A/P-A/R accounting > Invoicing > Supplier BP invoices 

The supplier BP invoice entry function is used to manage the supplier invoicing process outside of the typical sales cycle.
This function cannot be used to manage the order or the receipt note for the stock receipt (etc.). When issuing the invoice, the data required for accounting is recorded.

As for customer tracking (open item statements, payment management, etc.), the process is similarly carried out for invoices that come from the complete cycle or that come simply from the entry of a BP invoice.

  • In this document, the term 'invoice' has a generic meaning: it can be an invoice, a credit note, a debit note or a credit memo.
  • Invoices generated from recurring invoices cannot be deleted if the invoices are used as the reference template (first/original recurrence).
    Additionally, the invoice should not be modified if it is also used as the reference invoice.

For Swiss legislation: Refer to the Swiss localization how to guide for detailed information on setting up and using ISR (Inpayment Slip with Reference) or QR-bills.

    Prerequisites

    SEEREFERTTO Refer to documentation Implementation

    Limitations

    When the invoice is entered in tax-inc. mode and an additional or special tax code is present (entered or automatically loaded from the account), the amounts of the three tax levels must be entered manually.

    Screen management

    Posting customer BP invoices involves three tabs containing the characteristics of each part of the invoice body.

    Header

    Presentation

    First, the key accounting information of the invoice must be entered:

    • The site
    • The invoice type
      SEEREFERTTO See the documentation on the customer invoice type. 
      This information determines the category of the document (invoice/credit memo/debit note/credit note), the automatic journal, the journal and the journal type that will be used when posting the document,
    • The document number (where a manual numbering range is authorized)
    • The document posting date, by default that of its receipt in the folder
    • The identification code for the supplier and the control account on saving the document.

    This information defines:

    • The invoice header
    • The invoice lines
    • The invoicing address

    After this data has been recorded, click Post to:

    • Pass the invoice in accounting. Click Journal to view the accounting document generated on the validation of the invoice.
    • Automatically create an expense for each supplier BP invoice line, when the Fixed assets module is managed in the folder and when the conditions are met, the  expense creation modalities are detailed below. 
      The Linked expenditures selection list displays the expenditures created that way and is used to access the management function of the selected expenditure by tunnel.

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    Fields

    The following fields are present on this tab :

    Block number 1

    Enter the site code.

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

     

    • Name (field CPYNAM)

     

     Invoice type code referencing the invoice category as well as the entry structure used upon accounting validation of 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.
      SEEREFERTTO For further information, click here.

    • Document no. (field NUM)

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

    Block number 2

    • 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.

    In this field, enter or select the supplier for the invoice using the Lookup tool.

    To search using the auto select option, enter several characters of the supplier name or code and press the Tab or Enter key. The selection window opens with a list of suppliers based on those characters. The results include active and inactive records.

    Auto selection is available if the AUTOSEL – Auto selection parameter (SUP chapter, INT group) is set to Yes.

    • 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)

     

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    Tab Header

    Presentation

    Invoice characteristics

    Some fields in the header are used to complete the invoice:

    • Amount-tax and Amount +tax fields
      The entry is optional. Upon entry of the amounts in the invoice lines, these are automatically displayed in the corresponding fields in the header. The following warning message displays during creation if the header fields have not been entered: 'Totals different from header'.
    • The link between a credit memo and the original invoice via this invoice number, or the link between the credit memo and the credit memo request number from the customer, etc.,
    • A service period that indicates by start and end date ranges, the part of service to be taken in advance for the next period or fiscal year. These fields are only activated if the SVC - Periodic accruals activity code is active. The expense or revenue to be taken in advance are generated in the Closing accruals (CPTSVC) function.
    • The default analysis that is applied to the payments for the BP accounts. It is possible to define the default dimensions in the invoice header (see the Default dimensions).
    Open item characteristics

    The remaining fields are used to characterize the payment conditions for the invoice:

    • Pay-by BP
    • Choice of the payment due date
    • Payment approval level (accessible based on the FLGPAZ - Management of payment approvals parameter value)
    • EU invoice flag, used to condition the generation of VAT entries on an intra-community acquisition. If it is an EU invoice, the Tax inc. amount calculated in the invoice lines is always equal to the Ex-tax amount, but VAT postings are generated.
    • For the 1099 form (specific to the United States), if the 1099 check box is selected, the invoice will include the elements to be declared as per the 1099 declaration. There is no control on the value. This check box is only available if the supplier is selected for 1099 management,
      SEEREFERTTO See the documentation on suppliers for further information
    • For the management of open item statements

    Once the invoice has been saved, you can click the Open items action to view the open items and the payment stage.

    The Status field indicates the status of the invoice with respect to the accounting validation. The Pending status can be selected in order to disable the access to the Validation action and to the invoice selection in the global process.
    The status must be set to Pending for the invoice to be posted manually or globally. This modification is carried out either manually, on a case-by-case basis, or in a more global manner via the appropriate processing.
    SEEREFERTTO See the documentation on Invoices on hold for further information.

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    Fields

    The following fields are present on this tab :

    Detail

    • Source document date (field BPRDAT)

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

    • field TYPVCR

     

    • field CLSVCR

     

    • field SCUVCR

     

    • field SEQVCR

     

    • Source document (field BPRVCR)

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

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

    • Rate (field RAT1)

     

    • field LABEL

     

    • field RAT2

     

     

    • Amount - tax (field AMTNOT)

    This amount is only a control amount that will be compared the line total during the recording.

    This amount is mandatory when the HEAAMTBPS – Supplier 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.

    SEEINFODepending 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.

     

    • VCS number (field BELVCS)

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

    Reminder: the 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 purchase invoices and supplier BP invoices, the encoding number is controlled and can be entered. It is performed:

    • If activity code KBE is abled
    • If the BELVCS parameter is set to 'Yes'
    • If the invoice does not have the pro forma type
    • If the supplier is Belgian.

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

    • Original document no. (field ORIDOCNUM)

     

    Block number 3

    • Status (field STA)

    No help linked to this field.

    Enter the VAT management type associated with the supplier invoice.
    Only a tax rule with a legislation and group that are consistent with those of the document can be entered.
    SEEREFERTTOThe 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.

    • Supplier amount type (field PURPRITYP)

    This flag is initialized based on the business partner. It determines if the amounts on the invoice lines are including-tax or excluding-tax amounts.

    It is only possible to choose between Include tax or Exclude tax when creating the invoice.

    • If you select Exclude tax, a tax-excluding amount is entered on the invoice line. The tax-including amount is calculated.
    • If you select Include tax, the tax-including amount is entered on the invoice line. The tax-excluding amount is calculated.
    If the DEPMGTMOD - Discount management mode parameter (TC chapter TC, group INV) is set to Rebate on VAT, the amount type is always Exclude tax, regarldess of the BP setup or value of the PURPRITYP - Amount type parameter (TRS chapter, INV group). You cannot select Include tax in that case.

    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 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.

    Open items

    • VAT reverse charge (field CEEFLG)

    Indicate whether the tax rule is subject to autoliquidation.

    • Fees declaration (field DAS2)

    This field indicates if the entry generated by the invoice is to be taken into account in the declaration of fees or not.

    • Statement (field XSOI)

    No help linked to this field.

    • Pay approval (field XFLGPAZ)

    This field is used to pre-enter the field "payment approval" of the generated open items.

    Payment

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

    • Address code (field BPAPAY)

     

    • Due date basis (field STRDUDDAT)

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

    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. SEEREFERTTOThe general principles linked to the multi-legislation setup are detailed here.

    • Due date (field DUDDAT)

     

    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.
    SEEREFERTTOThe general principles linked to the multi-legislation setup are detailed in the GRPLEG field help.

    • Comments (field DES)

     

    • 1099 form (field FRM1099)

    The 1099 form type indicates that a supplier is reportable to the Internal Revenue Service for payments made. Possible valid values are: None. Misc, Dividend or Interest. This value defaults from the supplier to the invoice, but can be changed.

    • 1099 box (field BOX1099)

    Default box number with respect to which payments must be printed on the 1099 record. Box numbers vary according the 1099 record at use. This value defaults from the supplier to the invoice, but can be changed. Inactive 1099 boxes are not available for selection.

    • Amt. subject to 1099 (field AMTSUBJ109)

    Invoice amount subject to a 1099 declaration. This amount is automatically calculated based on the sum of the invoice ex-tax amounts for the detail lines having the 1099 field set to Yes.

    Grid Analytical

    • No. (field NUMLIG2)

     

     

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

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    Tab Lines

    Presentation

    This grid displays each of the invoice lines from an accounting point of view:

    Nature

    If the account is subject to dimensional accounting, it is necessary to define its nature. At general accounts level, it is possible to define a nature linked automatically to an account. The nature field cannot then be modified.
    SEEREFERTTO See the documentation on General accounts for further information.
    On the other hand, if a nature screen has been defined, it is possible to choose a different analytical nature conforming to the screen.

    Dimension types

    If the accounting amount is not distributed over several analytical dimensions, the 'Allocation' field cannot be assigned. The entry is achieved directly in the following columns, in the dimension concerned, for each of the dimension types.

    Default dimensions can be defined at the level of the nature, but those defined by the default dimension processing have priority.
    SEEREFERTTO See the documentation on the default dimensions.

     

    Fields

    The following fields are present on this tab :

    CAI assignment

    • CAI number (field CAI)

     

    • Validity date (field DATVLYCAI)

     

    Grid Details

    • No. (field NUMLIG)

     

    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.
    SEEREFERTTO 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.

     

    • Ctrl. (field SAC)

    No help linked to this field.

    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.
    SEEWARNING 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.

    • 1099 (field FLG1099)

    The 1099 flag is used to indicate whether a line is submitted to a 1099 declaration. If the supplier must be subjected to a 1099 declaration, the default value of this line will then be positioned to Yes. If a line for this supplier is not subject to 1099, then this flag can be changed to No and the line will not be included in reportable 1099 amount.

    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.
    SEEREFERTTO 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.
    SEEINFO A contextual menu suggests the option "enter tax".It is possible to specify the taxes other than VAT (additional/special taxes) likely to be assigned to the VAT calculation and therefore the Tax-incl amount.This screen is also used to define from what part of the amount the taxes are deductible.
    Only one tax code consistent with the legislation and the group of the site company can be entered.
    SEEREFERTTOThe general principles linked to the multi-legislation setup are    detailedhere.

    The Tax incl amount is calculated according to the taxes chosen.

    • Tax amount (field AMTVAT)

     

    • Amount + tax (field AMTATILIN)

    No help linked to this field.

    • Purchase type (field PURTYP)

    Depending on the journal setup, a different accounting process can be performed based on the purchase type.
    This field can take two values : 'Purchase' or 'Fixed assets'. It is used to define the VAT type applicable on the invoice line and it therefore conditions the VAT account that will be automatically used upon accounting posting of the document.

    Deduction at source code.

    • Comment (field DES)

    It is possible to manually enter a comment on the line. By using:

    • " /", the account title is displayed by default,
    • " = ", the previous line title is copied.
    • 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.

     

    • Quantity (field QTY)

    Upon setting up an analytical nature (Common data/Accounting Tables/Analytical/Natures), whether there is work unit entry is defined, then a default value is attributed to it by specifying its default value (in reporting currency).
    It is this unit that will appear during document entry. The quantity is automatically calculated by dividing the Ex-tax amount (converted into reporting currency) by the work unit value.
    SEEINFO The quantity can be modified.

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

     

    • Distribution (field DSP)

    Defined here are 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,
      SEEREFERTTO See the documentation on Allocation keys for further information.
    • in amount. It is then possible to allocate the amount to as many sub-amounts as required,
    • in percentage. A calculation is performed based on the sum of the coefficients used for the allocation.

    Example: 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 later cases, it is possible to pre-initialize the allocation with an already existing key. The final display will be "$".

    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.

    Totals

    • 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:

    SEEINFO 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.

     

    • Total excluding tax (field TOTNOT)

     

     

    • Total including tax (field TOTATI)

     

     

    Account

    • field AFFICHE

     

    • Supplier amount type (field PURPRITYP)

     

     

    Action icon

    Account Inquiry

    Select this option to access the account inquiry for the account on the line.

    Statistical Codes

    Select this option to associate up to three statistical codes to each invoice line and the posting.

    Periodic accruals

    Select this option to open the Accruals management screen to post the line amount, or the tax excluded amount to analytical or general accounting according to a specific schedule.

    Note: To take advantage of this, you must activate the SVC - Periodic accruals activity code and the SVCFLG - Accruals generation parameter (TC chapter, SVC group) must set to Yes.

    Account Structures

    Select this option to assign an account structure for the line. The account structure is used to predefine the group of accounting and analytical postings for a journal and to load them directly on entry. Applying an account structure can be proposed by default after entering the tax excluded invoice amount. The structure used is the one defined in the customer record in the Financial section.

    See the documentation on Account structures for further information.

    As for the amounts, from the assignment coefficients defined in the structure, they are automatically calculated from the tax-excl. amount of the invoice.

    Supplier notes

    Select this option to display the note(s) associated with this supplier. This window could open automatically depending on the setup defined when creating the notes.

    Notes are limited to a screen inquiry and cannot be printed. See the Notes documentation for more information.

     

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    Reports

    By default, the following reports are associated with this function :

     SIMFACFOU : Simulation supplier invoices

     FACTRSF : Supplier invoice list

    This can be changed using a different setup.

    Specific Buttons

    The following fields are included on the window opened through this button :

    Grid Open item edit

    • No. (field NUMLIG)

     

    • Due date (field DUDDAT)

    Open item payment due date.

    If the MAXPD - Maximum period (companies) activity code is activated, a warning message is displayed if the last due date is greater than the period specified, depending on the case, at the level of the following parameters or of the Contractual period possibly specified at the BP level.

    Payment method associated with the due date line.
    The payment method defines the payment means (check, cash, bank card, instrument etc.).
    It is managed in the payment methods table.


    • Amount (field AMTCUR)

    Amount of the open item line


    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.

    • Statement (field SOI)

    Statement indicator
    If this indicator is set to 'Yes', the open items calculated from the payment conditions are taken into account by the automatic generation processing of customer statements.


    • Pay approval (field FLGPAZ)

    Level of payment approval.

    Code identifying the unpaid dispute.

    • VCS number (field BELVCS)

     

    This field displays the pay-to supplier or the pay-by customer specified on the invoice. You can modify this information. If the open item line is split, the value on the first line is used.

    • Business partner address (field BPAPAY)

     

    • Payments (field PAYCUR)

     

    • Provisional payment (field TMPCUR)

     

    • Statement number (field SOINUM)

     

    • Bank account (field BIDNUM)

    The value of this number defaults from the business partner profile and the address code. The bank account number format is dependent on the bank location.

    For example, for an IBAN format, this field only contains the bank account number starting with the 5th character of the full IBAN.The prefix containing the country code and a control key is not included.

    To change the bank account number, select the Business partner from the Actions icon available in the field to access the business partner profile, and select or enter a different bank account.

    • IBAN code (field IBAN)

    This field displays the full IBAN, including a prefix with the country code and a control key, followed by the bank account number. If the IBAN prefix does not exist, this field remains empty.

    • Paying bank (field PAB)

    This field displays the paying bank linked to the Bank account field.

    Block number 2

    • Document total (field AMTTOT)

     

    • Payment total (field PAYTOT)

     

     

    Close

    This button is used to display or modify the open items associated with the current supplier invoice.

    This button is used to:

    • validate in accounting the supplier BP invoice in order to have its entry,
    • automatically create an expense for each supplier BP invoice line, upon invoice validation, if module Fixed assets is managed.
      SEEINFO When an invoice line is submitted to a manual analytical distribution (the $ character is displayed in the 'Distribution' field), this does not create one expense only for this invoice line, but as many expenses as there are manual distribution lines for this invoice line.
       
      Conditions for the automatic creation of an expenditure. These expenses can be inquired from the quick select list of Linked expenses.
    Conditions for the automatic creation of an expense

    For a supplier BP invoice line, an expenditure 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 Expenditure creation must be activated and an accounting nature must be specified for this account).

    Feeding of the expenditure fields

    The LAYOUTFAS expenditure table is loaded from the following tables:

    LAYOUTFAS

    Table

    Field

    Rule

    Company

    CPY

    PINVOICE

    CPY

     

    Site

    FCY

    PINVOICE

    FCY

     

    Reference

    CODLOF

    PINVOICE

    NUM

     

    Line number

    LINLOF

     

     

    Incremental number

    Invoice reference

    BPRVCR

    PINVOICE

    BPRVCR

     

    Product

    ITMREF

    PINVOICE

    ITMREF

     

    Supplier

    BPR

    PINVOICE

    BPR

     

    Document

    JOU

    PINVOICE

    JOU

     

    Exchange rate type

    CURTYP

    PINVOICE

    CURTYP

     

    Currency

    CUR

    PINVOICE

    CUR

     

    the invoice date

    DATVCR

    PINVOICE

    BPRDAT

     

    Allocation date

    DATIMP

    PINVOICE

    ACCDAT

     

    Invoice type

    TYPVCR

    PINVOICE

    INVTYP

     

    Geographic site

    GEOFCY

    PINVOICE

    FCY

     

    Currency rate

    RATCUR

    PINVOICE

    RATMLT(0)

     

    Description 1

    DES

    PINVOICE

    <invoice type> + BPRNAM

    Description 2

    DES2

    PINVOICE

    INVNUM

    When it is a credit memo

    Granted

    FLGGRA

     

     

    1.

    Subsidy amount

    FLGAMTGRA

     

     

    1.

    Link asset

    FLGLIKAAS

     

     

    1.

    Main expense

    FLGLOFMAI

     

     

    1.

    Addition source

    CPMCREORI

     

     

    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

    PINVOICE

    INVNUM

     

    Unit

    UOM

    BPSINVLIG

    UOM

     

    Quantity

    QTY

    BPSINVLIG

    QTYUOM

     

    Invoiced VAT rate

    RATVAT

    TABRATVAT

    VATRAT

     

    Collected VAT rate

    RATVATREC

    TABRATVAT

    DEDRAT

     

    Ex-tax amount

    AMTNOTCUR

    BPSINVLIG

    AMTNOTLIN

     

    VAT amount

    AMTVATCUR

    BPSINVLIG

    AMTTAXLIN1

     

    Collected VAT amount

    AMTVATRCUR

    BPSINVLIG

    DEDTAXLIN1

     

    Allocation

    DSP

    BPSINVLIG

    DSP

     

    Analytical dimensions

    CCE(0..20)

    BPSINVLIGA

    CCE(0..20)

     

    Detail line source

    LIGORI

    BPSINVLIG

    PIDLIN

     

    Validated

    FLGVAL

     

     

    1.

    Creation operator

    CREUSR

     

     

    GUSER

    Creation date

    CREDAT

     

     

    Date$

    Entry origin

    CREORI

     

     

    4.

    SEEINFO Note:

    • When the company is subject to the French legislation, the recovery VAT rate is not 100 per cent and the parameterVATAUTVAL - Automatic VAT validation(AAS chapter, VAT group) is set to No, you need to validate the VAT rates on the expense for it to be capitalized.The validation is performed by activating the Validated check box, which is only available and displayed on the expense as long as the validation has not been carried out.

    The following fields are included on the window opened through this button :

    • ISR reference line (field BVRREFLINE)

    Enter the ISR reference number from the ISR form of the invoice.

    If you use an ISR reading device, it must be configured to return the complete code line including spaces and control characters like "+" and ">".
    Refer to your ISR reading device user manual for more information.

    • Bank account number (field BVRBID)

    This field displays the bank details associated with the invoice.

    Close

    Click this action to open the ISR reference line entry screen. This is only available if the SWIPURBVR - Swiss ISR usage purchasing parameter (LOC chapter, SWI group) is set to Yes.

    This information entered is used to populate invoice fields and to search for the corresponding supplier BP account.

    If an ISR reference line already exists for a purchase invoice (GESPIH), this reference line is displayed for informational purposes only and cannot be changed. For a supplier invoice (GESBIS), the ISR reference line can be changed, but this re-initializes the invoices.

    Automatic processing of the ISR reference line
    1. Enter the ISR reference line from the ISR slip (ISR form) of the invoice in the ISR reference line field. If you use an ISR reading device, it must be configured to return the complete code line including spaces and control characters like "+" and ">".

      Refer to your ISR reading device user manual for more information.

    2. Validate the ISR reference line field by pressing Tab or clicking into the next field.
    3. The system analyses the reference line for type and format. If there are any errors, you receive a blocking message.
    4. For purchase invoices:
      The amount coded in the reference line is displayed in the Amount +tax field. You can only enter an amount for an ISR +. In other words, it is an ISR that does not include an amount. Or, you can manually enter the total tax amount in the Input tax total field.
      This value is used later to calculate the net total invoice amount.
    5. Click OK when you are done.
    6. Upon close, the automatic search for the supplier BP starts: The ISR customer no. in the ISR reference line is compared to those entered in the pay-to suppliers bank details. If a matching pay-to supplier is found, the search tries to find a matching supplier BP.
      Note: For a successful search, the pay-to supplier’s ISR customer no. must already exist in the supplier's bank data.
    7. Depending on the result of the supplier BP search, different actions are possible.
      • If several possible BPs are found, a selection screen displays where you can select the correct supplier BP account.
      • If no supplier BP is identified, the standard management screen of supplier BPs opens. In this screen, you can select a supplier or create a new one.
      • If only one supplier BP is returned by the search, no additional action is necessary.
    8. The invoice entry screen populates with the BP account which was found or manually selected. In addition, the supplier field is automatically validated.
    9. The validation of the supplier account field populates several other fields like payment term, etc. This follows the same behavior as if the supplier account had been entered manually.
    10. In the final step, the automatic processing performs the following actions depending on the context:
      • For purchase invoices (GESPIH): The total, net, and gross invoice amounts are calculated according to the values in the ISR reference line entry screen. They are automatically entered in the corresponding fields on the Management section.
      • For supplier BP invoices (GESBIS): The tax information and the calculation of the net and gross amounts are based on the standard tax rule for the supplier. A detail line for the invoice amount is automatically inserted on the Lines section. The G/L account for this line is taken from the supplier accounting code line 17

    You can now continue to enter additional details for the invoice as necessary.

    Implications on the payment process

    When using ISR forms for payments, you must include the following payment information:

    • The ISR reference number in the payment information.
    • The ISR customer number as the recipient’s bank account.

    For that purpose, there are specific processes for the ISR payments in the Sage X3 payment generation process if Swiss bank files are created:

    • The payment mode linked to the payment term must be ISR. The default payment term is taken from the supplier account settings, but can be changed manually for the invoice.
      It is not possible to use a payment term linked to an ISR payment method without entering an ISR reference line if the SWIPURBVR – Swiss ISR usage purchasing parameter (LOC chapter, SWI group) is set to Yes on the site.
    • When the bank file is created, the ISR reference line from the invoice is checked and the reference number is written to the bank file.
      The ISR customer no. is automatically be used as the recipient‘s bank account in the bank file.
      This overrides the BP default bank account or a manually selected BP bank account if the ISR customer no. belongs to a different bank ID.
    • The ISR reference no. cannot be transmitted for grouped payments, (i.e., paying several open items in one payment). Because of this, you receive a warning message in the Payment proposal if you select grouping of payments when Swiss sites and/or ISR payment methods are involved.

    This action is available if the KSW - Swiss legislation activity code is active and if the current site SWIPURQRC - QR code entry parameter (LOC chapter, SWI group) is set to Yes.

    Click this action to import the QR code content read by an ISR/QR reader. The data is verified and the gross amount is displayed, but cannot be modified. You can enter an input tax that can be used later to calculate the net amount.

    When you click OK, Sage X3 identifies the pay-to BP. If more than one bank account is found, you need to select one from the list. If no bank account could be found with the customer number or QR-IBAN, you can access the supplier maintenance and select or enter a new pay-to BP (and add the customer number in the bank details, if necessary).

    See the Swiss localization guide for detailed information on QR-bills.

    An ISR/QR reader or scanner is not provided by Sage nor is it a component of Sage X3.

    Menu Bar

    Zooms / Retentions on payment

    Zooms / Accounting Document

    This function is used to access the accounting journal generated further to the posting of the current supplier BP invoice.

    Zooms / Analytical Document

    When you define Accruals management for an invoice by selecting Periodic accruals on the line, the analytical journals can be accessed in display mode according to the automatic journal referenced in the GAUKIK2 - Expense accruals supplier inv. parameter (TC chapter, SVC group).

    Functions / Accounting Cancellation

    Functions / Invoice -> Credit

    This function is used to directly transform an invoice into a credit memo. The X3 software then requests the confirmation of the 'Creation of a credit memo invoice' and proposes:

    Header
    • An 'Invoice type': the invoice type is initialized by default with the 1st 'Credit memo' invoice type found in the Invoice type table;
    • A 'document no.' that is empty can be entered (case where a manual range is reserved) or will be automatically assigned on creation of the invoice
    • An automatic loading of the 'Invoice number' field with the original invoice number.
    • Other header information can be modified such as in the case of the modification or copying of the invoice.
    Line
    • An automatic pre-loading of the lines with GLs, the VAT postings and the analytical postings from the source invoice.
    • The line information can be modified such as the modification or copying of the invoice.
    • It is also possible to completely delete one or more lines.

    Address / Billing Address

    Presentation

    This function can only be accessed if the SPAVAT Spanish VAT parameter (LOC chapter, SPA group) is active.
    Information can be modified regardless of the invoice status and even after validation of this invoice.
    The entry of customs information is not mandatory.

    Close

     

    Fields

    The following fields are present on this tab :

    SCD reference

    • SCD date (field SPACUSDAT)

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

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

    It makes it possible to enter the date on which the operation is carried out through customs.

    SEEINFOWhen the field can be entered, it can still be changed, even though the invoice has been validated.

    • SCD reference (field SPACUS)

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

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

    It makes it possible to enter the name of the customs agency through whom the operation is carried out.

    SEEINFOWhen the field can be entered, it can still be changed, even though the invoice has been validated.

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

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

    It makes it possible to enter the supplier of the original invoice received by customs.

    SEEINFOWhen the field can be entered, it can still be changed, even though the invoice has been validated.

    DER code

    • DER code (field SPADERNUM)

     

    Close

     

    Address / Payment address

    Address / Payment address

    Option/Journal traceability

    Click this action to access the Journal traceability function and view or browse through the hierarchy of documents at the origin of, or coming from, the relevant document.

    This function does not work for 'Supplier BP invoices': If you select this entry type and enter the entry number, you will view the information from this entry only, regardless of the direction of the search.

    To access the generated entries, use the actions available in the Zoom menu.

    Error messages

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

    'XXX: This is not a financial site'

    The site selected for the invoice record is not defined as a financial site. Therefore it cannot receive accounting entries.

    'Period not open'

    The posting date for the invoice is incorrect because it does not fall in an open period range for the company.

    'Incorrect date'

    The invoice posting date is incorrect because it falls in a fiscal year that is not yet created or it does not correspond to an actual date. This same message also appears if the start/end dates for the duration of the service (see the Lines tab) are inconsistent.

    'BP incompatible with the collective account'

    The choice of the control account for the invoice posting is incorrect because it must be of Customer type rather than Supplier, Sales Rep, etc.

    Similarly, at the invoice line level, the BP and the control account must be of a compatible type.

    'Credit memo without invoice number'

    This is a simple warning message that the credit memo being entered has not been linked to an invoice. Indeed, it is not mandatory to link a credit memo to an invoice, no matching is generated upon credit memo validation.

    'Invoice in XXX currency'

    The invoice identified as the source of the credit memo is invalid because the characteristics of these two elements must be identical as far as the currency is concerned.

    'Invoice of XXX customer'

    The credit memo cannot be linked to an invoice where the bill-to customer is different.

    'Invoice on XXX control account'

    The credit note cannot be linked to an invoice whose control account is different.

    'Invoice on XXX site'

    The site to which the credit memo posting invoice is attached does not correspond to the site of the credit memo.

    'Invoice not validated'

    The choice of the credit memo posting invoice is not correct as long as the invoice is not validated in accounting.

    'Line n Dimension: 'Dimension mandatory on dimension type X'

    The analysis having been defined as mandatory for dimension type X and since the account structure called and executed does not contain any analysis for this dimension type, the invoice lines are pre-loaded without the analysis even though they should contain it.

    'XXX: Account reserved for site XXX'

    The site linked to the account is not compatible with the invoice posting site.

    'Account class prohibited on this document type'

    The account selected for the invoice line posting must not be defined as Exceptional. It can be Revenue, Expenses, BP, etc.

    'Not possible to determine the collective account'

    As soon as the invoice line relates to a BP, it is necessary to define the auxiliary BP and the associated control account.

    'XXX: Validity dates exceeded'

    The account/nature/distribution key/dimension validity dates are incompatible with the invoice posting date.

    'VAT tax type'

    In the Tax 1 and Tax 2 fields in the VAT entry screen for the line, only the Additional or Special type tax codes can be used.

    'This is not a VAT type tax'

    Conversely, in the VAT field of this entry screen, as well as in the VAT field of the invoice line, the only VAT codes that are authorized are those of the VAT type.

    'XXX: Nature reserved to site XXX'

    The site linked to the nature is not compatible with the invoice posting site.

    'Distribution reserved for site XXX'

    The site linked to the analytical distribution is not compatible with the invoice posting site.

    'Distribution total incorrect'

    The analytical distribution (amount) that has been entered cannot be validated because the total of the distributed amounts does not correspond to the invoice line amount.

    'Distribution line no. 1: YYY Dimension reserved for site XXX'

    The choice of analytical allocation key is incorrect because one of the dimensions contained in it is linked to a site different to the invoice's.

    'XXX: Prohibited with the nature'

    The analytical dimension used is not accepted because the combination of this dimension with the analytical nature of the line has been defined as prohibited.

    'XXX: Prohibited with the dimension XXX'

    The analytical dimension entered is not compatible with the other dimension entered. The combination of these two dimensions has been defined as prohibited.

    'Dimension mandatory on dimension type X'

    The posting on dimension type X having been defined as mandatory, the field must be entered.

    'Mandatory field'

    Some of the fields must be entered for the invoice posting to be carried out: the site, the customer code, the invoicing currency, the pay-by BP.

    'Tax inc. less than the Tax-excl.'

    This non blocking warning message simply warns the user that the Tax inch. amount entered in the invoice header is less than ex-tax amount. Both amounts can be modified as long as the journal is not performed.

    '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
    The DBS directory is in read-only mode, remote SYSDBA connections are impossible. '

    This warning message is displayed upon validation when the following conditions are met:
    - the Fixed assets module is managed.
    - an account is tracked and the other is not.
    When you select Yes, the expense is not created but no error is generated. When 'no' is chosen the validation stops and an error occurs.

    'Field error' 'Invoice Type'
    'IN1 [LEG 1] : Document type IN2 : Record does not exist for the current legislation [LEG 1]'

    This message is displayed when the legislation of the entry type linked to the invoice type does not match the invoice legislation.

    Tables used

    SEEREFERTTO Refer to documentation Implementation