Supplier intercompany 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.
Specificities linked to supplier intercompany invoices
- This function is available only if the INTCO - Intercompany transactions activity code is active.
- Invoices can be generated only if the selected company has INTCPYINV - Intercompany invoices (TRS chapter, INV group) set to "Yes".
If the company is set up for intercompany invoices, a reference to a target company, site, and the dimensions for each line can be entered.
If the target company does not match the source company, the general ledger accounts associated with the target company will be used along with the target company dimensions.
The following occurs if the target company entered on the line is not equal to the source company:
- The first account column is linked to the COA of the target company main general ledger.
- For the subsequent COA columns, an entry is made only if there is a COA for this ledger type in the accounting core model of the target company. If not, then the column will be skipped.
- Only the dimension type codes associated with the displayed/entered ledgers can be entered. If the ledger is not displayed, then the dimensions for the target company cannot be entered.
An error will occur if dimensions are required for the analytical ledger and the source company does not include an analytical ledger, but the target company does.
- For the column name, the COA name of the source company ledger will always display even if it is different than the target company.
When the invoice is posted, separate journals are generated in the source and target companies using the designated debit and credit accounts from Intercompany account mapping.
Prerequisites
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.
Deleting intercompany invoices is allowed only if the SIVSUP - Invoice/journal deletion parameter (TC chapter, INV group) is set to "Yes" for all companies (source and target).
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
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. |
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| Invoice type code referencing the invoice category as well as the entry structure used upon accounting validation of the invoice. |
| If the number is left blank, it will be automatically assigned upon validation. |
Block number 2
| 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. |
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| 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). |
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Intercompany invoicing example
One company (source) pays health insurance for itself and another company (target). A portion of the invoice is an expense of the source company and a portion of that invoice is due to the source company from the target company. When the invoice is entered in the system, the invoice lines in source Company A is as follows:
Company | Site | Legal | Amount | Description |
B | B1 | INSURANCE | 300.00 | Using account in Company B |
A | A1 | INSURANCE | 700.00 | Using account in Company A |
The invoice is entered in the source. When the invoice is posted in Company A, the resulting journal entries are as follows:
Company A
Site | Legal | Debit | Credit | Description |
A1 | INSURANCE | 700.00 |
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A1 | DUE FROM COMPANY B | 300.00 |
| Debit source GL account |
A1 | ACCOUNTS PAYABLE |
| 1000.00 |
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Company B
Site | Legal | Debit | Credit | Description |
B1 | INSURANCE | 300.00 |
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B1 | DUE TO COMPANY A |
| 300.00 | Credit target GL account |
Supplier Invoice with tax on line example
When the line associated with the intercompany transaction is taxable, the calculated tax should be based on the target company.
When the invoice is entered in the system, the invoice lines in source Company A is as follows:
Company | Site | Legal | Amount | Tax on line | Amount |
B | B1 | INSURANCE | 300.00 | 30.00 | 330.00 |
A | A1 | INSURANCE | 700.00 | 70.00 | 770.00 |
The invoice is entered in the source. When the invoice is posted in Company A, the resulting journal entries are as follows:
Company A
Site | Legal | Debit | Credit | Description |
A1 | INSURANCE | 700.00 |
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A1 | DUE FROM COMPANY B | 330.00 |
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A1 | Tax (line 2) | 70.00 |
| Source Company COA for Tax accounting code |
A1 | ACCOUNTS PAYABLE |
| 1,100.00 |
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Company B
Site | Legal | Debit | Credit | Description |
B1 | Tax (line 1) | 30.00 |
| Target Company COA for Tax accounting code |
B1 | INSURANCE | 300.00 |
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B1 | DUE TO COMPANY A |
| 330.00 |
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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,
- 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. See the documentation on Invoices on hold for further information.
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Fields
The following fields are present on this tab :
Detail
| Enter the invoice date. This field defaults to today's date. |
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| 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. |
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| 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. |
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| This invoice is the one to which the credit memo is allocated.
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| Field linked to the Belgian legislation. 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:
In the case of purchase invoices and supplier BP invoices, the encoding number is controlled and can be entered. It is performed:
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Block number 3
| No help linked to this field. |
| Enter the VAT management type associated with the supplier invoice. 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. |
| 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.
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| Field subject to activity code: KPO - Portuguese localization |
| Field subject to activity code: KPO - Portuguese localization |
Open items
| Indicate whether the tax rule is subject to autoliquidation. |
| This field indicates if the entry generated by the invoice is to be taken into account in the declaration of fees or not. |
| No help linked to this field. |
| 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. |
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| 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. |
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| 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. |
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| 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. |
| 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. |
| 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
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| 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. 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. See the documentation on the default dimensions.
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Fields
The following fields are present on this tab :
CAI assignment
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Grid Details
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| 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. Specificities linked to intercompany invoices (GESBICI and GESBISI functions protected by the activity code INTCO - Intercompany transactions):
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| No help linked to this field. |
| The choice of accounting allocation is determined by:
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| This field is used to specify if an invoice line is subject to discount.
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| Enter in this field the ex-tax amount of the recorded operation. |
| 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. |
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| No help linked to this field. |
| Depending on the journal setup, a different accounting process can be performed based on the purchase type. |
| Deduction at source code. |
| It is possible to manually enter a comment on the line. By using:
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| This field is displayed only if the following conditions are met:
This field is initialized:
It can still be modified if it is set up to accept entries at entry transaction level and if the invoice is not validated. |
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| 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). |
| After invoice validation, the project reference the invoice line is allocated to can no longer be modified. |
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| Defined here are the allocation methods for the line amount on the different dimensions of each dimension type. These methods are defined as follows:
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 %. |
The setup determines if the analytical dimensions can be modified. They are initialized based on the setup of the default dimension.
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
| The discountable base is only displayed if the two following conditions are met:
The discountable basis depends on:
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Account
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Account inquiry
AFC/GESBIC/40/405
Statistical codes
AFC/GESBIC/40/410
Periodic accruals
AFC/GESBIC/40/415
Account structure
AFC/GESBIC/40/420
Action icon
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.
Intercompany dimensions
The Intercompany dimensions window will automatically appear if different dimensions are found between the source and target company, or by selecting Dimensions from the right-click menu on the line.
If the source and target companies use the same ledger and exactly the same dimension type and number, the Intercompany dimensions window is not used.
This window is used to enter the target company’s dimension type values when the dimension types are different between the source and target company.
Only the dimension types associated with the displayed/entered ledgers can be entered. If the ledger is not displayed, then the dimensions for the target company cannot be entered.
Up to 20 dimension types can be displayed in the Intercompany dimensions window.
An error will occur if dimensions are required for the analytical ledger and the source company does not include an analytical ledger, but the target company does.
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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
Block number 2
Close This button is used to display or modify the open items associated with the current supplier invoice. |
This button is used to:
Conditions for the automatic creation of an expenseFor a supplier BP invoice line, an expenditure is created when the following conditions are met:
Feeding of the expenditure fields The LAYOUTFAS expenditure table is loaded from the following tables:
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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.
If using the intercompany feature, all general ledger entries generated after posting the intercompany invoices are also displayed and the document can be viewed.
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
Accounting cancellations for intercompany invoices are allowed only if the POSTINVSUP - Invoices account. deletion parameter is set to Yes for all companies (source and target).
When the cancellation is done, all of the journal entries linked to the cancelled intercompany invoice must be deleted.
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.
Functions / Customs information
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.
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Fields
The following fields are present on this tab :
SCD reference
| This field is displayed only if the following conditions are met:
It makes it possible to enter the date on which the operation is carried out through customs.
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| This field is displayed only if the following conditions are met:
It makes it possible to enter the name of the customs agency through whom the operation is carried out.
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| This field is displayed only if the following conditions are met:
It makes it possible to enter the supplier of the original invoice received by customs.
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DER code
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Address / Billing address
Address / Payment address
Option/Entry 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.