Invoices
The purpose of this function is to check all invoices and credit memos coming from the suppliers.
After recording invoices, you can generate the corresponding accounting entries directly by clicking Validation, or program the validation for later using the corresponding function. See the documentation on the Invoice validation for further information.
Various elements can be managed by this option:
- The invoices, referring to orders and/or receipts. These invoices are checked by reconciliation with:
- receipts already entered,
- orders not received yet,
- orders without receipts (general purchases).
- Additional invoices, which can be allocated to ordered products (except on subcontract orders), or to shipped, received and/or invoiced products. These invoices can only come from:
- the supplier of the goods in the case of an additional invoicing, for instance,
- a business partner other than the supplier of the goods, in which case the invoices must be assigned to products (e.g.: for freight charges or customs expenses).
- Credit memos. It can be:
- a total credit memo. This credit memo corresponds to an invoice cancellation. The stock valuation of products remains the same as the receipt valuation.
- a partial credit memo in the event of a dispute on the invoiced price or invoiced quantity. The stock valuation is adjusted.
- a credit memo on return related to a recorded return. For information, a credit memo on return linked to a supplier receipt always impacts the stock entry of the original receipt (and not the stock issue relative to the return).
When the Fixed assets module is managed in the folder, the invoice validation triggers, when all the conditions are met, the automatic creation of an expense for each purchase invoice line (the expense creation terms are detailed below). The Linked expenses list displays the generated expenses. After selecting an expense in this list, you directly access the expense management function.
Prerequisites
Refer to documentation Implementation
Screen management
The layout of the entry screen depends on the setup of the chosen transaction.
If only one transaction is set up, no choice is provided. If several transactions are set up, a window displays the list of the transactions you are authorized to use
The recording of supplier invoices is subdivided into three stages:
- The entry of the general information in the invoice header, including the invoicing elements (charges, freight, packing, discount, rebate etc.), the total excl. tax of the product lines and the total amount of taxes.
- The entry of those lines that can be limited to a single taking into account, in full or in part, of the orders, receipts returns or invoices. You can easily select these entries in the dynamic lists of the selection panel.
After taking this into account, the invoice lines are preloaded with the information on the concerned orders, receipts, returns or invoices. The manual creation of specific lines along with the modification or deletion of the preloaded lines are always an option.For additional invoices, you cannot use the selection panel lists: you can either enter the lines manually or simply preload the lines from the Actions icon.
- Final checking with discrepancy management and potential posting or putting on hold.
Header
Presentation
In this header, enter the general information of the invoice such as the invoicing site, supplier code, date, etc.
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Fields
The following fields are present on this tab :
Block number 1
| Code of the invoicing site, initialized by default with the financial site associated with the operator's purchase site. This site must be an accounting site. The proposed site is modifiable and can be chosen from the list of sites authorized for the operator. This field MUST be assigned. |
| The invoice type is used to identify the invoice category and define different invoice categories. The invoice type is associated to a type of journal for which a counter (manual or automatic) is specified. A control is performed in order to verify the consistency between the legislation/the group for which the specified invoice type is defined, and the legislation and group of the company of the invoicing site. |
| The order number allows the order to be identified in a unique way.
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| This date represents the accounting date of the original transaction. This date corresponds to the date of the accounting entry. The accounting date makes it possible to determine the posting period for the accounting entries. It is initialized by default to the current date and it is modifiable based on the value of the parameter PIHACCDAT - Accounting date modification (ACH chapter). A checking is systematically performed on this date in order to make sure that it belongs to an existing, open fiscal year.
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Block number 2
| This field indicates the invoicing supplier issuing the invoice. |
| 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). |
| This field indicates the company name of the invoicing supplier. It cannot be modified. |
| This field is initialized by the level of the user's payment approval and it can be modified provided that it has been assigned a corresponding value at at lower level. |
| This field contains the possible reasons for the variances that can exist between the supplier invoice and the invoice calculated by the system. |
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Tab Management
Presentation
In this section, you can find the sales conditions displayed in the invoice header, such as the payment terms, delivery method, carrier, etc.
Most of this information is initialized by default and is modifiable.
Load and Sales accruals
The start and end fields for the service provision period are used in the accounting processing of Accruals.
These fields can be accessed in the header and their content is automatically transferred to the invoice lines if the SVC - activity code is activated.
Interactions between the header and line dates:
- In line creation, the values entered in the header are reused.
- In creation or modification of an invoice, if there is at least a line, a message to confirm the update is displayed:
- when confirming the update, all service provision dates of the lines reuse the values entered in the header.
- otherwise, only the invoice lines without dates are concerned.
- The modification of the dates of a line does not have any impact.
If the SVC - Periodic accruals activity code is active and the SVCFLG - Accruals generation parameter (TC chapter, SVC group) is Yes, the following conditions apply:
- In the header, you cannot modify the period start and end date fields.
- in the line, it is possible to:
- You can enter the values for the start and end dates, number and period type.
- Select Period accruals from the Action icon menu and enter values in the Accruals managementscreen.
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Fields
The following fields are present on this tab :
Source
| This field indicates the date of the supplier invoice: the date mentioned on the received invoice provided by the supplier. |
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| This field displays the invoice number mentioned on the supplier invoice. |
| This field is initialized with the paid supplier stemming form the supplier record or with the paid supplier present on the first document selected by picking. |
| This field indicates the currency in which the invoice prices are expressed. |
| This field is initialized by the invoicing supplier exchange rate type. |
| An exchange rate between the movement currency and the company currency can be directly entered. The values porposed are those croming from the exchange rate type and the invoice date. |
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| This field is only entered for credit memos. It contains the invoice number on which the credit memo automatically displayed on each line of the credit memo. |
| The Incoterm codes, set by the International Chamber of Commerce, seek to standardize the terms the most used in the international commerce by defining the respective responsibilities of the seller and the buyer agreed upon on establishement of the sales contract by a unique word similarly understood throughout the world. The Incoterm code, controlled in Incoterm table is used in the INTRASTAT file (Exchange of goods declaration). It can also be used to define the price lists. When creating an order, a receipt or an invoice, the incoterm code is initialized with the incoterm code defined by default for the supplier or with the original document. It is possible to access, by tunnel, to the management function of the incoterm. However, the choice of the incoterm can no longer be modified if a product managed with a cost structure is entered in the document.
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| It is the city associated to some types of incoterm. For example: FOB Le Havre. A selection window is used to choose a city listed in the system. It is however possible to enter a city that is not listed. |
| 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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Payment and management
| Use this field to enter a project code.
The project code you enter on the document header is used to initialize the project code of the document lines and can be modified. In case of document transformation, the project code entered on the header is only used as the default values of lines with no project code. If you modify the header project code, a dialog box opens and suggests to transfer this code to the lines of the document, according to the following options:
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| This field contains the internal reference of the supplier invoice. This free field is used to enter a number or an indication to identify the invoice. For instance: a counter number assigned to the invoice upon its arrival in the company. |
| This date is used as the basis to calculate the open items. A code at supplier level is used to mention whether this date is initialized by default to the receipt date or to the invoicing date. |
| It is the date of the first deadline for the invoice. |
| The payment conditions describe the calculation rules of the open item dates in journal entry (orders, invoices and credit memos). The calculated open items can be multiple and with multiple payment modes.
The date used as the calculation starting point can vary with the context (invoice date or receipt date) and it is modifiable in entry mode. It remains modifiable on entry. Specificities linked to inter-companies: for an intercompany invoice generated from a sales invoices, the payment condition is intialized from the one of the sales invoice. |
| The discount code is used to identify a series of discount and charge rates to be applied to a payment according to a number of early or late days with respect to the due date. Specificities linked to inter-companies: for an intercompany invoice generated from a sales invoices, the payment condition is intialized from the one of the sales invoice. |
| This is the tax rule of the invoice. The tax rule is initialized by the tax rule of the invoicing supplier or by the tax rule entered on the first document selected. A tax rule represents the tax territoriality principle, in other words, the calculation rules to be applied to determine the tax amount. As a general rule, by crossing a tax rule linked to the BP with a Tax level, you can determine the tax code to be applied to the document line and so, to the entry line. Specificities linked to inter-companies: for an intercompany invoice generated from a sales invoices, the tax codes of the purchase invoice lines are recovered from:
You can only enter one tax rule consistent with the legislation and group of the company at the given site. |
| This field is initialized to yes if the selected supplier is a contractor. |
| Enter the start and end ranges of the service provision period.
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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. |
| 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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| Field subject to activity code: KPO - Portuguese localization |
| Field subject to activity code: KPO - Portuguese localization |
Grid Invoicing elements
| This field indicates the number of the invoicing element identifying the associated amount (Charges, freight, packing, discount, etc.).
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| This field indicates the short title of the invoicing element. |
| This field indicates the amount of the invoicing elements displayed on the suplier invoice. |
Grid Analytical
| This table is used to enter or view the dimension types, depending on the parameters of the invoice check entry transaction. |
| This field repeats the title of the dimension type. |
| These are the analytical dimensions initialized based on the setup of the default dimensions (PIH dimension code). These dimension codes can be modified manually if authorized by the transaction. |
Amount and status
| This field indicates the tax ex. total of the invoice lines entered using the information on the invoice provided by the supplier. |
| This field indicates the total amount of taxes entered using the information on the invoice provided by the supplier. |
| The total tax-incl amount is the total amount calculated by the system using the elements from the system. |
| This field indicates the status of the invoice:
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| The Three-way match status field has the following values:
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Comments
| This field is used to enter comments where the first line can be taken as a label for the posting according to the parameters of the automatic journal (PIHI for the purchase invoice or SIHI for the sales invoice). |
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Tab Lines
Presentation
The fields to be entered depend on the entry transaction. The non-enterable fields are initialized to default values.
Invoice lines can be:
- Preloaded automatically from a specified source document such as a receipt, shipment (only for additional invoices) or order
- entered manually.
In both cases, the selection list for documents selection which constitutes the invoice excludes those which date is later than the invoice date.
Preloading of the lines:
The choice of the source document used for preloading lines depends on the type of invoice processed:
- For an invoice, you can choose to preload:
- The order lines
- Or the receipt lines
from the selection panel lists. - For an additional invoice, click Additional invoice preloading from the Actions icon.You can choose to perform the preloading from:
- existing invoice lines,
And/or order lines, excluding subcontract lines without WO The displayed lines are only those that are not received, not invoiced and not closed.
- and/or receipt lines.
- and/or shipment lines.For further information on the specificities of additional invoices, see Additional invoice preloading.
- For a credit memo on an invoice or additional invoice, select the existing invoice/additional invoice lines in the Invoice selection panel.
- For a credit memo on a return, the preloading is carried out from the return lines pending credit memos included in the Return list of the selection panel.
To filter the selection lists of documents, click Picking criteria to enter your selection criteria.
Direct entry of an invoice line:
When the user directly enters an invoice line without requesting an automatic pre-loading, they will need to enter additional information:
Origin
The source is used to stipulate the document type at the origin of the invoice line: order, receipt.
The 'miscellaneous' source is used to manage direct invoices. This can be a purchased or immediately consumed product with no link with an order or receipt. Example: a restaurant or vehicle-recovery bill.
Number
It is the original document number that can only be entered if the Source is: Miscellaneous.
Line
This field contains the number of the order, receipt or invoice line, depending on the source document. In the case of an open order line, you cannot enter this number directly: use the Action icon to select the relevant line.
Product,
The product reference can only be entered when there is no link to an existing document such as an order or a receipt. The contextual menu is used to select a product either via its internal reference or its reference at the supplier.
Quantity
When the line is pre-loaded, you can modify the invoiced quantity. An option is available to mention if:
- it is a partial invoice,
- The order/receipt line needs to be closed.
The New cost and Load information can be accessed in the case of an additional invoice.
For further information see above the Additional invoices preloading.
The other information such as the price, the analytical postings of the line, the purchase type etc. can also be modified depending on the transaction setup.
The Actions icon at the beginning of the line offers the following possibilities:
- Zoom onto the original document
Fields
The following fields are present on this tab :
Block number 1
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| This field is used to stipulate the document type at the origin of the invoice line. In the case of a preloading, it is automatically assigned.
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| This is the number of the original document (order, receipt, return, invoice) corresponding to the line to be invoiced.
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| In this field, enter the line number of the document at the origin of the invoice line. In the case of a preloading, this number is automatically assigned. |
| Help common to the Order, Invoice and Buyer plan functions.
The entry of the product is used to initialize the Description fields that can be modified.
For products managed in stock, it is possible to take into account the suggestions coming from the MRP calculation or those from the statistical reordering calculations as well as the purchase requests. For products not managed in stock, only potential purchase requests can be taken into account. In the case of subcontract products, the subcontract orders generated by manufacturing releases are the ones to suggest what purchase to perform. To order a subcontract product, requirements must exist. Otherwise, an error message will display upon entering the product reference.
Requirement selectionWhen entering an order and depending on the entry transaction used, if there are purchase suggestions, subcontract orders or purchase requests for the entered product, a window can automatically open to suggest that requirements be taken into account. This window is displayed after entering the product reference, or if the product is of the 'Service' category, after selecting the Product type (service or subcontract), when modifications are available. Notes:
If you do not want to take into account the requirements, simply cancel this window to return to the line entry (except for sub-contract products where the selection of the requirement is mandatory). If you want to take requirements into account, select them in the corresponding window. This window shows the supplier code and name and the product code concerned along with its standard description. To view the requirements on all sites, including the sites where the product-supplier is blocked, select the All sites check box. Otherwise, leave the check box cleared or only the requirements of the receiving site will be displayed. If the receiving site is empty as a consequence of the supplier being blocked on the Product-site record, the requirements of the default receiving site are displayed. Likewise, you can adjust the display of the requirement lines according to the criterion of back-to-back orders. A date can also be entered to limit the proposition in time. This date will be applied by default to the requirement end date, but it can be applied to the requirement start date according to the Requirement selection section. If no date is specified, all suggestions, purchase requests or subcontract orders are suggested. Click Criteria to enter sorting criteria and additional selection criteria, including the entry of ranges related to the project code, the document or the original document, and a filter on the suggestion type. You must then enter the unit in which the requirements quantities must be expressed. By default, the stock unit is suggested but it can be modified if it was picked in one of the following units: Purchase Unit, Packing unit, Stock unit of the product. Requirement lines are then displayed with, for each one:
After entering the unit, you can automatically enter the quantity to be taken into account, which is the only information that can be entered on this screen. If you want to sort the suggested list by requirement start date (default sort), by requirement end date or by site, you have to exit the entry mode and use the Actions icon to choose the required sort. At this stage, if the requirement line is taken from a purchase request, you can also tunnel access the purchase request for inquiry. The suggested quantity taken into account can be modified on the condition that the quantity entered is less than or equal to the requirement quantity, which can be the case if, for instance, you wish to take into account only part of the requirement. If you wish to exclude requirement lines, enter a null quantity. Click the Actions icon to select the total requirement quantity. For subcontract products, always enter the required quantity in the screen dedicated to the taking into account of requirements. In fact, the creation of an order line for a subcontract product can only be made by consuming subcontract requirements. It remains possible to order a quantity greater than the requirement expressed by the manufacturing service. To do so, modify the ordered quantity once the order line has been generated. For products managed by direct back-to-back order, the quantity cannot be modified. Purchase back-to-back orders are prohibited when the PURCTLPRI0 - Purchase price existence control parameter (ACH chapter, PRI group) is set to 'Control' and the product has no price:
Once this process is complete, if when entering the product, you have previously selected an invitation to tender response, an additional check is carried out and a warning message appears when the total requirement quantity is less than that mentioned in the response. You can cancel or proceed with your entry. In addition, another message allows you to decide if the order lines must be valued or not at the price entered in the request for quote response. After validation, requirement lines taken into account are then sorted by product, by site, by supplier, and by project code and then lines are grouped by site, by analytical dimension, by project code and by description for generic products. Subcontract requirements are never grouped. By using an entry point, it is possible to modify the grouping of the these orders (see the entry point ECLBESOINS). For order lines generated from a requirement linked to a purchase request, after creating the order line, click the Actions icon to view all purchase request lines that have not be consumed. An inquiry screen appears and by tunnel it is possible to access each of the associated purchase requests. When the requirements taken into account in an order line concern more than one purchase request, it will not be possible to reduce the order line quantity (however it can be increased). When the requirements concern a single purchase request and the quantity is reduced, this reduction will update the WIP quantity in the purchase request and the order, as well as the consumption information in the purchase request. It will also update the precommitments if necessary. Inter-company specificities: Inter-site orders: You can only enter products of the Received / Deliverable type. Inter-company orders: You cannot enter a product of the Received / Not deliverable type. For the same inter-company purchase order, the product of the first entered line determines the category of the generated sales order. A control is applied to the type of each product that you add so consistency is ensured at the level of the sales order category.
When creating a purchase order, even if you delete the product on the first line, the sales order category defined is kept as long as the table contains at least one line. In order to reinitialize the sales order and its category, you must delete all the entered lines. When modifying a purchase order, if the sales order has already been generated, its category can never be modified, even if you delete all the purchase order lines. You can only enter products of a type compatible with the initial category. However, if the sales order has not been generated yet (e.g. if the signature management is active and the purchase order has not been signed yet), you can delete all the lines, enter a product line of any other type and finally modify the category of the sales order to generated, if needed. The subcontract products are not allowed for this type of orders. |
| This is the description translated into the supplier's language. When the order stems from an other document, the standard description is inherited from the source line. |
| This is the description entered on the product record. This description is transferred from the sales invoice to the purchase invoice in case of inter-company invoicing. When the invoice stems from another document, the standard description is inherited from the source line. |
| You cannot enter the product type:
Inter-company specificities: in the case of an inter-company invoice, the product type is derived from the source purchase document if this type specified. Otherwise, it is automatically determined as a Standard type or Service type, based on the given product. |
| This is the invoicing unit. This unit is fed by the supplier purchase unit or by the purchase unit of the original document. |
| This is the invoiced quantity expressed by default in purchase unit. The initialization value of this quantity depends on the PIHQTYAQR - Invoiceable quantity parameter (ACH chapter, INV group). |
| This is the unitary net price for the receipt line calculated from the gross price affected by any discounts and charges. This information cannot be accessed.
If the entered price is null, a message appears to request confirmation. However, this message is not displayed for the components of a BOM, for free items and for deliveries not to be invoiced. A process for the Free items is triggered at the end of the delivery line. This processing generates all the free product lines (Gross price and discounts set to 0). If the value of the FOCPRI - Free product valuation parameter (VEN chapter, PRI group) is ‘Yes’, a price list search is triggered for the free item to assign it a gross price. The assigned price is compensated for, either by a line discount in percentage or a line discount in amount (according to the order of discounts) to obtain a zero net price. When you click Create to save the delivery, and based on the value of the GRPPRI - Grouped price lists parameter, a message can be displayed, suggesting that a new price list search is run to determine the specificities globally linked to the delivery. At the end of the processing, the following can be generated on some product lines:
When there is a difference between the receipt cost and the invoice cost (if the invoice line comes from a receipt line) and if the invoice setup PIHCPR- Price adjustment has "With approximation coefficient" as value, the value that can be impacted on the stocks (if the management of the adjustments of the entry stock value) will be determined by impacting the net amount of the invoice line by the landed costs calculated in the receipt line. |
| This field indicates the line ex-tax amount: if a quantity has been entered on the line, this field is the result of the multiplication of the net price per unit by the quantity. |
| This is the currency in which the amounts displayed in the previous columns are expressed. This information cannot be accessed. |
| The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
Only one method can be used, the choice of this method is performed at the level of the product management. This field is used to impact the net amount of the invoice line by including costs that have been previously estimated. The presence of this field depends on the entry transaction used.
This information can never be modified.
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| The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
Only one method can be used, the choice of this method is performed at the level of the product management. The presence of this field depends on the entry transaction used. When it is displayed, this value is expressed in the company currency. It can never be modified. The taking into account of landed costs in the invoice is however subject to parameter PIHCPR - Invoice price adjustment:
To display this calculated landed costs amount, click Line cost from the Actions icon available on the line. This amount is presented on the Cost detail tab on the Undetailed costs table. |
| The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
Only one method can be used, the choice of this method is performed at the level of the product management. A cost structure details all the costs that are considered as fixed costs and can be identified at the time of the purchase. These costs are expressed in the currency of the company.
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| This information, which cannot be modified, is displayed if the transaction authorizes it. The purchase cost per unit, which cannot be modified, is expressed in the company currency. It is equal to the result of the following calculation: Line purchase cost / Quantity (in STK)
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| The purchase cost corresponds to the amount totaling the stock cost and the costs that remain payable by the buyer and are not used for stock valuation (transportation cost, non-deductible taxes, etc.).
Parameter PIHCPR is set to:'With landed costs':
Parameter PIHCPR is set to:'Without landed costs'
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| This is the stock cost per unit of the product, expressed in the currency of the company. Its calculation method varies according to whether or not the landed costs are taken into account (parameter PIHCPR - Invoice price adjustment, chapter ACH, group INV). Parameter PIHCPR is set to: "With landed costs" :
Parameter PIHCPR is set to: "Without landed costs" :
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| This field, which cannot be modified, is displayed if the transaction authorizes it. Its calculation mode varies according to the method used to value the landed costs:
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| This is the currency in which the stock is valued (accounting currency of the company). The stock cost per unit and the order unit price are expressed in this currency. |
| 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. |
| The project code of the document line is initialized with the header code and in case of document transformation, with the code of the selected document lines. The following lines can have a different project code. If you modify the header project code, a dialog box opens and suggests to transfer this code to the lines of the document, according to the following options:
In modification mode, the management of this code depends on the value of the CTLOPPCOD - Mandatory project control parameter (TC chapter - MIS group).
When an analytical dimension type is used for the Project management tracking, then any modification of the project code made at header level will be redistributed to the lines; if the modification applies to a document line, then the dimension code of the dimension type will be reset. This reinitialization is compliant with the Default dimensions setup. Inter-company specificities: for inter-company invoices, the project code is not recovered from the sales invoice line but from the purchase receipt line or from the line of the source purchase order. |
These fields indicate the purchase accounting accounts. The charts of accounts that can be accessed depend on the account core model associated with the company of the movement. If these fields are not entered the account will be automatically determined by the accounting code for the product according to the setups for the automatic journal. When entering a direct invoice with a line of Miscellaneous type and without product code, the account is initialized by the purchase account of the supplier. |
| The presence of this information depends on the transaction setup. |
| This is the allocation processing key for the invoice line. |
When entering an invoice line, the analytical dimension are initialized based on the setup of default dimensions (PID code). These dimension codes can be modified manually if authorized by the transaction. If the invoice line originates from a document line, the analytical dimension types are loaded by the analytical dimensions on the source document. If analytical dimension types are not specified on the source document, an attempt to initialize these analytical dimension types is made according to the Default dimension code. In the case of an inter-site or inter-company invoicing, analytical dimension types can also inherit from the sales invoice dimension types, based on the default dimensioncode on the invoice line (PID). |
| This field is used to enter a first tax code to apply to the invoiced product. |
| This field is used to enter a second tax code to apply to the product ordered on the line. This concerns additional or special taxes. |
| This field is used to enter a third tax code to apply to the product ordered on the line. This concerns additional or special taxes. |
| This field is used to indicate the receipt tax to apply to the product. |
| This field is used to indicate the issue tax to apply to the product. |
| This field is used to indicate an additional tax to apply to the product. |
| This field is used to indicate an additional tax to apply to the product. |
| Enter the start and end ranges of the service provision period.
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| Enter the frequency(number of days, weeks, decades or months). |
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| This information indicates if there is a quantity variance between the entered invoice line coming from the supplier and the source document line. |
| This information indicates if there is a price variance between the entered invoice line coming from the supplier and the source document line. |
| This field displays the tolerance code of the order line. This field is loaded in the following way:
Field management (depends on the entry transaction setup)
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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. |
| This field, subject to an entry transaction, is used only for:
The value of this field on the additional invoice line also impacts the invoicing elements distributed on the lines:
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| This field is displayed only for:
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Amount
| This is the total ex-tax amount for the invoice lines expressed in the invoice currency. |
Block number 4
Action icon
Line cost
Click this action to display the detail of the valuation and cost elements for an invoice line. The information displayed by this action is the result of a calculation. Consequently, this action can only be accessed if the information of the invoice line has been previously saved.
- The header displays the origin of the invoice line, the product code, the quantity as well as the gross price and the net price.
- The Detail valuation section displays:
- The discounts and charges applied to the invoice line
- The various invoicing elements of the invoice distributed on the line. The total amount is displayed at the Cost detail section level.
- The tax bases used to calculate the line taxes and tax details, with the deductible and non-deductible portions.
- The Cost detail section displays the stock cost and purchase cost, with all the elements considered in the calculation of these costs, for instance:
- The invoicing element total (the detail is displayed in the Detail valuation section, in the Undetailed cost table).
- The total amount of the non-deductible tax (the detail is displayed in the Detail valuation section). This amount impacts the calculation of the purchase cost. According to the value of the NODVATSTO - Non-deductible taxes in stock parameter (chapter ACH, group VAT), this amount can also impact the stock cost amount.
- The details on the method selected to calculate the landed costs applied to the product:
- Either the landed cost coefficient and/or the fixed cost per unit, when the global method is used. The landed cost amount calculated from this information is displayed in the Undetailed cost table.
- Or a cost structure reference. In this case, the list of costs included in the cost structure is displayed in the Direct cost table. - The Direct cost grid is used only when the landed costs are calculated from a cost structure. It contains the list of costs that make up the cost structure and specifies, for each cost, if the amount is considered or not in the stock cost calculation.
- The Undetailed cost table contains, when applicable, the costs calculated from:
- The landed cost amount when the costs are evaluated from a coefficient and/or a fixed cost per unit. This amount is always considered in the stock cost calculation.
- The invoicing elements of the invoice, for which a distribution on the lines is defined in the setup. The setup of these costs determine if they are included in the stock cost calculation.
- The additional invoices impacting the invoice in progress, either:
-- > directly: additional invoices of the invoice line,
-- > or indirectly: for example, the additional invoices of the order lines linked to the invoice line in the event of an order invoicing (based on the pro rata of the invoiced quantity with respect to the ordered quantity), the additional invoices of the receipt lines linked to the invoice line in the event of a receipt invoicing (based on the pro rata of the invoiced quantity with respect to the received quantity), etc.
These are the additional invoices that meet the two following conditions: they are validated and considered in the calculation of the actual purchase cost (New cost flag is activated for these additional invoices).
In the event of an order or a receipt being only partially invoiced, the Stock cost and Purchase cost amounts are calculated based on the pro rata of the quantity actually invoiced, from the Stock cost total and Purchase cost total amounts of the order or the receipt, respectively. - The invoicing element total (the detail is displayed in the Detail valuation section, in the Undetailed cost table).
For more details about the calculations, please refer to the following field helps:
Affichage qtés facturation
Text
Click this action to enter text in the invoice line.
Préchargement fact.complément.
This function can be accessed for additional invoices only. It opens a window to preload lines by picking in the selection panels,of, either:
- - existing invoice lines,
- And/or order lines, excluding subcontract lines without WO The displayed lines are only those that are not received, not invoiced and not closed.
- and/or shipment lines
- and/or receipt lines.
To complete the preloading:
- Select the lines.
To filter the selection lists of documents, click Picking criteria to enter your selection criteria. - Enter the amount.
- Specify the distribution pro rata type. When saving the invoice, the entered amount is automatically distributed onto all the lines, based on the selected pro rata type.
When the selected lines originate from documents that contain lines related to a subcontract order, the distribution terms are as follows:
Amount distribution:
- Pro rata distribution of quantities, weights or volumes: the total of quantities, weights or volumes of the parent product is distributed only onto the service. It is dependent on the quantities, weights or volumes of the source document.
- Pro rata distribution of amounts: the total of the amounts of services and materials is distributed onto the services and materials.
Distribution of the invoicing elements contained in the invoice. This distribution depends on the line type:
- Pro rata distribution of quantities: the invoicing elements are distributed onto each line, except the 'Service' line. The calculated amount for the parent product is then reassigned to the associated service.
- Pro rata distribution of amounts: the invoicing elements are distributed onto each line, except the 'parent product' line.
- Pro rata distribution of weights and volumes: the invoicing elements are distributed onto the normal lines and onto the 'Parent product' lines. The calculated amount for the parent product is then reassigned to the associated service.
For example:
Let us consider an additional invoice on a normal line and on the lines of a subcontract order with WO:
- Line 1: normal product (line unrelated to the follwoing lines)
- Line 2: Parent product
- Line 3: Service
- Line 4: Material supplied by the subcontractor
The pro rata is calculated as follows: - The pro rata of the quantities is calculated from the total of the following quantities: line 1 quantity + line 2 quantity + line 4 quantity.
- The pro rata of the amounts is calculated from the total of the following amounts: line 1 amount + line 3 amount + line 4 amount.
- The pro rata of the weights is calculated from the total of the following weights: line 1 weight + line 2 weight.
- The pro rata of the volumes is calculated from the total of the following volumes: line 1 volume + line 2 volume.
- Specify if this is a New cost i.e. A cost that has not be planned in the landed costs.
This check box is selected by default. It indicates that the additional invoice amount is included in the stock valuation (when the receipt is closed), in the Purchase cost calculation of the document to which this invoice is attached to and in the Actual purchase cost calculation of the related order.
When the impact of this invoice has been anticipated and its amount is already covered by the landed costs, clear this check box so the amount of the invoice does not increment the Actual purchase cost.
It can be: - A cost for which you had assessed the amount in a cost structure:
- Specify the relevant cost: the Cost field can be accessed only if no line has been selected yet.
- From the selection lists, pick one or several source documents that include this cost (order and/or shipment and/or receipt). In that case, the source document lines must be managed with a cost structure. A warning message is displayed if, for the same product and the same source document, this cost has already lead to an additional invoice.You cannot select an invoice line as a source document. Cost structures are not managed at a detailed level on invoices.
The amount entered on the additional invoice corresponds to an update of the cost that is contained in the cost structure of the source documents. This update is performed by launching the STCREG - Cost matching query, either manually or as a batch recurring task.
This query only processes closed orders and shipments but processes all receipts, whether there are invoiced or not.
During the first reconciliation, the processing replaces the initial cost amount by the amount of the additional invoice. During the following reconciliations, the additional invoice amounts increment the cost amount on the source document and related documents: the purchase cost amounts and the stock cost are updated. The actual purchase cost is also updated on the initial order line linked to the document.
At the end of each of these reconciliation processes, a stock movement is created if the product is managed with stock-receipt adjustment and if the cost is defined as being considered in the stock valuation. - Let us consider a cost for which you have assessed the amount by applying a coefficient and/or based on a fixed unit cost.
- In this case, you do not specify the cost. The additional invoice is saved in the database and posted but its amount is not considered in the purchase cost calculation and stock cost calculated on the source document and related documents.
- Select by picking the source documents in the selection lists.
The impact of an additional invoice on the related documents is calculated pro rata of the related quantities. Examples of this impact are provided below, at the level of paragraph: Examples of the impact of additional invoices on documents
CCA/PCA périodiques
If the SVC - Periodic accruals activity code is activated, and if the SVCFLG - Accruals management parameter is set to Yes, you can generate analytical MOs spread out over time by invoice line. This staggering can only be carried out before the final validation of the invoice.
In the Accruals management screen that opens, enter a start date and end dates and a frequency. The tax-excluded amount of the line is distributed onto each MO according to the number of generated entries. The automatic journal for this analytical MO generation is KIK4 - Expense accruals purchase inv.
Purchase journal traceability
Click this action to access the Purchase journal traceability inquiry function.
Affichage situation ligne fac
Commitments
Used to access the de-commitment linked to the invoice line when it is posted. When the invoice line is not posted, the commitment linked to the original order can be accessed.
Match results
This option on invoice lines is used to:
- display the matched lines (blocking or non-blocking match with warning),
- directly access the Matching tolerance function,
- display the detail of each line by selecting it in the Three-way match status grid.
Product notes
Click this action in order to open a window displaying the note(s) associated with this product.
This information can relate to product availability, additional or substitute products, or a promotional message.
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.
For further information, see the documentation on Notes.
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Tab Control
Presentation
Use this section to perform a visual check of the invoice and, if necessary, to modify some elements of the invoice in case of rounding or entry errors.
When an invoice originates from several documents and an invoicing element is contained in each of the selected documents with different tax codes, the system will display the invoicing element as many times as there are tax codes with a limit at four tax codes per element. If this limit is exceeded, the invoicing element is grouped with a tax code, which is not displayed on the last line of this invoicing element.
If an invoicing element is added to the receipt from which the purchase invoice originated, the new invoicing element appears in the Control section of the purchase invoice.
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Fields
The following fields are present on this tab :
Grid Invoicing elements
| This field indicates the number of the invoicing element identifying the associated amount (charges, freight, packaging, discount, etc.).
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| This field indicates the short title of the invoicing element. |
| This field indicates the amount of the invoicing elements displayed on the suplier invoice. |
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| This column indicates the calculated amount coming from the various orders concerned. This amount is calculated once the invoice lines have been entered. If there is a difference between the value calculated in Sage X3 and the real value invoiced by the supplier, the value of the column 'Code footer amt" must be adjusted so as to balance the invoice control. When the invoice concerns direct receipts this column is fed by the value of the invoicing elements entered on the direct receipt. If an invoiced receipt concerns both direct lines and lines stemming from orders, the delta of invoicing elements between the order and the receipt will be added to this column according to the proportions of the impacted lines. |
| This column is used to view the invoicing elements stemming from receipts. This information is displayed purely for information purposes when the receipt lines are displayed on the invoice. It indicates that invoicing elements have been added or updated on the receipt by comparison with the invoicing elements of the original order. The amount of added or modified invoicing elements is displayed in this column. |
| This field indicates the amount of the invoicing element when the invoicing element is calculated using the document lines. |
| This field displays the variance existing between the amount of the invoicing element as displayed on the supplier invoice, entered in column 'entered amount', and the amount of the invoicing element as calculated by the system, entered in column 'order footer amt'. |
| This field indicates the sign of the invoicing element.
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| This field indicates the tax code of the invoicing element. |
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| This field indicates the analytical processing key of the invoicing element. |
These are the analytical dimensions intialized based on the setup of the Default dimensions (PIV dimension code), linked to the invoicing elements management. These dimension codes can be modified manually if authorized by the transaction. Use the Actions icon to change the dimension codes of the dimension types.
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Grid Taxes
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| This field contains the title of the tax code present on the lines of the document or in the invoicing element table. |
| This field indicates the basis liable to tax. It is comprised of the ex-tax amount of the invoice lines and/or the amount of the invoicing elements. |
| It is the total tax calculated from the lines and/or the invoicing elements. This total is modifiable in order to correct possible errors due to a calculation variance or rounding differences. The correction is automatically passed on to all the elements concerned (lines and/or invoice elements subject to this tax). |
| When the tax is related to:
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Lines excluding tax
| This field indicates the tax ex. total of the invoice lines entered using the information on the invoice provided by the supplier. |
| This is the total ex-tax amount of the invoice lines, calculated by the system. |
| This field indicates the variance existing between the ex-tax amount of the invoice lines as calculated by the system and the total ex-tax amount of the lines of the supplier invoice. |
Currency
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Tax total
| This field indicates the total amount of taxes entered using the information on the invoice provided by the supplier. |
| This field indicates the variance existing between the amount of taxes from the supplier invoice and the amount of taxes calculated by the system. |
Lines including tax
| This is the total tax-incl amount stemming from and entered using the supplier invoice. |
| This field indicates the variance existing between the tax-incl amount of the supplier invoice and the tax-incl amount calculated by the system. |
| The discountable base is only displayed if the two following conditions are met:
The calculation of the discountable bas depends on:
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Tab Costs
Presentation
This section is available based on the selected entry transaction.
It displays a summary of the costs related to the whole document, both in the currency specific to the document and the currency of the company.
This section is populated only if the document has been previously created, since the displayed information is the result of a calculation. If an existing document is modified, the data is updated, but only after the modification has been saved.
For the document, the Purchase cost block displays:
- the total of the tax excl. lines,
- the total of the various cost types involved in the purchase cost calculation
- the total of the additional invoices (and credit memos on additional invoices) impacting the document in progress, either directly or indirectly. These are the additional invoices that meet the two following conditions: they are validated and included in the actual purchase cost (New cost flag activated).
- the total of the invoicing elements increasing or decreasing the total amounts.
Note:
- The product cost total is loaded only if the current document is linked to at least one product for which landed costs are managed with a cost structure.
- The landed cost total is only loaded if the current document is linked to at least one product for which landed costs are managed with a landed cost coefficient and/or a fixed cost per unit.
- In the event when an order or a receipt is partially invoiced, the various amounts are calculated based on the pro rata of the quantity actually invoiced, from the amounts of the order or the receipt, respectively.
All this information can also be viewed in theInvoice inquiry, which can be accessed from the Options menu.
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Fields
The following fields are present on this tab :
Block number 1
Grid Purchase cost
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Examples of the impact of additional invoices on documents
The addition of additional invoices on a document directly impacts this document.
This also impacts the purchase and stock costs of the related documents, pro rata of the relevant quantities.
Additional invoice on order
1/Additional invoice of €100 for an order of 100 IPAD.
Use case: additional cost, not expected when creating the order (e.g.: a service provider adds transportation fees to your invoice).
- Creation of an order of 100 IPAD that cost €200 each, for a total of €20,000.
- An additional invoice of €100 is created for this order line. Follow these steps: preload the lines, select the New cost flag and enter the amount of €100. When posting the invoice, the additional invoice total and the actual purchase cost of the original order are updated.
- When receiving the complete order line for 100 IPAD, the valuation of the goods, excluding the additional invoice, is generated, in other words, €20,000 in stock movements.
- Closing the order line triggers the update of the valuation for the 100 IPAD by allocating the €100 included in the additional invoice to the order, increasing the cost from €20,000 to €20,100 in stock movements.
Use case: cost expected when creating the order ultimately higher or lower than expected (e.g. the service provider invoices two additional days of storage on the transit warehouse where the goods are located).
- The IPAD product has been set up with a cost structure including a product cost COST021 of €100 for the overall transport.
- Creation of an order of 100 IPAD that cost €200 each, for a total of €20,000 (+ total of product costs COST021 of €100).
- Creation of an additional invoice for this order line, matching the overall transport cost to €120 following these steps: preload the lines, disable the New cost flag, select the COST021 cost, select the order line and enter an amount of €120. When posting the invoice, the additional invoice total and the actual purchase cost of the order are not impacted.
The complete receipt of the order line of 100 IPAD triggers the valuation of the goods with a receipt movement of €20,000 + total product cost COST021 of €100, for a total of €20,100. - In order to update the valuation and match the COST021 product cost, you must close the order line and launch the STCREG - Cost matching task to adjust stocks.
- From the receipt line, click Cost structure detail from the Actions menu: the product cost amount COST021 is displayed with an amount adjusted to €120 (against the amount calculated to €100), the Reconciled field is set to Yes for this cost. The stock movements (CONSSMV) display the price adjustment with the €20 additional difference.
In order to distribute the amount of the additional invoice, the STCREG - Cost matching task performs an adjustment but only if the order line has been closed. This task is only used in the case of cost matching.
Use case : you save an additional invoice on order (New Cost flag disabled) after performing several receipts on order.
- Creation of an order of 10 products with a unit price of €100, and a cost amount of €100.
The stock cost per unit is €110. - Creation of a first receipt with 4 products.
- Creation of a second receipt with 6 products.
- Recording of an additional invoice on order (New Cost flag disabled) with an amount of €200.
You run the STCREG batch task to refresh the cost amount and update the stock valuation.
The stock cost per unit is now €120. - Deletion of the second receipt.
The stock cost per unit of the first receipt is still €120. - Creation of a new receipt.
- This new receipt is valued without considering the additional invoice. Its stock cost per unit is €110.
- Recording of an invoice on order.
The calculation of the stock cost per unit takes into account the cost amount for the various receipts and calculates the average unit cost of the two receipts. The calculation is as follows: - For the first receipt: the cost amount per unit is €20.
- For the second receipt: the cost amount per unit is €10.
The amount of valued costs on the invoice is:
(20 * 4) + (10 * 6) = €140, corresponding to a unit amount of €14.
The stock cost per unit is therefore 100€ + €14 = €114.
The two receipts are thus valued at €114.
Additional invoice on shipment
- Creation of an order of 100 IPAD that cost €200 each, for an order line of €20,000.
- Creation of a shipment and selection of the order line of 100 IPAD.
- Creation of an additional invoice of €100 for this shipment line. Follow these steps: preload the lines, select the New cost flag and enter the amount of €100. When posting the invoice, the total of additional invoices and the total shipment cost of the Shipment.
- The complete receipt of the shipment line for the 100 IPAD triggers the shipment line closing and generates the valuation of the goods for €20,000 and simultaneously allocates the additional invoice amount to the shipment for €100, for a total stock movement of €20,100.
- The IPAD product has been set up with a cost structure including a product cost COST021 of €100 for the overall transport.
- Creation of an order of 100 IPAD that cost €200 each, for a total of €20,000 on the order line (+ total of product costs COST021 of €100).
- Creation of a shipment and selection of the order line of 100 IPAD.
- Creation of an additional invoice for this shipment line, matching the overall COST021 transport cost to €120 following these steps: preload the lines, disable the New cost flag, select the COST021 cost, select the shipment line and enter an amount of €120. When posting the invoice, the total of additional invoices and the actual purchase cost of the Shipment.
- The complete receipt of the shipment line of 100 IPAD triggers the valuation of the goods with a receipt movement of €20,000 + total product cost COST021 of €100, for a total of €20,100.
- The total receipt of the shipment line automatically triggers the closing of the shipment line.
- In order to update the valuation and match the COST021 product cost, you must close the shipment line and launch the STCREG - Cost matching task to adjust stocks.
- From the receipt line, click Cost structure detail from the Actions menu: the product cost amount COST021 is displayed with an amount adjusted to €120 (against the amount calculated to €100). The Reconciled table is set to Yes for this cost. The stock movements (CONSSMV) display the price adjustment with the €20 additional difference.
- Creation of an order of 100 IPAD that cost €200 each (with or without product costs).
- Creation of a shipment and selection of the order line of 100 IPAD.
- Creation of an additional invoice for this shipment line:
- You can use the line preloading in order to select shipment lines using the following setup: disable the New cost flag, clear all costs (no selection) and leave the amount blank. After validating the selected shipment lines in the picking screen, enter an excluding-tax line amount on the invoice lines.
- You can also directly select Shipment from the additional invoice origin instead of preloading lines and indicate the shipment lines to be invoiced. Enter an excluding-tax line amount on each invoice line.
- The complete receipt of the shipment lines triggers the closing of the shipment line but does not generate any stock movement.
Reports
By default, the following reports are associated with this function :
PBONFAC : Invoice control notes
PINVOICEE : Purchase invoice list
PINVOICEL : Detail purchase invoice list
This can be changed using a different setup.
This setup is performed at the Customization level of the current object, by associating a report code or a print code to it.
It is possible to further specify this setup:
- By specifying a given report at transaction entry level. If this report matches a print code, the list of reports associated with this print code is also submitted.
The report entered at transaction entry level and the reports associated with the print code are automatically submitted in creation mode only. - At a more detailed level, by associating a print template with the BP. This template mentions the report to be used in priority for the printing of each document, as well as the expected number of copies.
Specific actions
The following fields are included on the window opened through this button : Grid Open item edit
Block number 2
Close Click this action to view or modify the open items of the current invoice. |
Click this action to:
Conditions for the automatic creation of an expenseFor a purchase invoice line, an expense is created when the following conditions are met:
An expense is also created for each invoicing element for which no invoice line distribution has been requested. This setup is carried out at the level of the Invoice type. However, when a distribution is requested, no expense is created for the invoicing element. In this case, the amount of each created expense is increased or reduced by the distributed part of the invoicing element according to the distribution terms defined at the invoicing element level. Populating of the expense fields The LAYOUTFAS expense table is loaded from the following tables:
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The following fields are included on the window opened through this button :
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
You can now continue to enter additional details for the invoice as necessary. Implications on the payment processWhen using ISR forms for payments, you must include the following payment information:
For that purpose, there are specific processes for the ISR payments in the Sage X3 payment generation process if Swiss bank files are created:
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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.
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Particular cases
Distribution of footer elements on credit memos:
It is possible to create credit memos that only concern footer elements. Based on their setups, these elements can be distributed in proportion to the quantities, the weights, the volumes or the amounts.
For that purpose, it is necessary to mention on the credit memo all the invoice lines on which the invoice footer needs to be distributed. If the distribution of the footer elements is carried out in proportion to the quantities, all the lines must be given a null quantity. The distribution is then performed in proportion to the quantities on the lines of the original invoices. In the same way, if the invoice footer is performed in proportion to the amounts, a net null price must be entered for each line. The distribution is then performed in proportion to the amounts on the lines of the original invoices.
Caution, if there are lines whose quantity or amount are different from zero, the distribution will only take place in proportion to the lines whose quantity or amount is different from a null value.
Distribution of the footer elements on additional invoices:
On an additional invoice, it is possible to distribute a footer element on invoice lines. From the pre-loading screen, the user chooses the invoice lines that need to be posted.
On the other hand, like for credit memos, all the lines must be positioned to a null value or a null quantity for the distribution of the footer element ( if set up as being distributed in proportion to lines or quantities) to take place in proportion to the quantities or amounts of the lines of original invoices.
As for credit memos, if there is at least one line whose quantity or amount is different from the null value, the distribution type will only be in proportion to the lines having a value.
Over-invoicing
Credit memos on invoices when the PIHCPR - Invoice price adjustment parameter is set to With landed costs
Credit memos expressed in value and credit memos expressed in quantity
Stock adjustments concerning the cases below are explained in details in the following documentation: Basic principles for the valuation of the stocks
Menu bar
Text Menu
Texte entête
Click this action to:
- enter invoice header text at any stage of the creation process,
- modify this text in invoice modification.
During the transformation of a document, this text is never propagated to the other documents.
Footer text
Click this action to:
- enter invoice footer text at any stage of the creation process,
- modify this text in invoice modification.
Address menu
Invoice address
Click this action to modify the address of the invoicing supplier.
Payment adress
Click this action to:
- Modify the address of the paid supplier by choosing a new address code. You can change the details only for 'Miscellaneous' suppliers.
- Enter content as follows:
Options menu
Picking criteria
Click this action to enter selection criteria and refine the search of original documents.
You can use the following criteria:
- Order number,
- Receipt number,
- Supplier BI number,
- Return number,
- Invoice number (in the case of a credit memo, the original invoice number cannot be selected, it corresponds to the number which has been entered, if needed, at the level of the Management section).
- Product reference
You can use the selection wildcards (*, ?).
In the case of a partial receipt, you can invoice for a single order line, the order line and the line from the receipt. The quantity suggested in picking depends on the order selected between the order and the receipt.
Let us consider the following case:
- An order with an order line for a quantity of three units
- A partial receipt linked to this order line of two units
If the receipt is selected first, the system suggests the two receipt units.
If the supplier invoice relates to three units and if the order for the balance is selected, the system suggests the uninvoiced balance of the order, that is to say a unit (the two other units are selected for the receipt).
However, if the order is selected first, the system suggests the total quantity of the order, that is to say three units.
If this quantity is reduced to one unit, the system considers that this is the invoicing for the receipts that are not invoiced yet, and not the balance of the order line that is not received yet.
If the receipt is selected secondly, the system suggests a unit because the previous unit is considered as invoiced for the order line that is already selected.
In the Distribution and A/P-A/R accounting modules, an entry which is at the origin of an invoice, a credit memo or an additional invoice cannot have a date later than the date of this invoice, credit memo or additional invoice. The picking lists and selection windows are filtered accordingly.
Customs information
Fields
The following fields are included in this window :
Transport
| The Incoterm codes, set by the International Chamber of Commerce, seek to standardize the terms the most used in the international commerce by defining the respective responsibilities of the seller and the buyer agreed upon on establishement of the sales contract by a unique word similarly understood throughout the world. The Incoterm code, controlled in Incoterm table is used in the INTRASTAT file (Exchange of goods declaration). It can also be used to define the price lists. |
| It is the city associated to some types of incoterm. For example: FOB Le Havre. A selection window is used to choose a city listed in the system. It is however possible to enter a city that is not listed. |
| The forwarding agent field is used to identify a BP appointed by the sender or the recipient to ensure transport continuity when the goods need to undergo several successive transports. The forwarding agent is controlled in the Carriers table. The forwarding agent and their address are used in the Intrastat file to declare the flows of goods between the forwarding agent’s address and the sender’s address, or between the forwarding agent’s address and the recipient’s address. For example, this situation applies to the shipment of goods abroad, since customs formalities are performed by a forwarding agent in another EU country. An Intrastat declaration needs to be submitted for the transfer of goods to this other EU country. |
| This is the address code of the forwarding agent. It is initialized with the default address of the BP corresponding to the forwarding agent. This address is used to determine whether submitting an Intrastat document is necessary for this flow. |
Intrastat information
| This is the VAT identification number of the BP. This European VAT number must be entered on all the invoices destined to or coming from the European Union. This number starts with two letters identifying the business partner country followed by a number depending on the country. In France the number is comprised of FR, then 2 numbers identifying the tax office of the place where the company conducts its activities, followed by the Company tax ID no.(SIREN) of the company. This information must necessarily be entered if the Company Registration number is set up as being mandatory for the country of the company. |
| A transport location must be specified in the EU exchange declaration. It is combined with the Incoterm code in order to determine the delivery conditions referring to the sales contract terms that specify the respective obligations of the buyer and seller.
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| The transport method by which the goods are presumed to leave their national territory on shipment (export) or to have arrived in on receipt (import). This information is used in the Customs document file. |
Physical flow
| This is the economic information on the performed transaction. The nature of the transaction is used in the Intrastat. |
| The EU or statistical rules are used to specify the nature of the EU transaction from a tax or statistical point of view. The EU rule is used in the Intrastat. |
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This window contains the customs information and the information necessary to the creation of the Customs Document File. On creation, some data originates from the order or the receipt and, if not, is initialized using the information in the Supplier record.
- Incoterm negotiated as well as the Incoterm city, when needed.
- When the goods transit via a forwarding agent, code and address of the forwarding agent responsible for the export and located in the European Union: information also used for the Customs Document File concerning the transportation of the goods to their export location.
The EU Information used only for the Intrastat is linked to the Intrastat activity code (DEB):
- EU identification number of the customer (or EU tax number), EU transport location and EU transport method.
Information linked with the Physical flows: EU rule andTransaction nature, linked to the DEB activity code, too, comes from the setup carried out at Movement rules and natures function level.
It remains possible to modify this information as long as the invoice has not been validated.
Options / Consultation des factures
Click this action to access the inquiry of the various supplier invoices.
Options / Transaction
Click this action to view the invoice entry transaction used.
Options / Document traceability
Click this action to access the Document traceability inquiry function. This function is used to view and browse through the hierarchy of journals at the origin or coming from the document.
Zooms / Pièce comptable
Zooms / Pièce analytique
Fonctions / Annulation comptable
The records created in the PTDSTKVAL table on posting the invoice are also canceled (when the PRIFLG - Full stock valuation parameter is set to Yes). Similarly, potential adjustments related to stock valuation are reversed.
- For legislations authorizing it,
- if the POSTINVSUP - Invoice accounting cancellation parameter (TC chapter, INV group) is set to Yes.
Fonctions / Déblocage erreur rapprochement
Limitations
It is not authorized to enter an additional invoice on a subcontract order.
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
No sequence number counter has been assigned to this document
This message is displayed when the assignment of sequence numbers for the Purchasing module has not been carried out. To correct this problem, it is necessary to check that the required sequence numbers do exist (if this is not the case, they should be created), then assign them to the different documents using the appropriate function (see the Pre-requisites paragraph of this documentation).
This document does not exist
This message is displayed when the user is not in creation mode and the order number entered does not exist in the table. To correct this problem, it is possible to use a selection window to search more easily for the correct code.
Incorrect date
This message is displayed when the accounting date is controlled, and the entered date is incorrect or it belongs to a fiscal year that has not been created yet for the company. To correct this problem, you can enter a new date or create and open the fiscal year and the periods for the relevant company.
Inconsistent invoice number versus previous invoice date
This message is displayed when the entered date is prior to the date of the document that has the previous journal number, and the chronological control is activated on the sequence number used on the journal type associated with the entered invoice type.
The document number is not defined over the same period.
This message is displayed when modifying the accounting date if the new date does not belong to the same accounting period, and the period component belongs to the counter used and the FRADGI - DGI N° 13L-1-06 regulation parameter is set to Yes.
Date prohibited for the module Purchasing
This message is displayed when the date entered is not contained in the authorized date range defined by the ACHSTRDAT - Purchase start date and ACHENDDAT - Purchase end date user parameters.
Fiscal year not open
This message is displayed when checking the accounting date, and this date belongs to a fiscal year that is not open for the company. To correct this problem, you can enter a new date or create and open the fiscal year and the period for the relevant company.
Period not open
This message is displayed when checking the accounting date, and the date belongs to a period that is not open for the relevant fiscal year. To correct this problem, you can enter a new date or open the relevant period.
Closed Period
This message is displayed when checking the accounting date, and this date does not belong to a closed period for the relevant fiscal year. To correct this problem, you can enter a new date or reopen the impacted period provided that the fiscal year is still open. Please refer to the recommendations for the message ‘The impact on the stocks valuation can be significant’.
The impact on the stocks valuation can be significant
This message is displayed as a warning. You have changed the invoicing value for a product on this invoice. You are advised to manually adjust the value of stock for this product as the fiscal period during which the product was received into stock has been closed.
Nonexistent control account
This message is displayed on entering the call code of the control account and the code entered does not exist or it is not compatible with the BP code entered (for example, customer collective code type).
Insertion not possible
This message is displayed if you try to insert or duplicate a line although the maximum number of lines for an invoice has been reached, as defined by the appropriate activity code.
Validity dates exceeded
This message is displayed on entering the accounting date.
Your operator rights do not authorize this value
The code of the entered payment approval is higher than the maximum code mentioned in the operator recording, Payment approval level field. To correct this problem, you must enter a payment approval code with a lower level.
Only an element that has been added manually can be deleted!
This message is displayed when you try to delete an invoicing element. The list of invoicing elements is drawn up by the list of elements of the invoicing supplier and the list of the price list structure of this invoicing supplier. These elements cannot be deleted. If one of these elements is not used, simply reset the corresponding amount to zero. Other additional elements can be added during entry: they can be deleted.
Invoicing element already present in the list!
This message is displayed when you try to add an invoicing element that is already part of the list: the same element can only appear once in the list.
No invoice line to be invoiced
This blocking message is displayed when you manually create an additional invoice line and the invoice table does not contain any invoice. The additional invoices must be entered after the invoices to which they are related.
Order XXXXXXXXXX No line to be invoiced
This blocking message is displayed when you manually create an invoice line linked to an order and all the order lines whose numbers have already been entered are already invoiced.
Receipt XXXXXXXXXX No line to be invoiced
This blocking message is displayed when you manually create an invoice line linked to a receipt and all the receipt lines are already invoiced.
Return XXXXXXXXXX No line to be invoiced
This blocking message is displayed when you manually create an invoice line linked to a return and all the return lines are already invoiced.
No record selected
This message is displayed when you interrupt the selection of lines to be invoiced for the orders, the receipts, the returns and the invoices at the same time.
Product XXXXXXXXXX: No order line to be invoiced
Product XXXXXXXXXX: No receipt line to be invoiced
Product XXXXXXXXXX: No return line to be invoiced
Product XXXXXXXXXX: No invoice line to be invoiced
This blocking message is displayed when you manually create an invoice line after having entered the product reference, and the number or the line of the original document has not been entered. It means that for the relevant product, all the lines of the source document have been invoiced.
Line already invoiced or closed
This blocking message is displayed when you manually create an invoice line after you have entered the line number of the source document. It means that the selected line has already been invoiced or has been manually closed for products without receipt.
Order not fully signed!
This blocking message is displayed when you manually create an invoice line and the entered order is not completely signed.
The return is not validated.
This blocking message is displayed when you manually create a credit memo line and the return is not completely validated yet.
It does not belong to the same legal company
This blocking message is displayed when you manually create an invoice line and the original journal number entered does not belong to the same company as the invoicing site mentioned in the header.
Different invoicing supplier!
This blocking message is displayed when you manually create an invoice line and the invoicing supplier of the original journal entered is not the same as the invoicing supplier mentioned in the header.
Modification in process on another workstation
This blocking message is displayed when the invoice that you are trying to modify or delete is being used on another workstation. Wait until this invoice has been released or select another invoice.
$PORDER XXXXXXXXXX Modification in progress on another workstation
$PRECEIPT XXXXXXXXXX Modification in progress on another workstation
$PRETURN XXXXXXXXXX Modification in progress on another workstation
$PINVOICE XXXXXXXXXX Modification in progress on another workstation
This blocking message is displayed when the selected original entry is being used on another workstation. Wait until the record has been released or select another one. This message can also be displayed during an update. In that case, the transaction is canceled and it is necessary to re-enter the invoice in progress.
The product is on hold [Continue End]
This message is displayed when you manually create an invoice line after you have entered the product reference. It depends on the value given to the blocking code (No/Warning/Blocking) mentioned in the product-supplier. If the blocking code is set to Warning, you can Continue or Abort the creation.
No line entered. Update impossible.
This blocking message is displayed when you try to create a invoice without having entered a line.
XXX Problem when retrieving the sequence number
This message is displayed in creation mode when the read of the specified sequence number is invalid and the system has been unable to retrieve a sequence number.
There are credit memos or additional invoices. Deletion prohibited!
This blocking message is displayed when you try to delete an invoice linked to credit memos or additional invoices. You need to delete these first, before deleting the invoice.
Invoice posted, modification or deletion prohibited!
This blocking message is displayed when you try to modify or delete an already posted invoice. A posted invoice can no longer be modified.
Payments carried out, deletion prohibited!
This blocking message is displayed when you try to delete an invoice associated with recorded payments.
Social and IAS accounts can be considered as fixed assets and the product cannot be considered as a fixed asset
Do you want to create the expense upon validation?
This warning message is displayed upon validation when the following conditions are met:
The Fixed assets module is managed
The accounts are tracked
The line has a product but the product is not capitalized.
The expenditure is created by clicking on Yes. When No is chosen, the expenditure is not created without an error generation.
No expense will be created for the line
Social and IAS accounts cannot be considered as fixed assets and the product can be considered as a fixed asset
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
- the product is capitalized
The accounts are not tracked
When Yes is chosen, the expenditure is not created but no error is generated. When clicking No, the validation stops and an error occurs.
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
- One account is tracked and the other is not
When Yes is chosen, the expenditure is not created but no error is generated. When clicking No, 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.
No ABN number is assigned to this supplier. Please check the Supplier record before posting the invoice.
This message is displayed when the following conditions are met: the KAU - Australia activity code is activated, the AUSABNWRN - Warn supplier without ABN parameter (LOC chapter, AUS group) is set to Yes and the selected supplier is not linked to an ABN code (this code is entered on the Supplier record in the SIRET code field).