displays.

If a saved payment card exists on the customer record, but a default card does not exist, this check box is cleared and the account nickname must be entered or selected.

If the customer's BPC type is miscellaneous, this check box is automatically selected.

Select the One time use card check box to add a payment type to use once for this order or shipment. The data for payment and billing information is not stored and you do not need an Account nickname.

• Account nickname (field ACCNCKNAM)

Enter a unique account nickname to identify this payment card. You can select an existing payment card for this customer or you can create a new payment account by entering a new account nickname.

The account nickname can include alpha and numeric characters with a maximum length of 15 characters.

If a customer has multiple payment cards on file, the account nickname must be unique. However, two different customers can have payment card records that use the same name.

If the One time use card checkbox is selected, this field is not available. If the check box is not selected, this field is required.

When adding a new payment card, click Create after entering a unique name to access the Sage Exchange Vault window and enter the card number and expiration date.

• Processing code (field PRCCOD)

Enter a processing code defined by the user. This code identifies the link to the company and account defined in the Payment gateway setup.

If a default processing code exists, use this field to create a new payment card.

If a payment card already exists, recorded and selected in the customized account name field, the default value of this field is automatically displayed and cannot be modified.

• Payment type (field PYMTYP)

This field is used to display the payment type used. The valid values are: Visa, MC, AMEX, and Other.

• Last four digits (field ACCL4D)

This field displays the last four numbers of the payment card.

• Expiration date (field EXPDAT)

This field displays the expiration date of the payment card.

• Manual entry (field MANAUT)

Select this check box to enter transaction information for Sage Exchange transactions that are processed manually outside of Sage X3.

This field is available only if the parameter MANAUTH is set to Yes at the user level.

• Amount (field AUTAMT)

This field displays the authorized amount of the payment card.

• Code (field AUTID)

This field displays the authorization code for the transaction.

• Date (field AUTDAT)

This field displays the authorization date of the payment card.

• Status (field STAFLG)

This field displays the status of the transaction by payment card.

• Name (field ACCNAM)

Enter the cardholder name.

If a saved payment card is selected, the cardholder name displays and cannot be changed.

If the One time use card checkbox is selected, the cardholder's name must be entered and the information is saved to the payment card transaction.

• Billing address (field USEBILLADR)

Check this box to display the default billing address of the customer.

• If this box is checked, the lines corresponding to the billing address of the customer are displayed and cannot be changed.
• If this box is unchecked, the information of the billing address can be modified in the address fields of the card.

• Country (field CRY)

Enter the country of the invoicing address of the cardholder.

If the Billing address check box is selected, the country from the customer's bill-to address is displayed and cannot be modified.

If the Billing address check box is cleared, the country from the customer's bill-to address can be modified.

• Address (field ADDLIG)

Enter the billing address of the cardholder.

• If the 'Billing address' check box is selected, the address from the customer bill-to address appears and cannot be changed.
• If the 'Billing address' check box is cleared, the billing address can be changed.

• field SAT

Enter the invoicing status of the cardholder.

• If the Billing address check box is selected, the status from the customer's bill-to address is displayed and cannot be modified.
• If the Billing address checkbox is cleared, the invoicing status can be modified.

• Postal code (field POSCOD)

Enter the postal code.

If the Billing address check box is selected, the postal code from the customer bill-to address appears and cannot be modified.

If the Billing address check box is cleared, the postal code from the customer bill-to address can be modified.

• City (field CTY)

Enter the customer’s city.

If the Billing address check box is selected, the city from the customer's bill-to address is displayed and cannot be modified.

If the Billing address check box is cleared, the city from the customer's bill-to address can be modified.

• Email address (field EMAIL)

This field displays the customer’s email address for this transaction.

• Amount (field PAYAMT)

This field displays the payment amount to be applied to the payment card during the invoice allocation.

• Date (field PAYDAT)

This field is used to display the payment date used during the transaction.

• Number (field PAYNUM)

Payment number associated with the transaction.

• Document (field HVCRNUM)

This field displays the document number, processed for the selected payment card.

• Sequence (field HVCRSEQ)

This field displays the sequence number counter of the document, processed or the selected payment card.

• Transaction type (field HTXNTYP)

This field displays the transaction type of the document, processed for the selected payment card.

• Amount (field HAUTAMT)

This field displays the document invoiced amount processed on the selected payment card.

• Original amount (field HORIGAUTH)

This field displays the originally authorized document amount and, if it was rejected, the amount used in the authorization request.

• Date (field HAUTDAT)

This field displays the processing date of the transaction for the selected payment card.