Invoices/Credit Memos

• Transaction (field PTRNUM)

Code used to identify the transaction set up.

The setup of the entry transactions enables the user to fully set up the entry screens associated with a document (quote, invoice order, request for quotes etc.) or with a stock transaction type (receipt, issue etc.).

For each document or stock transaction type, it is possible to define as many entry transactions as necessary, each one being identified by a code.

Each transaction is used to define, both for fields located on the document header and fields entered in the lines, whether they must be:

• Entered
• Only displayed
• Or hidden

Upon validation of this setup, dedicated entry screens are created, and then can be used by any user having been granted rights on the access code defined on this setup header.

• If a given user has the right to use several transactions of a given type, the choice is presented to the user when entering the function.
• If the user is only authorized one transaction, this transaction is automatically taken into account when entering the function.

• Description (field DESAXX)

Transaction description.

• Active (field ENAFLG)

Use this field to activate or deactivate a transaction.
Inactive transactions are not displayed in the transaction selection window.

• Access code (field ACSCOD)

This access code is used to restrict access to data by user or group of users.
If this field is entered, only users with this access code in their profile can use this transaction.
If several transactions are available, you can choose the transaction you want to use to open the function. If only one transaction is available, there is no selection to be made: the default entry screen opens directly.

• Group (field GFY)

The company or site group entered here is used to filter the entries.
These entries can be accessed during the transaction.

• Document (field DOCNAM)

If the associated document check box is selected, enter the report code for the standard printed document.

• Auto print (field DOCFLG)

Select this check box to automatically launch the printing of the document on entry completion.

The automatic printing only takes place in creation mode.

• Input (field LEDTYPSCR)

• Ledger type (field LEDTYPINT)

This field specifies the ledger type(s) associated with the transaction.

• Method (field LEDTYPCOD)

This field is used to specify whether the selected ledger type must be 'Invisible', 'To be entered' or 'Displayed'in the line accounts.

• No. of fixed columns (field NBRCOL)

The first N columns specified in this field remain visible on the screen when scrolling.

• VAT Spain (field SPTVACOD)

This field is displayed only when the KSP - Spanish localization activity code is activated.
It is used to specify, for this particular entry transaction, if the fields relating to the Spanish VAT (Customs date, Customs and Customs BP) must be:

• Hidden
• Displayed
• Entered

The display or not of these fields in the Management section of the invoice is also dependent on the value of the SPAVAT - Spanish VAT company parameter (LOC chapter, SPA group) that specifies if the Spanish VAT is displayed or not. If this parameter is set to "No" for the company which the invoicing site is dependent on, these fields will not be displayed, regardless of the entry transaction setup.

• Match status/results (field MATFLG)

Select this check box to add, for this particular entry transaction, several options to the Purchase invoice function:

• A Match status field in the Management section
• A Match results action

This option cannot be applied to credit memos.

• Quantity difference (field DIFQTYFLG)

Parameter used to define, for this entry transaction, if the quantity difference indicator must be:

• Hidden:
  The field does not appear on the entry screen but the default value is attributed to it.
• Displayed:
  The default value is assigned to the field and displayed but the value cannot be modified.

• field DIFQTYSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Cost difference (field DIFPRIFLG)

Parameter used to define, for this entry transaction, if the price difference indicator must be:

• Hidden:
  The field does not appear on the entry screen but it is assigned a default value.
• Displayed:
  The default value is assigned to the field and displayed but the value cannot be modified.

• field DIFPRISCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Costing tab (field CSTCOD)

• Control (field BPRSACCOD)

Parameter used to define, for this entry transaction, if the collective account must be :

• hidden: the field does not appear on the entry screen but the default value is attributed to it,
• displayed: the default value is allocated to the field and displayed but the value cannot be modified,
• entered: the default value is assigned to the field and displayed. It can be modified.

• Supplier invoice date (field BPRDATCOD)

Parameter used to define, for this entry transaction, if the supplier invoicing date must be:

hidden:

The field does not appear on the entry screen but the default value is attributed to it.

displayed:

The default value is assigned to the field and displayed but the value cannot be modified.

entered:

The default value is assigned to the field and displayed. It can be modified.

• Supplier invoice number (field BPRVCRCOD)

Setup that is used to define, for this entry transaction, if the invoice number must be :

hidden:

The field does not appear on the entry screen but the default value is attributed to it.

displayed:

The default value is assigned to the field and displayed but the value cannot be modified.

entered:

The default value is assigned to the field and displayed. It can be modified.

• Pay-to supplier (field BPSCOD)

This parameter is used to define, for this entry transaction, whether the supplier must be:

• Hidden: 
  The field is not displayed in the entry screen and thus it remains empty.
• Displayed:
  The field is displayed empty and cannot be modified.
• Entered: 
  The field is displayed empty and can be modified. The value is controlled in the supplier file.

• Currency (field CURCOD)

This parameter is used to define, for this entry transaction, whether the Currency code field must be:

• Hidden: the field does not appear on the entry screen but the default value is attributed to it,
• Displayed: the default value is allocated to the field and displayed but the value cannot be modified,
• Entered: the default value can be modified and when it is the case, it will be checked in the currency table.

The assigned default value is the currency code associated with the BP in the latter's record.

• Currency rate (field RATCURCOD)

This parameter is used to define, for this entry transaction, whether the Currency rate field must be:

• Hidden:
  The field does not appear on the entry screen but a default value is assigned to it.
  
• displayed:
  The default value is assigned to the field and displayed but the value is non-modifiable.
  
• entered:
  The default value is allocated to the field and displayed. It can be modified.
  

• Incoterm (field EECICTCOD)

This setup is used to define, for this entry transaction, whether the Freight terms code must be:

• hidden: the field does not appear on the entry screen but the default value is attributed to it,
• displayed: the default value is allocated to the field and displayed but the value cannot be modified,
• entered: the default value can be modified and in that case, the value entered is checked in the miscellaneous table no. 5.

The access to the freight terms code and city/town is also carried out via the menu Options / Customs information.

 The assigned default value is the code of the carrier associated with the supplier in its record.

• Project (field PJTHCOD)

This parameter is used to define, for this entry transaction, whether the Projectnumber must be:

• Hidden:
  The field is not displayed on the entry screen.
• Displayed:
  The field is displayed and cannot be modified.
• Entered:
  The field is displayed but can be modified.
  The control applied to the entered value is based on the CTLOPPCOD - Mandatory project control parameter (TC chapter, MIS group).

• Internal reference (field INVREFCOD)

Parameter used to define, for this entry transaction, if the internal reference must be:

hidden:

The field does not appear on the entry screen but the default value is attributed to it.

displayed:

The default value is assigned to the field and displayed but the value cannot be modified.

entered:

The default value is assigned to the field and displayed. It can be modified.

• Due date basis (field STRDATCOD)

Setup used to define, for this entry transaction, if the open item start date must be:

hidden:

The field does not appear on the entry screen but the default value is attributed to it.

displayed:

The default value is assigned to the field and displayed but the value cannot be modified.

entered:

The default value is assigned to the field and displayed. It can be modified.

• Payment term (field PTECOD)

Setup used to define, for this entry transaction, if the Payment condition code must be:

• hidden:
  The field does not appear on the entry screen but a default value is assigned to it.
  
• displayed:
  The default value is assigned to the field and displayed but the value is non-modifiable.
  
• entered:
  The default value is allocated to the field and displayed. It can be modified and in that case, the value entered is controlled in the payment condition table.
  The assigned default value is the Payment conditions associated with the supplier in the latter's record.
  

• Settlement discount (field DEPCOD)

Parameter used to define, for this entry transaction, if the discount must be:

• Hidden:
  The field does not appear on the entry screen but it is assigned a default value.
• Displayed:
  The default value is assigned to the field and displayed but the value cannot be modified.
• Entered:
  The default value is assigned to the field and displayed. It can be modified.

• Tax rule (field VACBPRCOD)

Setup that is used to define, for this entry transaction, if the tax rule must be:

• hidden: the field does not appear on the entry screen but the default value is attributed to it,
• displayed: the default value is allocated to the field and displayed but the value cannot be modified,
• entered: the default value can be modified and when it is the case, it will be checked in the Miscellaneous table no.1 for tax rules.

• Fees declaration (field DAS2COD)

Parameter used to define, for this entry transaction, if the declaration (1099 or 281.5) must be:

• hidden: the field does not appear in the entry screen but a default value is assigned to it.
• displayed: the default value is assigned to the field and displayed but the value cannot be modified.
• entered: the default value is assigned to the field and displayed. It can be modified.

• Benefit period (field SVCDATCOD)

This parameter is used to define, for this entry transaction, if the service period must be:

• The start and end date fields do not appear in the entry screen.
• The start and end date fields are displayed but are not modifiable.
• Entered: the start and end date fields can be entered or modified.

• Comments (field DESCOD)

Setup used to define, for this entry transaction, if the Comments field must be :

hidden:

The field does not appear on the entry screen but the default value is attributed to it.

displayed:

The default value is assigned to the field and displayed but the value cannot be modified.

entered:

The default value is assigned to the field and displayed. It can be modified.

• Translated description (field ITMDESCOD)

 Parameter used to define, for this entry transaction, if the product description translated in the operator's language must be:

• Hidden: The field does not appear in the entry screen but a default value is assigned to it
• Displayed: The default value is assigned to the field and displayed It cannot be modified.
• Entered: The default value is assigned to the field and displayed. It can be modified.

• field ITMDESSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Standard description (field ITMDES1COD)

Parameter used to define, for this entry transaction, if the standard product description must be:

• Hidden:
  The field does not appear on the entry screen but the default value is assigned to it.
• Displayed:
  The default value is assigned to the field and displayed. It cannot be modified.
• Entered:
  The default value is assigned to the field and displayed. It can be modified.

• field ITMDES1SCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Product type (field ITMKNDCOD)

Specify for this entry transaction if the Product type must be:

• Hidden:
  The field is not displayed on the entry screen.
• Displayed:
  The product type is displayed and cannot be modified.

• field ITMKNDSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Project (field PJTCOD)

This parameter is used to define, for this particular entry transaction, if the Project field must be:

• Hidden:
  The field is not displayed on the entry screen.
• Displayed:
  The field is displayed and cannot be modified.
• Entered:
  The field is displayed but can be modified.
  The control applied to the entered value is based on the CTLOPPCOD - Mandatory project control parameter (TC chapter, MIS group).

Even if the project code can be entered using this setup, its entry is still prohibited if the document management is single-project (thePJTSNGDOC - Single-project documentparameter is set to Yes): in that case, the project code of the line automatically uses the value of the project code in the header.

• field PJTSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Purchase type (field PURTYPCOD)

Setup that is used to define, for this entry transaction, if the purchase type must be:

• hidden: the field does not appear on the entry screen but the default value is attributed to it,
• displayed: the default value is assigned to the field and displayed. It cannot be modified,
• entered: the default value is assigned to the field and displayed. It can be modified.

 It is possible to act on the presence of the purchase type (Purchase/Fixed Assets/Service). The purchase type is initialized to the purchase type of the original receipt or to the purchase type of the account associated with the product.

• field PURTYPSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Tax code 1 (field VAT1COD)

This parameter used to define, for this entry transaction, if this tax code field must be:

• Hidden:
  The field does not appear on the entry screen but the default value is assigned to it.
   
• Displayed:
  The default value is allocated to the field and displayed but the value is non-modifiable.
   
• Entered:
  The default value is assigned to the field and displayed. It can be modified.

• field VAT1SCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Tax code 2 (field VAT2COD)

This parameter used to define, for this entry transaction, if this tax code field must be:

• Hidden:
  The field does not appear on the entry screen but the default value is assigned to it.
   
• Displayed:
  The default value is allocated to the field and displayed but the value is non-modifiable.
   
• Entered:
  The default value is assigned to the field and displayed. It can be modified.

• field VAT2SCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Tax code 3 (field VAT3COD)

This parameter used to define, for this entry transaction, if this tax code field must be:

• Hidden:
  The field does not appear on the entry screen but the default value is assigned to it.
   
• Displayed:
  The default value is allocated to the field and displayed but the value is non-modifiable.
   
• Entered:
  The default value is assigned to the field and displayed. It can be modified.

• field VAT3SCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Receipt tax (field TAXRCPCOD)

This field is used to indicate the receipt tax to apply to the product.
This tax stems from the tax determination parameters or is entered manually.
 Theactivity code linked to the provincial taxes must be activated beforehand.

• field TAXRCPSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Issue tax (field TAXISSCOD)

This field is used to indicate the issue tax to apply to the product.
This tax stems from the tax determination parameters or is entered manually.
 Theactivity code linked to the provincial taxes must be activated beforehand.

• field TAXISSSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Other tax 1 (field TAXOTH1COD)

This field is used to indicate an additional tax to apply to the product.
This tax stems from the tax determination parameters or is entered manually.
 Theactivity code linked to the provincial taxes must be activated beforehand.

• field TAXOTH1SCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Other tax 2 (field TAXOTH2COD)

This field is used to indicate an additional tax to apply to the product.
This tax stems from the tax determination parameters or is entered manually.
 Theactivity code linked to the provincial taxes must be activated beforehand.

• field TAXOTH2SCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Benefit period (field SVCDAT2COD)

This parameter is used to define, for this entry transaction, if the service period must be:

• The start and end date fields do not appear in the entry screen.
• The start and end date fields are displayed but are not modifiable.
• Entered: the start and end date fields can be entered or modified.

• field SVCDAT2SCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Matching tolerance (field MATTOLCOD)

Use this field to specify, for this entry transaction, if the Three-way match code is:

• Hidden: the column does is not displayed in the screen.
• Displayed: the Tolerance code column displays a default value for each line concerned. It cannot be modified.
• Entered: the Tolerance code column displays a default value for each line concerned. You can select another tolerance (or match) code chosen in the list created in the Matching tolerance function.

 The value assigned by default corresponds to the tolerance code defined at product-supplier, product or supplier level.

Reminder: The Three-way match is a reconciliation process used to validate the payment of an invoice, with a minimum and a maximum tolerance threshold. The reconciliation is carried out:

• either between the invoice and the order,
• or between the receipt and the invoice,
• or in succession (order-receipt, then receipt-invoice).

• field MATTOLSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Portuguese VAT (field PORTVACOD)

This field is displayed only when the KPO activity code (Portuguese localization) is activated.
It is used to specify, for this entry transaction, the field 'Portuguese VAT' linked to the Portuguese VAT management must be:

• Hidden: the field is not displayed in the entry screen.
• Displayed: the field is displayed with a default value and is not modifiable.
• Entered: the field is displayed with a default value and is modifiable.

The presence or absence of the 'VAT supplier' on the invoice lines also depends on the company parameter valuePORVAT - Portuguese VAT(LOC chapter, POR group) that specifies if the Portuguese VAT is managed or not. If this parameter is set to 'No', the field is not displayed, regardless of the entry transaction setup.

• field PORTVASCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• New cost (field CSTMAJCOD)

Parameter used to define if, for this entry transaction, field "New cost" must be:

• Hidden: the field does not appear in the entry screen but a default value is assigned to it.
• Displayed: the default value is assigned to the field and displayed. It cannot be modified.
• Entered: the default value is assigned to the field and displayed. It can still be modified.

This field is used only for additional invoices. The default value of this field is defined in the window where the additional invoice lines are pre-loaded from the order and/or receipt lines.

• field CSTMAJSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Cost (field FCSCODCOD)

Parameter used to define if, for this entry transaction, the "Cost" field must be:

• Hidden: the field does not appear in the entry screen but a default value is assigned to it.
• Displayed: the default value is assigned to the field and displayed. It cannot be modified.
• Entered: the default value is assigned to the field and displayed. It remains enterable (as long as the "New cost" field is set to "No").
  This field is used only for additional invoices.The default value of this field is defined in the window where the additional invoice lines are pre-loaded from the order and/or receipt lines.

• field FCSCODSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Landed cost coef. (field CPRCOECOD)

Parameter used to define, for this entry transaction, if the Landed cost coefficient and Fixed cost per unit must be:

• Hidden: the fields do not appear in the entry screen but they are assigned a default value.
• Displayed: default values are assigned to the fields. They are displayed but cannot be modified.

The initialization rules of these fields in the entry screen of the Invoice management function are specified here:

• landed cost coefficient
• fixed cost per unit

• field CPRCOESCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Cost structure (field STCNUMCOD)

Parameter used to define, for this entry transaction, if the Cost structure must be:

• Hidden: the field does not appear in the entry screen but a value can be assigned to it.
• Displayed: a value can be assigned to the field. The value is displayed but cannot be modified.

The loading rules of this value in the entry screen of the Invoice management function are specified here: Cost structure.

• field STCNUMSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Purchase cost (field CSTPURCOD)

Specify for this entry transaction if the Purchase cost and Purchase cost per unit must be:

Hidden

The values are calculated but the fields are not displayed the entry screen.

Displayed

The values are calculated and displayed but they cannot be modified.

This screen is common to the Orders and Open orders entry transactions. This field, and the fields linked to landed costs, only apply to the the Orders entry transaction. These fields cannot be viewed the Open orders entry transaction is used.

• field CSTPURSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Stock cost (field CPRCOD)

Specify for this entry transaction if the Stock cost and Stock cost per unit must be:

Hidden

The values are calculated but the fields are not displayed the entry screen.

Displayed

The values are calculated and displayed but they cannot be modified.

This screen is common to the Orders and Open orders entry transactions. This field, and the fields linked to landed costs, only apply to the the Orders entry transaction. These fields cannot be viewed the Open orders entry transaction is used.

• field CPRSCR

Specify, for this entry transaction, if the field must be present in:

• Form and table mode
• Form mode
• Table mode.

• Header dimensions (field HEACCECOD)

Parameter used to define if, for this transaction, the analytical dimensions fields of the document header must be:

• Hidden: The options/analytical dimensions menu of the main window will be hidden.
• Displayed: It will be possible to access the options/analytical dimensions menu of the main window, the fields will appear but it will not be possible to access them.
• Entered: It will be possible to access the options/analytical dimensions menu of the main window, the fields will appear and it will be possible to access them.

• Distribution line (field DSPCOD)

This setup is used to define, for this entry transaction, if the analytical distribution key at line and invoicing element level must be:

• Hidden: the field does not appear on the entry screen but the default value is attributed to it,
• Displayed: The default value is assigned to the field and displayed but it cannot be modified.
• Entered: The default value is assigned to the field and displayed. It can be modified.

• field DSPSCR

Parameter used to define, for this entry transaction, if the field must be present in:

• Record +Table modes,
• Form mode,
• Table mode.

• Stock movement dimensions (field STOCCECOD)

Specify for this transaction if the analytical dimension fields related to stock movements must be:

• Hidden
• Displayed: The menu Analytical sections, accessible from the menu in the movement detail window, will be available. The fields are displayed but cannot be accessed.
• Entered: The menu Analytical sections, accessible from the menu in the movement detail window, will be available. The fields are displayed and can be accessed.

• field CCESCR

• Dimension type (field DIE)

You can enter an analytical dimension type code on each table line.
You can access a function from the Actionsicon to pre-load all the dimension types defined on the sites of a given group of sites.

• Method (field CCECOD)

Parameter used to define, for this entry transaction, if the analytical dimension must be:

• Hidden: The field is not displayed on the entry screen. However, it is possible to initialize this field with a default section code.
  
• Displayed: The default value is allocated to the field and displayed but the value cannot be modified.
  
• Entered: The default value is assigned to the field and displayed. It can be modified, and, in that case, the entered value is checked in the analytical dimension table.
  The default value assigned to the analytical dimension is dependent on the dimension setup performed.